Pharmacy mode
Batch & Expiry Tracking with Nearest-Expiry-First Billing
Batch and expiry tracking stops two expensive mistakes: selling a strip that expired last month, and finding twenty boxes that will expire next month with no time left to return them. TripleBill records each batch with its expiry and MRP when the stock arrives, sells the nearest expiry first, blocks expired batches and lists what is about to expire.
Inventory
Add product| Product | SKU | Stock | Selling Price | Status |
|---|---|---|---|---|
| Aashirvaad Atta 5kg | ATT-5KG | 42 | ₹262 | In Stock |
| Amul Taaza Milk | MLK-500 | 18 | ₹28 | In Stock |
| Britannia Bread | BRD-400 | 7 | ₹50 | Low Stock |
| Coca Cola 750ml | CC-750 | 54 | ₹40 | In Stock |
| Parle-G 800g | PG-800 | 0 | ₹80 | Out of Stock |
Low stock
Britannia Bread is running low.
7 left · reorder level 10
Batches come in on the purchase bill
Turn on pharmacy mode and mark an item as batch-tracked. On the supplier bill each line takes the batch number, the expiry as MM/YY (counted to the last day of that month), the MRP printed on the pack, and any free quantity the distributor gives as a scheme. The batch is added to stock with exactly that quantity.
Different batches of the same item keep their own stock and MRP, so an older batch at ₹42 and a newer one at ₹45 sit side by side without confusion.
- Batch no., expiry (MM/YY) and MRP per line
- Free / scheme quantity on the purchase bill
- Stock and MRP per batch
- Works for any item you mark batch-tracked
Nearest expiry goes out first
At billing you just pick the item. When the bill is saved, TripleBill takes the quantity from the batch with the nearest expiry (first-expiry-first-out). If the pharmacist wants a particular batch — the customer asks for the same one as last time — they pick it on the line instead. Near-expiry batches show in amber.
Expired batches are shown but cannot be chosen, and with "block expired" on they are never picked automatically. The batch number and expiry print under each item on the bill.
- Automatic nearest-expiry pick
- Manual batch choice on the line
- Expired batches blocked
- Batch and expiry printed on the bill
Reports that catch expiry early
| Report | Use it for |
|---|---|
| Batch stock | Every batch on hand with expiry, MRP and quantity |
| Near expiry | Batches expiring within your window (90 days by default) — return or push them |
| Expired stock | What has already expired and must come off the shelf |
| Schedule register | Schedule H / H1 / X sales with patient and doctor details |
A worked example: one item, two batches
A medical store buys 10 strips of a tablet in batch A (expiry 03/27, MRP ₹42) and later 20 strips in batch B (expiry 11/27, MRP ₹45). A customer asks for 3 strips. The cashier picks the item and saves; the 3 strips come from batch A, the bill prints "Batch A, Exp 03/27" and charges the batch A MRP.
In January the near-expiry report (90-day window) shows batch A with 4 strips left. The owner returns them to the distributor before the cut-off instead of writing off ₹168.
Sample figures.
Schedule drugs and prescriptions
Pharmacy mode also marks medicines as Schedule H, H1 or X. A bill with a scheduled drug asks for the patient and the doctor in a prescription box on the web form, and the Schedule register lists those sales with the details for an inspection. A report of scheduled sales without prescription details shows anything that slipped through, for example from a phone sale.
Search by salt or composition finds every brand you stock with that molecule, and your drug licence numbers print on invoices.
- Schedule H / H1 / X marking
- Prescription box with patient and doctor
- Schedule register and missing-prescription report
- Salt / composition search
What it does not do (yet)
- A credit note does not put the returned quantity back into its batch automatically
- Loose sale of tablets from a strip with automatic pack conversion — each item has one unit
- Expiry-return claims to the distributor as a separate document; use a debit note
- Substitute suggestions by salt — salt / composition search finds items, it does not recommend swaps
How to bill by batch and expiry in TripleBill
- 1
Turn on pharmacy mode
In Settings → Pharmacy, switch it on, set the near-expiry window and keep "block expired batches" on.
- 2
Mark items batch-tracked
Tick batch tracking on each medicine or any item that carries a batch and expiry.
- 3
Enter batches on purchase bills
On each supplier bill line, enter the batch number, expiry as MM/YY, MRP and any free quantity.
- 4
Bill and check reports
Bill as usual; the nearest-expiry batch is taken automatically. Check the near-expiry report every week.
Frequently asked questions
How is the expiry date stored?
As MM/YY, the way it is printed on packs, and counted to the last day of that month.
Can the pharmacist choose a different batch?
Yes. Pick the batch on the bill line; otherwise the nearest expiry is used when the bill is saved. Expired batches cannot be chosen.
Can I use batch tracking outside a pharmacy?
Yes. Batch tracking comes with pharmacy mode, but any item can be marked batch-tracked — cosmetics, packaged food or fertilisers with an expiry.
Can I change the near-expiry window?
Yes. It is 90 days by default and can be changed in pharmacy settings.
Does the Android app handle batches?
Yes. The Android app (1.5.0) takes batch and expiry on purchases and billing.
What happens to the batch when I return stock to the supplier?
Record the return on a debit note to the supplier. Check the batch stock report afterwards, because returned batches are not yet adjusted automatically on notes.
Which plan includes batch and expiry tracking?
Pharmacy mode with batches and expiry is on the Pro plan (₹499/month, ₹4,999/year or ₹9,999 for 3 years). Every new business gets a 7-day free trial with everything unlocked.
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