Medicine Inventory Is More Complex Than Any Other Retail
Managing medicine inventory requires tracking not just quantities but also batch numbers, manufacturing dates, expiry dates, drug schedules, and supplier batch certificates. One mistake — like selling an expired medicine or dispensing the wrong batch — has consequences far beyond a financial loss.
Pharmacy ERP software manages all of this complexity automatically — protecting patients, protecting your license, and protecting your profitability.
💊 Scale of Challenge: A typical medical store carries 3,000–8,000 medicine SKUs, each with unique batch numbers, multiple expiry dates, and varying GST rates. Manual tracking of this at scale is virtually impossible accurately.
How ERP Manages Medicine Inventory — Key Functions
1. Batch-Level Stock Control
Every medicine purchase is recorded by batch number and expiry date. ERP maintains separate stock records for each batch of the same medicine. You always know: how many units of each batch, when they expire, and from which supplier they came.
2. FEFO (First Expiry, First Out) Selling
When billing, ERP automatically selects the oldest batch (earliest expiry) first for sale. This ensures near-expiry medicines are sold before newer stock — preventing expiry losses systematically.
3. Near-Expiry Alerts
Configure alerts for medicines expiring within 30, 60, or 90 days. The system generates a near-expiry report automatically, enabling you to:
- Return to distributors within their return window (usually 3–6 months before expiry)
- Apply discounts to clear near-expiry stock faster
- Prioritise near-expiry stock in patient counselling
4. Reorder Management
Set minimum stock levels for essential medicines. ERP alerts when any medicine falls below the reorder level — preventing stockouts of critical medications that patients depend on.
5. Salt-Name Search and Substitution
Search by salt name (e.g., Paracetamol) to see all brand equivalents. When a specific brand is out of stock, ERP shows available substitutes — so you never lose a sale or send a patient away empty-handed.
6. Distributor Purchase Management
Record purchases from multiple distributors with invoice number, batch details, and credit terms. Track payables, plan payments, and maintain a clean purchase history for every supplier.
7. Returns Management
Track goods returned to distributors (near-expiry or damaged) with credit note recording. Ensure every return is accounted for and the GST is correctly reversed.
MILAAN ERP Pharmacy Inventory Features
- Batch and expiry date tracking for all medicines
- FEFO automatic stock selection during billing
- Configurable near-expiry alerts
- Salt/brand/manufacturer medicine search
- Reorder alerts for essential medicines
- Distributor management with credit tracking
- Returns and credit note management
Manage Your Pharmacy Inventory Perfectly!
Book a FREE MILAAN ERP pharmacy demo and see how medicine inventory management becomes effortless.