1. Sell the batch that expires first
When a new purchase comes in, the fresh batch often goes to the front of the shelf. Then the older batch sits behind it until it expires. The rule that fixes this is first expiry, first out (FEFO): the batch with the nearest expiry date is sold first, whatever arrived last.
- Put new stock behind the old stock
- Write the rack on every batch so staff find the older one
- At billing, check the expiry on the strip, not only the name
2. Look 90 days ahead, every week
Most suppliers take back near-expiry stock only for some time before the expiry date, and the rules differ from supplier to supplier. Waiting until the month of expiry is usually too late. A weekly look at everything that expires in the next 90 days gives you time to act.
- 0–30 days: push at the counter or return now
- 31–60 days: return to the supplier if their terms allow
- 61–90 days: do not reorder; sell what you have
3. Return to the supplier in time
Keep each supplier’s return terms written down: how many days before expiry they accept returns, and whether they give credit or replacement. Send returns with a list of product, batch, expiry and quantity, and keep a copy.
A purchase return in your records also fixes your stock and the supplier’s balance at once.
4. Keep expired stock apart
Expired medicines must never reach a customer. Move them to a separate, clearly marked box or shelf — ‘Expired — not for sale’ — away from saleable stock, and write them off in your records with the reason. Follow your state drug controller’s instructions for disposal.
5. Buy less of what expires
Expiry losses often start at the purchase. Look at what expired in the last three months and order smaller quantities of those products, or ask the supplier for shorter-date packs only when you can sell them in time.
Return terms and disposal rules vary by supplier and by state. Check with your suppliers and your state drug control office.
See how MedBox24 does it