Clinic inventory and expiry tracker
Know what is on the shelf at each branch, what is about to run out and what is about to expire. Every delivery is recorded by batch, so the filler that expires next month is found before it is thrown away.
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FreeNo sign-upDownloads directlyExcel and Google Sheets
What is inside
| Settings | Branches, categories, suppliers and staff, the stock date, and the warning limits in days for expiry. |
|---|---|
| Items | One row per item per branch: unit, supplier, last price, lead time and weekly usage. The minimum is worked out as usage × lead time ÷ 7 × 1.5. |
| Batches | Every delivery with its batch number, expiry, quantity, date and branch. What is left of each batch is worked out from the movements. |
| Movements | Each issue, transfer between branches, waste or correction, with the batch, the reason and who recorded it. |
| Balance | Each item at each branch: on hand, below minimum or not, next expiry, quantity expiring within 60 days and value at last price. |
| Order list and Expiry | What is below minimum, grouped by supplier and ready to print as a purchase order. Every batch with stock left, sorted by expiry: red under 30 days, amber under 90. |
How to use it
Set up your items
Each item with its supplier, last price, lead time and weekly usage.
Record deliveries
One row per batch on Batches, with the expiry from the box.
Record what leaves
Issues, waste and transfers on Movements, with the batch number.
Read and order
Check Balance and Expiry each week and print the order list.
Who it is for
Clinic managers, nurses and pharmacists who order stock for one or more branches and want to stop finding expired injectables at the back of a drawer. It opens on a sample clinic with 45 items: five are below minimum, and one of three filler batches expires in 24 days while the newest one is being used.
Read next
Inventory
Stock that deducts itself as services are delivered, with expiry, reorder and supplier orders. Medicolize keeps clinic consumables under control.
Read more From the blogClinic inventory: consumables, expiry and reordering without a monthly count
Inventory is the one cost in a clinic that disappears without anyone noticing. A needle here, a filler vial expired there, an urgent order…
Read moreMore free files
Questions
Does it work in Google Sheets?
Yes. Upload it to Google Drive and open it with Google Sheets. It uses SUMIFS, SUMPRODUCT, INDEX and SMALL, which both handle.
Can I change the currency?
Yes. The currency is one cell on the Settings sheet, with ر.س, ج.م, د.ك, د.إ and د.ب in the list.
How is the minimum worked out?
Weekly usage × lead time in days ÷ 7, plus half again as a buffer. An item used five times a week with a 14-day lead time has a minimum of 15.
Is my data stored anywhere?
No. The file is yours, on your computer or your own Drive. Nothing you type reaches Medicolize.
Stock that moves when the session is done
In Medicolize stock is deducted as procedures are completed, so a mesotherapy session takes its own vials off the shelf. Reorder and expiry warnings come from that, not from a count. Thirty minutes on your own clinic.