Get to grips with Digipharmacie, step by step.
We'll help you create your account, switch on DigiPA and connect your suppliers: from then on your invoices are collected and brought together automatically.
Welcome to Digipharmacie.
Digipharmacie collects and brings together automatically every one of your supplier invoices in a single place. No more time spent hunting for invoices on each supplier's website: the solution already supports more than 17,000 pharmacies.
Your space at a glance
An overview of your purchases
As soon as you log in, the Dashboard shows how much you have purchased over the last 12 months, along with the breakdown by VAT rate.
Filters to suit what you need
Narrow the view by issue date or due date, by supplier or wholesaler, or over the last 3 / 6 / 12 months. The VAT breakdown recalculates itself automatically.
Your latest documents & what's due
The dashboard lists the documents most recently collected and what's due next, so you can keep an eye on what's coming in the next few days.
Creating your account & logging in.
Your space is available online at app.digipharmacie.fr, from any browser, with nothing to install.
Opening your account
Creating your account
Extencia has set up your file and will send you an invitation by e-mail. Click the link to activate your access and set your password: you'll then get a confirmation e-mail with your login link.
Logging in
Go to app.digipharmacie.fr and enter your login details. If you've forgotten them, click « Mot de passe oublié » (Forgotten password) to reset.
Getting to know your space
The left-hand menu holds every section: Dashboard, Achats (Purchases), Ventes (Sales), Analyse articles (Product analysis), Banque (Bank), GED (Document library) and Équipe (Team). The green chat bubble, bottom right, puts you in touch with support at any time.
Step 01 · 3 points to check
Switching on DigiPA, your Plateforme Agréée.
The e-invoicing reform requires every business — pharmacies included — to choose a Plateforme Agréée (approved e-invoicing platform) to receive its invoices. DigiPA (registration no. 0075) can be switched on in a few clicks, at no extra cost and with no commitment.
Getting compliant in 5 steps
Start the activation
From your space, click « Activer DigiPA » (Switch on DigiPA) in the green banner at the top of the screen (« E-invoicing reform: get compliant now »).
Enter your CIP code and your pharmacy software
Enter your pharmacy's CIP code (French pharmacy identifier), then pick your pharmacy management software (LGO) from the list — Winpharma, LGPI, Leo, Pharmony, SmartRx… then Confirmer (Confirm).
Check your company details
Check your registered name, your SIREN (French company number) and your address. Fill in anything missing if you need to.
Certify your capacity
Choose your user name then tick your situation: owner and legal representative, or sole authorised agent entitled to choose a Plateforme Agréée.
Sign and save
Draw your signature, tick the certification box, then click « Enregistrer Digipharmacie comme Plateforme Agréée » (Register Digipharmacie as my approved platform). Your supplier invoices will keep arriving in Digipharmacie, fully compliant.
Step 02 · 4 points to check
Collecting your invoices automatically.
This is the heart of Digipharmacie. There are three ways to gather your invoices: supplier portals (collectors), the DigiMail address and manual upload. The more you switch on, the more complete the collection.
Connecting your supplier collectors
Adding a collector
Go to Achats › Espaces clients (Purchases › Supplier portals). Search for your supplier, wholesaler or laboratory in the search bar, then enter a start date along with the username and password you use on that supplier's own site — not your Digipharmacie ones.
Understanding your collectors' status
Green — the collector is working and your documents are coming through (click it to see how many invoices have been collected).
Orange — something may be needed from you: most often, your login details have changed. Enter the new password then click « Mettre à jour » (Update) to restart the sync.
Greyed out (clock icon) — the collector is under maintenance: nothing to do, it will resume by itself.
Vaults added automatically
Some laboratories (marked with a padlock) are linked to your space automatically using your pharmacy's SIREN — with no login details for you to enter at all.
Gathering the rest of your invoices
DigiMail — the invoices you receive by e-mail
Digipharmacie gives you a unique DigiMail address. Set up an automatic forward from the pharmacy's mailbox to that address and every invoice you receive by e-mail gets collected.
Manual upload & the mobile app
For an invoice you receive directly: from the Factures (Invoices) page, click « Ajouter une facture » (Add an invoice) and upload the PDF from your computer. Out and about, the Digipharmacie mobile app (tablet / smartphone) lets you photograph a paper invoice or expense receipt: it comes through to your space automatically.
Step 03 · 4 points to check
Finding & checking your invoices.
Every invoice collected ends up in Achats › Factures (Purchases › Invoices), in the order it arrived. A green dot marks an invoice you haven't looked at yet, like an unread e-mail.
Sorting, checking, exporting
Finding an invoice
For a supplier or an amount, use the filters (supplier, wholesaler, amount, dates…) rather than the search bar. Full-text search, on the other hand, is ideal for finding a drug name (e.g. « doliprane ») or a complete invoice number.
Checking with tags
A tag is a virtual sticky note you put on an invoice (e.g. « note de frais » — expense claim, « facture contrôlée » — invoice checked). Click the invoice, add or remove the tag: you can then filter every invoice carrying it.
Marking as paid
Open the invoice and click « Marquer comme payé » (Mark as paid). You can specify the payment method (transfer, etc.) and a label, which will show when you hover over the invoice.
Filling in the « missing details »
When Digipharmacie hasn't managed to read everything on a document (often after a manual upload), the invoice carries a question mark and the fields to complete are in orange. Open it, enter the supplier and the number, confirm: it then joins your processed invoices.
Exporting your invoices
Filter down to the invoices you want, tick the box at the top of the left-hand column, then click « Exporter » (Export) at the top right. A window then lets you choose the export format.
Step 04 · 4 points to check
Going further & working together.
Beyond purchases, Digipharmacie brings together your suppliers, your sales journals, your document library and bank reconciliation. And above all: this is where you invite your Extencia accountant.
The other sections worth knowing
Suppliers
The Fournisseurs (Suppliers) view lists every supplier picked up from your invoices, with the number of documents for each. Remember « Charger plus » (Load more): the display is limited to the last 6 months.
Sales journals
If you're on LGPI, this switches on automatically. Otherwise, upload the Synthèse d'activité (activity summary) document you usually send to your accountant. If you're not sure which file is expected, support will guide you.
Bank — matching your LCR bills of exchange
The Banque (Bank) section automatically matches your LCR (French bills of exchange) against your invoices. This is an optional, paid-for feature (a discount may apply depending on Extencia or your buying group).
Document library — your paperwork, filed
The GED (document library) works like a storage space — think of a Drive — for everything that isn't an invoice: contracts, payslips, administrative paperwork. Create, rename and organise your folders and sub-folders however you like.
Folders marked with a padlock were created at Extencia's request — you can still put your own documents in them.
Setting up access for your team
Your Extencia accountant is already linked to your file — there's nothing for you to do on that front.
You can, however, create an « Équipe Pharma » (Pharmacy team) user for your pharmacy staff, with restricted rights. In Équipe › « Ajouter un utilisateur » (Add a user), enter the e-mail address and the role, then untick the tabs the team has no need to reach — typically Banque (Bank) and GED (Document library). Only owners can invite users or change these rights.
Step 05 · 4 things to check
We're here for you.
Your Extencia contact is your first point of call. You'll find your local office details at extencia.fr/implantation.
Trouble logging in, an error message? Email sos@extencia.fr.
These tools are updated regularly, so a screenshot or a step may not be perfectly up to date. If you spot a difference or a mistake, tell your Extencia contact or email us at sos@extencia.fr — we'll correct the guide.