A pharmacy loses money in two quiet ways: medicine that expires on the shelf, and stock that runs out when a customer needs it. Both come from the same gap, which is not knowing exactly what you hold and when it expires. This guide covers the habits that close that gap.
Record the batch and expiry when stock arrives
When a delivery comes in, check it against the invoice and record, for each product:
- the batch number,
- the expiry date,
- the quantity received and the buying price,
- the supplier and the date.
The same product can arrive in two batches with different expiry dates. They must be tracked separately.
Sell the oldest stock first
The rule is called first expiry, first out. Put the batch that expires soonest at the front of the shelf and sell from it first. Tell your staff why: a new box with a later date should never be opened while an older box with an earlier date is still there.
Make a short-dated list every month
Once a month, list everything that expires within the next few months. Choose a window that suits how fast each product sells; a slow-moving item needs a longer warning than a fast one. For each item on the list you can:
- move it to the front so it sells first,
- ask the supplier whether they take back short-dated stock (terms differ, so ask before you buy),
- stop reordering it until the old stock is gone.
Set a reorder level for fast sellers
Write down the quantity at which you should reorder each important product. When the count drops to that level, order. Review the levels every few months as demand changes.
Do a stock take, then fix the system
Count the shelf and compare it with your records. Differences happen: breakage, wrong entries, missed sales. What matters is that you find them, correct the record, and learn where they come from. Do a full count on a schedule, and spot checks in between on the products that cost the most.
Keep the records the regulator expects
Controlled medicines and credit sales need their own clear records. Rules depend on what you stock, so confirm the requirements with the Pharmacy and Poisons Board, and keep your records where an inspector can see them.
Where software helps. Pharma tracks stock by batch and expiry date, so the oldest sells first. It also records sales and receipts, suppliers, expenses, insurance claims, customer credit and controlled-drug records, and it supports stock takes.