Pharma Management

System
 INDEX
1. Introduction

2. Objective of the Project

3. Scope of the Project

4. Existing System

5. Proposed System

6. Feasibility Study

7. System Requirement Specification

8. System Design

9. Module Description

10.Database Design

11.Implementation

12.Testing

13.Advantages

14.Limitations

15.Future Enhancements

16.Conclusion

17.References
1. Introduction

In the rapidly evolving healthcare and pharmaceutical sector, technology

is playing a crucial role in improving accessibility and operational
efficiency. Traditionally, pharmacies have relied on manual processes
for medicine sales, inventory tracking, customer management, and
transaction handling. These outdated systems often lead to
inefficiencies, errors, stock mismanagement, and a lack of customer
convenience. With increasing consumer reliance on digital services, the
need for an online pharmacy management system has become
indispensable.

The Pharma Management System is a web-based application aimed at

modernizing pharmaceutical services by digitizing the process of
medicine ordering, inventory management, and transaction processing.
Developed using PHP for server-side scripting and MySQL for
database management, the system provides a centralized platform for
customers to browse available medicines, place orders, and manage their
purchases while allowing administrators to efficiently handle inventory,
product updates, and sales records.

The system offers a user-friendly interface for customers to register, log

in, and explore a detailed product catalog. Customers can select
products, add them to a shopping cart, and complete their purchase
through a secure checkout process. Additionally, the platform features a
personalized order confirmation system that provides users with order
status updates.

On the administrative side, the system provides a secure backend

dashboard enabling pharmacy managers to add, update, or delete product
listings, monitor order histories, and manage user accounts. The
integration of inventory control functionalities allows admins to track
stock levels and avoid stockouts or overstocking scenarios.
The project utilizes widely supported web technologies such as HTML,
CSS, Bootstrap, and JavaScript for frontend development, ensuring a
clean, responsive, and intuitive user interface. The MySQL database
efficiently handles customer, product, and order data, ensuring quick and
reliable data retrieval.

In conclusion, the Pharma Management System enhances customer

convenience, streamlines pharmacy operations, and minimizes the risk
of manual errors. It fosters digital transformation within the
pharmaceutical sector and serves as a foundation for future
improvements such as prescription uploads, online payments, and real-
time order tracking. The project demonstrates how web-based solutions
can optimize healthcare services, promoting efficiency, transparency,
and accessibility for both pharmacy staff and customers.
2. Objective of the Project

The primary objective of the Pharma Management System is to

develop a robust, efficient, and user-friendly online platform that
simplifies the process of medicine ordering and inventory management
in a pharmacy setting. As healthcare needs become increasingly urgent
and consumers demand convenient services, this system aims to bridge
the gap between pharmacies and customers by offering a streamlined,
digital pharmacy solution.

One of the system’s key goals is to automate the end-to-end process of

pharmaceutical sales, from product listing and stock management to
customer ordering and order confirmation. By replacing manual
processes with a centralized online platform, the system reduces
operational inefficiencies, minimizes errors, and enhances customer
satisfaction.

Another essential objective is to provide customers with a convenient,

secure, and easy-to-navigate interface for browsing medicines, adding
them to a cart, and placing orders. The system enables customers to
access a wide variety of pharmaceutical products from the comfort of
their homes, especially beneficial for individuals facing mobility issues,
chronic illnesses, or living in remote areas.

For administrators, the system aims to deliver a powerful backend panel

equipped with tools to manage product inventories, update product
details, track stock availability, and process orders efficiently. This
ensures that pharmacy operations run smoothly, with real-time data on
product availability and order statuses.

Additionally, the system emphasizes the importance of secure

authentication and role-based access, ensuring that sensitive data is
protected and only authorized users can access specific system features.
The login and registration modules provide encrypted session
management for both customers and administrators.
Another objective is to maintain accurate records of all transactions,
product details, and customer profiles in a secure, well-structured
MySQL database. This allows for easy data retrieval, reporting, and
future analysis.

Lastly, the project sets out to build a scalable system that can
accommodate future enhancements such as payment gateway
integration, prescription uploads, mobile app compatibility, and order
tracking systems.

In summary, the Pharma Management System strives to modernize

pharmacy services by offering a digital solution that promotes
convenience, operational efficiency, and security for both customers and
administrators while paving the way for future advancements in
pharmaceutical service delivery.
3. Scope of the Project

The Pharma Management System has been conceptualized as a

comprehensive, web-based solution designed to streamline the processes
involved in pharmaceutical product management, order processing, and
customer interaction in a digital environment. The scope of this project
encompasses both customer-facing functionalities and backend
administrative operations. It seeks to bridge the operational gap in
traditional pharmacies by enabling online medicine ordering, thereby
improving service delivery and operational efficiency for pharmacy
businesses.

This system is designed to serve two primary user groups: customers

and administrators. From a customer’s perspective, the application
allows users to easily register and create personal accounts, log in
securely, browse a variety of available medicines with detailed product
information, and place orders online. The system also includes a
personalized shopping cart where customers can add products, update
quantities, and remove items before proceeding to a secure checkout
process. Following successful checkout, customers receive an order
confirmation notification, providing a seamless and reliable ordering
experience.

On the administrative side, the Pharma Management System provides a

comprehensive control panel that enables pharmacy managers to manage
the inventory of products. Administrators can add new medicines,
update product details such as price and stock availability, and remove
products that are out of stock or discontinued. Additionally,
administrators can view, manage, and monitor customer orders, updating
order statuses and processing transactions in real-time. This ensures
efficient inventory control, prevents product shortages, and reduces
operational errors.

A significant aspect of the system’s scope is its real-time inventory

management feature. As customers place orders, the available stock is
automatically updated in the database, ensuring that product availability
information remains current. This prevents overselling and improves
stock management accuracy, which is often a challenge in traditional,
manual systems.

