{"id":150290,"date":"2026-09-30T08:13:16","date_gmt":"2026-09-30T08:13:16","guid":{"rendered":"https:\/\/docs.daftra.com\/tutorial\/%d8%a5%d8%b9%d8%af%d8%a7%d8%af-%d8%af%d9%81%d8%aa%d8%b1%d8%a9-%d9%84%d9%84%d8%b5%d9%8a%d8%af%d9%84%d9%8a%d8%a7%d8%aa-%d8%b1%d9%82%d9%85-%d8%a7%d9%84%d8%b4%d8%ad%d9%86%d8%a9-%d9%88%d8%aa%d8%a7%d8%b1\/"},"modified":"2026-10-12T12:02:06","modified_gmt":"2026-10-12T12:02:06","slug":"setting-up-the-system-for-pharmacies-lot-number-expiry-date-and-medical-insurance","status":"publish","type":"tutorial","link":"https:\/\/docs.daftra.com\/en\/tutorial\/setting-up-the-system-for-pharmacies-lot-number-expiry-date-and-medical-insurance\/","title":{"rendered":"Setting Up the System for Pharmacies: Lot Number, Expiry Date, and Medical Insurance"},"content":{"rendered":"
\n

This guide explains setting up the system for a pharmacy step by step: from enabling the apps and settings, to defining medicines with a lot number and an expiry date, then buying and selling from the invoice and the point of sale, dealing with insurance companies, and following the medicines that are close to expiry.<\/p>\n

What Will You Need to Enable?<\/h2>\n\n\n\n\n\n\n\n\n\n
Feature<\/th>\nWhere to Enable It<\/th>\nMandatory?<\/th>\n<\/tr>\n
Inventory<\/td>\nApps Manager<\/td>\nMandatory<\/td>\n<\/tr>\n
Track Products by Serial Number, Lot Number, or Expiry Date<\/td>\nInventory & Products Settings (not from the Apps Manager)<\/td>\nMandatory<\/td>\n<\/tr>\n
Use Multiple Units per Item (box \/ strip)<\/td>\nInventory & Products Settings<\/td>\nRecommended<\/td>\n<\/tr>\n
Selling Expired Products (turning it off)<\/td>\nInvoice Settings<\/td>\nRecommended<\/td>\n<\/tr>\n
Point of sale<\/td>\nApps Manager<\/td>\nOptional (for quick selling at the cashier)<\/td>\n<\/tr>\n
Insurances<\/td>\nApps Manager<\/td>\nOptional (for dealing with insurance companies)<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

Brief Workflow<\/h2>\n

1. Enable the apps \u2192 2. Tracking and inventory settings \u2192 3. Set up the units and warehouses \u2192 4. Define the medicines \u2192 5. Enter the opening balance with lots \u2192 6. Sell and choose the lot \u2192 7. Follow the expiry with reports<\/p>\n

Step 1: Enable the Apps<\/h2>\n
    \n
  1. Go to the “Apps Manager”.<\/li>\n
  2. Enable the “Inventory app” (requires enabling sales).<\/li>\n
  3. If you will sell at the cashier, enable “Point of Sale”.<\/li>\n
  4. If you deal with medical insurance companies, enable “Insurances” (requires sales and clients).<\/li>\n<\/ol>\n
    \n

    \ud83d\udec8<\/span><\/p>\n

    Note:<\/strong> the product tracking feature doesn’t appear in the Apps Manager, and it is enabled from the inventory settings as in the next step.<\/p>\n<\/div>\n

    Step 2: Inventory and Tracking Settings<\/h2>\n

    Go to “Product Settings” from “Inventory & Product Settings” and set the following:<\/p>\n\n\n\n\n\n\n\n
    Setting<\/th>\nOptions (Default)<\/th>\nWhat It Does<\/th>\n<\/tr>\n
    Track Products by Serial Number, Lot Number, or Expiry Date<\/td>\nOn \/ Off (Off)<\/td>\nEnables the tracking type field in products. Enable it.<\/td>\n<\/tr>\n
    Negative Inventory<\/td>\nStop operations when the quantity runs out for all products \/ Allow only products trackable by quantity \/ Allow all products<\/td>\nFor a pharmacy, it is recommended to choose Stop operations when the quantity runs out for all products so that a lot that doesn’t exist isn’t sold.<\/td>\n<\/tr>\n
    Use Multiple Units per Item<\/td>\nOn \/ Off (Off)<\/td>\nTo sell the medicine by the box or by the strip. After enabling it, click Manage Units to create a template such as: box = 3 strips.<\/td>\n<\/tr>\n
    Requisitions for Sales Invoices \/ Requisitions for Purchase Invoices<\/td>\nOn \/ Off<\/td>\nIf you enable them, the lot number and expiry date are entered in the stock requisition and not in the invoice. For small pharmacies, it is preferable to leave them off to enter the data directly in the invoice and the point of sale.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n
    \n

