Expired drugs represent one of the biggest preventable losses in pharmacy operations. In Africa, pharmacies lose an estimated 8-15% of inventory value to expiration annually. Automated expiry tracking software can cut this loss by 60% or more while ensuring patient safety and regulatory compliance.
The Cost of Expired Drugs
For a pharmacy with $50,000 in inventory:
- At 10% expiry rate: $5,000 annual loss
- With good software (2% rate): $1,000 annual loss
- Annual savings: $4,000
This savings alone pays for software many times over!
Why Drugs Expire in Pharmacies
1. Poor Visibility
- Products buried in back of shelves
- No systematic expiry checking
- Relying on memory for soon-to-expire items
2. Incorrect Dispensing Order
- Newer stock sold before older stock
- No FEFO (First Expired, First Out) enforcement
- Convenience-based picking
3. Overstocking
- Buying too much to get volume discounts
- Not considering shelf life in ordering
- Slow-moving items accumulating
How Expiry Tracking Software Works
Batch-Level Tracking
Every product entry includes:
- Batch number from manufacturer
- Manufacturing date
- Expiry date
- Quantity received
Automated Alerts
The system notifies you at configured intervals:
- 6 months before: Consider promotions or returns
- 3 months before: Prioritize in dispensing
- 1 month before: Urgent action needed
- Upon expiry: Block from sale, flag for disposal
FEFO Enforcement
During sales, the system automatically:
- Suggests earliest-expiring batch first
- Warns if trying to sell newer stock
- Tracks which batch was actually dispensed
PharmaPOS Expiry Management Features
Dashboard Alerts
- Visual indicators for expiry status
- Color-coded urgency levels
- Daily expiry report on login
Expiry Reports
- List by expiry date range
- Value of expiring stock
- Supplier return eligibility
- Destruction records for compliance
Smart Ordering
- Considers current stock expiry dates
- Suggests order quantities based on turnover
- Alerts before ordering slow-moving items
Best Practices for Expiry Management
Receiving Stock
- Check expiry dates before accepting delivery
- Reject items with less than 6 months shelf life
- Enter batch details immediately into system
- Place new stock behind existing stock (FEFO)
Ongoing Management
- Review expiry report daily
- Promote near-expiry items
- Contact suppliers about returns
- Rotate stock regularly
When Items Expire
- Remove from shelves immediately
- Segregate in clearly marked area
- Document for write-off
- Follow proper disposal procedures
Regulatory Compliance
Expiry tracking software helps meet requirements from:
- Pharmacy Council inspections
- Food and Drugs Authority (FDA)
- NHIS audits
- Internal and external auditors
Complete records of batch numbers, expiry dates, and disposal are always available.
Getting Started
To implement effective expiry tracking:
- Choose software with robust batch management
- Conduct initial inventory with all expiry dates
- Configure alert thresholds for your needs
- Train staff on FEFO principles
- Review reports regularly and take action
Ready to stop losing money to expired drugs? Contact MedSoftwares for a demo of PharmaPOS expiry tracking features.
