Expiry & Damage Control – Protect Profits, Ensure Compliance
Managing expiry dates and handling damaged stock are some of the toughest challenges for pharmacies. The Expiry & Damage Control module in DOPharmacy ensures you never lose track of medicines approaching expiry and helps reduce wastage through timely alerts, segregation, and reporting. With automated expiry tracking, real-time alerts, and a structured damage reporting workflow, you gain full visibility and control over your inventory. This not only safeguards profits but also guarantees compliance with drug control regulations and enhances patient safety.
- Expiry Tracking & Monitoring Automatically monitor expiry dates for all medicines and stock items batch-wise. The system flags items nearing expiry (30/60/90 days) and categorizes them for review and action before they become unsellable.
- Auto Alerts for Near-Expiry Items Receive system-generated alerts and notifications for near-expiry products. Alerts are shown on dashboards and can be sent to relevant users via email/SMS to initiate timely redistribution, discounts, or return.
- Expiry-Based Stock Segregation Segregate and classify near-expiry and expired products within inventory reports. Supports FEFO (First Expiry First Out) logic to ensure expiring items are dispensed before fresher batches.
- Expiry Write-Off & Adjustment Process Easily write off expired products from stock with detailed audit logs, including reason codes, user responsible, and financial impact. The system updates inventory and accounting ledgers in real time.
- Damage Entry & Reporting Log damaged stock items due to spillage, breakage, or storage issues. Classify damages by cause and location, and adjust inventory accordingly with documentation for regulatory compliance and vendor claims.
- Batch-Wise Expiry Reports Generate detailed expiry reports by product, batch, supplier, or storage location. These reports help plan redistribution, promotional sales, or return to supplier before expiry date.
- Return to Supplier for Expired Stock Record and process return requests for expired or damaged goods. The system tracks approvals, credit notes, and supplier ledger updates, reducing financial losses and maintaining vendor accountability.
- Expiry Loss Reporting & Analysis Analyze financial loss due to expired or damaged stock by store, category, or brand. Identify patterns and improve purchase planning, stock rotation, and storage practices to minimize future wastage.
- Blocked Billing for Expired Items Prevent accidental billing of expired stock at POS by blocking those items from sale automatically. Ensures compliance with drug control regulations and enhances patient safety.
- Transfer to Near-Expiry Sale Store (Optional) Optionally transfer near-expiry stock to stores with higher footfall or initiate discount sales to reduce wastage. Helps recover partial value from slow-moving or soon-to-expire inventory.
- Regulatory & Compliance Reporting Generate disposal and expiry logs required by regulatory authorities for audits or inspections. Maintain proper documentation of stock destroyed or returned as per pharmacy licensing norms.
- User-Based Control & Approval Workflow Implement role-based approval for expiry adjustments, damage write-offs, or supplier returns. Tracks who performed which action, ensuring transparency and control.
Feature Highlights of DOPharmacy Expiry & Damage Control
Smart Expiry Tracking & Automated Alerts
- Monitor expiry dates batch-wise with alerts at 30/60/90-day intervals.
- Auto-notifications on dashboards, SMS, or email for timely action.
- Enforce FEFO (First Expiry First Out) dispensing to minimize losses.
Damage Logging & Loss
Prevention
- Record damages due to spillage, breakage, or storage issues.
- Categorize damages with reasons, causes, and locations for accountability.
- Adjust stock automatically while maintaining regulatory compliance.
Returns, Write-Offs & Compliance Reporting
- Write off expired stock with complete audit trails and approval workflows.
- Process supplier returns with credit notes and financial impact tracking.
- Generate disposal, expiry, and compliance-ready reports for audits.