Know which batch of every medicine is on your shelf, when it expires and what it cost you. SmartBiashara records batch numbers and expiry dates as stock arrives, sells at the counter with cash or mobile money, and shows stock across every branch of your pharmacy.
Pharmacy · Stock
Batches & expiry
Expiring in 60 days
11 batches
Expired, removed
0
Stock value
TSh 18.6M
| Medicine | Batch | Expiry | Qty | Status |
|---|---|---|---|---|
| Amoxicillin 250mg caps | AMX-2291 | Jan 2027 | 340 | Sell first |
| Paracetamol 500mg | PCM-7781 | Aug 2027 | 1,200 | OK |
| ORS sachets | ORS-1180 | Dec 2026 | 95 | Expiring |
| Metformin 500mg | MTF-5510 | Mar 2028 | 410 | OK |
| Cough syrup 100 ml | CSY-0912 | Feb 2027 | 44 | Low stock |
The problems we hear most often from owners in this trade.
A box of antibiotics is found past its date during a shelf check. It cannot be sold, it often cannot be returned, and the cost comes straight out of your margin.
The same painkiller can arrive from two wholesalers in the same month with different batch numbers and expiry dates. On paper, those batches blend together and nobody knows which to sell first.
Paracetamol, ORS and antimalarials sell out on a Saturday, while a specialist cream sits unsold for a year. Both mistakes tie up cash a small pharmacy cannot spare.
Pharmacies often buy on credit from several wholesalers. Without a supplier ledger, it is easy to pay an invoice twice or miss a due date and lose the credit terms.
One branch has twenty packs close to expiry that the other branch could sell in a week. Nobody sees it until the stock is already lost.
When a delivery comes in, staff enter the batch number and expiry date for each medicine on the goods received note. Stock is then held by batch, so you can see exactly which batches are on hand and how close each one is to its date. Damaged or expired packs come off the count through a recorded stock adjustment.
Find medicines by name or scan the barcode on the box, then take payment in cash, M-Pesa, Tigo Pesa, Airtel Money or card. Mobile money is reconciled against each sale. The POS works in a browser on the counter laptop or tablet and is offline-ready for network drops.
Raise purchase orders to your regular suppliers, receive deliveries with GRNs and keep a ledger for each wholesaler. Supplier credit management shows what is due and to whom, so payments go out on time and only once.
Each branch keeps its own stock, and the owner sees all of them from one dashboard. Transfer short-dated batches to the branch that sells them faster, with the movement recorded on both sides. Multi-branch management starts on the Basic plan with up to three locations.
Give counter staff the Cashier role, the pharmacist in charge a Manager role and keep Admin for yourself. HR and payroll keep staff records, attendance and salaries, with NSSF and PAYE calculations built in.
Choose FIFO or LIFO stock costing when you set up, and every sale posts to double-entry accounting. Sales, profit and stock reports export to Excel, PDF or CSV, or go to your accountant on WhatsApp.
Imagine a pharmacy in Morogoro town with a second branch near the bus stand, a pharmacist in charge and three counter staff. Here is how SmartBiashara fits into their day.
The pharmacist checks stock by batch and expiry date. Two batches of cough syrup expire next month, so they go to the front of the shelf.
Antimalarials and ORS arrive. Each line is received against the purchase order with its batch number and expiry date, and the wholesaler's ledger updates.
Counter staff scan boxes and take payment. A customer pays by Airtel Money, another in cash, and stock reduces straight away.
The bus-stand branch is low on paracetamol while the main shop has plenty. The pharmacist records a transfer, and both branches show the new quantities.
The owner reviews the day's sales for both branches, checks the low-stock list and drafts tomorrow's purchase order to the wholesaler.
Pharmacy · Stock
Batches & expiry
Expiring in 60 days
11 batches
Expired, removed
0
Stock value
TSh 18.6M
| Medicine | Batch | Expiry | Qty | Status |
|---|---|---|---|---|
| Amoxicillin 250mg caps | AMX-2291 | Jan 2027 | 340 | Sell first |
| Paracetamol 500mg | PCM-7781 | Aug 2027 | 1,200 | OK |
| ORS sachets | ORS-1180 | Dec 2026 | 95 | Expiring |
| Metformin 500mg | MTF-5510 | Mar 2028 | 410 | OK |
| Cough syrup 100 ml | CSY-0912 | Feb 2027 | 44 | Low stock |
Pharmacy stock by batch: each medicine shows its batch numbers, quantities on hand and expiry dates.
When every batch carries its expiry date, older stock is sold or moved before its date passes.
Each batch comes in on a GRN from a named supplier, and later transfers and adjustments are recorded, so questions about a batch can be traced through your records.
Sales and stock reports show which lines sell weekly and which sit idle, so reorders follow real demand.
Accurate supplier ledgers mean invoices are paid on time and disputes are settled with records.
Owners of several pharmacies see sales and stock for each branch from one login.
“We used to close books in 3 days. Now it is 30 minutes. The mobile money reconciliation alone saved us 2 staff. SmartBiashara is the backbone of our pharmacy chain.”
Still have a question? Ask our team on WhatsApp, phone or email.
The best pharmacy software for you is the one that tracks batches and expiry dates reliably, handles wholesaler purchasing and works at a busy counter with mobile money. If you run more than one branch, it also needs transfers and a combined stock view. SmartBiashara does these things, while some pharmacy-only systems add clinical features we do not offer. Make a list of what your pharmacy needs, then test SmartBiashara on the 14-day free trial alongside any other option.
You record the batch number and expiry date for each medicine when you receive it on a GRN. Stock is then held by batch, so you can see every batch on hand and its expiry date. Expired or damaged packs are removed with a stock adjustment, which keeps the count and the shelf in agreement.
SmartBiashara does not advertise prescription records or insurance claim processing. It focuses on the business side of a pharmacy: sales, batch and expiry stock, purchasing, accounts, staff and reports. If you need clinical or insurance features, ask our team how other pharmacies combine SmartBiashara with their existing process.
Yes, each branch is a location with its own stock and you see them all from one dashboard. Transfers between branches are recorded on both sides. The Basic plan covers three locations, Standard five, Enterprise fifty and Enterprise Pro has no limit.
A single pharmacy can start on Starter at TSh 15,000 a month with up to 1,000 products. Pharmacies with a larger range or several branches usually choose Basic at TSh 35,000 or Standard at TSh 45,000 a month, which allow 5,000 and 25,000 products. Prices exclude VAT, and yearly billing costs ten months' price.
Yes, you can bulk import products from an Excel sheet. Prepare names, barcodes, cost and selling prices in a spreadsheet and load them in one step. Batch numbers and expiry dates are then captured as stock is received.
SmartBiashara records sales and produces reports, but it does not connect directly to TRA EFD or VFD devices. Ask our team on WhatsApp or phone at +255 749 900 050 about your fiscal-device setup before going live.
Start the 14-day free trial, import your medicine list and receive your next delivery with batch and expiry dates. No credit card is required, and you can book a demo if you want our team to walk your pharmacist through it.
