Compliance
Pharmacy compliance software for Nepal: narcotic register, IRD-style sales register and HMIS exports
HopMeds builds your compliance records from the bills and stock entries you already make, so the controlled-medicine register, the monthly sales register and your HMIS figures are ready when an inspector or your accountant asks.
A narcotic register that fills itself in as you work
Mark a medicine as controlled and record the class your DDA authorisation names for it. From then on, every receipt, sale, stock adjustment and cancelled-bill return of that medicine adds a line to the branch’s narcotic register, the DDA narcotics record, with the balance left after it. Each line is saved in the same step as the sale or stock movement, so neither happens without the other, and no line can be edited or deleted once written.
A controlled sale will not finalise until the branch has an unexpired DDA narcotic permit on record, a verified prescriber with an NMC number is chosen, the prescription reference is entered and the buyer’s name and address are filled in. Cancelling the bill adds a returned line; the sale line stays.
- When you first mark a medicine controlled, its register opens with the stock each branch already holds
- Open it under Reports and read it by Nepali (BS) or English (AD) month
- Lines show the BS date, batch, quantity in and out, balance, patient, prescriber with NMC number, and invoice number
- The DDA permit number and its expiry are recorded once in branch settings
- Admins and pharmacists can open the register; receptionists and accountants cannot
A stock check that puts the register beside the shelf
The Narcotic Stock Check under Reports lists every controlled medicine with its control class, the register balance, the stock in its batches and the variance between the two, and counts how many medicines differ, so you find a gap before an inspector does. Everyday stock changes go through Adjust Stock with a written reason; for a controlled medicine that adjustment writes a matching register line, so the register and the shelf move together and the earlier lines stay as they were.
- One row per controlled medicine: control class, register balance, physical stock and variance
- Differences are highlighted and counted at the top of the screen
- Stock adjustments need a reason of at least 10 characters
- Register lines are never edited or deleted, not even by an admin
An IRD-style sales register, cancelled bills included
Under Finance, pick a month and HopMeds lists every bill of the branch in invoice-number order: invoice number, BS and AD dates, buyer and PAN, taxable, exempt and VAT amounts, the total and the status. Cancelled bills stay in the list with their number and date and zero amounts, marked cancelled, and the export carries the cancellation reason in its remarks column, so the sequence shows no gaps.
The monthly report beside it totals bills issued, gross and net sales, discounts, taxable and exempt sales, VAT collected, cancelled bills and collections by payment method. Both download as Excel or CSV, so the IRD-style sales register export goes straight to your accountant.
- Invoice numbers run in sequence per branch and fiscal year
- Medicines are VAT-exempt by default; VAT applies only to a VAT-registered pharmacy
- Nothing is sent to IRD; you file your returns as you do today
HMIS-style monthly summaries for your own filing
Choose a date range and one of three templates, and HopMeds generates the summary for the current branch: OPD visits (total, new, follow-up, emergency, male and female), drug dispensing (prescriptions, drug revenue, stock-outs, expired stock disposed) or finance (revenue, VAT, discounts, money owed to you), each line labelled in English and Nepali. Generated reports are saved under Reports so you can reopen them later.
Download the summary as Excel or CSV and copy the figures into your HMIS return. These are HopMeds templates, not the official DoHS form and not a DHIS2 upload, so check them against the current official form.
- HMIS 1, 2 and 3 style sheets: OPD, dispensing and finance
- Generated separately for each branch
- Accountants can generate and export reports without access to the narcotic register
BS and AD dates where each one matters
Choose a Nepali (BS) or English (AD) month for the monthly report, the sales register and the narcotic register; the sales register export carries both dates. Invoice numbers include the fiscal year that starts in Shrawan, as in KTM01-2083/84-000123, and PDF receipts print the BS date.
- Month names in Nepali and English
- Days follow Nepal time (UTC+05:45), so a late-night bill lands on the right date
- The whole staff app switches between Nepali and English
Doctors on record, staff on their own logins
Keep a prescriber list with each doctor’s NMC number; duplicates are refused. Verification is a recorded manual check: an admin looks the doctor up on the public NMC register and marks the result, which then shows against the doctor in your roster. Pharmacists can add doctors but not verify them, and changing an NMC number resets verification.
Every staff member signs in with their own login and a preset role: admin, pharmacist, receptionist or accountant. Sign-ins and changes are logged against that person with the time and result in a log that cannot be edited, and each person can review their own recent entries under Settings; the log shows each person their own entries only.
- Only verified prescribers can be chosen for controlled sales or paired for e-prescriptions
- Staff can be limited to the branches they work in
- Plus and Pro add a paper prescription register filed by photo
What HopMeds does not claim: HopMeds holds no IRD enlistment and no approval from DDA, NMC or the Department of Health Services (DoHS). It follows the formats these bodies use and transmits nothing to any of them: no electronic filing to IRD, no HMIS or DHIS2 upload, and doctors are checked against the NMC register by your admin, not by the software. Keeping paper prescriptions, filing returns and facing inspections stay with you.
Questions about compliance records
Is HopMeds approved by IRD, DDA or DoHS?
No. HopMeds is not on IRD’s list of enlisted billing software and holds no approval from the Department of Drug Administration, the Nepal Medical Council or the Department of Health Services. It follows the formats these bodies use but sends nothing to any of them. If your tax office or auditor requires enlisted software, ask them first.
Does HopMeds keep the narcotic register for controlled medicines?
Yes, for every medicine you mark as controlled: each movement is written to that branch’s register with the balance after it, and a sale needs a DDA permit on the branch, a verified prescriber, the prescription reference and the buyer’s name and address. Keep the paper prescriptions as you do today.
What if my physical count differs from the narcotic register?
The Narcotic Stock Check shows the difference for each controlled medicine so you can investigate it. Register lines are never edited or deleted, and there is no screen for a witnessed count correction, so an unexplained difference stays visible on the stock check.
Can HopMeds produce my HMIS report?
It produces HMIS-style summaries per branch (OPD visits, drug dispensing and finance) with English and Nepali labels, as Excel or CSV, for your own HMIS filing. They are HopMeds templates, not the official DoHS form, and nothing is uploaded to DHIS2, so check the current official form before you file.
Does HopMeds send my sales to IRD?
No, nothing is transmitted to IRD. The sales register lists each bill for the month with BS and AD dates, buyer, PAN, and taxable, exempt and VAT amounts, cancelled bills included. Download it as Excel or CSV for your accountant and your VAT filing.
Does HopMeds verify doctors with the Nepal Medical Council?
Not automatically. An admin checks the doctor’s NMC number on the public NMC register and marks the result, which is saved against the doctor’s record. Only verified prescribers can be chosen for controlled sales or paired for e-prescriptions.
Can I keep my reports in Bikram Sambat?
Yes. The monthly report, the sales register and the narcotic register can be read by BS or AD month, and the sales register export shows both dates.
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