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Veterinary inventory management starts with knowing which item, batch, quantity and expiry date are actually available. A purchasing recommendation is only useful when those records match the stock on the shelf.
For dated products, use expiry-aware rotation rather than assuming the first delivery should always be used first. The WHO storage and distribution guidance describes controls for medical products; follow local veterinary medicines requirements and each manufacturer’s storage instructions for your practice.
Use FEFO for products with expiry dates#
FEFO means first expiry, first out: suitable stock with the earliest expiry is issued before otherwise equivalent stock with a later expiry. FIFO follows arrival order, which can differ from expiry order. WHO distinguishes these concepts in its quality-assurance terminology.
Rotation never makes expired, damaged or improperly stored stock usable. Separate questionable items from available stock and assign someone to resolve the exception under the appropriate procedure.
Check incoming stock before recording it as available#
At receipt, match the delivery to the order and record the product identity, quantity, batch and expiry. Check packaging and any required storage conditions. Note discrepancies promptly so the purchasing record does not become the only evidence of what arrived.
Record | Why it matters operationally |
|---|---|
Product and pack size | Avoid confusing packs with individual units |
Batch and expiry | Identify which stock is available and which requires action |
Storage location | Help staff find and count the correct items |
Receipt and adjustment history | Explain how the recorded balance changed |
Exception owner | Ensure damaged, missing or disputed items are followed up |
Reconcile movement and physical counts#
Choose a manageable group of items for a cycle count. Compare the shelf quantity with the system using the same unit. Investigate differences before adjusting the balance: a unit conversion, missed receipt or unrecorded use requires a different correction.
Keep a reason for adjustments and review recurring differences. Repeatedly overwriting a quantity without understanding its cause leaves the workflow problem in place.
Set ordering rules from local evidence#
Consider actual consumption, supplier lead time, storage limits and remaining shelf life. A generic reorder quantity may not fit a slow-moving product or a seasonal service. Review the rule when demand or delivery patterns change.
This is a clinic planning exercise, not a claim that a particular software product predicts demand or prevents every stockout. During a demonstration, ask the provider to show the exact inventory workflow you need with representative test items.
Make exceptions visible#
Keep one working list for near-expiry stock, uncertain balances, missing deliveries and recall follow-up. Give each item an owner and review date. Track whether the action was completed rather than only whether an alert was generated.
Bring a receipt, a stock adjustment and an expiry scenario to your software evaluation. Our software selection guide explains how to turn these examples into a practical demo; the Vetigen team can discuss your current requirements.
