SimplePOSManaging expiry dates and batches in a pharmacy
How pharmacies can manage stock with expiry dates: FEFO rotation, batch tracking, near-expiry reports, supplier returns and separating expired stock safely.
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Almost everything in a pharmacy has an expiry date. Medicines, supplements, baby food and many personal care products all lose value once that date is close, and expired stock must never reach a customer. Good expiry management protects patients, avoids waste and keeps money from being lost on products that can no longer be sold.
This guide covers practical stock handling. It is not medical advice, and you must always follow your local regulations on dispensing, storage, record keeping and disposal of medicines.
First expiry, first out
Many shops use “first in, first out”, selling the oldest deliveries first. In a pharmacy, the better rule is FEFO: first expiry, first out. The item with the nearest expiry date is used first, even if it arrived later. Occasionally a newer delivery has a shorter date than older stock, and FIFO would let the shorter-dated stock expire on the shelf.
- Place the nearest-expiry packs at the front of the shelf or drawer.
- Put new deliveries behind, unless their expiry date is earlier.
- Check the date when picking, not only when receiving.
- Keep each product in one clearly labelled place so old stock is not hidden behind new.
Record batches and expiry dates on receipt
Each delivery of a medicine usually carries a batch or lot number and an expiry date. Recording both when the stock arrives is the foundation of everything else. It lets you know exactly which batches you hold, how much of each, and when each expires.
- Check that the products, quantities and packaging match the delivery note.
- Check the expiry date on each line. Refuse or query items with unacceptably short dates.
- Record the batch number, expiry date and quantity for each line.
- Store products according to the storage conditions on the pack, such as refrigeration.
- Shelve the stock using FEFO.
Batch records matter beyond expiry. If a manufacturer or supplier recalls a specific batch, you can quickly see whether you hold it and how much, instead of checking every pack by hand.
Review near-expiry stock regularly
Expiry problems are much easier to solve months in advance than days in advance. Set a fixed routine, such as the first working day of each month, to review stock that will expire soon.
A near-expiry report lists every batch expiring within a chosen period, for example the next three or six months, with the quantity on hand. For each line, decide what to do:
- Move it to the front and make sure staff pick it first.
- Transfer it to another branch where it sells faster, if you have one.
- Return it to the supplier, if their returns policy allows.
- Reduce future orders for that product so the problem does not repeat.
Any decision to discount medicines or health products should follow local rules and professional guidance. For general retail items, a clearly marked discount area can help clear stock that is approaching its date.
Returns to suppliers
Many suppliers accept returns of short-dated or expiring stock, but usually with conditions: a time window, unopened packs, a minimum value or a return authorisation. Learn each supplier’s rules and keep them somewhere easy to find.
- Identify returnable items early from your near-expiry report.
- Request a return authorisation if the supplier requires one.
- Pack items with a list of products, batches, expiry dates and quantities.
- Record the return in your stock system so quantities are reduced.
- Follow up until the credit note is received and matched.
Separate and record expired stock
Once a product has expired, it must be removed from saleable stock straight away. Keep a clearly labelled, separate area for expired and damaged items, away from the dispensary and shop shelves, so they cannot be picked by mistake.
Record every expired item as a stock adjustment, with the product, batch, quantity and reason. This keeps your stock figures correct and shows how much value you are losing to expiry. Dispose of expired medicines only through the methods your local regulations allow, and keep any records they require.
Pharmacy point-of-sale software with batch and expiry tracking can suggest the right batch at sale, produce near-expiry reports automatically and keep a clear history of returns and write-offs.