Near expiry drugs list template
A ready-made sheet for listing stock by batch and expiry date. Days left, stock value and status work themselves out, and you can set the warning days to match your own policy. Download it for Excel or Google Sheets, or print a blank for shelf checks. Free, no signup.
What's in the sheet
Status as of today, with the default 90 and 180 days
| Product | Strength / form | Batch | Expiry date | Qty | Cost each | Value | Days left | Status | Shelf | Action | |
|---|---|---|---|---|---|---|---|---|---|---|---|
| 6 | Ibuprofen | 400mg tablets | IBU1180 | 30 Sep 2026 | 24 | 600 | 14,400 | formula | formula | B3 | Quarantine |
| 7 | Amoxicillin | 500mg capsules | AMX2291 | 30 Nov 2026 | 40 | 1,850 | 74,000 | formula | formula | A2 | Return to supplier |
| 8 | Paracetamol | 500mg tablets | PCM8810 | 31 Jan 2027 | 120 | 350 | 42,000 | formula | formula | B1 | Sell first |
| 9 | Vitamin C | 1000mg effervescent | VC0412 | 31 Mar 2027 | 18 | 2,400 | 43,200 | formula | formula | C4 | Sell first |
| 10 | Metformin | 500mg tablets | MTF3307 | 30 Jun 2027 | 60 | 900 | 54,000 | formula | formula | A5 | |
| 11 | Ciprofloxacin | 500mg tablets | CIP7790 | 29 Feb 2028 | 30 | 1,500 | 45,000 | formula | formula | A3 |
Swipe the table sideways to see every column.
Above the list: two Warn at cells (90 and 180 to start) that every Status formula reads, and today's date. A second tab explains each column and the five actions. Formulas are filled in for 200 more lines, and filters are on the header row.
QuickPharms records the batch and expiry of every delivery as it arrives and shows what expires in 30, 60, 90 and 180 days, so the list keeps itself.
Common questions
What should a near expiry drugs list include?
At least the product and strength, the batch number, the expiry date and the quantity on hand. Cost price lets you see the money at risk, a shelf location makes the stock quick to find, and an action column records what you decided: sell first, return to supplier, transfer, quarantine or dispose. Keep one line per batch, because the same product can carry several expiry dates.
How far ahead counts as near expiry?
The template flags stock within 90 and 180 days by default. Many pharmacies treat anything inside six months as near expiry because that is roughly how long suppliers allow for returns and how long slow movers take to sell. Change the two Warn at numbers at the top of the sheet to match your own policy or supplier terms.
Does the template work in Google Sheets?
Yes. Upload the Excel file to Google Drive and open it with Google Sheets; the formulas carry over. It also opens in Excel, LibreOffice and Numbers. The CSV has the same columns without formulas, for importing into other software.
How often should I check expiry dates?
A full check once a month is a common routine, with fast-moving shelves and cold-chain stock checked more often. Record the expiry of every delivery when it arrives so the list stays current between checks.
What do I do with expired medicine?
Pull it from sale straight away, keep it apart from saleable stock and clearly labelled, record it, and dispose of it under your local regulator's rules. Never sell or give it away.
Is it free?
Yes. No signup and no email. It is made by QuickPharms, pharmacy software that records batch and expiry as stock arrives, so the list keeps itself.