How Everest Pharma cut expiry write-offs by 64% with batch and expiry tracking
A five-branch pharmacy chain in Lalitpur stopped losing money to expired stock — and started selling oldest-batch-first by default.
Background
Everest Pharma operates five neighborhood pharmacies across Lalitpur. Each branch tracked stock on its own basic POS with no batch or expiry awareness. Items were dispensed in whatever order they sat on the shelf, and the chain was writing off significant value each quarter to items that expired before they sold.
The challenges
- 1No batch or expiry tracking — staff sold the front-of-shelf item, not the oldest batch.
- 2Quarterly expiry write-offs were running ~3.5% of inventory value across branches.
- 3Prescription billing was slow because staff had to search for items by partial brand name only.
- 4Each branch sent a separate stock report on Sunday; consolidation was a Monday-morning headache.
What we did
Batch and expiry on every SKU
Every inward consignment is recorded with batch number and expiry date. The POS automatically picks the nearest-expiry batch first (FEFO — First Expiry First Out). Staff don't have to think; the system does.
Search by salt or brand
Prescription search now works on either the salt name (e.g., 'paracetamol') or any brand variant. Pharmacists hand over the right item faster, and substitutions are explicit and recorded.
Expiry alerts and a single stock view
A daily alert lists items expiring in the next 30, 60, and 90 days across all branches. The owner can move stock between branches before it becomes a write-off. Stock is consolidated into a single screen — no Sunday email chain.
"We were writing off lakhs every quarter to expiry. The first quarter on VedaMS, that number dropped by two-thirds."
Results
- Expiry write-offs dropped by ~64% in the first 90 days.
- Prescription billing got ~40% faster, measured at the busiest branch.
- Owner moves near-expiry stock between branches proactively, recovering revenue that previously became a loss.
- Supplier reconciliation moved from a three-day month-end exercise to a one-hour review.
Composite case study modeled on pharmacy chain deployments. Names changed; numbers reflect typical outcomes for chains of this size.
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