Why batch-level tracking matters
Two cartons of the same medicine may have different expiry dates and purchase costs. Billing the wrong batch affects margins and compliance. Pharmacy software forces batch selection at sale and purchase so stock always reconciles.
Key inventory features to use daily
Expiry date tracking
Enter expiry on each batch at purchase. JedMee dashboard and notifications highlight batches expiring within your chosen window so you can discount, return to supplier, or destroy per SOP.
Low-stock alerts
Set minimum quantity per product. When available stock drops below threshold, staff see alerts before you run out at the counter.
Opening stock and adjustments
Import existing stock via CSV at onboarding. Use adjustment entries for breakage, theft, or physical count differences with reason codes.
Loose / broken pack sales
Sell individual tablets or partial strips while decrementing the parent batch quantity - essential for retail chemists.
Purchase-to-sale inventory flow
This closed loop means your stock valuation report should match physical shelf counts during monthly audits within normal shrinkage tolerance.
- Create purchase invoice → stock added to batch
- Sales invoice → batch quantity reduced
- Purchase return → stock removed with supplier credit
- Sales return → stock added back to batch if resaleable
- Physical count → adjustment entry if variance
Reports that improve buying decisions
Use non-moving reports before placing repeat purchase orders. Redirect budget to fast movers identified in sales analysis.
- Non-moving stock report - items with zero sales in 90+ days
- Product–supplier report - who you buy each SKU from
- Stock analysis - sales vs current quantity by category
- Near-expiry list - actionable before write-off
Inventory best practices
Follow FEFO (first-expiry-first-out) when picking for customers. Reconcile purchase invoices the same day goods arrive. Run a weekly near-expiry review meeting - 15 minutes can save thousands in write-offs annually.
How to run batch inventory from purchase to sale
This closed loop keeps stock valuation aligned with physical shelves.
- Create purchase invoice
Enter supplier invoice with batch number, expiry date, and quantity - stock is added to the batch record.
- Bill retail sales against batch
Select batch at billing so quantity decrements from the correct expiry lot (FEFO).
- Process purchase returns
Return goods to supplier with stock removed and supplier credit recorded.
- Handle sales returns
Add resaleable stock back to the batch when customers return medicines.
- Post physical count adjustments
Enter adjustment with reason code when monthly count differs from system quantity.