Medicine expiry: how to track by batch and stop losses

InventryBook team · 1 November 2026

Why expiry is a money problem, not just a rule

Every strip that expires on your shelf is money you paid and will not get back unless the distributor takes it. In a busy medical store, expiry is usually found when a customer or an inspector points at it, which is too late to return it.

The cause is almost always the same: the shop knows the expiry of a medicine, but not of each batch. Paracetamol bought in March and again in June are two batches with two expiry dates on the same shelf.

Step 1: Record batch and expiry when stock comes in

When the distributor's bill arrives, note the batch number and expiry for each line, not just the medicine and quantity. This one habit makes everything else possible.

Step 2: Sell the earliest expiry first

This is called FEFO: first expiry, first out. Put the earlier batch in front. When billing, pick that batch.

Example. You have 40 strips of batch PCM101 expiring in November and 30 of PCM118 expiring next August. If staff pick from the newer box because it is on top, the November batch is still there in December.

Step 3: Look 30–90 days ahead, every week

Once a week, list batches expiring in the next 30 days (and 90 days for slow medicines). For each, decide one of three things:

1. It will sell in time: move it to the front.
2. It won't sell: return it to the distributor now, while they may still accept it. Check your distributor's own return terms, as they differ.
3. It is already expired: remove it from sale and record it as expired, so your stock and profit are honest.

Step 4: Keep a return note for every batch you send back

Write the batch, quantity and expiry on the return slip (often called a debit note). Ask for the credit against your next bill, and check it appears on the distributor's statement.

What this looks like on a phone

In InventryBook, a medicine can carry batches: each batch is entered with its batch number, and its expiry date, when stock comes in. The Stock page has an "Expiring soon" list showing each batch, its quantity and the days left, 90 days ahead. Billing takes the earliest-expiring batch first by itself, and an expired batch is never sold. Goods can be returned to the supplier batch by batch (each return is numbered, DN-1, DN-2…), and the credit comes off what you owe them. Expired stock is taken off with Correct, with "Expired" as the reason. You can see batch and expiry tracking.

Frequently asked questions

How do I check a medicine's expiry by batch number? The batch and expiry are printed together on the strip or box. Record both when stock comes in; that is the only reliable way to know later.

How far ahead should I check? 30 days for fast movers, 90 days for slow ones and seasonal medicines.

Can I sell a medicine on its expiry date? Treat the printed expiry as the last day; remove it from sale before then. Follow the rules that apply to your licence.