Pharmacy Inventory Management: How to Cut Expiry Losses and Stock-Outs
Inventory tips for Indian pharmacies: track batches, set reorder levels, handle near-expiry stock, and use software that helps.
For most pharmacies, two inventory problems cost the most money: medicines that expire on the shelf, and fast-moving medicines that run out when a customer is standing at the counter. Both are fixable with a few habits and the right tools.
1. Track stock by batch and expiry date
Knowing you have "20 strips" of a medicine isn't enough. You need to know which batches they belong to and when each expires. Record batch and expiry when stock arrives, not later. Pharmacy software that captures this at the point of purchase makes everything else easier.
2. Sell first-expiry, first-out
Arrange shelves so the earliest-expiring batch is picked first, and make sure your billing picks the same batch. If the counter and the shelf disagree, your records drift and expiry losses creep up.
3. Set reorder levels for your fast movers
Identify the medicines that sell every day — usually a small share of your range — and set a minimum stock level for each. When stock falls below it, reorder. Software with stock alerts does this automatically, so you aren't relying on someone noticing an empty box.
4. Review near-expiry stock every month
Once a month, list everything expiring in the next three months and decide what to do with it:
- Move it to the front of the shelf.
- Check whether your distributor accepts returns on it.
- Reduce the next order for slow sellers so the problem doesn't repeat.
5. Record purchases the day they arrive
Stock counts go wrong when purchases are entered days later, or not at all. Make entering a distributor invoice part of receiving the delivery.
6. Use your sales data
Your billing history tells you what sells, when, and how fast. A simple monthly look at sales by product helps you buy more of what moves and less of what doesn't.
How pharmacy software helps
Vorqard's Pharmacy plan includes billing linked to inventory, stock alerts, purchase management, reports and a digital prescription queue, for ₹499/month with 0% platform fee. See Vorqard for pharmacies.