By MedeilPlus Editorial Team17 October 2026•3 min read

Setting Up Clinic-Attached Pharmacy Stock: Batches and Expiry

The quality of a clinic pharmacy's records starts with the opening stock. If batches, expiry dates and quantities are entered correctly before the first sale, the software can warn you, reorder correctly and reconcile reliably. If they are wrong, every later report carries the error.

Step 1: Set up suppliers and items

Enter each supplier once, with its contact details and terms. Build the item list: name, strength, form, pack size and the unit used for sale. Use one name per medicine, so that stock does not split across duplicates.

Step 2: Count the opening stock

Count every item on the shelves and in the store before you enter anything. Count by batch where the packs are labelled. Do not enter estimated quantities, because they carry through to every later report.

Step 3: Enter batches and expiry dates

Enter each batch with its number, expiry date, quantity and purchase price

Check that the expiry date is in the format used on the pack

Reject any batch already expired, and record it as a write-off

Keep the physical packs and the batch records matched

Step 4: Set reorder levels

Set a reorder level for each item, based on average use and the supplier's lead time. Start with cautious levels and review them after a month.

Step 5: Set expiry alert periods

Choose an alert period for each drug category, long enough to use, return or move stock before it expires. Confirm the supplier's return terms before you set the periods.

Step 6: Check before the first sale

Compare the system total for each item with the physical count

Check that each batch is linked to its supplier and purchase price

Run a test sale against a test prescription, and check that stock reduces correctly

Confirm that the bill shows the right price and tax

Keep a change log

Record every correction made to opening stock, with the reason and the person who made it. The log helps when a stock difference appears later.

Where MedeilPlus fits

MedeilPlus pharmacy point-of-sale tracks stock by batch and expiry, and is designed to work with the clinic EMR. Confirm the opening-stock import and the batch set-up in a demo with your own stock list. For the ongoing stock routine, read pharmacy inventory for clinics: reorder levels and expiry alerts.

Frequently asked questions

Can I import opening stock from a spreadsheet?

Some systems support it. Check the format they need, test with a small file, and check the totals against the physical count.

What if I find expired stock during set-up?

Record it as a write-off with the reason. Do not sell it, and do not leave it on the shelf.

How often should the stock be counted?

Fast-moving items monthly, and the full stock at set intervals agreed with your accountant.

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