A batch-wise stock register for an Indian medical store — every column explained below, plus an Excel sheet that works out closing stock for you. Landscape, pre-bordered, 200 rows, prints straight from the file.
No signup, no email address, no account. The Excel version calculates closing quantity automatically.
This is the decision that determines whether the register is useful or merely present. An item-wise register tells you that you hold 88 capsules of a medicine. A batch-wise one tells you that 40 of them expire in November and 48 next March — which is the only version that can answer the two questions a stock register actually gets asked: which units do I sell first, and which units are affected by this recall.
Batch and expiry are also what make expiry loss visible before it happens rather than after. Stock that quietly ages out is not a stock-taking problem; it is a register that never recorded which units were closest to expiry.
| Column | What goes in it |
|---|---|
| S. No. / Date | Consecutive, and the date of the movement. |
| Medicine, pack / strength | As printed on the pack, so the line matches what is on the shelf. |
| Batch no. | From the strip. Without it the register cannot support a recall. |
| Expiry | Month and year as printed — record the month, not a guessed day. |
| Opening qty | What the batch line started with. |
| Received | Purchases in, against the supplier invoice. |
| Sold | Sales out. |
| Returned / expired | Sent back to the distributor or destroyed. Keep this separate from sales — it is a different economic event and a different record. |
| Closing qty | Opening + received − sold − returned. Pre-filled as a formula in the Excel version. |
| Purchase rate (PTR) | Ex-GST, per unit. This is the cost basis for margin and for GST input credit. |
| MRP | Printed on the pack. |
| Supplier, invoice no. | Ties the line back to the purchase bill so the two reconcile. |
Ten in one row meaning ten tablets and ten in the next meaning ten strips makes every downstream number wrong. Pick strips or loose units and hold it throughout — the template's guidance row says so for this reason.
Expiry returns and breakage are not sales. Posting them together hides your real expiry loss and overstates turnover, which then makes reorder decisions worse.
A register reconstructed later carries guessed batch numbers, and a guessed batch number is worse than a blank one because it looks reliable.
A register that is never reconciled against a physical count will drift, and the drift is only discovered by an inspector or by an expiry write-off. Count a section at a time rather than waiting for an annual stock-take.
This template and page are a practical reference, not legal, tax or compliance advice, and this is not an official government form. Record-keeping requirements under the Drugs & Cosmetics Rules are enforced by state drug control authorities and vary; GST record retention is a separate obligation. Verify the current requirements that apply to your licence before relying on this. As of August 2026.
A batch-wise record of medicines received and supplied — opening, purchases, sales, returns and closing stock. Rule 65 requires purchase and sale records to be maintained and produced on inspection.
Batch-wise. Item-wise totals cannot answer a recall or tell you which units expire first.
Drugs & Cosmetics records are generally kept two years; GST requires books for six years from the annual return due date. The longer period governs in practice, since the same invoices support both.
Purchase and sale records are a licence condition under Rule 65, and GST law separately requires stock records.
First Expiry First Out — dispensing the soonest-expiring batch. It only works if expiry is recorded per batch, which is why that column is not optional in practice.
Yes, and most shops do. Keep backups, and check what your state authority expects to see on inspection.
One convention throughout — strips or loose units, never a mix.
Yes. No signup, no email, no account.
Nesayo keeps the batch-wise register as you bill — expiry tracked per batch, expired stock blocked at the counter rather than flagged after the fact, and closing stock always current. Billing is free, with no invoice limit and no card.
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