Pharmacy inventory software for lots, expiry dates and recalls
Pharmacy inventory software tracks every batch of stock with its expiry date, so the oldest-dated stock leaves first and nothing expires unseen. Cash Flow Inventory records lots when goods arrive, draws the lot that expires soonest on each sale, lists what expires in the next days with its value, and traces any lot to every customer who received it.
The problems it solves
Stock that expires on the shelf
An expired lot is money written off. Without a list of what expires soon, it is found at the count — when it can no longer be sold or returned.
A recall with no trail
When a supplier recalls a lot, the question is who received it. If sales do not record the lot, the answer is a search through paper and memory.
Records that drift from the shelf
Store stock records are about 63% accurate with barcodes alone (Auburn University RFID Lab, 2018). With many small, dated items the gap is costly.
How lots and expiry work in Cash Flow Inventory
Switch on lot tracking
Turn on batch / lot tracking in Settings › Inventory, and mark each product to track batches and expiry. Serial numbers per unit can be switched on as well.
Record lots on arrival
Goods received against a purchase order record each lot with its expiry date; partial receipts are allowed.
Sell the soonest-expiring lot first
Sales draw the lot that expires soonest. You decide what happens when an expired batch is picked: block it, so it cannot be sold or used, or warn and then allow.
Watch what expires next
The expiry watch lists the lots on hand that expire in the next days, or already have, with their value — so they can be sold, returned to the supplier or written off in time.
Trace a lot when you must
The lot recall lists every customer who received a lot, with the documents and where the lot came from, so you can contact them.
What you can do
The pharmacy pack
The Pharmacy and expiry-dated goods industry pack adds lots drawn soonest-expiry first, an expiry watch and lot recall to the standard inventory.
Lots, expiry and serials
Lots with their expiry dates recorded on receipts and chosen on picks, and serial numbers per unit where you need them.
Expired batches blocked
Set expired batches to be refused when picked, or to warn first. Expired stock can be written off for a location up to a date in one step.
Quality checks
A product can be marked for a quality check before sale. Batches made in production go through quality control — in QC, released or rejected — with the quantities passed and rejected.
Reorder planning
Safety stock, reorder point and order-up-to level from each item’s demand, lead time and service level, and a restock plan of what to order from which supplier.
Returns to suppliers
Goods returned to a supplier reverse the stock and its value, with the supplier’s credit and refund recorded.
The counter
The till takes the sale, part payments and earlier dues, returns from an earlier receipt, and prints the receipt.
Labels and scanning
Barcode and QR labels for products and shelves, and scanning by camera or scanner gun, with GS1-128 understood.
A full movement history
Every stock change, newest first, with who made it and the document behind it; counts approve into adjustments with a reason.
Where it is not the right fit
- A country that requires a certified fiscal device or e-invoice profile the app does not yet cover; the national profiles are not certified.
- A business that depends on one connector that is only “built” and not yet proven — prove it with your live account first.
- Very large enterprises that need a global multi-company ERP rollout with on-premise hosting — this is a cloud product per business.
Questions and answers
Software that tracks a pharmacy’s stock by lot and expiry date, so the soonest-dated stock is sold first, expiring stock is seen in time and any lot can be traced. Cash Flow Inventory does this with lot tracking, an expiry watch and a lot recall report.
Yes. With lot tracking on, sales draw the lot that expires soonest first. This is often called first expired, first out (FEFO).
Yes. The Expired batches setting can block an expired batch when it is picked, so it cannot be sold or used, or warn and then allow it.
The expiry watch lists the lots on hand that expire in the next days, or already have, with their value, so they can be sold, returned or written off in time.
The lot recall report lists every customer who received a given lot, with the documents and where the lot came from, so you can contact each of them.
The app records lots, expiry dates, serial numbers and who received each lot, with an audit trail on every change. It makes no claim to meet a specific country’s pharmacy or medicines rules — check what your regulator requires.
Learn more
Step-by-step guides
Articles
Related
Start with the free plan
Create a business in a few minutes. The free plan has no time limit and needs no card; move to a paid plan when you need more users, locations or orders.