Pharmacy and clinic stock in order: par levels, expiry and fridge logs
The Pharmacy Stock and Expiry Control Kit gives pharmacy, dispensary and clinic teams every file for the stock job: ordering, receiving, first-expiry-first-out, short-dated stock, fridge temperature records, counts, returns and recalls.
- A 17-sheet Stock and Expiry Workbook: item master with ABC and VED, par levels, an order planner with pharmacist approval, expiry register, fridge log, counts and three dashboards
- A 7-sheet Reorder Point and Safety Stock Calculator with a service-level what-if
- 5 fillable PDFs (13 pages): delivery receiving, monthly expiry check, fridge temperature record, stock count and loss record, recall action record
- 37 supplier messages, 12 out-of-stock notices, 13 procedures, 26 AI prompts and a 5-page print pack for the fridge door and shelves
The Pharmacy Stock and Expiry Control Kit · Bodhih Pro Kits · 258 by Bodhih Training, trainers to 2,000+ companies since 2008.
How do you manage pharmacy stock and expiry dates?
Map every line with its usage, set safety stock, reorder points and par levels from that usage, and order on a fixed rhythm with a pharmacist approving. Check deliveries against invoices, rotate first expiry first out, check every area monthly against red, amber and watch windows, log fridges, and count often. The Pharmacy Stock and Expiry Control Kit from Bodhih Training gives a file for each step.
Want the full free guide first? Read How to Manage Pharmacy Stock and Expiry Dates: FEFO and Par Levels.
You already feel the problem. Here is what it is costing you.
Expired stock found by a patient
Packs reach their date at the back of a drawer because nobody owns the date check. The first anyone hears of it is when a prescription needs one.
Ordering by eye before the cut-off
Some lines overflow while others run out on Thursday. Without reorder points and par levels, every order is a guess made in a hurry.
Fridge records with gaps and ticks
A missed afternoon reading, a maximum nobody reset, no name on who to call. When something goes wrong, the record cannot show what happened.
Credits and claims that never land
Short deliveries, damaged packs and returns go unclaimed or unchased, and the money quietly stays with the supplier.
Picture the next few weeks with the kit open beside you.
Picture next Monday morning. You open the Stock and Expiry Workbook, type your top lines and four weeks of usage, and see for the first time how many days of stock you hold, which lines carry the money and which ones your pharmacist has marked Vital.
On order day, the Order Planner says Order or Wait for each line and suggests packs. Your pharmacist types the approved quantity and their name, and the order goes before the cut-off. When the delivery arrives, the fridge lines go in first and the receiving checklist catches the two missing packs before anyone signs.
Then imagine the end of the month. Every area has been checked against your red, amber and watch windows, short-dated stock is at the front with a sticker, the quarantine shelf is clear, and the fridge records show two real readings a day with initials. You read the dashboard in five minutes and pick one thing to fix next week.
Whether you start with the fridge record this afternoon or the item master tomorrow, each file is ready, so you can build the routine one shelf and one week at a time.
20 files that do the work for you
The e-book shows you how. The tools make it happen. Here is exactly what you download.
The Pharmacy Stock and Expiry Control Kit (e-book, PDF)
The guide: methods, worked examples, scripts and exercises
Start here: the pharmacy stock map
The whole job in eleven steps with the file for each, your first hour, Brand it in five minutes, your first week and a 30/60/90 day use plan.
Stock and Expiry Workbook
17-sheet workbook: settings, item master with ABC and VED classes, usage log with average daily usage, par levels with reorder points and safety stock, order planner with pharmacist approval, goods received with discrepancies, expiry register with red, amber and watch windows, expiry summary, short-dated and quarantine log, returns and credits, fridge temperature log with out-of-range flag, cycle counts with variance value, stock value and turnover by month and three dashboards.
Reorder Point and Safety Stock Calculator
7-sheet calculator: 28 days of usage per line, usage and lead-time spread, statistical or simple safety stock, reorder point, par level, stock value and a service-level what-if with chart.
