Every pharmacy loses some stock to expiry, but the difference between a tidy shop and a leaky one is how early you catch it. Expired or near-expiry medicine ties up cash, risks a compliance problem if it reaches a customer, and is far easier to deal with weeks ahead than on the day it lapses. A simple routine keeps the loss small.
Why expiry control matters
Dispensing expired medicine is a serious breach of your licence and a risk to your customer's health. Beyond compliance, every expired strip is stock you paid for and cannot sell. Tight expiry control protects both your customers and your margin.
Record expiry dates from the day stock arrives
Check expiry dates when you receive an order, not months later. Note the shortest-dated batches as you shelve them so you always know what needs to move first. If you use billing software, enter the batch and expiry so the system can warn you; if you work on paper, a simple near-expiry register does the same job.
Use FEFO: first-expiry, first-out
Shelve and dispense so the earliest-expiring batch sells first. Place newer, longer-dated stock behind older stock, not in front of it. FEFO is the single habit that prevents most avoidable expiry, especially on slow-moving lines.
Spot near-expiry stock early
Run a short check each month for anything within about three to six months of expiry. Move those lines to the front, use them for any offers, and stop reordering them until the existing stock clears. The earlier you flag a near-expiry item, the more options you have.
Handle returns, breakages and credit notes
Agree the returns position with your distributor up front: which near-expiry or saleable items can be returned, the notice required, and how breakages in transit are handled. Keep returned and damaged stock separate from saleable stock, record it, and collect a credit note so the value is properly accounted for.
Buy in the right quantities
Most expiry traces back to over-ordering. Buy slow-movers in small quantities and lean on a distributor who delivers often, so you can reorder quickly instead of holding months of stock. Frequent, smaller orders beat large ones that sit and age.
A simple monthly routine
- Check and record expiry dates on every incoming order
- Shelve and dispense first-expiry, first-out (FEFO)
- Review near-expiry stock (3–6 months out) once a month
- Move, discount or stop reordering near-expiry lines early
- Keep returns and breakages separate, recorded and credited
- Order slow-movers in small, frequent quantities
A reliable local distributor makes all of this easier — frequent deliveries mean you can hold less, and clear returns terms keep your losses small. If you run a pharmacy in Dindigul district, talk to us about ordering little and often.
Frequently asked questions
How often should a pharmacy check for near-expiry stock?
A quick monthly check works for most shops — flag anything within three to six months of expiry, move it to the front, and stop reordering it until it clears.
Can I return near-expiry medicines to my distributor?
It depends on the terms you agree. Settle the returns position up front — which items qualify, the notice needed, and how credit notes are issued — so near-expiry and damaged stock is handled cleanly.
Check the current rules at the source
This guide is general information, not legal or tax advice. Rules change, so confirm anything that affects your licence or your filings with the authority itself:
Related guides
Reading a medicine pack: batch number, expiry date and MRP explained · How to avoid stockouts: smart reordering for your pharmacy · What to stock when you open a new pharmacy: a starter checklist
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