    \u26a0<\/span><\/p>\n

    Warning:<\/strong> once you have a single product tracked with a type other than quantity only, the tracking setting cannot be turned off again.<\/p>\n<\/div>\n

    Step 3: Preventing the Sale of Expired Medicines<\/h2>\n

    Go to “Invoice Settings” from the “Sales Settings”, and in the Stock Availability and Validity Restrictions section you will find Selling Expired Products:<\/p>\n

      \n
    • If the option is on Allowed (the default): only a warning appears when choosing an expired lot, and the sale can be completed.<\/li>\n
    • If you turn it off: the system prevents saving an invoice that contains an expired lot.<\/li>\n<\/ul>\n
      \n

      \ud83d\udec8<\/span><\/p>\n

      Note:<\/strong> this section appears only after enabling product tracking.<\/p>\n<\/div>\n

      Step 4: Setting Up Warehouses and Units<\/h2>\n
        \n
      1. Create the warehouses (such as: the main pharmacy, the back store).<\/li>\n
      2. Create the unit templates from Manage Units, such as: the base unit “strip,” and the larger unit “box” with a factor of 3.<\/li>\n<\/ol>\n

        Step 5: Defining the Medicines<\/h2>\n

        From Add Product:<\/p>\n

          \n
        1. Enter the medicine name, the box barcode, the selling price, and the purchase price.<\/li>\n
        2. Choose the category (important if you will use insurance because the insurance percentages are set by category).<\/li>\n
        3. In the Inventory Management section, enable Track Stock then choose the tracking type.<\/li>\n
        4. Choose the unit template if it exists, then save.<\/li>\n<\/ol>\n\n\n\n\n\n\n\n\n
          Tracking Type<\/th>\nWhen to Use It in the Pharmacy<\/th>\n<\/tr>\n
          Lot number and expiry date<\/td>\nThe most suitable option for most medicines: you know the lot and its expiry date together.<\/td>\n<\/tr>\n
          Expiry date<\/td>\nProducts for which only the expiry date matters (preparations, supplements).<\/td>\n<\/tr>\n
          Lot number<\/td>\nProducts that need the lot number to withdraw them in a recall, without an expiry date.<\/td>\n<\/tr>\n
          Serial number<\/td>\nMedical devices (blood pressure monitor, glucose meter) where each piece has an independent number.<\/td>\n<\/tr>\n
          Quantity only<\/td>\nProducts with no shelf life (tools, accessories).<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n
          \n

          \u26a0<\/span><\/p>\n

          Warning:<\/strong> the opening stock of a tracked product cannot be entered while creating it, and the tracking type cannot be changed after the product has stock movements unless the Allow all products option is enabled in negative stock. Choose the correct type from the start.<\/p>\n<\/div>\n

          Step 6: Entering the Opening Balance and Purchases by Lots<\/h2>\n

          Enter the quantities you have in one of two ways:<\/p>\n

            \n
          • A purchase invoice from the supplier: in each line, enter the lot number and choose the expiry date.<\/li>\n
          • A manual addition requisition for the opening balance: enter the lines and quantities with the lot data and the expiry date for each line.<\/li>\n<\/ul>\n

            Example<\/strong><\/p>\n

            You received 50 boxes of one medicine in two lots: 30 boxes of lot LT-101 expiring 03\/2027, and 20 boxes of lot LT-102 expiring 09\/2027. Add them in two separate lines for the same medicine, each line with its lot and its date.<\/p>\n

            \n

            \ud83d\udec8<\/span><\/p>\n

            Note:<\/strong> the same lot number can be received more than once, but the serial number must be unique.<\/p>\n<\/div>\n

            Step 7: Selling from the Sales Invoice<\/h2>\n
              \n
            1. Create a sales invoice and choose the client and the medicine.<\/li>\n
            2. In the tracking field, search and choose the required lot.<\/li>\n
            3. If you sell from two different lots, add the medicine in two lines: each line with its lot and its quantity.<\/li>\n<\/ol>\n
              \n

              \u26a0<\/span><\/p>\n

              Warning:<\/strong> the system doesn’t choose the lot automatically and doesn’t sort them by the nearest expiry, so make sure to choose the lot nearest to expiry manually (applying the principle “first expiring, first out”).<\/p>\n<\/div>\n

              Step 8: Selling from the Point of Sale (the Cashier)<\/h2>\n

              To be able to choose the lot in the point of sale, go to the POS settings and enable, in order:<\/p>\n

                \n
              1. Journal Entry per Invoice.<\/li>\n
              2. Enter Product Tracking Data (appears only after enabling the previous setting).<\/li>\n<\/ol>\n
                  \n
                • These two settings cannot be changed while a point of sale session is open; close the sessions first.<\/li>\n
                • Entering tracking data in the point of sale works only when stock requisitions for sales invoices are turned off.<\/li>\n<\/ul>\n