Delivery receiving checklist
Three-page fillable form: checks at the door, the line-by-line check against the invoice with batch and expiry, fridge and controlled lines, and the discrepancy note to the supplier.
Monthly expiry check sheet
Two-page fillable form: the area-by-area monthly expiry check, a findings table by red, amber and watch window, actions and sign-off.
Fridge temperature record
Three-page fillable record for one fridge for one month: twice-daily current, minimum and maximum readings with reset and initials, an out-of-range action log and a blank local contacts box.
Stock count, discrepancy and loss record
Three-page fillable form: a blind cycle count sheet, the variance investigation, and a discrepancy and loss record with facts, causes and fixes.
Recall and alert action record
Two-page fillable form: receiving a medicines recall or alert, the stock search across every location, quarantine and return, confirmation to the supplier and the admin notes for the pharmacist.
Supplier and wholesaler message library
37 ready-to-edit messages in 7 groups: orders, shortages, deliveries and discrepancies, returns and credits, recalls and alerts, prices and accounts, and notes inside the team.
Out-of-stock notices for customers and prescribers
12 brand-ready notices and scripts: counter and phone words, owing slips and texts, a shelf notice, a clinic rebooking message, and admin notices to prescribers and practices. No clinical alternatives, by design.
Stock control procedures and induction pack
A one-page stock control commitments sheet to adopt, 13 brand-ready procedures (ordering to clinic consumables) with local-rule boxes, and a new staff stock induction guide with a first-week plan, sign-off checklist and check questions.
Worked example pack: a community pharmacy cuts expiry write-offs
One composite community pharmacy over two quarters: the changes month by month, a filled expiry check, delivery check, par level and order, fridge event record, count variance and recall record, and the before-and-after numbers (illustrative).
AI prompt pack for pharmacy stock
26 tool-agnostic prompts in 9 groups, from cleaning the item master to the monthly report, each with what to paste in and what to check, plus the rules: stock data only, people decide, a pharmacist reviews every order.
Order-or-wait decision card and mistakes card
Fourteen 'if this, do that' rules for ordering, receiving, expiry, fridges, counts and recalls, the four never rules, and twenty common stock mistakes with what to do instead.
Numbers that matter: KPI card
Fourteen stock numbers with meaning, exact formula, where each lives in the workbook and what to do if it moves, plus the formulas worked with sample numbers.
Pharmacy stock rules by country (correct at October 2026)
Dated orientation: regulators by country, controlled drug records in general, fridge guidance examples, recall systems, falsified-medicines verification and pack codes, disposal routes and health-data law. Check the official source.
Pharmacy stock print pack
Five A4 pages for the wall and the fridge door: a monthly fridge temperature log sheet, an 'out of range: who to call' card with blank local actions, a first-expiry-first-out shelf poster, a delivery receiving card and a monthly expiry check checklist.
Daily, weekly and monthly stock calendar
62 events over 90 days: a first-week set-up, daily fridge reading reminders for week one, a weekly stock review, cycle count and credit chase every week, monthly expiry checks, month-end numbers, new fridge records, a recall drill and a 90-day review. Import into Google, Outlook or Apple Calendar.
Pharmacy stock task board
36 set-up and routine tasks with list, owner, due, priority and the kit file to use. Import into Trello, Asana, Notion, Planner or Jira.
Chapter by chapter
Each chapter opens with a real situation, gives you a method and ends with something to do today, using the tools in your kit.
- Format
- PDF e-book + XLSX + fillable PDF + DOCX + printable PDF + ICS + CSV
- Files
- 20 files plus a one-click ZIP
- E-book
- 60 pages
- Works with
- Excel, Google Sheets, LibreOffice, Word, Google Docs, Acrobat Reader, Google Calendar, Outlook, Apple Calendar, Trello, Asana, Notion
- Best for
- Community pharmacies, clinic dispensaries, practices and care agencies of any size up to a few sites
The Fridge Door and the Forgotten Drawer
A fridge reading nobody logged, an expired pack found by a patient, and the ten-step stock loop that catches both.
