DAR ES SALAAM INSTITUTE OF TECHNOLOGY
COMPUTER DEPARTMENT
INDIVIDUAL MODULE PROJECT SRC DOCUMENT
PROJECT TITLE: WEB-BASED PHARMACY INVENTORY
AND SALES MANAGEMENT SYSTEM
MACHAGE JOSHUA DANIEL
230222452043
ACADEMIC YEAR: 2025 - 2026
ORDINARY DIPLOMA IN COMPUTER
CLASS:
ENGINEERING (OD23-COE)
WEB APPLICATION DEVELOPMENT AND
MODULE TITLE:
HOSTING
MODULE CODE: ITT 06112
MODULE TASK: INDIVIDUAL PROJECT
DATE: January - 2026
Web – Based Pharmacy Inventory and Sales Management System.
Table of Contents
CHAPTER ONE: INTRODUCTION ................................................................................................. 1
1.1 Background of the Study ............................................................................................................ 1
1.2 Problem Statement...................................................................................................................... 1
1.3 Aim of the Project ....................................................................................................................... 1
1.4 Specific Objectives ...................................................................................................................... 1
1.5 Significance of the Study ............................................................................................................ 1
1.6 Scope of the System ..................................................................................................................... 2
1.7 Limitations ................................................................................................................................... 2
CHAPTER TWO: LITERATURE REVIEW .................................................................................... 3
2.1 Manual Systems .......................................................................................................................... 3
2.2 Semi-Digital Systems .................................................................................................................. 3
2.3 Fully Automated Web-Based Systems ...................................................................................... 3
CHAPTER THREE: SYSTEM ANALYSIS ...................................................................................... 4
3.1 Existing System ........................................................................................................................... 4
3.2 Proposed System Features.......................................................................................................... 4
3.3 User Roles .................................................................................................................................... 4
1. Admin ......................................................................................................................................... 4
2. Pharmacist ................................................................................................................................. 4
3.4 Functional Requirements ........................................................................................................... 4
3.5 Non-Functional Requirements ................................................................................................... 5
CHAPTER FOUR: SYSTEM DESIGN.............................................................................................. 6
4.1 Entities and Their Attributes ..................................................................................................... 6
4.2 Context Diagram ......................................................................................................................... 8
4.3 Use Case Diagram (ASCII) ........................................................................................................ 8
4.4 Data Flow Diagrams ................................................................................................................... 8
Sales Processing ............................................................................................................................. 8
Inventory Management ................................................................................................................ 9
Reorder Management ................................................................................................................... 9
4.5 ER Diagram (ASCII) ................................................................................................................ 10
CHAPTER FIVE: SYSTEM IMPLEMENTATION ....................................................................... 11
5.1 Development Tools .................................................................................................................... 11
5.2 System Modules......................................................................................................................... 11
CHAPTER SIX: CONCLUSION ...................................................................................................... 11
6.1 Conclusion ................................................................................................................................. 11
Web – Based Pharmacy Inventory and Sales Management System.
List of Figures
Figure 1; Pharmacy Management System Context Diagram ........................................................... 8
Figure 2; Pharmacy Management System Use Case Diagram ......................................................... 8
Figure 3; System Sales Processing Data flow Diagram ..................................................................... 8
Figure 4; System Inventory Management Data Flow Diagram ........................................................ 9
Figure 5; System Reorder Management Data Flow Diagram ........................................................... 9
Figure 6; Pharmacy Management System Entity Relationship Diagram ...................................... 10
Web – Based Pharmacy Inventory and Sales Management System.
CHAPTER ONE: INTRODUCTION
1.1 Background of the Study
Pharmacies play a critical role in healthcare delivery by dispensing medicines and
maintaining accurate drug records. Many small and medium pharmacies in developing
regions still rely on manual processes such as paper-based stock records, hand-written
receipts, and manual sales logs. These methods are time-consuming, prone to errors, and
make it difficult to track stock levels, expired medicines, and reordering patterns.
A web-based Pharmacy Inventory and Sales Management System provide a centralized
digital solution that automates medicine management, sales recording, reporting, and stock
monitoring. Using Django and MySQL ensures reliability, scalability, and security for
pharmacy operations.
1.2 Problem Statement
Manual pharmacy management results in:
• Frequent stockouts due to lack of real-time inventory tracking
• Mistakes during sales recording and pricing
• Difficulties in generating reports
• Lack of control over expired or near-expiry medicines
• Challenges in reordering medicines at the right time
• Delayed communication between pharmacists and administrators
There is a need for an automated system that simplifies inventory management, tracks
medicine sales, and provides smart reorder alerts.
1.3 Aim of the Project
To design and develop a web-based pharmacy inventory and sales management system
that automates medicine stock control, simplifies sales recording, and improves pharmacy
workflow.
1.4 Specific Objectives
1. To develop a secure login system with two user roles: Admin and Pharmacist.
2. To implement a module for adding, updating, and managing medicine inventory.
3. To enable pharmacists to record medicine sales and generate receipts.
4. To integrate automatic stock level monitoring and expiry notifications.
5. To allow pharmacists to request new stock when medicine is low or finished.
6. To enable the admin to approve or reject stock addition and reorder requests.
7. To generate reports on sales, stock status, and reorder history.
1.5 Significance of the Study
• Reduces human errors in stock management.
• Ensures real-time inventory updates.
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• Eliminates stockouts through early reorder alerts.