The system also focuses on providing secure user authentication and

session management. Customers and administrators must log in with
valid credentials to access their respective functionalities. The platform
incorporates role-based access control to ensure that administrators can
access backend operations while customers are restricted to shopping
and order placement features only. This enhances the overall security of
the platform and ensures that sensitive operations are protected.

Furthermore, the scope of the project is designed to support future

scalability. The current framework can be easily extended to incorporate
advanced features such as online payment gateway integration,
allowing customers to pay for their orders online using credit/debit
cards, net banking, or digital wallets. It can also be expanded to include
prescription upload functionalities, enabling customers to upload valid
medical prescriptions when required by regulatory norms for certain
medicines.

The system is intended for use by independent pharmacies, pharmacy

chains, and healthcare product distributors who wish to modernize
their operations and provide online services to their customers.
Additionally, it is applicable in rural and urban healthcare setups,
especially where pharmacy access is limited, and remote ordering is
essential.

In conclusion, the scope of the Pharma Management System

encompasses end-to-end functionalities for customer medicine ordering
and pharmacy inventory management. It improves accessibility for
customers, enhances operational control for administrators, and lays the
groundwork for future enhancements such as mobile app integration and
real-time order tracking. The system ultimately promotes a reliable,
efficient, and modernized approach to pharmacy service delivery.
4. Existing System

In the traditional pharmaceutical sector, the process of purchasing

medicines and managing inventory is predominantly manual and offline.
Customers typically visit physical pharmacy stores, search for required
medicines, and complete purchases through over-the-counter
transactions. While this system has served its purpose for decades, it is
fraught with several operational inefficiencies and limitations, especially
in the context of modern healthcare demands where convenience, speed,
and accessibility are critical.

In a typical existing system, pharmacies maintain manual inventory

records in notebooks, spreadsheets, or outdated standalone desktop
applications. These inventory records are prone to human errors, such as
incorrect stock counts, duplicate entries, and accidental deletions. When
customers inquire about a specific product, pharmacy staff must
physically check shelf stocks or manually refer to inventory records,
which consumes time and may result in inaccurate information due to
outdated stock data.

Additionally, customer service in the existing system is entirely in-

person. This limits the accessibility of pharmaceutical services,
especially for individuals residing in remote areas, elderly patients, or
those suffering from illnesses that restrict their ability to visit a physical
store. There is no option for customers to browse available medicines,
check product details, or place orders online, resulting in a lack of
convenience and flexibility.

Another significant shortcoming of the existing system is order

management. Pharmacies typically do not maintain digital transaction
records for customers, which makes it difficult to track customer
preferences, repeat purchases, or sales trends. In case of order-related
issues or returns, there is no reliable system to refer to past transactions
quickly. Moreover, promotional activities, loyalty programs, and
customer relationship management are virtually absent due to the lack of
a centralized digital platform.
From an administrative perspective, existing systems offer limited
operational control. Managers must manually track sales, stock levels,
and supplier transactions. Replenishing inventory depends on periodic
stock checks, which may lead to stockouts or overstocking if not
managed properly. Furthermore, the absence of real-time stock updates
means that pharmacy staff may inadvertently promise customers
products that are no longer available, leading to poor customer service
experiences.

Security and data protection in the existing system are also minimal.
Sensitive information such as pricing details, supplier data, and
transaction records are either stored in physical files or unsecured digital
formats like spreadsheets. This exposes the business to data loss, theft,
or unauthorized access.

While some pharmacies have adopted basic Point-of-Sale (POS)

software, these systems typically lack features like online order
processing, customer accounts, and real-time stock updates.
Additionally, POS systems are often limited to in-store operations and
do not support remote access or online services, which restricts business
scalability.

In conclusion, the existing pharmacy system is heavily reliant on

manual operations, lacks digital convenience for customers, and
provides limited operational efficiency for administrators. It is ill-
equipped to meet the modern demands of the healthcare industry, where
remote ordering, inventory accuracy, real-time updates, and customer
data management are essential for effective service delivery. This
underscores the need for a modern, integrated, and user-friendly online
Pharma Management System.
5. Proposed System

To overcome the limitations and inefficiencies of the traditional and

semi-digital pharmacy management systems, the Pharma Management
System proposes a fully integrated, web-based solution designed to
automate, streamline, and modernize the core operations of a pharmacy.
The proposed system replaces manual processes with a centralized, real-
time, and easily accessible platform, serving the needs of both pharmacy
administrators and customers.

The core idea of the proposed system is to digitize medicine sales and
inventory management by providing an online ordering system for
customers and a powerful backend for pharmacy managers. Customers
will no longer be restricted to physical store visits and can access the
pharmacy’s product catalog, view detailed information about each
medicine, and conveniently place orders through a secure, user-friendly
website. This brings essential healthcare services directly to the
customer’s home, a significant advantage especially for elderly,
chronically ill, or remotely located patients.

The proposed system offers a user account management module

where customers can register, create personal profiles, and securely log
in. Registered users can browse available medicines, search for specific
products, add items to a digital shopping cart, and proceed to a secure
checkout process. Upon successful order placement, customers receive
an order confirmation notification. Order history and status updates can
also be made available for future versions of the system.

On the administrative side, the system provides a dedicated admin

panel, accessible only to authorized personnel through secure login
credentials. From this panel, pharmacy managers can manage product
listings, including adding new medicines, updating prices, stock
availability, product descriptions, and deleting obsolete products. The
admin dashboard also provides tools for reviewing and managing
customer orders, confirming transactions, and updating order statuses.
A key advantage of the proposed system is real-time inventory
management. As customers place orders, product quantities are
automatically updated in the database, ensuring accurate stock
availability at all times. This reduces the risk of overselling or stockouts,
thereby improving overall operational efficiency and customer
satisfaction. Additionally, the system can generate low-stock alerts,
enabling administrators to replenish inventory proactively.

