Build a pharmacy system around your batches, your prescriptions and your expiry dates.
A pharmacy sells the same strip from three batches with three expiry dates. The shelf, the bill and the supplier invoice all have to agree on which batch left the counter.
That is hard on paper and harder at a busy counter. Near-expiry stock sits at the back. A prescription is filled and the copy is lost. A return to the supplier is remembered a month late.
A system built at GullySystem would start from your stock rooms and your counters. Batch, prescription, register entry, bill and return would all point at the same record.
Businesses we can build for.
A neighbourhood pharmacy, a hospital dispensary and a distributor move the same products in different ways. The build follows how you buy, store and sell.
- Independent pharmacies
- Pharmacy chains
- Online pharmacies
- Hospital pharmacies
- Pharmaceutical distributors
- Medical equipment dealers
- Surgical and medical supplies distributors
- Clinic dispensaries
- Veterinary pharmacies
- Wellness and nutrition stores
- Opticians and optical stores
- Home healthcare supply shops
- Diabetic care and testing supply stores
- Orthopaedic and mobility aid stores
- Multi-branch retail pharmacy groups
- Wholesale medical depots
The modules, and what each one covers.
Nothing here is a fixed package. Each module is built, left out or changed to match how your organisation already works.
The product master
Every item is set up once with the facts a counter and a stock room need.
- Brand and generic name
- Strength and dosage form
- Pack size and loose unit
- Manufacturer
- Barcode and internal code
- Schedule or drug class
- Storage condition
- Reorder level and shelf location
- Substitute and alternative brands
Batch and expiry stock
Stock is held by batch, not by product alone. The batch carries the expiry date, the cost and the supplier, so a recall notice can be traced to the exact shelf.
- Batch number and expiry date
- Purchase rate and list price
- Quantity by shelf and by room
- First-expiry-first-out suggestion
- Near-expiry list by month
- Blocked batch after a recall notice
- Cold chain items held apart
- Stock adjustment with a reason
Purchase orders and goods received
Orders go to suppliers. Goods are checked at the door and entered against the invoice, with the batch, the expiry and any short supply written down before the cartons reach the shelf.
- Order suggestions from sales and reorder level
- Quotes from several suppliers
- Receipt against the supplier invoice
- Short supply and wrong item notes
- Batch and expiry entry at receipt
- Cold chain temperature note
- Supplier credit terms
- Payment due list
The prescription record
Every script names a doctor, a patient and a list of items. The pharmacy keeps whatever its own local rules require, and the record links straight to the bill that filled it.
- Scanned or photographed prescription
- Doctor name and registration number
- Patient name and contact
- Items, doses and duration
- Part filled and balance due
- Repeat and refill dates
- Pharmacist who verified
- Substitution note
- Notes for the patient
The controlled drug register
Controlled and scheduled drugs need an entry for every movement. The register is built from the bill so the entry cannot be forgotten.
- Receipt entries by supplier
- Sale entries with prescriber details
- Running balance by batch
- Wastage and destruction record
- Inspector view and printouts
- Local rules set with your own regulator
The billing counter
The counter has to be quick. Scan the item, pick the batch, take payment and print.
- Barcode and name search
- Batch picked by expiry
- Loose tablets and strips
- Discounts and offers
- Customer and insurer pricing
- Split payments
- Tax invoice in your tax format
- Held bills and returns at the counter
- Currency and tax rules per country
Customers and patient profiles
Regular customers take the same medicines every month, and the profile remembers them, along with allergies, family members and the day a refill will probably be needed.
- Contact and delivery address
- Chronic medicine list
- Refill reminders
- Family members under one account
- Allergy notes
- Loyalty points
- Credit account for regulars
Online orders and delivery
Orders arrive from a website, an app or a phone call. A prescription may need to be uploaded and checked first.
- Order intake with prescription upload
- Pharmacist check before dispatch
- Substitution approval from the customer
- Packing slip and sealed bag
- Rider or courier assignment
- Cash on delivery collection
- Failed delivery and return to stock
Supplier returns and expiry claims
Short-dated and damaged stock goes back to the supplier. The return follows the batch, and the credit note is matched to it when it finally arrives from the supplier’s accounts team.
- Return list by supplier
- Reason: expiry, damage, recall
- Credit note tracking
- Pickup and dispatch record
- Unclaimed returns ageing
- Cost of stock written off
Hospital dispensary issues
In a hospital the pharmacy supplies wards, theatres and outpatients against orders rather than counter sales.
- Ward indents and issue slips
- Patient-wise dispensing
- Theatre kits
- Emergency trolley stock and refill
- Return of unused items
- Billing to the patient account
Distributor orders and routes
A distributor supplies many pharmacies on set days. Orders, credit and delivery runs are planned together.
- Customer order book
- Credit limits and overdue holds
- Promotion and discount rules
- Delivery route and van load
- Cheque and cash collection
- Salesperson visit plan
- Customer-wise returns
Equipment and supplies sales
Wheelchairs, monitors and dressings are sold with serial numbers, warranties and sometimes a service plan.
- Serial number on each unit
- Warranty start and end
- Demonstration and trial loans
- Installation and service calls
- Consumables linked to equipment
- Quotations for institutions
Accounts and tax
Sales, purchases and returns feed the ledger without re-entry.
