In a pharmacy, stock has a deadline printed on the pack. An expired medicine is not just a financial loss; it is a safety problem that must never reach a customer. Controlling batches and expiry is therefore the core of pharmacy inventory, and the place where software repays itself first. Rules for licensed pharmacies, including storage, controlled medicines and record keeping, are set by the health authority of each emirate, so treat this guide as an operations checklist and follow your authority's requirements. See pharmacy software and PharmaCare ERP for the system side.
Receiving
- Check each delivery against the purchase order and the supplier invoice.
- Record batch number, expiry date, quantity, cost and selling price for every line.
- Refuse or flag items with too little remaining shelf life, using a minimum you set with your suppliers.
- Keep cold-chain items separate and note the arrival temperature.
First expiry, first out
Shelf stock should be sold in the order that expiry dates fall, not the order of arrival. Billing should suggest the earliest-expiring batch of a medicine automatically. When staff scan the pack, the system confirms the batch and warns if it is near expiry or already expired, and blocks the latter.
Reports to run on a schedule
| Report | Frequency | Action |
|---|---|---|
| Expiring in 90, 60 and 30 days | Weekly | Move forward, discount, return to supplier or plan promotion |
| Expired stock | Weekly | Quarantine, record and dispose according to rules |
| Slow-moving items | Monthly | Stop reordering, review pack sizes |
| Stock count variance | Monthly spot count | Investigate differences before they grow |
Supplier returns and credit
Many suppliers accept near-expiry returns for credit if arranged in time. Record the return, the supplier's agreement and the credit note when it arrives, so it is not lost. The process mirrors the credit note and return process.
Retail and wholesale in one system
Retail customers pay at the counter. Wholesale customers buy in larger quantities on credit with their own prices and payment terms. Keeping both in one system shows total stock, prevents one side selling what the other has promised and keeps customer dues visible; follow the collection routine in credit control. If you want help, send us your requirements.