The system is built using PHP, MySQL, HTML, CSS, Bootstrap, and
JavaScript, ensuring cross-browser compatibility, responsive design,
and efficient database management. It features role-based access
control, meaning regular customers and administrators have different
access permissions within the system, enhancing both security and
usability.

The proposed system is designed to be scalable and extensible,

allowing for future enhancements such as integration with online
payment gateways, enabling customers to pay for their orders online
through debit cards, credit cards, net banking, or digital wallets. It can
also be extended to include prescription uploads, real-time order
tracking, and mobile app integration to increase the accessibility and
usability of the platform.

In conclusion, the Pharma Management System introduces a secure,

efficient, and user-centric platform for pharmaceutical services,
improving operational workflows for pharmacies while enhancing
convenience and satisfaction for customers. It addresses the critical
limitations of the existing system and establishes a future-ready
framework for digital healthcare service delivery.
6. Feasibility Study

Before undertaking the design and implementation of any software

system, it is essential to determine whether the proposed project is
feasible in terms of technology, cost, operational suitability, and legal
compliance. The feasibility study for the Pharma Management System
evaluates the viability of the project from multiple perspectives to ensure
that it can be successfully designed, developed, and implemented within
a reasonable time frame and budget while effectively meeting the
objectives it was intended to fulfill.

1. Technical Feasibility

Technical feasibility assesses whether the available technology is

sufficient to develop and support the system’s requirements. The
Pharma Management System is technically feasible as it is built using
widely supported, open-source web technologies like PHP, MySQL,
HTML, CSS, Bootstrap, and JavaScript. These tools are not only
reliable and flexible but are also well-documented and widely used by
the global developer community.

Most modern hosting environments support PHP and MySQL, making

deployment straightforward and scalable. Additionally, these
technologies are compatible with various operating systems, including
Windows, Linux, and macOS. Since the development team can easily
find libraries, frameworks, and community support, the risk of
encountering unresolved technical challenges is minimal. The system’s
architecture also supports scalability, enabling future enhancements like
online payments or mobile app integration without overhauling the core
framework.

2. Economic Feasibility

Economic feasibility examines whether the project’s costs are justified

by the anticipated benefits. Since the Pharma Management System is
built using open-source technologies, there are minimal software
licensing costs involved. The primary expenses are related to web
hosting services, developer time, and optional third-party services such
as payment gateways for future upgrades.

From an operational standpoint, the proposed system reduces

administrative overheads, minimizes errors associated with manual
operations, and improves sales opportunities through online services.
Over time, these operational savings offset the initial development and
maintenance expenses. Moreover, the system helps pharmacies tap into a
wider customer base, increasing potential revenue by offering remote
medicine ordering options.

3. Operational Feasibility

Operational feasibility assesses whether the proposed system can

function effectively in the intended environment. The Pharma
Management System is designed with user-friendliness and
accessibility in mind. The intuitive, clean, and responsive user interface
ensures that both customers and administrators can interact with the
system efficiently, even with minimal technical knowledge.

By offering a simple registration process, easy product browsing, cart

management, and secure checkout options for customers, the system
enhances the overall purchasing experience. On the administrative side,
the system simplifies stock management, order tracking, and product
updates, reducing manual workload and operational inefficiencies. Pilot
testing can be conducted before full implementation to gather feedback
and address any user concerns.

4. Legal Feasibility

Legal feasibility involves ensuring that the system complies with data
protection and privacy laws. The Pharma Management System is
designed with security considerations like encrypted password storage,
role-based access control, and session management. Sensitive
customer and transaction data are securely handled, reducing risks of
unauthorized access. If integrated with prescription uploads or online
payments in the future, the system can be extended to comply with
relevant healthcare and financial regulations, including local data
privacy laws.

Conclusion

The feasibility study concludes that the Pharma Management System

is highly viable across technical, economic, operational, and legal
dimensions. The use of open-source, proven technologies minimizes
costs and risks, while the system’s design ensures operational suitability
and regulatory compliance. This comprehensive analysis affirms that the
project is both achievable and beneficial, with a strong potential for
success upon deployment.
7. System Requirement Specification (SRS)

