Inventory
Expiry tracking and purchase returns for medical agencies
Expiry management needs accurate batch data, a review calendar and a documented return process. A report is only the start of the work.
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Start with trustworthy batch data
An expiry report is only as good as the batch and expiry entered at receipt. If expiry is blank or inconsistent, the report will miss lots. Fix the entry process first; see 10 batch and expiry data mistakes in pharma inventory.
Review early
Sort stock by expiry window, supplier and location so staff can prioritise physical verification and action. Many agencies review on a fixed schedule, for example monthly, using the same windows each time so results can be compared.
Record the decision
An approaching expiry does not automatically mean a return. Verify quantity, supplier terms, demand and documentation, then record who owns the next step. Typical outcomes are:
- Sell through with a planned promotion or priority dispatch.
- Return to the supplier under their return terms.
- Move to another location or customer where demand exists.
- Write off and document the reason when neither is possible.
Close the return loop
Physical movement, supplier document and inventory adjustment should agree. Otherwise both stock and supplier balances may be inaccurate. After a supplier return, confirm that the stock reduction, the supplier credit and the physical hand-over refer to the same quantity and batch.
How MAYA ERP fits
MAYA ERP supports expiry tracking with near-expiry visibility and purchase (supplier) returns in the same system as purchases and stock. Supplier return terms differ, so confirm your process in a demo.
Frequently asked questions
How early should near-expiry stock be reviewed?
There is no single rule. Choose review windows that fit your supplier return terms and sales speed, and use the same windows every cycle.
Does near-expiry always mean returning to the supplier?
No. Check quantity, supplier terms, demand and documentation first, then record the decision and who owns it.
What makes a purchase return accurate?
The physical goods, the supplier document and the inventory adjustment must refer to the same batch and quantity.
See it with your own workflow
Bring your own purchase, sales, return and reporting scenarios and see them end to end.