                  Step 9: Dealing with Insurance Companies (Optional)<\/h2>\n
                    \n
                  1. From Insurance Agents, add the insurance company (the name, phone, and email).<\/li>\n
                  2. Add the insurance class for the company (such as: gold, silver), and specify for each product category: the discount percentage, the company’s coverage percentage, the client’s coverage percentage, and the maximum co-payment.<\/li>\n
                  3. Open the client’s data and choose an insurance company and an insurance class and enter the insurance number.<\/li>\n
                  4. When an invoice is created for this client, the percentages are applied automatically: the client pays their share, and a separate insurance invoice is created with the company’s share to be collected later.<\/li>\n<\/ol>\n

                    Example<\/strong><\/p>\n

                    A medicine priced at 200 in the “Chronic Medicines” category, and the class covers 80% for the company and 20% for the client: the client pays 40, and an insurance invoice of 160 is recorded against the insurance company.<\/p>\n

                    Step 10: Following Lots and Expiry Dates<\/h2>\n
                      \n
                    • The Product Tracking screen from the inventory menu to display all lots and the remaining quantities.<\/li>\n
                    • From Reports you will find the Tracking Reports section: Track Products by Lot Number and Expiry Date; Track Products by Expiry Date; Track Products by Lot Number.<\/li>\n<\/ul>\n

                      How do I know which medicines will expire soon?<\/h3>\n

                      Open the report Track Products by Lot Number and Expiry Date (or the expiry date report) and set the Expiry Date From to today and the Expiry Date To to a date 3 months from now, for example, and the medicines that will expire within this period appear.<\/p>\n

                      \n

                      \ud83d\udec8<\/span><\/p>\n

                      Note:<\/strong> the expiry date report shows products of the expiry date type only, while products of the lot number and expiry date type appear in the lot number and expiry date report.<\/p>\n<\/div>\n

                      What Is Available and Not Available for Pharmacies<\/h2>\n<\/div>\n
                      \n\n\n\n\n\n\n\n\n\n\n
                      Feature<\/th>\nStatus<\/th>\n<\/tr>\n
                      Tracking the lot number and expiry date<\/td>\nAvailable<\/td>\n<\/tr>\n
                      Selling by the box and the strip<\/td>\nAvailable (multiple units)<\/td>\n<\/tr>\n
                      Preventing the sale of expired items<\/td>\nAvailable (a setting in invoices)<\/td>\n<\/tr>\n
                      Automatically choosing the lot nearest to expiry<\/td>\nNot available \u2014 the choice is manual<\/td>\n<\/tr>\n
                      An automatic alert before the expiry<\/td>\nNot available \u2014 use the expiry date report with a future period<\/td>\n<\/tr>\n
                      Medical insurance and splitting the invoice<\/td>\nAvailable (the Insurances app)<\/td>\n<\/tr>\n
                      Linking the prescription to the invoice and dispensing the medicine<\/td>\nNot available \u2014 the prescriptions app is for clinics and isn’t linked to inventory<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

                      Frequently Asked Questions<\/h2>\n
                        \n
                      • Why can’t I enter the initial quantity of the medicine?<\/strong> Tracked products don’t accept an initial quantity; enter it with a purchase invoice or a manual addition requisition with the lot data.<\/li>\n
                      • Why doesn’t the lot number field appear in the invoice?<\/strong> Either the product’s tracking type is quantity only, or stock requisitions for sales invoices are enabled, so the lot number is entered in the stock requisition.<\/li>\n
                      • Can two lots be sold in one line?<\/strong> No, each line accepts one lot; add the medicine in a second line for the other lot.<\/li>\n<\/ul>\n<\/div>\n","protected":false},"author":17,"featured_media":0,"template":"","categories":[3255,7479],"tags":[21106,4798,21103,4804,21102,21101,21098,21100,21105,21099,21097,21104],"class_list":["post-150290","tutorial","type-tutorial","status-publish","hentry","category-industries","category-pharmacy-management","tag-does-the-system-choose-the-lot-automatically","tag-expiry-date","tag-how-do-i-know-which-medicines-will-expire","tag-lot-number","tag-medical-insurance-companies","tag-medicine-tracking","tag-medicines-about-to-expire","tag-pharmacy-software","tag-prevent-selling-expired-products","tag-selling-by-box-and-strip","tag-set-up-the-system-for-a-pharmacy","tag-why-cant-i-enter-the-opening-quantity-of-a-medicine"],"yoast_head":"\nSetting Up the System for Pharmacies: Lot Number, Expiry Date, and Medical Insurance - Daftra Knowledge Base<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/docs.daftra.com\/en\/tutorial\/setting-up-the-system-for-pharmacies-lot-number-expiry-date-and-medical-insurance\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Setting Up the System for Pharmacies: Lot Number, Expiry Date, and Medical Insurance - Daftra Knowledge Base\" \/>\n<meta property=\"og:description\" content=\"This guide explains setting up the system for a pharmacy step by step: from enabling the apps and settings, to defining medicines with a lot number and an expiry date, then buying and selling from the invoice and the point of sale, dealing with insurance companies, and following the medicines that are close to expiry. 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