The System Requirement Specification (SRS) is a comprehensive

document that outlines the functional and non-functional requirements
of the Pharma Management System. It defines the expected behavior,
performance, and constraints of the system and serves as a blueprint for
developers, testers, and stakeholders to ensure that all user needs are
addressed effectively.
1. Functional Requirements
Functional requirements describe the core services and operations the
system must perform to fulfill its purpose. The Pharma Management
System’s functional requirements are categorized based on the two
primary user roles: Customers and Administrators.
For Customers:
• User Registration and Login: Customers must be able to register
with unique credentials and securely log in using valid email
addresses and passwords.
• Product Browsing: Customers should be able to browse through a
list of available medicines with their details, including product
name, description, price, and stock availability.
• Product Search: The system must provide a search functionality
for users to find specific medicines quickly.
• Cart Management: Customers can add medicines to a digital
shopping cart, update quantities, or remove products before
checkout.
• Checkout and Order Confirmation: Customers should be able to
review their cart, confirm their order, and receive a confirmation
notification upon successful transaction completion.
For Administrators:
• Admin Login: Admin users must securely log in to access the
backend management portal.
• Product Management: Administrators can add new medicines,
update product details, adjust prices, manage stock levels, and
remove discontinued products.
• Order Management: The system must allow administrators to
view, confirm, and update customer orders and monitor transaction
records.
• User Account Management: Admins can manage customer
accounts by reviewing profiles, resolving complaints, or
deactivating accounts if necessary.
2. Non-Functional Requirements
Non-functional requirements define how the system should perform
rather than what it should do. These are essential to ensure system
usability, security, and reliability.
• Performance: The system should process transactions and display
product lists in under 2 seconds for up to 100 concurrent users.
• Security: The system must implement secure password hashing,
session management, and role-based access controls. All sensitive
operations should be protected against common web vulnerabilities
like SQL injection, CSRF, and XSS.
• Availability: The system must maintain a minimum uptime of
99% to ensure continuous access for users.
 • Scalability: The architecture must support easy future
enhancements, such as adding payment gateways, prescription
uploads, or mobile app integration.
• Usability: The system should have an intuitive, responsive, and
easy-to-navigate user interface, ensuring accessibility for users
with minimal technical experience.
• Data Integrity: All transactions, inventory updates, and order
processing should maintain data consistency and prevent
duplication.
3. System Constraints
• Technology Stack: The system must use PHP, MySQL, HTML,
CSS, Bootstrap, and JavaScript for development.
• Hosting Requirements: A reliable web hosting service is required
to deploy the system.
• Browser Compatibility: The system should function smoothly on
popular web browsers such as Google Chrome, Mozilla Firefox,
Microsoft Edge, and Safari.
• Internet Dependency: Being an online system, it requires a stable
internet connection for both customers and administrators to access
services.
Conclusion
The System Requirement Specification clearly defines the necessary
functionalities, performance criteria, and operational constraints for the
Pharma Management System. It ensures that the development process
remains focused and aligned with user needs, while maintaining system
security, scalability, and reliability for future growth.
8. System Design
The System Design phase is a crucial part of software development,
where the overall structure and architecture of the application are
defined based on the requirements gathered during the previous stages. It
transforms the theoretical concepts of the project into a practical and
executable blueprint for developers. For the Pharma Management
System, the design emphasizes modularity, security, and efficiency to
deliver a reliable online pharmacy platform for both customers and
administrators.
1. Architectural Overview
The Pharma Management System is based on a client-server
architecture where clients (customers and administrators) interact with
the system via a web browser, while the backend server processes these
requests, performs business logic operations, and communicates with the
database.
The system follows a three-tier architecture:
• Presentation Layer (Frontend): Manages user interaction
through a clean, responsive web interface developed using HTML,
CSS, Bootstrap, and JavaScript.
• Application Layer (Backend): Handles business logic, session
management, and request processing using PHP scripts.
• Data Layer (Database): Manages data storage and retrieval via a
MySQL relational database.
This separation of concerns enhances maintainability, scalability, and
security by ensuring that each layer operates independently but in
coordination with the others.
2. System Components
a) User Interface (Frontend)
The frontend provides a user-friendly interface for both customers and
administrators. It includes pages for:
• User Registration and Login
• Product Browsing and Search
• Cart Management and Checkout
• Admin Dashboard for product and order management
Bootstrap ensures the layout is responsive across devices, while
JavaScript handles client-side validation and interactivity.
b) Backend (Business Logic Layer)
The PHP backend processes user inputs, interacts with the database, and
returns appropriate responses. Key operations handled by the backend
include:
• User authentication and session management
• Product listing retrieval
• Cart operations (add, update, delete)
• Order processing and confirmation
• Inventory management for administrators
c) Database Layer
The MySQL database securely stores all application data, including:
• User credentials and profiles
• Product details and stock availability
• Shopping cart and order transactions
 • Administrative settings
The database uses properly indexed tables, foreign key relationships, and
constraints to maintain data consistency and integrity.
3. Security and Authentication Design
The system implements secure password hashing, encrypted session
tokens, and role-based access controls to restrict sensitive operations to
authorized users only. Customer sessions are managed using secure PHP
session handling, and administrators have elevated privileges accessible
via protected login pages.
To prevent unauthorized data access, the system incorporates:
• Input validation and sanitization
• CSRF token integration for form submissions
• SQL injection prevention via prepared statements
4. Workflow Example: Order Placement
1. Customer logs in and browses products.
2. Customer adds selected products to the cart.
3. Upon checkout, PHP validates the order and updates the stock in
the database.
4. Order confirmation is generated and shown to the customer.
5. Administrator reviews order details and updates order status in the
admin panel.
Conclusion
The System Design of the Pharma Management System ensures a
secure, efficient, and scalable online platform. Its modular architecture,
clean separation of presentation, business logic, and data layers, and
robust security practices position it as a reliable solution for modernizing
pharmacy operations while offering convenience to customers.
9. Module Description
The Pharma Management System is composed of several integrated
modules, each responsible for a specific functionality within the system.
The modular design promotes maintainability, scalability, and ease of
debugging. It ensures that individual modules can function
independently while working cohesively within the larger framework of
the application. Below is a comprehensive description of the system’s
primary modules:

1. User Management Module

This module handles user-related operations such as registration, login,
session management, and profile control. Customers must register with a
unique email and password, with their credentials securely stored in the
database. Upon login, the system validates credentials, starts a user
session, and redirects the user to appropriate pages based on their role
(customer or admin).
Key functionalities include:
• Customer registration
• Login authentication and session management
• Password protection through hashing
• Profile information management
The system also ensures role-based access by differentiating between
regular customers and admin users.

2. Product Management Module

This module enables administrators to manage the medicine inventory
displayed to customers. Administrators can:
• Add new medicines with name, price, description, quantity, and
images
• Update product details, including stock availability and price
changes
• Delete obsolete or out-of-stock medicines
The product management module ensures real-time inventory control,
automatically updating stock levels when customer orders are placed and
processed.

3. Product Browsing and Search Module

This module provides customers with the ability to view and search
through the available medicines catalog. Products are displayed with
essential information, including:
• Product name
• Description
• Price
• Stock availability
• Images
Customers can browse products category-wise or use the search function
to locate specific medicines by name or keyword.

