Pharmacy Stock Management System (Aronium POS)

A practical, pharmacy retail + inventory + reporting setup built on Aronium POS, with real screenshots and sample exports that show how the system was configured to:

• manage 3,118 products across pharmaceutical and non-pharmaceutical products
• track available stock value in Ghana Cedis (GHS)
• run sales, accept Cash & Mobile Money.
• enforce user access controls
• generate dashboards and reports
• launch health-driven promotions (Malaria medicines + Condoms) during Xmas & Easter

This repository is written as a story + evidence pack: it shows the system like a reader is “walking through the shop” - from checkout, to stock, to reporting, to security, to backups.

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The Story: Why this system exists

In many parts of Ghana (and across Africa), a pharmacy is more than a shop, it’s often the closest, fastest healthcare touchpoint.

But the day-to-day reality can be rough:

• customers queueing while staff search shelves manually
• stock levels remembered “in the head” or "shelf numbering"
• cashbook entries that don’t match the shelf
• difficulty knowing what sells, what is expiring, and where money leaks
• weak accountability when multiple staff use the same machine

This project documents how PHAnford moved from “manual guesswork” to a more structured, auditable setup using Aronium POS - without needing expensive enterprise software.

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What’s in this repo

1) Evidence screenshots (system walkthrough)

All key screenshots are in: assets/
They show:

• POS interface (checkout flow)
• admin portal access
• product catalogue and stock valuation
• dashboards and sales reports
• payment method setup (Cash + Mobile Money)
• document search / audit by user
• user roles and access-level controls
• database backup configuration
• Xmas + Easter promotions setup for Malaria medicines & condoms

See: assets/README.md

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2) Sample data exports (products + stock valuation)

This repo includes two useful exports:

• Products master list (CSV)
• Inventory/stock valuation report (Excel)

See: data/README.md

Note: Data is shared for portfolio and demonstration. Before public posting, always remove/blur any personal identifiers.

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Key Capabilities Demonstrated

A. Fast checkout + clean sales flow

The POS interface supports:

• product search (by name/code/barcode)
• quantity/price display
• discount button (quick reduction where allowed)
• save sale / refund / transfer actions

Screenshots:

• assets/Sales_Interface.png
• assets/Acessing_Admin_Portal.png

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B. Stock management in Ghana Cedis (GHS)

This setup tracks:

• product quantities
• cost price and sales price
• stock value totals (useful for procurement & audit)
• visibility of zero stock, non-zero stock, and negative stock lines

From the screenshots (stock summaries):

• Total products: 3,118
• Pharmaceuticals: 2,067
• Non-pharmaceuticals: 616
• Negative quantity items: 5 (system visibility helps catch errors fast)

Stock valuation snapshots (GHS):

• Pharmaceuticals: Total cost ≈ 111,892.89 | Total sale price ≈ 170,647.67
• Non-pharmaceuticals: Total cost ≈ 50,994.38 | Total sale price ≈ 75,936.35
• All products: Total cost ≈ 196,577.55 | Total sale price ≈ 298,918.40

Screenshots:

• assets/Pharmaceutical_Products_AvailableStock_inGhanaCedis.png
• assets/Non-Pharmaceutical_Products_AvailableStock_inGhanaCedis.png
• assets/Total_Products(Pharm&Non-Pharm)_AvailableStock_inGhanaCedis.png

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C. Reporting: daily → monthly → annual performance

A pharmacy survives on knowing what is moving and when.

This repo demonstrates:

• sales dashboards by day
• annual/monthly charts
• top products
• hourly sales distributions
• top customers (where customer mapping is used)
• sales by product report (anonymised)

Screenshots:

• assets/Sales_Dashboard_by_Day.png
• assets/Annual_Sales_Dashboard.png
• assets/Annual_Sales_Dashboard(contd).png
• assets/Sales_By_Products_Report(Anonymised).png

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D. Payments: Cash + Mobile Money

Because Ghana retail reality is hybrid, the system supports:

• Cash
• Mobile Money (MoMo)

Screenshots:

• assets/Payment_Options_for_Customers.png
• assets/Payment_Setup.png

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E. Accountability: users, roles, and audit trails

When multiple staff sell on the same system, accountability matters.

This repo documents:

• user access levels
• permissions over actions like discounts, refunds, reports, and admin areas
• ability to filter documents by user to audit who did what

Screenshots:

• assets/Users_&_AccessLevels_Summary.png
• assets/Users_Access&Security_Level_Setup.png
• assets/Users_Access&Security_Level_Setup(End).png
• assets/Finding_Sales_Document_By_User(Anonymised).png

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F. Resilience: database backup setup

A pharmacy system must survive:

• power interruptions
• sudden restarts
• accidental data loss

This setup includes:

• manual backup
• auto backup options
• backup location configuration

Screenshots:

• assets/Database_Setup.png

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Promotions With Purpose: Xmas & Easter (Malaria + Condoms)

This repository highlights two targeted promotions:

• Xmas Promo (December window)
• Easter Promo (April window)

These promotions were configured on:

1. Known malaria medicines
2. Condom brands

Why this matters (health + business):

• Malaria remains a major cause of illness and death in many African contexts - price reductions during peak buying periods can encourage earlier treatment purchases (where appropriate).
• Condom promotions support prevention efforts for STIs such as:
  • HIV
  • Gonorrhoea
  • Chlamydia
  • Syphilis
  • Trichomoniasis
  • Hepatitis B
  • and reduced (not perfect) risk for infections like HPV and Herpes.

Business strategy side:

• promotions increase traffic
• improve turnover on key public-health products
• build trust and repeat customers

Screenshots:

• assets/Xmas_Promo_Setup_for_KnownMalariaDrugs_InGhana_&_Condoms.png
• assets/Easter_Promo_Setup_for_KnownMalariaDrugs_InGhana_&_Condoms.png
• assets/Promos_Summary.png

Medical note: This is not medical advice. Discounts encourage access/uptake; they do not replace clinical guidance. Condoms reduce risk but do not eliminate risk completely.

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Suggested Repo Structure

.
├── README.md
├── assets/
│   ├── README.md
│   └── (screenshots .png files)
└── data/
    ├── README.md
    ├── PHAnford_Products(Pharm&NonPharam).csv
    └── PHAnford_Stock(Pharm&NonPharam).xlsx

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Author

Samuel Boadi Agyekum

Data Analytics & IT Security (MSc) | Operational Data Systems | Compliance-minded Delivery

I build practical, real-world systems that turn everyday operations into measurable data, from stock valuation and sales audit trails to user access control and reporting. This repo documents how a pharmacy workflow can be structured using Aronium POS, balancing business performance with public-health impact (malaria and STI prevention product accessibility).

• Location: London, UK (Project context: Ghana)
• LinkedIn: https://www.linkedin.com/in/samuel-agyekum-388a82150
• GitHub: https://github.com/agyekumboadi