• Improves accuracy in sales and receipt generation.
• Helps administrators make data-driven decisions.
• Enhances pharmacy efficiency and customer service.
1.6 Scope of the System
The system covers:
• User authentication
• Medicine management
• Sales and receipt generation
• Stock updates
• Reorder and invoice requests
• Reports
• Two user roles only: Admin and Pharmacist
Not included:
• Insurance integration
• Online customer shopping
• Delivery logistics
1.7 Limitations
• Requires internet connection for full functionality
• Does not support mobile apps (web only)
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CHAPTER TWO: LITERATURE REVIEW
Pharmacy management systems are widely implemented to support medicine dispensing,
stock management, and reporting. Existing systems fall into three categories:
2.1 Manual Systems
Paper-based systems using notebooks and receipt books.
Weakness: Prone to errors, no real-time stock, slow processes.
2.2 Semi-Digital Systems
Use Excel sheets or basic offline software.
Weakness: No multi-user access, difficult to track expiry.
2.3 Fully Automated Web-Based Systems
Use frameworks like Django, Laravel, [Link], and integrate databases like MySQL.
Strengths:
• Real-time updates
• Secure multi-user access
• Automatic alerts
• Reports generation
This project belongs to the web-based automated systems category, using Django due to its
strong security, built-in admin interface, and scalability.
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CHAPTER THREE: SYSTEM ANALYSIS
3.1 Existing System
• Manual stock books
• Handwritten receipts
• Poor expiry tracking
• No automated reports
• No proper communication between pharmacist and admin
3.2 Proposed System Features
• Online login system
• Manage medicines with categories
• Add stock (Admin + Pharmacist with approval)
• Real-time inventory tracking
• Sales module with receipt generation
• Automatic low-stock and expiry alerts
• Reorder request module
• Reports for admin
3.3 User Roles
1. Admin
• Approve or reject stock requests
• Manage medicines
• Approve reorder invoices
• Generate and view reports
• Manage suppliers
2. Pharmacist
• Sell medicines
• Generate receipts
• Add stock (pending approval)
• Create reorder requests
• View inventory
3.4 Functional Requirements
• User login
• Manage medicines
• Sell medicines
• Generate receipts
• Track stock levels
• Approve stock updates
• Create reorder invoices
• Approve reorder invoices
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• Generate reports
3.5 Non-Functional Requirements
• Usability: Simple and friendly interface
• Security: Password hashing, role-based access
• Reliability: MySQL database system
• Performance: Fast loading with optimized queries
• Scalability: Easy to add more modules
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CHAPTER FOUR: SYSTEM DESIGN
The followings here are the Pharmacy System Database Tables, Entities, diagrams and Their
Attributes
4.1 Entities and Their Attributes
1. USER
Field Type Key
user_id INT PK
full_name VARCHAR(100)
email VARCHAR(100) UNIQUE
password VARCHAR(255)
role ENUM('admin','pharmacist')
created_at DATETIME
2. MEDICINE
Field Type Key
medicine_id INT PK
name VARCHAR(100)
category_id INT FK → CATEGORY.category_id
description TEXT
selling_price DECIMAL(10,2)
buying_price DECIMAL(10,2)
expiry_date DATE
reorder_level INT
created_at DATETIME
3. CATEGORY
Field Type Key
category_id INT PK
category_name VARCHAR(100)
4. STOCK
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Field Type Key
stock_id INT PK
medicine_id INT FK → MEDICINE.medicine_id
quantity INT
updated_at DATETIME
5. SALES
Field Type Key
sale_id INT PK
pharmacist_id INT FK → USER.user_id
sale_date DATETIME
total_amount DECIMAL(10,2)
6. SALE_ITEM
Field Type Key
sale_item_id INT PK
sale_id INT FK → SALES.sale_id
medicine_id INT FK → MEDICINE.medicine_id
quantity INT
price DECIMAL(10,2)
subtotal DECIMAL(10,2)
7. PURCHASE_ORDER
Field Type Key
order_id INT PK
medicine_id INT FK → MEDICINE.medicine_id
admin_id INT FK → USER.user_id
requested_quantity INT
order_status ENUM('pending','approved','rejected')
created_at DATETIME
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4.2 Context Diagram
Figure 1; Pharmacy Management System Context Diagram
4.3 Use Case Diagram (ASCII)
Figure 2; Pharmacy Management System Use Case Diagram
4.4 Data Flow Diagrams
4.4.1 Sales Processing
Figure 3; System Sales Processing Data flow Diagram
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4.4.2 Inventory Management
Figure 4; System Inventory Management Data Flow Diagram
4.4.3 Reorder Management
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4.5 ER Diagram (ASCII)
Figure 6; Pharmacy Management System Entity Relationship Diagram
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CHAPTER FIVE: SYSTEM IMPLEMENTATION
5.1 Development Tools
• Frontend: HTML, CSS (Tailwind), JavaScript and React
• Backend: Django Framework (Python)
• Database: MySQL
• Server: Apache
• IDE: VS Code
5.2 System Modules
• Authentication Module
• Inventory Module
• Sales Module
• Reorder Module
• Reporting Module
CHAPTER SIX: CONCLUSION
6.1 Conclusion
The developed web-based Pharmacy Inventory and Sales Management System successfully
automate essential pharmacy operations such as inventory management, sales tracking,
receipt generation, and reorder processing. Using Django with MySQL ensures security, data
integrity, and efficient performance.
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