This is a reference card, not a long-form guide. If you want the full breakdown on how to actually use PioneerRx well, read the
PioneerRx Workflow Optimization guide. If you just need to find the right click path to run the report your accountant asked for, you are in the right place. Bookmark this page, send it to your staff, and stop Googling "how to run X report in PioneerRx" at midnight before a meeting.
How to read this cheat sheet
Every report below shows three things. The name of the report and what it is typically called. The purpose, meaning what question the report actually answers. And the click path, which is the exact sequence of screens, menus, and buttons to get to the report from the main PioneerRx screen. Arrows between steps mean "then click" or "then navigate to." Bracketed items like [Date Range] mean you fill in your own value at that step.
Reports are grouped by category so you can find what you need fast. Skim the section headers. Most owners care about the Financial and Inventory sections for month end work and the Sales and POS section for daily operations.
Run these monthly at minimum. Most of them are what your accountant will ask for at month end close.
Rx Totals - Showing Rx Sales and Cost
Gross prescription sales and cost of goods sold for a date range. The core month-end financial snapshot for your Rx business.
Rx > Rx Search > Filled Between [Date Parameters] > Reports > Rx Totals Summary
Rx Totals with POS Completion
Same as above but filtered to only show prescriptions that were actually sold through POS. Use this one when you want to match up against actual bank deposits instead of billed claims.
Rx > Rx Search > Filled Between [Date Parameters] > Transaction Status = Completed > Reports > Rx Totals Summary
RX Transaction Summary by Submission Type
Breaks down all claims transmitted by PBM, showing adjudicated amount, copay, taxes, acquisition cost, and gross profit by payer. This is the single best report for understanding where your profit is actually coming from.
Analysis > Financial Reports > RX Transaction Summary by Submission Type > [Date Parameters] > F12
A/R Control Report - In-House Accounts
Balance by customer for in-house accounts receivable. Print this after billing has been run and the billing cycle is closed for the most accurate snapshot.
Analysis > Financial Reports > A/R Control Balance by Date Range > [Date Parameters] > F12
Third Party Reconciliation Summary
Activity by each third party reconciliation account including sales, payments, and starting and ending balances. Helps you spot PBMs that are paying slow or short so you can chase them before it becomes a cash flow problem.
Analysis > Financial Reports > Third Party Reconciliation Summary > [Date Parameters] > F12
System-Wide Sales Summary
A single report showing Rx sales, retail sales, sales adjustments, customer A/R payments, and third party payments all together. The fastest way to get a full financial picture of the business for any date range.
Analysis > Financial Reports > System-Wide Sales Summary > [Date Parameters] > F12
Run the BOH Inventory report monthly. The others you pull as needed.
BOH Inventory Month End Report
Book on hand inventory valuation as of a specific date. The number your accountant needs for month end close and the baseline for all inventory turn calculations.
Analysis > Financial Reports > Inventory Valuation > As of Date [Parameter] > Inventory Group "RX" > F12 > Record Positive Balance
Inventory by Item
Full list of every drug on hand with current quantity and value. Use this for physical inventory counts and to identify items that have been sitting too long.
Inventory > Reports > Inventory on Hand > [Filter by Group] > F12
Slow Moving Inventory
Items that have not moved in a specified period (usually 90 or 180 days). These are your return candidates and the first place to look when you want to free up cash.
Inventory > Reports > Slow Moving Items > [Days Threshold] > F12
Daily and monthly operational reports. Run the Cash Pull report every day you close the register.
POS Monthly Printout
Sales summary with all departments for a specific posted period. The standard month-end printout your bookkeeper uses to reconcile cash.
Sales > Search POS Drawer > Posted Between [Parameters] > Reports > Sales Summary With All Departments
Cash Pull / Add Detail - Paid Outs
Every cash pull, cash add, and paid-out transaction for a date range. Run this daily to audit cash handling and catch mistakes before they become problems.
