Pharmacy & Inventory
Run the dispensing queue, draw stock down by first-expiry-first-out, and manage the full supply chain from supplier to sale with auditable corrections.
The Pharmacy module turns signed prescriptions into dispensed medicines and keeps inventory honest end to end, from purchasing and goods receipt through batch-level stock to the point of sale.
The dispensing queue
Every prescription routed from a consultation appears in the dispensing queue and moves through a clear set of statuses:
| Status | Meaning |
|---|---|
New | Prescription received, not yet started. |
Preparing | Pharmacist is picking and preparing the order. |
Partial | Some lines dispensed; the rest pending (e.g. awaiting stock). |
Dispensed | Order fully handed over to the patient. |
Cancelled | Order will not be dispensed. |
FEFO stock draw-down
When medicines are dispensed, DoctSoft draws stock down using FEFO (first-expiry-first-out). The batch closest to expiry is consumed first, minimising wastage from stock ageing out on the shelf.
Stock can never go below zero. If a batch can't cover a line, the order stays Partial until stock is available rather than allowing a negative balance.
Corrections are always accountable
Inventory can be corrected when reality and the system disagree, but every correction requires a written reason. This keeps an audit trail of who changed stock and why, so discrepancies can always be explained.
The supply chain
Behind the dispensing counter, DoctSoft models the full pharmacy supply chain:
Suppliers
Maintain the vendors you purchase medicines from.
Purchase orders
Raise POs against a supplier for the stock you need.
Goods receipt (GRN)
Record what physically arrives against the PO as a Goods Receipt Note.
Batches with expiry
Received stock is tracked as batches, each with its own expiry date, the basis for FEFO.
Sales
Dispensing and over-the-counter sales draw down from those batches.
Stock health views
- Low-stock: items at or below their reorder threshold, so you can raise POs before you run out.
- Short-expiry: batches approaching expiry, so you can prioritise, discount, or return them in time.
Expired-batch quarantine
Batches that pass their expiry date are moved to quarantine and can no longer be dispensed. This physically and logically separates unsellable stock from live inventory, protecting patients and keeping counts accurate. Reviewing the short-expiry view weekly keeps batches out of quarantine and out of your write-offs.