Why Stock Control Is a Patient Service Job
Stock as patient service, money and safety; four kinds of loss and the numbers to watch.
The Stock Map, Fast and Slow Movers, ABC and VED
Build the item master, then use ABC for money, VED for criticality and movement for which history to trust.
Par Levels, Reorder Points, Safety Stock and Ordering Rhythms
Safety stock, reorder points and par levels from usage, daily and weekly ordering rhythms and pharmacist approval.
Receiving Deliveries Properly
Fridge lines first, checks at the door and line by line, short-dated deliveries and same-day claims.
Storage, Labelling and First Expiry, First Out
A home for every line, labels that match the map, FEFO rotation and clinic room top-ups.
The Expiry Calendar, Short-Dated Stock, Quarantine and Returns
Red, amber and watch windows, the monthly area plan, quarantine, returns, credits and approved disposal routes.
Cold-Chain Logging
Read, record, reset; what the fridge record must show and the admin around an out-of-range reading.
Counts, Variance, Shrinkage and Loss
Blind cycle counts by ABC, recounts, a fixed order of investigation and fair handling of loss.
Shortages, Recalls and Alerts
Finding out, telling people in admin words, and searching every location when a recall arrives.
Reports, Systems, Scanning and AI with a Pharmacist Reviewing
The weekly review, month-end numbers, pharmacy systems, GS1 scanning and AI with people deciding.
The Quiet Thursday
What a well-run stock week looks like, and where to start.
Not just reading. Tools you will actually open again.
E-book
- The Pharmacy Stock and Expiry Control Kit e-book: about 9,100 words, ten chapters, six diagrams, a weekly review appendix and a glossary
Start here
- 00-Start-Here-Pharmacy-Stock-Map: the job in eleven steps with the file for each, your first hour, Brand it in five minutes, your first week and a 30/60/90 day plan
Workbooks
- Stock and Expiry Workbook (17 sheets): settings, item master with ABC and VED, usage log, par levels, order planner with pharmacist approval, goods received, expiry register, expiry summary, short-dated and quarantine, returns and credits, fridge log, cycle counts, stock value and turnover and three dashboards
- Reorder Point and Safety Stock Calculator (7 sheets): inputs, service levels, daily usage, calculator, service-level what-if and summary
Forms
- Delivery receiving checklist (3 pages, with a discrepancy note to the supplier)
- Monthly expiry check sheet (2 pages)
- Fridge temperature record (3 pages: twice-daily readings, action log and blank who-to-call box)
- Stock count, discrepancy and loss record (3 pages)
- Recall and alert action record (2 pages)
Word templates
- Supplier and wholesaler message library (37 messages: orders, shortages, discrepancies, returns, credit chasers, recalls, prices and team notes)
- Out-of-stock notices for customers and prescribers (12 brand-ready notices and scripts, admin wording only)
- Stock control procedures and induction pack (a one-page commitments sheet, 13 procedures and a new staff stock induction guide)
- Worked example pack: a community pharmacy cuts expiry write-offs over two quarters (illustrative)
- AI prompt pack for pharmacy stock (26 prompts)
Cheat sheets
- Order-or-wait decision card and mistakes card (14 rules, 20 mistakes)
- Numbers that matter: KPI card (14 numbers with formulas)
- Pharmacy stock rules by country, correct at October 2026
Print pack
- Pharmacy stock print pack (5 pages): fridge temperature log sheet, 'out of range: who to call' card, FEFO shelf poster, delivery receiving card, monthly expiry check checklist
Calendar and import
- Daily, weekly and monthly stock calendar (62 events over 90 days, ICS)
- Pharmacy stock task board (36 tasks, CSV for Trello, Asana, Notion, Planner or Jira)
When you have worked through it, you will be able to…
Every outcome is practised with a worked example and a tool, not just described.