- Sales and purchase registers
- Tax summaries in your tax format
- Supplier and customer ledgers
- Daily cash and card closing
- Export to your accounting package
- Margin by product and by batch
Branch and chain control
A group moves stock between branches and watches each shop from the head office.
- Inter-branch transfer
- Central purchasing
- Branch-wise price lists
- Slow-moving stock across branches
- Staff roles per branch
- Group dashboard
One connected workflow, end to end.
Every stage below can sit in one system, so nobody re-enters what the last stage already captured.
- Purchase order
- Goods received
- Batch entry
- Shelf
- Prescription check
- Bill
- Register entry
- Delivery
- Return
- Expiry review
You do not have to replace everything at once.
Each phase is usable on its own, so the system earns its place before the next part is built.
- 1
Study
We spend time at your counter and in your stock room. We look at your product list, a supplier invoice, a prescription and your controlled drug register.
- 2
Design
Counter, receiving and register screens are sketched first. Pharmacists, counter staff and the owner each review their own. Nothing is built until they agree.
- 3
Build
The stock and billing core comes first. Prescriptions, returns and delivery follow, and each is shown to your staff at the counter before the next one begins.
- 4
Run
We load your products and opening batches, then run beside you at the counter. Rates and rules are fixed after real bills.
How a build actually runs.
- 01
Count the shelf before the code
Everything downstream rests on the first count. So we plan a batch-wise shelf count with you and enter it as the opening position.
- 02
Keep the counter fast
A queue is the test. Billing screens are built to need as few taps as your busiest hour allows.
- 03
Let pharmacists decide the checks
Which items need a prescription, and who verifies them, is your pharmacist’s call. The step is built in, and you set the rule.
- 04
Build the register from the sale
Register entries come out of the bill and the receipt. Nobody types the same movement twice.
- 05
Bring your product list across
Existing items, prices and suppliers are imported from your files. Duplicates and missing strengths are listed for your staff to clean.
- 06
Agree the local rules with the regulator
Licensing, record keeping and dispensing rules vary by country. Your own regulator or adviser decides which of these apply, and the system follows that.
What you bring, and when.
The build moves at the speed of the answers. These are the things we ask for, in the order we ask.
- 01
Stock sheets, purchase bills and the register
Share a stock list, a purchase bill and a controlled drug register page. Add a prescription sample. They show what your counter records.
- 02
The pharmacist in charge and the buyer
The pharmacist decides what is dispensed and recorded. The buyer decides orders. The owner resolves any difference.
- 03
Margins, substitution and return terms
Margin rules, substitution policy and supplier return terms get answered as screens are built. The pharmacist tries counter screens on real bills. Fixes land before the next module.
- 04
Item master and batch balances
Item master and batch balances come in after a physical count. The pharmacist in charge accepts the counts.
Systems we can put together for you.
- A counter billing screen with batch picking
- A goods-received desk with expiry entry
- A prescription capture and verification queue
- A controlled drug register built from sales
- A near-expiry and supplier return planner
- A refill reminder service for regular customers
- An online order and delivery manager
- A hospital ward indent and issue module
- A distributor order book with route planning
- An equipment sales and warranty tracker
- An inter-branch transfer and central purchasing tool
- A margin and stock turnover dashboard
Questions owners ask before starting.
Will stock be followed by batch and expiry date?
Yes. Every receipt and every sale carries the batch, and the near-expiry list is built from it.
Can it work with barcode scanners and receipt printers?
Yes. Common scanners and printers are supported, and the exact models are checked during the study.
Does it keep the controlled drug register?
It can build register entries from receipts and sales. The format and the retention rules are agreed with your own regulator.
Can customers order online?
Yes. Orders can carry a prescription upload that a pharmacist checks before dispatch.
Does it give medical advice?
No. It shows the records your pharmacists enter and the rules they set. Clinical decisions stay with them.
Can several branches share one system?
Yes. Each branch has its own stock and bills. The head office sees every branch and moves stock between them.
What happens with our accounts software?
Sales, purchases and returns can be exported to most accounting packages. The format is agreed in the first stage.
What if we stock medical equipment as well as medicines?
Equipment is held with serial numbers and warranties, while medicines stay in batches. Both sit in one stock record.
How is the price decided?
It depends on scope. We share a written scope for the first stage after the study.
How we work with this trade.
Ready products for this work.
If one of these fits, it is cheaper and faster than building from scratch. We will say so.
Start with your shelf and your counter.
Send us a supplier invoice, a bill and a page from your register. We will show you how each would look in one connected record, and which of your entries are typed twice today.
If it fits, we plan a first stage together. If not, you still have a clear picture of how your stock should flow.
Tell us how your pharmacies and medical stores runs today.
We will tell you what can be digitised, what can be connected, what is worth automating, and what you should leave alone.
What happens after you share your requirements
- A senior engineer reads your answers. Nobody phones first.
- Within one business day you get a written note: what we understood, what we would start with, and the questions we still have.
- If it fits, a proposal follows with the order of work, what we need from you and what you receive at each step.
- No call is booked and nothing is paid until you have read the note. Your details stay with us.
Start with your requirements
Seven short steps that tell us what you need. A senior engineer reads them before anyone gets in touch.
Share your requirements