Clinic pharmacy inventory: reorder levels, expiry and GRN made simple

Start with a clean medicine catalogue

Every good stock system starts with one list of the medicines you keep. For each item, record the name, strength, form, pack size, manufacturer and category. Group medicines into categories that match how your pharmacist thinks, such as antibiotics, analgesics or paediatric syrups.

Clean the list once. Merge duplicates like "PCM 650" and "Paracetamol 650 mg" so every sale and purchase lands on the same item.

Set a reorder level for fast movers

A reorder level is the stock count at which you place a new order. A simple way to set it:

1. Find the average number of units you sell per day.
2. Multiply it by the number of days your distributor takes to deliver, plus a few days of buffer.

If you sell 20 strips of an antacid a day and delivery takes three days, a reorder level of around 80 to 100 strips keeps you safe. Review these levels every few months and before seasonal peaks such as monsoon fevers.

Watch expiry every week

• Arrange shelves so the earliest expiry is in front (first expiry, first out).
• Once a week, check what expires in the next 60 to 90 days.
• Talk to your distributor about returns for near-expiry stock before it is too late.

Order with purchase orders

A purchase order (PO) is a simple written order to a vendor: what you want, how much, and at what rate. It sounds formal for a small pharmacy, but it prevents the most common problems: wrong quantities, forgotten items and disputes over rates.

Receive stock with a GRN

A goods receipt note, or GRN, records what actually arrived against the purchase order. Check quantities, batch numbers, expiry dates and rates as the stock comes in. Only then should it be added to your inventory. The GRN is also your record if you need to raise a short-supply or damaged-goods claim with the vendor.

Link the pharmacy to the prescription

The biggest gain comes when the pharmacy works from the same system as the doctor. The pharmacist dispenses straight from the prescription, so there is no guessing at handwriting, every sale reduces stock automatically, and the patient's bill includes the medicines.

A weekly routine that takes 20 minutes

• Monday: check items below reorder level and raise purchase orders.
• On delivery: create the GRN and check batches and expiry dates.
• Friday: review what expires in the next 90 days and the week's fast movers.