PharmaSync
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KInventory Settings determine how PharmaSync manages your stock, monitors expiry dates, and handles inventory-related automations. Proper configuration ensures accurate stock management and helps minimize losses from expired products.
Enter the minimum quantity that should trigger low stock alerts (e.g., 10 units). This applies as the default for all products, but can be overridden for individual products in the product details page. Low stock alerts help you reorder before running out.
Toggle the 'Auto-alert on low stock' switch to enable automatic notifications when products fall below the threshold. When enabled, administrators receive notifications via configured channels (email, SMS, or push).
Toggle 'Allow negative inventory' if you want to permit sales even when stock shows zero or negative quantities. This is useful for managing pre-orders, or when there's a lag between physical stock arrival and system updates. Use cautiously as it can lead to overselling.
Toggle the 'Enable expiry tracking' switch to activate the expiry management system. When enabled, you can track expiry dates, receive alerts, and access the Expiry Management dashboard. This is essential for pharmacy compliance and waste reduction.
Select the number of days before expiration to flag products as 'expiring soon'. Common options: 30 days (aggressive clearance), 60 days (balanced), 90 days (conservative), 180 days (long lead time), or 365 days (year-ahead planning). Products within this threshold appear in the 'Expiring Soon' list.
Toggle 'Enable batch tracking' to track medicines by batch numbers. This is critical for: (1) Regulatory compliance, (2) Product recalls, (3) Accurate first-in-first-out (FIFO) expiry management, (4) Supplier returns of specific batches. When enabled, batch numbers are required during product addition and sales.
Toggle the 'Enable auto-clearance discounts' switch to activate automatic discounting for near-expiry products. When enabled, qualifying products automatically receive the configured discount percentage without manual intervention.
Enter the number of days before expiration to start applying discounts (e.g., 60 days). Products within this threshold automatically receive the discount. Recommended: Set this shorter than your 'Expiry Soon Threshold' to target truly near-expiry items (e.g., if Expiry Soon is 90 days, set Auto-Discount to 60 days).
Enter the discount percentage to apply (e.g., 15%). This percentage is automatically deducted from the regular selling price for qualifying products. Typical range: 10-30% depending on your margin and urgency. Higher discounts (20-30%) for products closer to expiry can accelerate turnover.
Toggle 'Enable expiry notifications' to receive automated alerts about expiring products. Administrators get notified when products approach expiry based on your configured threshold.
Enable 'Daily digest' to receive a consolidated email report each morning listing all products expiring soon. This is more manageable than individual alerts for each product. Digest emails are sent at 8:00 AM in your configured timezone.
| Setting | When Enabled | When Disabled |
|---|---|---|
| Expiry Tracking | Expiry dates monitored, alerts generated, Expiry Management dashboard accessible | Expiry dates not tracked, no expiry alerts or reports |
| Batch Tracking | Batch numbers required for products and sales, accurate FIFO tracking | Batch numbers optional, simplified inventory management |
| Allow Negative Inventory | Sales permitted even at zero/negative stock | Sales blocked when stock reaches zero |
| Auto-Clearance Discounts | Discounts automatically applied to near-expiry products | Manual discount management required |
| Low Stock Alerts | Automatic notifications when stock falls below threshold | Manual monitoring of stock levels required |
Admin Settings
Complete guide to all system settings
Expiry Management
Learn how to manage product expiry lifecycle
Inventory Management
Complete guide to managing pharmacy stock
Expiry Management
Strategic discounting for near-expiry products