Rumi ✨ Pharmacy Ops

Expiry stock + attendance pilot

Merotai pilot web app for invoices, expiry, attendance, leave, and staff self-service.

Backend not connected
Expiring ≤ 6 months 0
Overdue checks 0
Today clock-ins 0
Price changes 0

Invoice / product intake

Staff can upload invoice or product label photos. Rumi can extract rows from WhatsApp photos, then paste/import them here.

Upload photo record

On phone: tap the file box to choose Take Photo, Photo Library, or Choose File.
Photos are checked for size, brightness, contrast, and sharpness before upload.

Photos or PDFs are uploaded to the private invoice bucket when signed in.

Add extracted item

Bulk paste rows from Rumi

Paste CSV rows: product, total qty, batch, expiry, supplier, branch, paid qty, FOC qty, unit price, net amount, invoice no, invoice date.

Price change alerts

After invoice OCR/review finds a changed product cost, it appears here for admin and can be sent to WhatsApp staff group.

Expiry table

Branch Product Qty Batch Expiry Avg cost Status Last check

ChatGPT Pro extraction route

Use your ChatGPT Pro subscription manually: copy this prompt, upload the invoice to ChatGPT, then paste the JSON result here for review.

ChatGPT invoice usage today: 0/30.

OCR extraction review

Review invoice rows before they become final expiry stock records.

Monthly expiry checks

Items expiring soon become tasks. Staff update quantity, action taken, and proof photo note.

Attendance

Clock in / out

Tap once when you arrive or leave. Your phone location will be checked.

Clocking in/out as your own staff profile.

Location is checked only when clocking in/out.

Attendance log

You can only see your own clock records.

Time Staff Branch Type Distance

Leave centre

Leave, off-day changes, and PH replacement

Annual leave is for normal leave. Off-day changes and PH replacement are separated below so approvals stay clear.

1

Annual leave / sick leave

Staff apply leave here. Admin approves, rejects, or cancels approved leave.

Apply leave / emergency leave

Sick leave and hospitalisation leave require an MC photo. Leave not applied/approved should be counted as absence.

Leave approval queue

Pending requests should be approved/rejected by WSE before payroll/attendance is finalised.

Annual leave balance

Entitlement follows service length: <2 years = 8 days, 2–5 years = 12 days, ≥5 years = 16 days.

Staff Service Entitled Used Remaining

My annual leave

2

Off-day changes

Use this only when changing a staff member's regular weekly off day.

Change off day request

Staff can request a new normal off day. WSE/admin must approve before it changes.

Use this only to change the regular weekly off day. Public holiday replacement days are handled separately below.

Off-day approval queue

Approving updates the staff normal off day. Reject if the roster cannot support it.

3

Public holiday replacement

When a PH falls on staff's off day, create a credit and approve when it is used.

Add PH replacement credit

Use when a public holiday falls on staff's normal off day. This creates one replacement off-day credit.

Use PH replacement off day

Staff can request to use an available PH replacement credit. Admin approval is required.

Using a credit before the PH date is allowed only after admin approval, and will be recorded as advance use.

PH replacement credits

PH replacement approval queue

Approve when staff can use a replacement credit on the requested date.

PH replacement request records

Applied Staff PH Use date Status

Leave records

You can only see your own leave records.

Applied Staff Type Dates Days Status Proof

Off-day request records

You can only see your own off-day requests.

Applied Staff Current Requested Effective Status

Admin

Public holidays

Keep all Sabah PH dates here. Only holidays marked claimable count for PH replacement/payroll.

Add public holiday

For sudden government announcements, add it here and tick claimable only if staff should get PH replacement/payroll entitlement.

Claimable summary

Target entitlement is 15 days/year. Reference-only dates do not count.

Holiday list

Admin can delete mistaken entries and re-add them.

Upload salary slip

Manual upload first. Later this can be generated from payroll.

Salary slips

You can only see your own published salary slips.

Admin can see all uploaded salary slips.

No salary slips yet.

Working hours + public holidays

Agreed public holidays

    2025 Ordinance compliance checklist

      Automation rules

        Staff privacy / access rules

          Merotai staff

          Pilot staff list for clock-in/out and payroll reference.

          Name Normal off day IC Phone Joined Salary

          Branch geofence settings

          Enter exact pharmacy coordinates later. Current coordinates are placeholders and should be verified on-site.