4. Shopping Cart Module

The shopping cart module enables customers to add selected medicines
to a virtual cart before making a purchase. It allows:
• Adding products with chosen quantity
• Updating cart contents (increase/decrease quantity or remove
items)
• Calculating the total price in real-time
• Viewing cart summary before checkout
This module temporarily stores cart data using PHP sessions until the
checkout is completed or the session expires.

5. Checkout and Order Management Module

During checkout, this module processes customer orders by:
• Validating product availability against stock
• Updating the stock quantity in the database upon successful order
placement
• Generating order confirmation messages for customers
• Recording transaction details in the database for administrative
tracking
On the administrative side, the order management system allows
pharmacy staff to:
• View pending and completed orders
• Update order statuses
• Review order history and transaction records
6. Admin Dashboard Module
Accessible only to admin users, this module serves as the central control
panel for managing system data. Key features include:
• Viewing product inventory and stock status
• Adding, editing, or deleting medicines
• Managing customer accounts
• Processing and updating customer orders
• Generating operational summaries (future enhancement)

Conclusion
Each module in the Pharma Management System is designed to
handle a specific operational aspect, ensuring clarity, reliability, and easy
maintenance. The modular approach allows for future upgrades like
integrating payment gateways, prescription uploads, and order tracking
with minimal system restructuring.
10. Database Design
A well-structured database design is vital for any web-based
management system, as it ensures secure, efficient, and organized
storage of application data while supporting fast and reliable data
retrieval. The Pharma Management System uses MySQL, a
lightweight yet powerful relational database management system, to
handle the storage and management of critical records, including product
information, user accounts, transaction records, and inventory data.
This section outlines the data modeling approach, key tables,
relationships, and security considerations within the database design of
the system.

1. Data Modeling Approach

The system follows an Entity-Relationship (ER) model, where entities
represent key objects like users, products, orders, and order details. The
relationships between these entities are established using primary and
foreign keys, ensuring data integrity and eliminating redundancy.
The system is normalized to at least Third Normal Form (3NF) to
avoid duplicate data and ensure efficient database operations.

2. Key Database Tables

a) User Table
This table stores customer and administrator account details.
• user_id (Primary Key)
• name
 • email
• password (hashed)
• role (customer/admin)
• created_at (timestamp)
b) Product Table
Holds data related to each medicine.
• product_id (Primary Key)
• product_name
• description
• price
• quantity
• image
• created_at (timestamp)
c) Cart Table (Temporary)
Stores cart items for each user session.
• cart_id (Primary Key)
• user_id (Foreign Key)
• product_id (Foreign Key)
• quantity
• created_at (timestamp)
d) Order Table
Records finalized orders placed by customers.
 • order_id (Primary Key)
• user_id (Foreign Key)
• order_date
• order_status
e) Order_Details Table
Maintains details of products within each order.
• order_detail_id (Primary Key)
• order_id (Foreign Key)
• product_id (Foreign Key)
• quantity
• price_at_order

3. Relationships Between Tables

• One-to-Many: A single user can place multiple orders.
• Many-to-Many (via Cart and Order_Details): A user can have
multiple products in a cart or an order, and each product can appear
in multiple carts or orders.
• One-to-One: Each product entry corresponds to a unique product
in the inventory.
Foreign keys enforce referential integrity, ensuring no orphan records
exist in dependent tables.

4. Data Security and Integrity

The system implements:
• Hashed passwords using secure hashing algorithms for user
credentials.
• Foreign key constraints to maintain data consistency across
related tables.
• Input validation and prepared statements to prevent SQL
injection attacks.
• Indexed search fields (e.g., product_name, email) for fast query
performance.

5. Scalability Considerations
The database design supports scalability, allowing for future expansions
like adding tables for:
• Payment transactions
• Prescription uploads
• Order delivery tracking
• User feedback and reviews

Conclusion
The Pharma Management System’s database design ensures reliable,
secure, and efficient data management. With clearly defined
relationships, secure data handling, and normalization, the system
maintains data integrity while supporting rapid information retrieval and
scalable business growth.
11. Implementation
The implementation phase is the stage where the theoretical designs
and database structures are translated into a working, functional
application. In the context of the Pharma Management System, this
phase involves setting up the development environment, writing code for
the various modules, integrating the frontend and backend components,
configuring the database, and conducting initial deployment on a test
server. The implementation ensures that all system requirements are met
through practical application.

1. Development Environment Setup

The development environment consists of essential tools and software
needed to build the system. The Pharma Management System was
developed using:
• PHP as the backend server-side scripting language
• MySQL as the relational database system
• HTML, CSS, Bootstrap for the frontend presentation
• JavaScript for interactive client-side features
• XAMPP/LAMP/WAMP as the local server environment for
development and testing
Developers installed and configured these tools, created a virtual host for
local testing, and established database connections through PHP.

2. Module Development
The implementation began with building individual modules based on
the previously outlined system design.
• User Management Module: PHP scripts were created for user
registration, login authentication, and secure session management.
Passwords are hashed before being stored in the MySQL database,
ensuring secure authentication.
• Product Management Module: Administrative pages were
implemented to allow authorized users to add, edit, or delete
medicines. These scripts interact with the product table in the
database, using forms to input and update records.
• Product Browsing and Search Module: The frontend displays
products fetched from the database using dynamic PHP queries.
Bootstrap cards and grid layouts were used to present medicines
attractively, with search and filter functions for easy navigation.
• Shopping Cart Module: Session-based cart management was
implemented to allow users to add medicines to their cart, modify
quantities, or remove items. The cart’s contents were stored
temporarily using PHP session variables until checkout.
• Checkout and Order Processing Module: On checkout, the
system validated stock availability, updated inventory quantities,
recorded the order and transaction details in the database, and
generated an order confirmation.
• Admin Dashboard Module: A secure admin login redirects
administrators to a dedicated dashboard where they can manage
products, users, and order records through organized tables and
forms.
3. Database Configuration
The MySQL database was set up using phpMyAdmin. Tables were
created based on the finalized database design, and relationships
between them were established using primary and foreign keys. Test
data for products and user accounts were inserted to simulate a live
environment.