- You will be able to set safety stock, reorder points and par levels for every line from your own usage
- You will be able to run daily and weekly orders with a pharmacist approving each one in the planner
- You will be able to receive deliveries with fridge lines first and claim discrepancies the same day
- You will be able to run a monthly expiry check with red, amber and watch windows you choose
- You will be able to keep fridge temperature records that show real numbers and who was called
- You will be able to count blind, investigate variances in order and record losses fairly
- You will be able to handle shortages and recalls with clear admin wording and a full stock search
- You will be able to read stock turnover, days of stock and expiry write-offs every month
Know your starting point. Prove your progress.
People who measure before and after improve faster and can show it. AssessAll, our sister assessment platform, has AI-graded assessments that pair with this kit. Take one now, work through the kit, then re-take it.
Demand and Inventory Planning Judgment for Supply Chain and Operations Teams
Take the assessment →AssessAll assessmentAttention to Detail & Error Checking
Take the assessment →AssessAll assessmentStanding Instructions and Follow-Through Assessment for Detail-Critical Work
Take the assessment →JobularyIf-then plans that make habits stick (Jobulary)
Make it a growth plan →A taste of Chapter 1
When a patient hands over a prescription and the item is not there, nobody at the counter thinks about inventory theory. They think about the person in front of them, who now has to come back tomorrow, or go elsewhere, or wait while someone rings round. When a vaccine clinic is cancelled because the delivery was missed, the people who booked do not care about lead times. Stock control in a pharmacy or clinic is a patient service job that happens to use numbers. It is also a money job. Stock is cash sitting on a shelf, and in a pharmacy there is a lot of shelf. Every pack that expires on the shelf is money spent and nothing returned. Every pack bought in a box of six when you use one a month ties up cash that could pay a locum.
The honest comparison
| Free templates and typical advice | This kit | |
|---|---|---|
| Ordering | A blank reorder list | Par levels, reorder points and safety stock from usage, with a pharmacist approval column |
| Expiry | A date column and good intentions | An expiry register with windows you set, a monthly area plan and a FEFO poster |
| Fridges | A generic temperature chart | Twice-daily record with min, max and reset, an out-of-range card with blank local actions, and a flagged log |
| Clinical boundary | Mixed stock and clinical tips | Stock administration only; every clinical decision stays with the pharmacist, prescriber and local rules |
| Countries | One country's rules presented as universal | A universal method plus a dated sheet naming regulators and rules in many countries |
Made for you if…
- Community pharmacy and clinic dispensary teams who order, receive and check stock
- Owners and practice managers of GP, family, dental, physiotherapy and eye care clinics
- Diagnostics collection centres and specialist outpatient clinics with consumables and fridges
- Working nurses and nursing students who look after a treatment room
- Managers of home care and domiciliary care agencies who hold gloves, aprons and dressings
- Front-desk teams who place supply orders for a practice
Probably not for you if…
- Anyone looking for clinical guidance: this kit never advises on choosing, substituting, dosing or using medicines
- Warehouses and distributors (see The Inventory and Warehouse Control Kit)
- Anyone wanting a guarantee of savings or compliance: the kit gives methods and tools, and rules vary by country
Built by trainers, tested in real rooms.
Bodhih Training has designed and delivered corporate programmes since 2008. Bodhih Pro Kits package what works in those workshops into a guide plus the exact tools we use, so you can apply it the same day without a facilitator in the room.
From here to using it in three steps
- STEP 1
Tap Get the kit
Name, email and country. UPI, card or netbanking in India; international cards everywhere else. No account to create.
- STEP 2
Download instantly
Your download page opens at once, with every file and a one-click ZIP. A permanent link lands in your inbox too.
- STEP 3
Open the first tool
Start with the quick-start chapter, then the main spreadsheet or planner. Most buyers use something from the kit the same day.