Sales > Search POS Drawer > Register = Any > [Date Parameters] > Reports > Cash Pull/Add Detail
Department Sales Report
Sales broken down by department (front end, OTC, DME, etc). Use this to see which non-Rx categories are actually making you money and which are just taking up shelf space.
Sales > Reports > Department Sales > [Date Parameters] > F12
These are the reports that help you understand how your team and your patients are actually moving through the pharmacy day to day.
Customer Count by Day / Hour
How many unique patients are coming through on each day and time. Tells you when your peak hours are and when you are overstaffed. Use it to rightsize your schedule.
Analysis > Operations Reports > Customer Count Summary > [Date Parameters] > F12
Top Patients Report
Your most valuable patients ranked by script volume and profitability. These are the patients you cannot afford to lose. Use this list to build your retention strategy.
Analysis > Patient Reports > Top Patients by Volume > [Date Parameters] > F12
Refill Out Report
Patients on chronic medications who have zero refills remaining. Every name on this list is a proactive doctor call waiting to happen. Run it weekly.
Rx > Rx Search > Refills Remaining = 0 > [Filter by Active Patients] > F12
Inactive Patient Report
Patients who have not filled in 60 or 90 days. Your win-back list. Most have either switched pharmacies or gone on mail order. Call every one of them.
Analysis > Patient Reports > Inactive Patients > [Days Threshold] > F12
Staffing / Productivity Report
Time tracking and output per team member. Helps you understand where labor hours are actually going and whether your team is being used efficiently.
Analysis > Operations Reports > Staff Productivity > [Date Parameters] > F12
These are the reports that help you find money you are leaving on the table. Run them at least monthly and act on what you find.
Profitability by NDC
Gross profit per fill broken down by specific drug. Sort by lowest profit to find the prescriptions that are costing you money. Every negative margin fill is an optimization opportunity.
Analysis > Financial Reports > Profit by NDC > [Date Parameters] > Sort by Profit Ascending > F12
Financial Loss Report
All fills where you lost money on the transaction. The first report to look at if you think something is wrong with your margins. Every line is a fill that should never have happened at the price it happened at.
Analysis > Financial Reports > Financial Loss Report > [Date Parameters] > F12
DIR Fee Estimator Report
PioneerRx has a built-in DIR estimator that projects what your retroactive fees will look like. Run this quarterly so the fees do not surprise you at year end.
Analysis > Financial Reports > DIR Estimator > [Date Parameters] > F12
Tips for running reports faster
A few things that will save you time once you start pulling reports regularly.
- F12 is the magic key. In most PioneerRx reports, F12 runs or exports the report after you have set your parameters. If you find yourself hunting for a button to generate a report, just try F12 first.
- Save your common searches. If you run the same report every month with the same parameters (just different dates), save it as a favorite so you can rerun it with one click.
- Export to Excel when the report is big. For any report with more than 50 rows, export to Excel and do your analysis there instead of squinting at the PioneerRx screen.
- Check the "Expanded" view. Many reports have a compact view and an expanded view. The expanded view usually has the fields you actually want. Toggle it if the report looks too sparse.
- Set a monthly reports cadence. Put a recurring calendar reminder on the first of every month to run the core financial and inventory reports. Takes about 20 minutes once you have the rhythm and you will never be scrambling when your accountant asks for something.
One more thing
PioneerRx navigation occasionally changes with software updates. If a path above does not match what you see on screen, the report almost always still exists, it has just moved one menu over or been renamed. Use the PioneerRx search bar at the top of the software to find reports by name if a path is outdated, and let me know so I can update this cheat sheet.
Want to go deeper on any of these
If you want the full explanation of why each of these reports matters and how to actually use them to run your pharmacy better, read the PioneerRx Workflow Optimization guide. It covers how to set up custom fields, triggers, workflow queues, and the permission structure that makes all of these reports actually useful.
And if you want help setting up a real monthly reporting rhythm for your pharmacy, book an hour on the Hotline. I have walked dozens of independent pharmacies through this exact process and can usually get you set up in 30 minutes.