4. Security Implementation
Security practices were enforced by:
• Using hashed passwords
• Implementing session-based access control
• Validating user inputs to prevent SQL injection and XSS attacks
• Including CSRF tokens in forms

5. Testing and Debugging

Initial unit testing was conducted on individual modules. Errors, bugs,
and logic issues were identified and corrected. Integration testing
ensured that all modules worked seamlessly together.

Conclusion
The implementation phase of the Pharma Management System
successfully transformed theoretical designs into a practical,
working application. Through systematic module development,
database configuration, and security enforcement, the system was
prepared for testing and real-world use, meeting all operational and
technical requirements.
12. Testing
Testing is a crucial stage in the software development life cycle, where
the system is rigorously examined to ensure that it functions correctly,
securely, and reliably before deployment. The purpose of testing the
Pharma Management System is to identify and rectify defects, verify
compliance with functional and non-functional requirements, and
confirm that the application is user-friendly and secure. This phase
improves system reliability and enhances user satisfaction.

1. Objectives of Testing
The primary objectives during the testing phase were:
• To ensure all system functionalities work as intended.
• To detect and fix any logic, validation, or integration errors.
• To validate security mechanisms like password hashing and role-
based access control.
• To verify data integrity and consistency within the database.
• To test the system’s performance under normal and peak usage
conditions.

2. Types of Testing Performed

a) Unit Testing
Unit testing focuses on verifying individual components and functions in
isolation. Each PHP function, query, and form submission was tested
separately to confirm expected outcomes.
 • Example: Testing the add-to-cart functionality to ensure the
product quantity updates correctly in the session.
b) Integration Testing
This ensures that different modules work seamlessly when combined.
The integration of user registration with login, cart with checkout, and
product management with order processing was thoroughly tested.
• Example: Testing whether the stock decreases automatically in the
database after a successful checkout.
c) Functional Testing
Functional testing validates that the system meets its defined functional
requirements.
• Customer actions like login, cart operations, order placement, and
logout were tested.
• Admin tasks like adding products, updating stock, and processing
orders were examined.
d) Security Testing
The system’s defenses against common security threats were tested.
• Passwords were verified to be securely hashed.
• SQL injection attacks were simulated by entering malicious input
to confirm database protection.
• Session management was tested to prevent unauthorized access to
admin modules.
e) User Acceptance Testing (UAT)
A sample group of users, both customers and administrators, tested the
system to assess ease of use, interface clarity, and navigation logic.
 • Feedback was gathered and minor adjustments were made to
improve the user experience.

3. Bug Tracking and Resolution

A systematic bug tracking log was maintained where issues were
recorded, categorized by severity, and resolved in a prioritized manner.
• Example: A bug where the cart total didn’t update after quantity
changes was fixed by correcting the PHP session update logic.
• Security loopholes were identified and addressed by improving
input validations and adding CSRF tokens to all forms.

4. Performance Testing
The system was tested under different loads to assess stability and
response time. Up to 50 simultaneous user sessions were simulated using
local tools, and the system handled it without performance drops,
confirming its readiness for live deployment.

Conclusion
The testing phase of the Pharma Management System successfully
ensured that all modules performed accurately, securely, and
reliably. With thorough unit, integration, functional, security, and user
acceptance testing, the system proved stable and efficient, offering a
high-quality experience for both customers and administrators.
13. Advantages
The Pharma Management System offers numerous advantages for
both pharmacy administrators and customers, transforming traditional
manual processes into a streamlined, digital, and efficient solution. By
adopting modern web technologies and automating core operations, this
system enhances customer service, reduces operational overhead, and
ensures better inventory control. Below are the significant benefits
provided by the system:

1. Automation of Operations
One of the system’s primary advantages is the automation of medicine
ordering and inventory management processes. Customers can
conveniently browse, select, and order medicines online without visiting
a physical store. Administrators no longer need to manage stock and
sales records manually, as the system updates inventories in real time
after each transaction. This reduces paperwork, operational delays, and
reliance on human effort.

2. Enhanced Customer Convenience

The system introduces online medicine ordering from any location, at
any time, offering tremendous convenience, especially for elderly
individuals, patients with mobility challenges, or residents in remote
areas. Customers can view product details, prices, and availability in real
time and complete purchases using an intuitive, user-friendly interface.
The seamless shopping experience increases customer satisfaction and
loyalty.
3. Accurate Real-Time Inventory Management
Unlike traditional pharmacy operations where stock records are often
outdated or error-prone, the Pharma Management System ensures real-
time stock updates. When customers place orders, the available stock
quantity is automatically adjusted in the database. This prevents over-
ordering and stockouts while helping administrators maintain accurate
inventory levels. Alerts for low stock levels further improve inventory
planning and replenishment.

4. Secure User Authentication and Role-Based Access

The system implements robust user authentication mechanisms,
ensuring that sensitive operations like product management and order
processing are restricted to authorized administrators. Role-based access
controls prevent customers from accessing backend operations.
Password hashing and session management enhance data privacy and
system security, protecting against unauthorized access and data
breaches.

5. Improved Data Integrity and Record Management

With a centralized, relational MySQL database, all user profiles,
orders, product details, and transaction histories are securely stored and
managed. This improves record-keeping accuracy, eliminates data
redundancy, and ensures quick access to critical information. Digital
records reduce the risk of lost or misplaced documents, simplifying
order verification and inventory audits.