Put your stock on a system this week
Open the Stock and Expiry Workbook, type your top lines and start the fridge record today. Whether you begin with the item master or the expiry check, every file is ready for the first hour.
Personal licence for the buyer's own use (and use with your own team or clients where the kit says so). Please don't share or resell the files. Team and company licences: solutions@bodhih.com.
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250+ AI-graded assessments to measure skills and earn verified credentials.
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The Pharmacy Stock and Expiry Control Kit: FAQs
Read the free guideAlready bought? Resend my linkCan I use this with my staff?
Yes. Under the personal licence you can use the kit within your own business with your own team, including printing the forms and posters for your pharmacy or clinic. Company and multi-site licences are available from solutions@bodhih.com.
Does it work in my country?
The method works anywhere: par levels, FEFO, expiry windows, fridge logging and counts are universal. The dated sheet names regulators and rules for the UK, US, India, Australia, Canada, the GCC, Singapore, the Philippines, South Africa, Nigeria, Kenya and the EU, but laws change, so check your regulator and your local rules.
Is this medical or clinical advice?
No. It is educational content about stock administration, organisation and records. It never advises on choosing, substituting, dosing or using a medicine, or on what to do with stock after a temperature problem. Those decisions belong to your pharmacist, the prescriber, the manufacturer and your local protocols.
How do I set par levels for pharmacy stock?
Work out average daily usage from recent usage, then add safety stock for late deliveries and busy days. The reorder point is usage over the lead time plus safety stock; the par level adds usage over the review period. The workbook does the arithmetic and a pharmacist checks the result.
How often should medicine fridge temperatures be recorded?
Follow your local guidance and the manufacturers of what you store. Some guidelines ask for readings twice a day, others at least once each working day. The fridge record lets you set your own frequency and range, and the dated sheet summarises named guidance.
What is the difference between FEFO and FIFO?
FIFO uses the oldest delivery first. FEFO, first expiry first out, uses the pack that expires first, which is what matters for medicines because deliveries do not always arrive in expiry order.
Can I use it for controlled drugs?
You can track controlled drug lines as a stock view, but the legal register follows the format and rules your national regulator sets. The kit points to those rules in the dated sheet and never replaces the register.
Does it replace my pharmacy management system?
No. It sits beside it. Your system supplies usage, stock and order data; the workbook adds par levels, expiry windows, logs, approvals and dashboards.
We are a small clinic or care agency with mostly consumables. Is it still useful?
Yes. Gloves, dressings, syringes, sharps containers and test strips use the same item master, par levels, expiry checks and counts. A forty-line clinic simply has fewer rows.
How can I measure my starting point?
AssessAll offers the Demand and Inventory Planning Judgment, Attention to Detail and Error Checking, and Standing Instructions and Follow-Through assessments, which suit people who order, receive and check stock.
How do I turn this into a development plan?
Jobulary's guide to if-then plans shows how to turn routines such as the fridge reading and the monthly expiry check into habits, which pairs well with the induction guide in this kit.
How much does The Pharmacy Stock and Expiry Control Kit cost?
₹999 including 18% GST for buyers in India, or $29 for buyers outside India. One-time payment, no subscription, with an automatic invoice.
How do I get the files after paying?
Instantly. Your download page opens the moment payment succeeds, and a permanent download link is emailed to you. Download each file separately or everything in one ZIP.
What software do I need?
Any of the usual tools: Excel or Google Sheets for spreadsheets, Word or Google Docs for templates, Adobe Acrobat Reader, Preview, Xodo or GoodNotes for the fillable PDFs, and Google, Outlook or Apple Calendar for the calendar plan.
Can I get a refund?
Because it is a digital download, kits are not refundable once downloaded. We always refund a duplicate charge or a failed delivery, and if a file is corrupted and we cannot fix it within 3 working days. Full terms: bodhih.org/refunds.
Can my company buy this for a team?
Yes. Team and company licences, and workshops on this topic run by Bodhih Training, are available. Write to solutions@bodhih.com or call +91 99000 11601.
