What it is
A pharmacy is a health service and also a small business with a stockroom full of products that expire. Whoever works the counter ends up ordering, receiving goods and deciding what to promote, usually without ever having studied it. This series sorts it into six moments: how much to order, from whom, what to check on delivery, how not to lose money on expiry, which stock deserves shelf space, and which promotions are allowed and which are not.
It is not a sales guide. The first priority is always that the medicine the patient needs is there, in good condition and properly traced; money comes second and is looked after with numbers, not hunches.
A product’s journey in six steps
Each pill in this category covers one:
- ORDERING: not “topping up what is missing” but deciding how much, when and from whom, with real consumption in front of you.
- NEGOTIATING: ordering direct from a manufacturer comes with conditions (minimums, terms, volume discounts) that need a calculator.
- RECEIVING: the delivery note is checked against what arrives, with batch and expiry. What is not noted the day it arrives cannot be claimed.
- STORING: expiry, cold chain and recalls. A recalled or expired product on the shelf is a health and legal problem.
- TURNING OVER: stock that does not move is money sitting still. It is measured with turnover, not with the feeling of “having everything”.
- SELLING: promotions have a strict legal framework for medicines and more freedom for the rest, and you must check they actually pay.
At the counter
When to recommend it
- Look at real consumption before ordering
- Check batch and expiry on delivery
- Review expiry on a calendar, not whenever someone remembers
- Do the sums before launching a promotion
When not to
- Order “just in case” products with short expiry
- Accept a delivery without opening it
- Promise discounts or gifts tied to prescription medicines
- Decide a promotion only because the manufacturer offers it
Warnings
- Important Medicines are not promoted like any other product: prescription-only ones cannot be advertised to the public and reimbursed ones have a fixed price. Read the promotions pill before offering anything.
- Important Purchase documents (delivery notes and invoices) and batch traceability are not paperwork for its own sake: they are what lets you act fast on a recall.
- Worth knowing This series is general training, not legal or tax advice: regional rules and each supplier’s agreement can change the details.
How to use this series
- Start with “Ordering, stock and reorder point”: it is the basis of everything else.
- If your pharmacy buys direct from manufacturers, continue with “Ordering direct from the manufacturer”.
- Read “Checking the delivery note” before the next delivery, not after the first discrepancy.
- Leave promotions for last: without knowing turnover and margin you cannot tell whether they pay.
Managing by eye versus managing with data
| Aspect | By eye | With data |
|---|---|---|
| How much to order | What seems to be missing | Average consumption × lead time + safety margin |
| Expiry | Found when looking for a product | Regular review and soonest-expiry first |
| Promotions | If the manufacturer offers it | If the sums work and the legal framework allows it |
| Stock | “Having everything” | What turns over, sized properly |
| When something goes wrong | Look for the paperwork | Documents exist and you act the same day |
You do not need an expensive system: you need to look at three numbers (consumption, expiry and margin) and write down what you do.
Self-assessment
Three questions. When you check your answers you will see the explanation for each one.
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It is a health service: money comes after and is managed with numbers.
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Real consumption is the basis for deciding how much and when.
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A supplier’s offer is only worth it if it pays and is legal for that product.
Training content. It does not replace the summary of product characteristics or clinical judgement.