Vet Clinic Inventory: Lot, Expiry and Minimum Stock

In a veterinary clinic, stock is both a cost and a safety issue. An expired drug or a supply that runs out creates loss and risk. This article shows how to set up medication and supply tracking step by step: item cards, lots and expiry, minimum stock, receiving, counts and transfers between branches. In VetBis, this work runs in the inventory screens.

Why clinic stock is its own discipline

In a retail shop, stock is only money. In a clinic the same shelf also carries patient safety: a wrong lot, an expired vaccine or a missing anaesthesia supply directly affects treatment. Most drugs and vaccines also need cold chain, lot traceability and records. So stock tracking cannot be a "we will look later" job; it should be a small but regular routine.

The most common problems:

• The same product sits on several cards under different names, so counts never match.
• Lot and expiry are not entered at receiving; an expired item is found on the shelf.
• Supplies used in consultations are not deducted, so the system and the shelf drift apart.
• Minimum levels are guessed; a critical item runs out over the weekend.
• Counts are never done, or differences are never explained.

1. Set up the item card correctly

For each item you define name, unit, category and VAT. Items that must be traced, such as drugs and vaccines, are opened for lot and expiry tracking. Make different packaging of the same product separate cards so counts do not get mixed. Be consistent with units: if you buy by the box and use by the tablet, define the box-to-tablet relationship on the card.

Card field	Why it matters	Example
Name and packaging	Avoids count confusion	"Antibiotic 500 mg, 20 tablets"
Unit	Sets the sale and consumption unit	Box, tablet, ml
Category	Grouping in reports	Drug, vaccine, supply, food
VAT rate	Invoice accuracy	By product type
Lot/expiry tracking	Traceability	On for drugs and vaccines

2. Record lot and expiry at receiving

At goods receipt, the lot number and expiry date of each item are entered. This has three benefits:

• Items nearing expiry are listed, leaving time for use or return.
• The lot with the nearest expiry goes out first (FEFO). That is the difference from FIFO, which works only by entry order.
• When a manufacturer announces a recall, you can find which patient received which lot.

A practical rule: list lots expiring within 60 days every week; at 30 days, decide how each product will be used up or returned. Separate an expired item from the shelf immediately and record it as wastage.

3. Set minimum stock levels

For each critical item, set a "warn me below this level" threshold. Base the threshold on lead time: if delivery takes three days, the threshold must not be lower than three days of consumption. A simple method:

1. Find the average daily consumption over the last few months.
2. Multiply by the lead time in days.
3. Add a safety margin for weekends, holidays and unexpected demand.
4. Enter the result as the minimum level and review it every three months.

In VetBis, critical stock and expiry alerts show on the dashboard. Automatic reorder rules are part of the product's scope; check the screen status in your own account before relying on them.

4. Record purchasing and receiving

An order is placed; when the goods arrive they are received, and lot, expiry and warehouse are entered at that step. Supplier payables also arise from that record, so stock and finance feed from the same movement. When receiving, check:

• Does the delivered quantity match the order and the delivery note?
• Were lot and expiry entered for every line?
• Did cold-chain products arrive at a suitable temperature?
• Was the item booked into the right warehouse?

This link is covered in the accounting article. For suppliers, orders and warehouses see the purchasing and warehouses page.

5. Count regularly

Count at least the critical items once a month. If the system and the shelf differ, write down why: wastage, unrecorded use, entry error. The count result is posted as an adjustment movement and leaves a trail. Do the count when the clinic is calm rather than at a peak hour, and ideally with two people: one counts, one records.

Common causes of differences:

• Supplies used in consultations but not deducted
• Goods receipt entered with the wrong unit
• Wastage or expired items not recorded
• Informal lending between branches

6. Transfer between branches

If you have several branches, move surplus with a warehouse transfer. Using another branch's surplus instead of placing an urgent order lowers both cost and waiting time. For the branch structure, see the multi-branch article.

How to read stock data

Stock value, most-consumed items and items below minimum are three basic views. In a monthly meeting ask: which item sits on the shelf longest? Which one do we keep ordering urgently? Which lots could not be used before they expired? The answers shape your order quantities and supplier choices.

Frequently asked questions

Must every item have lot and expiry tracking? No. Turn it on for drugs, vaccines and supplies where dates matter; for pens and paper it only adds load.

FIFO or FEFO? For items with expiry, FEFO is safer: the lot with the nearest date goes first. For items without dates, entry order is enough.

How often should I count? Critical items monthly and the whole stock at least once a year is a reasonable start. Adjust the frequency to your difference rate.

What do I do with an expired product? Separate it, record it as wastage and decide on disposal or return according to your clinic's written rule and the regulations.

Weekly stock checklist

• Lots expiring within 60 days listed
• Items below minimum stock ordered
• Lot and expiry entered at goods receipt
• Records of cold-chain products checked
• Sample count done on critical items
• Expired items separated and wastage recorded

Conclusion

Stock tracking starts with entering the item on the right card and the right lot; alerts and counts are built on top of that. For stock value and consumption reports, see the reporting page.