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Pharmacy Records and Stock Control: The Basics
A pharmacy that cannot say what it holds, where it came from and when it expires cannot be sure that it is giving patients safe medicines. Records and stock control are the quiet routines that make good dispensing possible. This guide explains the core ideas in plain language for pharmacy students and new staff. It is general good practice. Legal record-keeping duties in Cambodia come from Ministry of Health rules, which we did not verify here, so always follow the current rules and your own institution’s procedures.
Why records and stock control matter
- Patient safety. Expired, damaged or wrongly stored products must not reach a patient.
- Traceability. If a batch is recalled or a complaint arrives, you need to find where that batch went.
- Availability. Counting stock lets you reorder before a medicine runs out.
- Money. Waste from expiry and unexplained losses can be reduced when stock is tracked.
- Accountability. Records show what happened and who did it, which matters for inspections and audits.
The core records
| Record | What it contains | Why you keep it |
|---|---|---|
| Receiving record | Date, supplier, invoice number, product, strength, batch, expiry, quantity | Shows what came in and from whom |
| Stock card or ledger | Running balance per product: quantity in, quantity out, balance | Shows what you should have on the shelf |
| Dispensing or sales record | Date, product, quantity, and prescription reference where relevant | Shows what went out and supports traceability |
| Expiry register | Products and batches approaching expiry | Prompts action before products expire |
| Damaged, expired and returned stock log | What was removed, why, when and how it was handled | Keeps unsafe stock out of circulation and shows how it was handled |
| Stock-count record | Date, counter, counted quantity against expected quantity, explanation of differences | Detects errors and losses |
A paper register, a printed stock card or a spreadsheet can all work, provided it is kept up to date, legible and protected from tampering. If you plan to build a spreadsheet, see our guide to building a stock and sales sheet in Excel.
An invented stock card
The numbers below are made up to show how a stock card works.
| Date | Details | In | Out | Balance | Batch / expiry |
|---|---|---|---|---|---|
| 1 Mar | Opening balance | 120 | B01 / 06-2027 | ||
| 5 Mar | Received from supplier | 200 | 320 | B02 / 11-2027 | |
| 9 Mar | Dispensed | 35 | 285 | B01 | |
| 15 Mar | Damaged, removed | 5 | 280 | B01 |
Because each line records the batch and expiry, a recall of batch B01 can be traced to the dispensing lines that mention B01.
Rotating stock: FEFO and FIFO
FIFO means first in, first out: the products stored first are taken first. FEFO means first expiry, first out: the products with the earliest expiry date are used first. A GMP and compliance publication explains that FEFO reduces wastage and helps ensure that products reaching users keep enough remaining shelf life, and that EU good distribution practice guidelines for medicines prefer FEFO, with any exceptions documented. For pharmacies, FEFO is the safer habit, because a batch delivered later can sometimes expire earlier than one already on the shelf. When you restock, put the shorter-dated packs at the front.
Receiving deliveries
- Check the order against the invoice. Product, strength, form and quantity should match.
- Inspect the packaging. Look for damage, leakage, broken seals and signs of tampering.
- Read the batch number and expiry. Reject or query anything with a very short remaining shelf life or missing information.
- Check storage requirements. Products that need cool storage must go to the right place at once.
- Record it immediately. Write the receiving record and update the stock card the same day.
- Put it away using FEFO.
Make sure your suppliers are licensed. Our overview of pharmacy regulation in Cambodia explains the role of the Ministry of Health in authorising pharmacies and importers.
Storing safely
- Store each product as its label directs, with attention to temperature, light and moisture.
- Keep stock off the floor and away from walls, with shelves labelled clearly.
- Separate expired, damaged or recalled stock and label it so it cannot be dispensed by mistake.
- Separate look-alike and sound-alike products. WHO identifies similar names and packaging as a recognised cause of medication errors, so avoid shelving products with similar names or boxes next to each other, or use clear labels and alerts.
- Limit access to the storage area and keep it clean and pest-free.
Counting and reconciling stock
A simple reconciliation formula is: opening stock plus quantity received, minus quantity dispensed, minus quantity written off, equals expected stock. Count the physical stock and compare it with the expected figure.
| Step | Action |
|---|---|
| 1 | Choose products to count, starting with high-value, high-risk or fast-moving items |
| 2 | Count the physical stock, ideally with a second person checking |
| 3 | Compare with the stock card |
| 4 | Investigate any difference by rechecking entries, recent deliveries and unrecorded removals |
| 5 | Correct the record only with a written explanation and a signature |
Never adjust a figure silently to make it match. A repeated, unexplained difference deserves a report to the person in charge.
Expired, damaged and recalled stock
Remove these items from the shelf as soon as you find them, label them clearly, and store them in a separate place. Record the product, batch, quantity and reason. Disposal of medicines and the handling of any medicines subject to special controls are governed by official rules, so follow current Ministry of Health requirements and your own institution’s procedures. We could not verify the specific local requirements for this article.
Making it a procedure
Routines that live in one person’s head disappear when that person leaves. Write the steps as a standard operating procedure with an owner, a version and a review date, as described in our guide to writing an SOP.
Frequently asked questions
How often should stock be counted? There is no single answer. Many places count fast-moving or high-risk products often and others on a rolling schedule. Follow your institution’s policy.
Is a spreadsheet enough? It can be, if entries are made promptly, changes are traceable and the file is backed up. Some institutions require specific systems, so check.
Who should be able to change a record? Only authorised staff, and every correction should show who made it, when and why.
Key takeaways
- Records let you trace every pack from delivery to patient.
- Record batch and expiry on receipt, and use FEFO when you restock.
- Count stock regularly and explain every difference in writing.
- Quarantine expired, damaged and recalled products immediately.
- Follow current Ministry of Health rules and your own institution’s procedures.
Sources
- ECA Academy (GMP Compliance): FIFO, FEFO, LIFO: What is the meaning?
- World Health Organization: Medication safety for look-alike, sound-alike medicines
Eksastra is an independent project and is not a government body. This guide is general information, not legal or medical advice. The stock card figures are invented examples. Always follow the rules and instructions of the Ministry of Health and your own institution. See our Disclaimer.