---
title: How to Track Medicine Expiry Dates (and Waste Less)
description: A step-by-step method to track expiry dates in a pharmacy or agrovet: record batches on receipt, sell FEFO, review near-expiry stock and handle expiry.
url: https://www.poso.co/guides/track-medicine-expiry-dates/
updated: 2026-10-29
---

Guide · 9 min read

# How to track medicine expiry dates.

A simple, repeatable method that pharmacies, agrovets and cosmetics shops use to stop losing money to expired stock.
By the poso team · Updated 29 October 2026

**Short answer:**
To track medicine expiry dates: record the batch number and expiry date of every product when it is received, shelve and sell first-expiry-first-out (FEFO), review everything expiring in the next 90 days at least once a month, act on near-expiry stock early (sell, transfer or return), and remove, quarantine and record expired stock immediately. Software automates the recording, FEFO and the 90-day list.

Expired medicine is a double loss: the money you paid for it, and the risk if it ever reaches a customer. Most pharmacies lose a few percent of their stock value to expiry each year; some lose far more. The fix is a routine, not a heroic clean-out once a year.

## Why expiry slips through

- Expiry dates are not recorded when stock arrives, so nobody knows what is on the shelf.
- New stock is put in front of old stock.
- One product has several batches with different dates, but stock is counted as one number.
- Slow movers sit at the back and are only noticed at the annual stock take.
- Nobody owns the job of checking.

## The 6-step method

- **Capture on receipt**For every batch-tracked product, record batch number and expiry date as you receive it. If a delivery line contains two batches, record both.
- **Shelve FEFO**Earliest expiry at the front or on top. New stock goes behind.
- **Sell FEFO**Staff take from the front; software should pick the earliest-expiring batch automatically.
- **Review the 90-day list monthly**List every batch expiring in the next 90 days, with quantity and value.
- **Act early**For each near-expiry batch decide: sell (promote or discount), transfer to a branch that sells faster, or return to the supplier if they accept returns.
- **Handle expired stock**Remove it from sale immediately, quarantine it, and return or dispose of it according to local rules. Record the write-off and the reason.

## How far ahead should you look?

| Window | Action |
|---|---|
| 6 months | Check whether current sales will clear the batch. If not, stop reordering and plan. |
| 90 days | Main review window: promote, transfer or arrange a return. |
| 30–60 days | Last chance for returns (many suppliers set a cut-off) and discounts. |
| Expired | Remove from sale today. Quarantine, record and dispose or return. |

Check your supplier agreements: many accept returns of near-expiry stock only within a certain period before expiry. Knowing the cut-off is worth real money.

## Receiving: the step that makes everything else work

If the expiry date isn't captured when stock arrives, every later step is guesswork. Make it part of receiving: scan or type the batch and date, check that the date isn't unusually short (some suppliers try to move short-dated stock), and reject or negotiate short-dated deliveries.

## What to do with expired medicine

- Remove it from all sale areas the same day.
- Keep it in a clearly labelled quarantine area, separate from saleable stock.
- Record the product, batch, quantity, cost and reason in your stock records.
- Return it to the supplier if they accept expired returns, or dispose of it through approved channels under your country's rules.
- Keep the disposal or return documents.

Rules for disposing of expired medicines differ by country and medicine type; follow your regulator's guidance.

## Measure it

Track the value of stock written off for expiry each month as a share of cost of goods sold. Make it visible to the team. Pharmacies that review it monthly usually see it fall within a few months.

## How software helps

| Step | By hand | With poso |
|---|---|---|
| Capture on receipt | Written in a book | Entered or scanned per batch on the delivery |
| Sell FEFO | Depends on shelving | Earliest-expiring batch picked automatically |
| 90-day list | Walk the shelves | On the Home dashboard, one click |
| Expired on shelf | Found by chance | Counted on the Home dashboard |
| Recall lookup | Paper search | Search the batch number |

See [batch and expiry tracking in poso](https://www.poso.co/features/batch-and-expiry-tracking/).

## Expiry date questions

### How do pharmacies keep track of expiry dates?

By recording the batch and expiry date of every delivery, shelving and selling first-expiry-first-out, and reviewing stock that expires in the next 90 days each month. Most use pharmacy software to do this automatically.

### How often should I check medicine expiry dates?

Review the list of batches expiring in the next 90 days at least monthly, check dates on every delivery, and check high-risk areas such as slow movers more often.

### What is the difference between expiry date and best before?

An expiry date means the product must not be used or sold after that date. A best-before date means quality may decline after it. Medicines carry expiry dates.

### Can I sell medicine close to its expiry date?

Generally yes, if it has not expired and the customer can use it before the date; some countries and products have extra rules. Check your local regulations.

### How do I track expiry dates in Excel?

List each batch on its own row with product, batch, expiry date and quantity, and sort by expiry date. It works for a small range but is hard to keep current as you sell; see [spreadsheets vs software](https://www.poso.co/compare/poso-vs-spreadsheets/).