6. Scalability and Future Enhancements

The system is modular and scalable, enabling future enhancements like
payment gateway integration, prescription uploads, real-time order
tracking, and mobile app support. Its flexible design ensures that new
modules can be integrated without disrupting existing operations.

7. Cost Efficiency
By reducing manual labor, minimizing paperwork, and automating
repetitive tasks, the system lowers administrative costs. Open-source
technologies eliminate licensing fees, and operational efficiencies lead to
long-term financial savings.

8. Improved Administrative Control

The admin dashboard centralizes control over product inventory,
customer accounts, and order processing, giving managers
comprehensive visibility and decision-making capability. Real-time
operational insights help optimize inventory turnover and business
strategy.

Conclusion
In summary, the Pharma Management System delivers numerous
advantages, including operational automation, enhanced customer
convenience, real-time inventory management, secure access control,
improved data integrity, cost savings, and scalability. These benefits
position the system as a highly effective solution for modernizing
pharmacy services and improving healthcare product accessibility.
14. Limitations
While the Pharma Management System offers significant advantages
in improving pharmaceutical operations and customer service, like any
software solution, it also has certain limitations. Identifying these
limitations is important to manage expectations, highlight areas for
improvement, and guide future system enhancements. Below are the
notable limitations of the current version of the system:

1. Limited to Web-Based Access

The system is designed as a web-based platform and requires a stable
internet connection and access through modern web browsers.
Customers without reliable internet services or those unfamiliar with
digital interfaces may face difficulties using the system. Additionally,
there is no native mobile application or offline mode, limiting its
accessibility in rural areas or during internet outages.

2. No Integrated Payment Gateway

In its current version, the Pharma Management System does not support
online payment processing. All transactions are cash-on-delivery or
handled manually. This restricts customer convenience, especially for
those who prefer online payment methods like credit/debit cards, UPI, or
digital wallets. Without integrated payment options, the system also
lacks automated financial record tracking.

3. Absence of Prescription Upload Feature

For certain regulated medicines, uploading a valid medical prescription
is mandatory. The current system version does not include a
prescription upload module. This means customers cannot digitally
submit prescriptions when ordering prescription-only drugs, limiting the
platform’s compliance with pharmacy regulations and preventing its use
for certain categories of medication.

4. No Order Tracking Functionality

Once an order is placed, customers receive a confirmation, but there’s no
live order tracking system integrated within the platform. Users cannot
view the real-time status of their order, estimated delivery timelines, or
delivery personnel details. This can affect the overall customer
experience, especially for time-sensitive medicine deliveries.

5. Limited Reporting and Analytics

The administrative dashboard provides basic management functionalities
but lacks advanced reporting tools. Features like sales analytics,
customer purchase trends, inventory turnover reports, and financial
summaries are currently unavailable. The absence of visual data insights
limits decision-making capabilities for pharmacy owners and managers.

6. No Multi-Language Support
The system is built with a single-language interface (English), making
it less accessible to non-English-speaking customers. This can be a
barrier in multilingual regions where offering multiple language options
could enhance inclusivity and expand the customer base.
7. Manual Deployment and Technical Maintenance
Deploying and maintaining the system on a live server requires basic
technical expertise in PHP, MySQL, and server configuration. Small
pharmacy owners without IT support may find it challenging to set up
hosting, manage database backups, or perform security updates, posing
operational risks.

8. Limited Notification System

The current platform only provides basic order confirmation
messages. It lacks advanced notification features like email or SMS
alerts for order dispatch, stock availability, or delivery updates, which
would improve customer engagement and satisfaction.

Conclusion
While the Pharma Management System addresses many operational
inefficiencies, it does have limitations concerning payment integration,
prescription handling, order tracking, reporting, language support, and
maintenance. Recognizing these limitations is essential for planning
future upgrades and delivering a comprehensive, industry-compliant,
and scalable pharmacy solution.
15. Future Enhancements
While the current version of the Pharma Management System
effectively addresses essential pharmacy operations and online ordering,
there is significant scope for future enhancements. These planned
upgrades aim to improve system efficiency, customer convenience,
operational control, and compliance with pharmaceutical regulations. By
continuously evolving, the system can stay competitive, meet user
expectations, and support business growth. Below are several valuable
future enhancements proposed for the system:

1. Integration of Online Payment Gateway

One of the most practical upgrades is the integration of a secure online
payment gateway. Allowing customers to pay via debit cards, credit
cards, UPI, net banking, and digital wallets during checkout would
increase convenience and modernize the transaction process. Payment
confirmations and transaction receipts can be automatically generated
and stored in the database, improving financial record management and
offering flexibility to customers who prefer cashless options.

2. Prescription Upload Feature

To comply with medical regulations for prescription-only medications,
the system could be enhanced with a prescription upload module. This
would allow customers to upload images or PDF copies of their
prescriptions during the checkout process. Administrators could then
review and approve or reject orders based on prescription validation,
ensuring legal compliance while offering a complete online service for
all types of medicines.
3. Order Tracking System
A valuable customer-centric enhancement would be a real-time order
tracking feature. This functionality would allow customers to check
their order status, from processing and dispatch to delivery. Order status
updates and estimated delivery timelines could be displayed on the
customer dashboard, improving transparency and customer satisfaction.

4. SMS and Email Notification System

To improve customer engagement, the system could implement
automated notifications via SMS and email. Customers would receive
instant alerts for order confirmations, dispatch updates, low stock
notifications for saved products, and promotional offers. This feature
would enhance communication, reduce missed orders, and increase
customer retention.

5. Advanced Reporting and Analytics

An analytics dashboard for administrators would be a valuable
addition, providing visual reports on sales performance, inventory
turnover rates, top-selling medicines, customer purchase trends, and
revenue summaries. Exportable reports in PDF or Excel format would
support strategic decision-making, inventory planning, and financial
auditing.

