Pharmacy step 4: receive stock with batch and expiry

In a pharmacy every unit on the shelf belongs to a batch with an expiry date. You record both when the stock arrives, on the purchase. From then on SmartPOS Hub knows which batch each sale comes from and warns you before anything expires.

Before you start

• Enable Product Expiry and Enable Lot number are on (step 1).
• Your distributors are added in Contacts › Suppliers with their Pay term.

Record a distributor delivery

1. Open Purchases › Add Purchase.
2. Choose the Supplier, the Business Location and the Purchase Date; type the distributor’s invoice number in Reference No.
3. Set Purchase Status to Received once the medicines are checked in.
4. Search or scan each medicine. On its line enter:
   • Purchase Quantity and the unit (Box, Strip or Tablet);
   • Unit Cost;
   • Lot Number from the pack;
   • MFG Date / EXP Date (or only the expiry, depending on your setting).
5. Enter what you paid now (or leave it as due) and click Save.

/purchases/create

Lot Number and MFG / EXP Date columns on the purchase line.

Check expiry on arrival

Don’t receive short-dated stock you can’t sell in time. If a distributor sends it, record a purchase return straight away (step 8).

Follow purchases and dues

Purchases › List Purchases shows each delivery with its status, payment status and what you still owe. Pay distributors from Add payment on the purchase or from the supplier’s page. See Supplier payments and credit.

/purchases

Distributor purchases with partial payments still due.

See your batches

Reports › Lot Report lists every lot with its product, EXP Date (and how far away it is), current stock, units sold and units adjusted. Filter by location, category or brand.

/reports/lot-report

One medicine, many batches: each with its own expiry and stock.

More: Purchases, Expiry and batches, Serial, IMEI and lots.

Step 5: Sell by tablet, strip or box

Opening stock