Short answer: Three features decide how fast a chemist can serve: finding a same-salt alternative, billing a few tablets from a strip, and selling the nearest-expiry batch first (FEFO: First Expiry, First Out). BizKhata supports salt composition on items, a same-salt list, loose units, and nearest-expiry batch selection.
1. Salt-wise search
Customers say “Dolo nahi hai, koi aur?” Your counter staff must instantly answer with the same salt, same strength. In BizKhata, add the salt composition on the item (for example “Paracetamol 500 mg”). The app compares salts ignoring order, capitalisation and separators, and keeps strengths. At billing, Salt Substitute shows other items with the same salt, with in-stock ones first. Items with no salt entered will show nothing, so fill the salt field for your fast movers first.
Tips:
- Use a standard format:
Salt A 500mg + Salt B 125mg. - Add brand synonyms in the item aliases so search works with the name the customer uses.
- Use the Salt Master page to keep spellings consistent.
Always follow the doctor’s prescription: substitution is the pharmacist’s decision, and the software only shows the options.
2. Loose tablets and strips
Purchases come in strips or boxes, sales happen in tablets. On the item form set the loose unit (for example Tab) and loose quantity (tablets per pack, say 10). At billing, type the quantity with an l suffix: 5l sells 5 loose units. The line is priced at the pack rate divided by the loose quantity, and stock reduces by 5/10 of a strip. The same rule works in Fast Billing and in the normal sale screen. If you type 5l on an item with no loose unit set, the app tells you to set it first. The alternate unit and conversion factor fields are separate and help when you buy in boxes and sell in strips.
Example: Strip of 15 tablets, MRP ₹45. Customer wants 5 tablets. Loose rate is ₹3 per tablet, so the bill is ₹15 and stock reduces by one third of a strip.
Remember: the pack MRP is the legal maximum for the pack. Check that your loose pricing does not exceed the proportionate MRP.
3. FEFO: First Expiry, First Out
FIFO sells the oldest purchase first. FEFO sells the batch that expires first, which is what matters for medicines. Two batches may arrive in a different order than their expiry dates, so FIFO can leave the shorter-dated batch to expire. In BizKhata, batches are listed earliest expiry first. In Fast Billing, if you do not pick a batch, the app assigns the earliest-expiring batch that is not expired and has enough stock for the whole quantity. Open the batch picker with Ctrl+B or Alt+B on Windows, ⌘B or Option+B on Mac to choose another batch. Expiry is colour-coded and an expired batch cannot be sold.
Pharmacy tools show up when the business template is Medical Store, Hospital or Wholesale Distributor, or when the Pharmacy Fast Billing template is selected.
Expiry housekeeping routine
| When | What to do |
|---|---|
| Daily | Sell nearest-expiry batches first |
| Monthly | Review items expiring in 90 days |
| Quarterly | Return near-expiry stock to distributors (as per their policy) |
| Yearly | Physical stock check against software stock |
Why this saves money
If just 1% of medicine stock expires every year, a shop with ₹10 lakh stock loses ₹10,000. FEFO plus a monthly expiry review reduces that loss without any extra staff.
Worked example: one busy evening at the counter
A customer hands over a prescription for an antibiotic that you have run out of. Your staff types the first letters of the item, opens the same-salt list, and sees two other brands of the identical salt and strength; the one with stock appears first. The pharmacist confirms the substitution is acceptable, the customer wants only six tablets, and the nearest-expiry batch is selected automatically. The bill is printed or shared on WhatsApp, and the stock of that exact batch drops by six tablets. No calculator, no paper batch register.
Setting up your item master the right way
| Field | What to enter | Why |
|---|---|---|
| Name | Brand name with strength | Easy search |
| Salt composition | Standard format | Same-salt list |
| Packing | e.g. 10 x 10 | Clear on bill |
| Unit and loose unit | Strip and tablet | Loose selling |
| Conversion factor | Tablets per strip | Correct stock |
| MRP and GST rate | From pack and latest notification | Correct tax |
| Drug schedule | OTC / H / H1 etc. | Records |
| Min stock | Your reorder level | Avoid stock-outs |
Spend a few evenings on the top 300 fast-moving medicines first. These cover most of your daily bills, and the rest can be completed as items are sold.
Common mistakes to avoid
- Entering the strip MRP as the per-tablet price.
- Leaving the salt field empty, so no alternatives show.
- Changing the unit after stock is entered; decide the conversion first.
- Ignoring expiry on slow-moving items, which are the most likely to expire.
Related reading
Read the full pharmacy guide: medical store billing software with batch and expiry and Schedule H records.
FAQ
What is FEFO in a pharmacy? First Expiry, First Out: the batch with the earliest expiry date is sold first, regardless of purchase date.
Can billing software show same-salt medicines? Yes. BizKhata stores salt composition per item and shows other items with the same salt, in-stock first.
How do I bill loose tablets? Set a loose unit and quantity on the item, then choose the loose unit at billing.
Does it track expiry per batch? Yes, expiry and MRP are stored with each batch.
Does it need internet? No, it works offline on Windows and Mac.
Can I search by brand and salt both? Yes, you can add aliases and a salt composition to each item.