6. Mobile Application Development

In today’s mobile-first environment, developing a dedicated Android
and iOS mobile application or a Progressive Web App (PWA) version
would improve accessibility for on-the-go customers. The app could
support features like push notifications, digital wallets, prescription
uploads, and one-click reorders.

7. Multi-Language Interface
To broaden accessibility in multilingual regions, the system can offer a
multi-language interface, allowing customers to switch between
preferred languages. This would enhance usability for non-English-
speaking users and make the platform more inclusive.

8. Delivery Management Integration

Future versions could integrate a delivery personnel management
module, assigning and tracking deliveries, updating delivery status, and
sending real-time updates to customers.

Conclusion
These future enhancements will significantly enrich the
functionality, accessibility, and user experience of the Pharma
Management System. By continuously evolving and adding new
capabilities, the system can address existing limitations, meet changing
market demands, and provide a modern, scalable, and compliant
platform for pharmacy businesses.
16. Conclusion
The development of the Pharma Management System marks a
significant step towards modernizing pharmaceutical services by
replacing traditional, manual pharmacy operations with a streamlined,
digital, and automated platform. In an era where customer convenience,
operational efficiency, and data accuracy are critical, this system offers a
reliable and practical solution for pharmacies seeking to improve service
delivery while enhancing internal processes.
The project successfully addresses several operational challenges faced
by conventional pharmacies. It eliminates the need for physical visits by
allowing customers to browse medicines, place orders, and manage
transactions online from the comfort of their homes. This feature is
particularly valuable for elderly patients, those with mobility issues, and
customers in remote or rural areas where access to physical pharmacies
may be limited.
For pharmacy administrators, the system provides a centralized, real-
time inventory management platform. It simplifies stock tracking,
reduces the risk of stockouts or overstocking, and automates transaction
records, order processing, and product updates. The role-based access
control ensures that administrative functionalities remain secure, with
sensitive operations limited to authorized users.
The system's modular design and scalable architecture allow for
seamless integration of new features in the future. While the current
version covers essential functionalities such as user registration, product
browsing, shopping cart management, secure order checkout, and
administrative controls, it also lays a strong foundation for
enhancements like online payments, prescription uploads, order
tracking, and advanced analytics.
Another key achievement of this system is its emphasis on data security
and operational integrity. By implementing encrypted password
storage, secure session handling, input validation, and SQL injection
prevention techniques, the system ensures the protection of sensitive
customer and transaction data. This commitment to security not only
safeguards business operations but also builds customer trust in the
online service.
The system’s user-friendly and responsive interface ensures accessibility
across a wide range of devices and browsers, promoting inclusivity and
convenience for both tech-savvy and non-technical users. It offers clear
product displays, straightforward cart operations, and intuitive
navigation, making the online ordering process easy and reliable.
Operational testing, including unit, integration, functional, and security
tests, confirmed that the system performs efficiently and securely under
varying conditions. The positive feedback from user acceptance testing
further validates the system’s usability and functional correctness.
In terms of business benefits, the Pharma Management System reduces
operational costs by minimizing paperwork, automating repetitive tasks,
and streamlining inventory control. It also improves customer
engagement and widens the business’s market reach by enabling remote
ordering, ultimately increasing sales opportunities.
In conclusion, the Pharma Management System is a powerful digital
solution for modern pharmacies, offering tangible benefits in terms of
efficiency, convenience, and scalability. While the current
implementation covers fundamental pharmacy management features, it
establishes a solid framework for future upgrades that can transform it
into a comprehensive pharmaceutical e-commerce platform. The system
exemplifies how technology can revolutionize healthcare service
delivery, making pharmaceutical products more accessible and
pharmacy operations smarter, faster, and more reliable.
.
17. References
Below is a list of tools, technologies, frameworks, and resources used in
the development and documentation of the Pharma Management
System. These references provided the foundational knowledge,
technical guidance, and practical utilities required for implementing the
system successfully.

Technologies & Tools

• PHP (Hypertext Preprocessor)
Server-side scripting language used for developing the backend
logic and database operations.
https://www.php.net/
• MySQL Database
Relational database management system used for storing and
managing application data.
https://www.mysql.com/
• HTML (HyperText Markup Language)
Markup language used for structuring web pages.
https://developer.mozilla.org/en-US/docs/Web/HTML
• CSS (Cascading Style Sheets)
Style sheet language used for designing and styling web interfaces.
https://developer.mozilla.org/en-US/docs/Web/CSS
• Bootstrap
Frontend framework used for creating responsive and mobile-
friendly layouts.
https://getbootstrap.com/
 • JavaScript
Scripting language used for client-side validation and interactivity.
https://developer.mozilla.org/en-US/docs/Web/JavaScript
• XAMPP / WAMP / LAMP
Local server environments used for hosting and testing the
application during development.
https://www.apachefriends.org/index.html

Documentation & Learning Resources

• W3Schools
Online tutorials and references for HTML, CSS, JavaScript, PHP,
and SQL.
https://www.w3schools.com/
• GeeksforGeeks
Educational platform for programming concepts, PHP tutorials,
and database management practices.
https://www.geeksforgeeks.org/
• MDN Web Docs
Comprehensive documentation for web development technologies,
including HTML, CSS, and JavaScript.
https://developer.mozilla.org/

Testing Tools
• phpMyAdmin
Open-source database management tool used for managing
MySQL databases through a web interface.
https://www.phpmyadmin.net/
 • Postman (optional for future API integrations)
Tool for API testing and validation (can be used in future system
upgrades).
https://www.postman.com/

Acknowledgments
Special thanks to online developer communities such as Stack Overflow
and GitHub Discussions for troubleshooting assistance, coding tips, and
real-world solutions to development challenges encountered during this
project.
Output of project