The Expiry Item Report lists pharmaceutical stock whose batch expiry date falls within a selected date range. Use it to find stock that is about to expire (so it can be used first, transferred, or returned to the supplier) and to see the value of that stock at cost and retail rates.

The report shows only stock that is actually on hand — a batch only appears in a department where its stock quantity is greater than zero. Batches that have already been fully sold, issued, or transferred out do not appear.

1. Go to Reports → Inventory Reports.
2. Click 13. Expiry Item Report.

You need the ReportsExpiryItem privilege to see this button.

Filter	Description
From Date / To Date	The expiry date range. When the report opens, it defaults to today through three months from today.
Date Range	A shortcut that fills in From Date and To Date: Within 3 Months, Within 6 Months, Within 12 Months (all from today forward), or Expired Items (the last 6 months up to today).
Institution	Limit to departments of one institution.
Site	Limit to departments of one site.
Department	Limit to one department. The list is narrowed by the Institution and Site you selected.
Report Type	Stock List (Default), Item List, or Detailed Report — see below.
Item Category	Limit to one item category.
Dosage Form	Limit to one dosage form.
Department Type	Limit to items of one or more department types (Pharmacy, Store, Lab, Kitchen). Leave empty to include all.
Item	Limit to one item.

Click Process to run the report.

One row for each batch in each department, sorted by item name and then expiry date.

Stock List: one row per batch per department. Every row has stock on hand, and the Batch Number column shows the batch number recorded when the stock was received.

Column	Description
Department	The department holding the stock (Staff for stock held by a staff member)
Category Code / Category Name	The item's category
Dosage Form	The item's dosage form
Item Code / Item Name	The item
UOM	Unit of measure
Item Type	The item's category
Batch Number	The batch number entered for this batch when it was received (for example, on the GRN)
Expiry Date	The batch expiry date
Cost Rate / Retail Rate	The batch's cost rate and retail rate
Quantity	Stock on hand for this batch in this department
Value at Cost Rate / Value at Retail Rate	Quantity × the respective rate

The footer shows the total value at cost rate and at retail rate.

One row for each item in each department, with all of that item's batches in the range combined.

Column	Description
Earliest Expiry Date	The soonest expiry date among the item's batches
Total Stock Quantity	Stock on hand across the item's batches
Total Cost Value / Total Retail Value	The combined value of those batches

The Item List has no batch number column, because each row covers several batches.

One table per item, with the item's stock grouped by batch. In addition to the Stock List columns, it shows the Batch Date (the date of the batch's last purchase bill), the Supplier, the Shelf life remaining (Days) (shown in red once the batch has expired), and batch-wise and item-wise totals.

The Detailed Report loads more data than the other two types and can take longer to generate for a wide date range.

• To Print opens a print-friendly version of the report you processed.
• Download exports the report to Excel.
• PDF exports the report to PDF.

The exports contain the same rows as the on-screen report, including the batch number.

A: The report only lists stock on hand. If the batch's quantity in a department is zero, that department's row is not shown. If the quantity is zero in every department, the batch does not appear at all.

A: In the Stock List, each row is one batch in one department. The same batch held by several departments appears once for each of them. Separate batches can also share a batch number if the same number was entered for them when they were received.

A: No batch number was entered for that batch when the stock was received.

• Closing Stock Report - Stock position on a selected date, item-wise or batch-wise
• Stock Ledger Report - Detailed stock transaction history