Capability 01
Medicine catalog and stock control
Case Study
MediStock Pharmacy Chain
Improving Pharmacy Stock Accuracy Expiry Control and Purchasing
MediStock Pharmacy Chain did not have a generic inventory problem, they had a medicine problem: batches, expiry, and purchasing lag. We built stock control around those constraints.
- 10 week engagement
- Batch & expiry
- Purchase orders
- Valuation reports
System overview
A pharmacy inventory platform for medicines, suppliers, purchases, stock movement, batches, and expiry control.
Engagement
Engagement snapshot
- Client
- MediStock Pharmacy Chain
- Industry
- Healthcare, Pharmacy Inventory
- Duration
- 10 weeks
- Technologies Used
- Next.js, React, Node.js, PostgreSQL, Batch & expiry tracking
Shelves looked full while near expiry units silently became write offs.
We modeled stock movements with batch identity and expiry as mandatory, not optional fields.
Purchasing tied to real on hand and inbound so orders stopped being guesswork between branches.
MediStock now sees what will expire, what to transfer, and what to buy, before waste happens.
Challenge
The business challenge
MediStock Pharmacy Chain did not have a generic inventory problem. They had a medicine problem: batches, expiry, and purchasing lag. Shelves looked full while near expiry units silently became write offs.
Quantity only stock counts hid which batches were aging out. Purchase orders lagged sales reality between branches, and valuation reports required painful manual cleanup. Pharmacists lacked actionable expiry alerts in daily ops.
Prior inventory tools failed because they treated SKUs like retail widgets. Batch and expiry were optional fields, transfers lost identity, and alerts were monthly spreadsheet exercises staff ignored. Purchasing guessed instead of reading on hand and inbound truth.
What was at stake was write off cost, branch transfer effectiveness, regulatory friendly audit trails, and inventory valuation leadership could trust. Without batch aware movements, growth would multiply waste and cleanup work.
MediStock needed inventory events that always carry batch and expiry, with purchasing, stock in/out, and reports enforcing pharmacy rules in the system.
Approach
How we approached it
Inventory events always carry batch and expiry. Purchasing, stock in/out, and reports read that model so pharmacy rules are enforced by the system.
- Designed medicine catalog fields around regulatory and shelf realities.
- Made expiry aware alerts part of daily ops, not a monthly spreadsheet.
- Connected suppliers and POs to on hand truth across locations.
- Trained pharmacists on exception handling for damaged or returned stock.
Capabilities
What the solution included
Capability 02
Supplier and purchase order management
Capability 03
Stock in, stock out, and adjustments
Capability 04
Batch and expiry tracking
Capability 05
Low stock and valuation reports
Capability 06
Pharmacy inventory dashboard
Stack
Technology stack
Frontend
- Next.js
- React
- TypeScript
- Tailwind CSS
Backend
- Node.js
- REST APIs
- Inventory & purchase services
Database
- PostgreSQL
Cloud / Infrastructure
- Vercel
- Cloud hosting
Results
Business outcomes
Outcome 01
Near expiry risk is visible early enough to transfer or discount
Outcome 02
Purchase orders reflect real consumption and inbound stock
Outcome 03
Stock in and stock out leave a cleaner audit for each batch
Outcome 04
Valuation reports need less manual correction
Outcome 05
Branches share a consistent medicine catalog and movement language
Outcome 06
Write off conversations become data led instead of anecdotal
Insights
What we learned delivering it
- Pharmacy inventory software that treats SKUs like retail widgets fails on day one.
- Alerts must be actionable on the floor or staff ignore them.
- Purchasing accuracy depends on trusting stock in discipline first.
Screenshots
Selected product screens
Interface snapshots from the live build. For full module documentation, see the Medicine Inventory System project page.
System overview
A pharmacy inventory platform for medicines, suppliers, purchases, stock movement, batches, and expiry control.
Secure sign in
Secure login for pharmacy and inventory staff managing medicine stock and purchases.
Inventory dashboard
Live stock levels, low stock alerts, expiry warnings, purchases, and inventory KPIs in one view.
Medicines
Maintain medicine catalogs with SKUs, strengths, pack sizes, categories, and stock status.
Suppliers
Manage supplier contacts, lead times, and purchase relationships for pharmacy replenishment.
Purchase orders
Create and track purchase orders from request through receiving against supplier catalogs.
Stock in
Receive medicines into inventory with quantities, batches, and receiving references.
Stock out
Issue stock for sales, transfers, or consumption with clear outbound movement records.
Adjustments
Correct inventory with controlled adjustments for damage, recount, or variance fixes.
Batch tracking
Track medicine batches by lot number, quantity, and location for full traceability.
Expiry management
Monitor near expiry and expired stock so pharmacy teams can act before losses grow.
Stock reports
Review stock on hand, movement history, low stock, and inventory valuation reports.
Purchase reports
Analyze purchase orders, supplier spend, and receiving performance over time.
Testimonial
Client feedback
We finally manage medicines as batches with dates, not just counts. Purchasing and expiry conversations are calmer because the system shows the same truth.
Case study FAQs
Engagement questions, answered
Questions about this engagement: how we scoped, sequenced, and measured outcomes for MediStock Pharmacy Chain.
RolloutDid you barcode every shelf on week one?
For MediStock we prioritized high risk and high velocity items first, then expanded coverage with the pharmacy team.
TransfersCan transfers between branches be tracked?
Yes. Movements keep batch identity so receiving MediStock branches inherit expiry truth.
AdjustmentsHow are damaged goods handled?
Adjustment workflows with reasons keep valuation and audit history intact for each batch.
ScopeWhere are product FAQs?
Module details live on the Medicine Inventory System project page. This case study covers the MediStock engagement.
RolesWho defined catalog and alert rules?
Pharmacists and purchasing leads designed medicine fields and expiry aware alerts so floor actions stayed practical.
TimelineWhat was the engagement timeline?
Ten weeks: batch and expiry catalog model first, then stock movements, purchasing, valuation reports, and branch expansion of coverage.
IntegrationsWere supplier portals integrated?
Suppliers and purchase orders connect to on hand truth in system. Deeper supplier portal APIs can follow once stock in discipline is solid.
TrainingHow were pharmacists trained?
We trained exception handling for damaged or returned stock and daily expiry alert workflows, not only count entry.
FitDoes this fit a smaller pharmacy group?
Yes. Batch and expiry discipline matters at any size; multi branch transfer complexity can grow as locations are added.
OutcomesHow were outcomes measured?
MediStock tracked near expiry visibility lead time, PO alignment with consumption, valuation cleanup effort, and write off conversations backed by batch data.
MigrationWas existing stock migrated?
On hand stock was loaded with batch and expiry where known. High risk items were verified first before broader shelf coverage expanded.
SupportWhat support continued after launch?
Post launch we refined alert thresholds, transfer workflows, and purchasing views from pharmacist and buyer feedback.
More work
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