How to manage multiple branches without losing control.
Foundations, buying models, transfers, a weekly review and permissions: how to run several branches without losing control.
By the poso team · Updated
To manage multiple pharmacy or shop branches: run every branch on one system with one product list and price list; buy centrally where it saves money; move stock between branches with recorded transfers; give each manager targets and access to their own branch only; and review the same few numbers for every branch weekly: sales, margin, stock value, near-expiry stock, stock-outs and cash differences.
Get the foundations right
- One system, one product list. If branches name products differently, nothing can be compared or transferred.
- One price list (or deliberate branch price lists), maintained centrally.
- Same procedures everywhere: receiving, cash closing, expiry checks, counts.
- Clear roles: owner, branch manager, cashier, store keeper, each with matching system access.
Buying: central, local or both?
| Model | How it works | Best when |
|---|---|---|
| Central | Head office buys for all branches, receives at a store and transfers | Volume discounts matter; branches are close to a store |
| Local | Each branch orders from suppliers directly | Branches are far apart; suppliers deliver to each |
| Hybrid | Central for key lines, local for top-ups | Most growing chains |
Transfers between branches
- Spot the imbalanceOne branch has too much of a product (or a batch close to expiry), another is short.
- Create the transferFrom branch A to branch B, with batches and quantities.
- Send and receiveBranch A confirms dispatch; branch B confirms receipt and notes differences.
- Close the loopStock and value move between branches; differences are investigated.
Transfers are the cheapest way to fight expiry in a chain: send near-expiry batches to the branch that sells that product fastest.
The weekly branch review
| Number | Why | Action if off |
|---|---|---|
| Sales vs last week / target | Momentum | Ask the manager what changed |
| Gross margin % | Pricing and discount discipline | Check discounts, supplier prices |
| Stock value | Cash tied up | Cut slow-mover orders, transfer |
| Near-expiry value (90 days) | Money at risk | Promote, transfer, return |
| Stock-outs | Lost sales | Adjust reorder levels |
| Cash differences | Control | Review sessions with differences |
People and permissions
Branch staff should see their branch only; managers may see their branch's margin; only owners and finance see everything. Every action should be linked to a named user, so issues can be traced without blame falling on the whole branch.
When to add a central store
Once you have three or more branches buying the same lines, a central store often pays for itself through volume discounts and fewer stock-outs, but it adds transfer work and needs good stock control of its own. Start with a few high-volume lines.
Multi-branch in poso
poso runs every branch from one login: stock per branch, transfers with batches, shared products and prices, branch-only access for staff, and reports per branch. Scale includes 3 locations, Enterprise 10. See multi-branch.
Multi-branch questions
How do I manage stock across multiple pharmacies?
Use one system with one product list, buy centrally where it saves money, transfer stock between branches with recorded transfers, and review stock, expiry and stock-outs per branch every week.
Should each branch have its own stock?
Yes. Each branch should have its own stock records so you can see availability, value and losses per branch, while sharing the product list.
How do I stop branches running out while others overstock?
Set reorder levels per branch, review imbalances weekly and use transfers before buying more.
Can staff at one branch see another branch's data?
They shouldn't need to. Give staff access to their own branch only; owners and managers you choose can see all branches.
Last updated by the poso team.