In most shops, a product that does not sell this month can still be sold next month. In a pharmacy, a supermarket or an agrovet, that is not always true. Medicines, dairy, baked goods, baby formula, seeds and agrochemicals all have expiry dates. Once a product expires, it becomes a loss, and in some cases a disposal problem too.
Managing expiry is part stock control, part shelf discipline and part buying discipline. Here are practical tips that apply to a single chemist and a busy supermarket alike.
Know what expires, and when
The first step is simply recording expiry dates. Many shops know roughly which products are perishable, but not which batch on the shelf expires first.
In Xduka POS, we include an optional expiry date field on products, alongside fields such as category, unit of measure, supplier and barcode. Recording expiry dates for sensitive products gives you a starting point for regular reviews, and our Inventory page shows an Expiring Soon count next to Low Stock and Out of Stock.
Sell what expires first
Two rules guide what goes on the front of the shelf:
- FIFO (first in, first out): sell the oldest stock first. Good for goods without expiry dates.
- FEFO (first expired, first out): sell the stock with the earliest expiry date first, even if it arrived later. Essential for medicines and food.
Train staff to rotate stock when restocking: new stock goes to the back, earlier-expiring stock comes forward.
Buy for demand, not for discounts
Suppliers sometimes offer a better price for larger quantities. That can be a good deal, or a trap. If you buy six months of stock of a product that expires in four, the "discount" becomes a loss.
Before accepting bulk offers on perishable goods, ask:
- How many units do we actually sell per week?
- When does this batch expire?
- Can we realistically sell it all before then?
Sales history by product is your best guide here.
Spot slow movers early
A slow-moving product with a long shelf life is a cash problem. A slow-moving product with a short shelf life is a loss waiting to happen. Each month, look at products that are selling slowly and check their expiry dates. Then act:
- Move them to a high-traffic spot near the counter.
- Bundle them with fast movers.
- Discount them while there is still time to sell.
- Talk to the supplier: some will accept returns or exchanges for near-expiry stock under agreed terms.
Record expired and damaged goods properly
When stock expires, record it as a stock-out with a clear reason rather than simply removing it from the shelf. This keeps your inventory accurate, and over time shows you which products, suppliers or categories cause the most losses. In Xduka POS, our inventory actions include stock-outs with a quantity, a reason type (such as expiry, damage or theft) and details, so write-offs are explained rather than mysterious.
Special notes for pharmacies
Pharmacies carry extra responsibility. Beyond business losses, expired medicines must never reach patients. Good practices include:
- Checking expiry dates when receiving deliveries, not just when selling.
- Keeping a regular expiry review on the calendar.
- Separating expired items physically so they cannot be sold by mistake.
- Following the applicable regulations for disposal.
A point of sale helps with records and reviews, but professional judgement and regulatory compliance remain the pharmacist's responsibility.
Special notes for supermarkets and minimarts
Fresh and chilled products move fast and expire fast. Daily checks on dairy and bakery items, clear rotation rules for staff and quick decisions on near-expiry discounts make a big difference.
Special notes for agrovets
Seeds, fertilisers and agrochemicals are often seasonal. Buying for the season, rather than the whole year, and tracking expiry dates by product helps avoid carrying expired inputs into the next planting season.
A quick example
For example, say a chemist in Nyeri sets a calendar reminder for the first Monday of each month. A staff member filters the inventory for items expiring soon, moves them to the front and flags any that need a supplier conversation. Within a few months, write-offs become rare.
Sell it before it expires
Expired stock is one of the most avoidable losses in retail. Record expiry dates, rotate stock using FEFO, buy for real demand, review slow movers monthly and record every write-off. Each habit is simple; together, they protect both your customers and your profit.
We built product expiry dates, stock-outs with reasons, stock audits and sales history by product into Xduka POS. Find out more at www.xduka.com.
