HSA Verse
How to choose a pharmacy inventory system
Questions to ask before choosing software
Whether you are searching for pharmacy inventory management software in Pakistan or asking “pharmacy software kaise choose karein”, use the questions below to test each option against your real workflow.
- Can the system record different batches of the same medicine separately?
- Can each batch have its own expiry date and quantity?
- Can staff see stock by branch, store room or godown?
- Does the system support FEFO or help staff identify the earliest-expiring batch?
- Can it alert staff when stock is approaching expiry?
- What happens when a batch is expired, recalled, damaged or returned?
- Can expired stock be prevented from being sold?
- Can the team record write-offs and stock transfers?
- Can the vendor demonstrate the workflow using sample products and sample batch numbers?
- What data can be exported or reviewed if the pharmacy needs to investigate a supplier notice?
- Does it support barcode scanning for receiving, selling and stock counts, and which scanners work with it?
- Can each staff member have a separate login, with limits on who can change stock, approve write-offs or see costs?
- Can it record purchase orders, supplier details and supplier returns?
- Which inventory, expiry and write-off reports are available, and can they be exported?
Compare systems fairly
Excel can be a useful starting point for a small operation with disciplined data entry. It is flexible and familiar, but staff must maintain formulas, access and updates carefully. A dedicated pharmacy system may offer specialised medicine workflows. An ERP such as Odoo can be configured for broader business processes, but implementation scope and configuration matter. Dukanverse offers the listed POS, inventory, location and batch/expiry capabilities. Compare systems against your actual workflow rather than choosing by feature list alone.
Ask for a live demonstration
Bring a real example: one medicine with two different batches and expiry dates, stock held at two locations, and a hypothetical recall notice naming one batch. Ask the vendor to show what staff can find and what actions are supported. This is a better test than watching a generic product tour.
For related HSA Verse information, see hsaverse.shop/solutions/pharmacy and hsaverse.shop/guides/best-pos-software-for-pharmacy-pakistan.
Implementation checklist
A practical pharmacy implementation checklist
- List every stock location, including branches, back rooms and godowns.
- Clean the product list and standardise product names, strengths and pack sizes.
- Record batch numbers, expiry dates and quantities when receiving stock.
- Train staff to keep separate batches separate.
- Agree on a FEFO shelf-rotation routine and a regular expiry review.
- Define who receives recall notices and who can stop sale or supply.
- Create a documented process for identifying, separating and recording affected batches.
- Test a sample batch search across all locations before going live.
- Review the process periodically and update staff when procedures change.
- Check which products carry a usable barcode, and label the rest without covering printed pack information.
- Give each staff member an individual login and set approval limits for write-offs, price changes and stock adjustments.
- Agree reorder rules, a minimum remaining shelf life and supplier return terms, and use a purchase order for every order.
- Choose a short list of monthly reports, including expiry losses in PKR, and name the person who reviews them.
Need help reviewing pharmacy stock workflows or Dukanverse features? Contact HSA Verse: hsaverse.shop/contact#form or WhatsApp +92 308 0027899.
References and further reading
- DRAP, Recalls and Rapid Alerts
- DRAP, Guidelines on Recall of Defective Therapeutic Goods (Edition 02)
- DRAP, Good Distribution Practices for Pharmaceutical and Biological Drug Products
- WHO, Good Distribution Practices for Pharmaceutical Products
Frequently asked questions
Can software prevent every expired medicine from being sold?
Software can help when expiry data is entered correctly and the relevant controls are enabled. Physical checks and staff procedures are still necessary.
Do I need barcode scanners to manage pharmacy inventory?
Not strictly. A small pharmacy can start with a disciplined manual process. Scanners can speed up receiving, selling and counting and reduce typing errors, but staff must still verify batch number and expiry against the pack.