HSA Verse
POS integration and inventory reporting
Why point of sale and inventory should be connected
When the counter system and the stock records are separate, the stock figure drifts away from reality. Sales are not deducted immediately, someone has to update a second file, and the system cannot guide staff to the right batch. When POS and inventory are connected, each sale reduces stock as it happens, and reports show what is on hand without a manual recount. This is one of the main reasons pharmacies look for pharmacy POS software in Pakistan that also manages inventory.
What a well-configured counter process looks like
- Staff select the product by scanning it or searching for it.
- The system helps staff pick the earliest-expiring saleable batch (FEFO).
- Expired stock is blocked from sale, where that control is available and enabled.
- The quantity is deducted from the correct batch and location.
- A customer return is recorded and checked under your return procedure before any item goes back to saleable stock.
Even a well-configured system cannot replace a physical check. Staff still need to look at the pack in their hand.
Reports worth reviewing
A report is useful only if someone reads it and acts on it. Start with a small set and review it on a fixed schedule.
| Report | Question it answers | Suggested frequency |
|---|---|---|
| Stock on hand by location | How much do we hold in the shop, store room and godown? | Weekly |
| Near-expiry report | Which batches expire in the next 30, 60 and 90 days? | Weekly or monthly |
| Expired and write-off report | What did we remove from stock, why and at what cost? | Monthly |
| Batch movement history | Where did a named batch come from and where did it go? | On demand, for example during a recall |
| Fast and slow movers | Which products sell quickly, and which have not sold for 90 days? | Monthly |
| Purchases against sales | Are we buying more than we sell? | Monthly |
| Stock adjustment report | Who changed stock quantities and why? | Weekly |
| Daily sales summary | What was sold today, and does it match the cash and payment records? | Daily |
Key numbers to track
| Measure | Formula | Illustrative example (PKR) |
|---|---|---|
| Inventory turnover | Cost of goods sold ÷ average inventory value | 2,400,000 monthly cost of goods sold ÷ 3,600,000 average inventory = 0.67 times a month |
| Days of inventory | Average inventory value ÷ cost of goods sold × days in period | 3,600,000 ÷ 2,400,000 × 30 = 45 days of stock |
| Expiry loss rate | Net expiry loss ÷ purchases × 100 | 15,960 ÷ 1,800,000 × 100 = 0.89% (from section 10) |
| Stock variance value | (Counted quantity − system quantity) × cost per pack | (39 − 42) × 320 = −960 |
| Dead stock value | Cost of products with no sale in 90 days | 20 packs × 240 = 4,800 for one product |
A turnover figure means little by itself. Compare it month to month and by product group. Medicines with a short shelf life and slow sales deserve the closest attention.
Reconcile regularly
- Daily: compare the POS sales summary with cash and payment records.
- Weekly: run a short cycle count on a few high-value or fast-moving products and review adjustments.
- Monthly: review expiry losses, dead stock and supplier credit notes.
- Before a system change: clean the product list and count stock so you start with reliable data.
Turn reports into action
Suppose the slow-mover report shows a product with no sales in 90 days and 20 packs on hand at PKR 240 each. That is PKR 4,800 of stock at cost. The right actions are to stop reordering, check the expiry dates, ask the supplier about a return and, if appropriate, consider moving the packs to another branch. A report that is never acted on does not reduce losses.
What to ask in a demonstration
- Sell a medicine that has two batches. Which batch does the system select?
- What happens when only expired stock is left?
- How is a sales return recorded against a batch?
- Which inventory, expiry and write-off reports are available, and can they be exported?
- Can reports be filtered by location, supplier, batch and date?
In Dukanverse the POS and the online store use the same stock, each sale is taken from the soonest-expiring lot at that location, and expired stock can be blocked from sale. Orders can be filtered by date and status; advanced analytics and custom reports are part of the Enterprise plan.
Frequently asked questions
What is the difference between expiry tracking and batch tracking?
Expiry tracking records when a product batch expires. Batch tracking identifies the specific production lot. Both are needed to distinguish two batches of the same medicine.
If one batch is recalled, should the whole brand be removed?
Not automatically. Read the recall notice and follow its exact product and batch scope. If multiple batches are listed, check each one.