Know What You Have, Where It Came From, and When It Expires
Instead of maintaining stock records in a manual register or spreadsheet, discovering low stock only when a medicine cannot be dispensed, or finding expired medicines during a physical audit, pharmacy teams get a real-time inventory system that tracks every movement, monitors every expiry date, and alerts the right people before stock or safety issues arise.
Track medicine stock, batch numbers, expiry dates, supplier details, inward and outward movement, and low-stock or expiry alerts.
A single medicine inventory system that helps your business:
Every medicine is tracked with its current stock level, batch details, expiry dates, and movement history — updated in real time as stock moves in or out.
The system monitors current stock against the configured minimum threshold for each medicine and sends an alert when stock falls below the reorder level — giving the pharmacy time to order before the medicine is unavailable.
The system tracks expiry dates for every batch and sends alerts a configurable number of days before expiry — enabling the team to remove affected stock and arrange replacement before a patient safety issue arises.
Every batch of medicine entering or leaving the inventory is recorded with the date, quantity, batch number, and the source or destination — creating a full audit trail for every item at every point in its lifecycle.
Supplier details are recorded against every inward delivery — enabling the pharmacy to trace any stock back to its source quickly in the event of a batch recall or quality concern.
A real-time view of all medicines — showing current stock levels, low-stock alerts, and near-expiry warnings — filterable by category, supplier, or alert status.
A complete profile for each medicine — including name, category, form, unit of measure, reorder threshold, linked batches, and current total stock.
A record for each batch received — showing the batch number, supplier, delivery date, expiry date, quantity received, and remaining quantity available.
A chronological record of all stock received — with supplier details, delivery dates, batch numbers, quantities, and expiry dates for every delivery.
A record of all stock dispensed, transferred, or disposed of — with the date, quantity, batch number, reason, and the recipient or destination for every transaction.
A list of all medicines where current stock is at or below the configured minimum threshold — with current stock, threshold, and the number of days since the last delivery.
A list of all batches approaching their expiry date — sorted by days to expiry — with medicine name, batch number, quantity, and expiry date.
A record of all suppliers and their associated deliveries — enabling quick traceability of any batch back to its source in the event of a recall.
A new medicine is added to the inventory master with its name, category, form, unit of measure, and minimum stock threshold for low-stock alerts.
When stock is received from a supplier, an inward movement entry is created — recording the supplier name, delivery date, batch number, quantity, and expiry date. Stock levels are updated automatically.
The system continuously compares current stock levels against thresholds and expiry dates. When a threshold is triggered, an automatic alert is sent to the pharmacy team with the medicine name, current stock, and the alert type.
When medicines are dispensed, transferred, or disposed of, an outward movement entry is created — recording the date, quantity, batch number, reason, and destination. Stock levels are updated immediately.
The pharmacy team reviews active alerts on the dashboard. Low-stock alerts trigger reorder actions. Near-expiry alerts trigger stock removal or accelerated dispensing plans.
The team generates stock reports and movement summaries for the period — validating physical stock counts against the system record and resolving any discrepancies.
Movement logs, batch records, and expiry reports are generated and retained for regulatory submissions, licensing audits, and internal quality reviews.
The solution maintains stock accuracy, safety, and regulatory compliance.
An outward movement entry cannot be saved if it would result in a negative stock balance for the relevant batch or medicine — preventing the record from falling below zero.
Every inward movement requires a batch number, expiry date, and supplier name — ensuring every item in the inventory is fully traceable to its source and expiry.
Near-expiry alerts are triggered at two configurable thresholds — for example, at 90 days and again at 30 days before expiry — giving the team advance warning and a follow-up reminder.
If a low-stock alert has not been resolved within a configurable number of days, an escalation notification is sent to the pharmacy manager — preventing reorder actions from being overlooked.
All outward movements categorised as disposal require a documented reason — ensuring every instance of stock write-off is recorded for regulatory reporting and audit purposes.
Once a movement record is saved, it cannot be deleted or modified. Corrections require a new compensating entry — preserving the integrity of the audit trail.
Records all inward and outward movements, monitors stock levels, acts on low-stock and expiry alerts, and maintains the daily accuracy of the inventory record.
Reviews the live inventory dashboard, acts on escalated alerts, conducts period stock reviews, and generates regulatory and management reports.
Uses low-stock alerts and delivery records to manage reorder schedules, track supplier performance, and maintain continuity of medicine supply.
Reviews movement logs, batch records, and expiry reports for regulatory submissions, licensing audits, and internal quality assurance reviews.
Requests stock from the pharmacy, receives confirmation of supply, and contributes to return records when unused stock is returned to the pharmacy.
Reviews pharmacy stock reports, monitors medicine spend by category, and uses inventory data to support budget planning and supplier contract management.
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