Stock transfers between outlets for a pharmacy chain.
How a community pharmacy chain in Kota Kinabalu stopped phoning round for stock, and started moving it to where it sells.
Transfers between outlets · Tue 6 Oct
BoardListBy outletRequested by Sintia at 9:40 am
Over RM 1,000, so HQ approves
Short-dated, suggested on Monday
Requested by Jaimie at 11:30 am
Approved 9:15 am · packing at Likas
Left 10:40 am with Awang
Left 1:15 pm with Awang
Packed 1:40 pm · Awang collects at 4:00 pm
Arrived 2:45 pm · Sintia scanning in
Scanned in by Clarence · 11:20 am
Scanned in by Agnes · 9 of 10
Scanned in by Freda · 10:05 am
Glucose test strips, 50s
Inanam has 1 · minimum 4 · Sintia
On screen: Stock moved to where it sells, scanned both ends.A real project. The business isn’t named, and names and figures on the screens are changed.
- Business
- Community pharmacy chain, Sabah
- Team
- About 45 staff, including pharmacists
- Outlets
- 8 outlets in Kota Kinabalu, Penampang and Papar
- Works with
- Their pharmacy POS, AutoCount
- First version
- 4 weeks
- Project size
- Business system, from RM 15k
How stock moved before.
Eight outlets, one WhatsApp group, and stock that travelled in a plastic bag with a handwritten note.
When an outlet ran out, staff phoned or messaged the other outlets to ask who had it.
Stock moved with a handwritten note. Many moves never reached the POS.
Counts were wrong, so the buyer reordered items that were sitting in another outlet.
Four steps between one shelf and another.
The POS kept selling. Moving stock between outlets became a recorded step.
Every outlet’s stock, on one screen.
HQ sees each night what is low, where the extra is, and suggested moves before ordering more.
Stock across outlets · Mon 5 Oct
Below minimum23All items2,940| Item | Likas | Penampang | Inanam | Tuaran | Putatan | Kepayan | Luyang | Papar | Total |
|---|---|---|---|---|---|---|---|---|---|
| Fish oil 1000mg, 100s | 30 | 9 | 2 | 11 | 26 | 4 | 14 | 7 | 103 |
| Vitamin C 1000mg, 30s | 72 | 20 | 6 | 15 | 22 | 3 | 18 | 12 | 168 |
| Hand sanitiser 500ml | 40 | 12 | 3 | 9 | 15 | 10 | 8 | 6 | 103 |
| Face masks, 50s | 60 | 25 | 8 | 30 | 22 | 18 | 20 | 15 | 198 |
| Paracetamol 500mg, 100s | 15 | 44 | 12 | 3 | 10 | 9 | 11 | 8 | 112 |
| Glucose test strips, 50s | 6 | 8 | 1 | 5 | 14 | 3 | 9 | 2 | 48 |
Ask for stock in two taps, not ten phone calls.
Transfers under RM 1,000 go straight through, and bigger ones wait for the operations manager to approve.
Approvals · Tue 6 Oct
Waiting1Approved recently4Glucose meter kit × 12RM 1,068 · RM 89 each
| Transfer | Items | Value | Approved |
|---|---|---|---|
| TR-0409Kepayan → Putatan | Adult diapers M, 10s × 30 | RM 1,350 | Hamsiah · Mon 5 Oct |
| TR-0402Likas → Luyang | Fish oil 1000mg, 100s × 24 | RM 1,656 | Hamsiah · Thu 1 Oct |
| TR-0398Inanam → Tuaran | Blood pressure monitor × 6 | RM 1,134 | Hamsiah · Tue 29 Sep |
| TR-0395Papar → Kepayan | Whey protein 900g × 8 | RM 1,272 | Hamsiah · Thu 24 Sep |
Scanned out, scanned in, with batch and expiry.
Stock moves only for what actually arrived, and any shortfall goes straight back to the sender.
TR-0418
From Likas · 4 items · 68 pcs
Short-dated stock moved while it can still sell.
Each Monday, the system lists items expiring within six months, and where each one sells faster.
Short-dated stock · next 6 months
All outlets31Move9Return4| Item | Outlet | Expires | Qty | Suggestion |
|---|---|---|---|---|
| Cough syrup 120mlCS0721 · sells 3 a month | Kepayan | 12 Dec | 18 | Move 12 to Likas |
| Vitamin B complex, 60sVB0415 · sells 1 a month | Tuaran | 15 Nov | 15 | Return to supplier |
| Probiotic sachets, 30sPB1130 · sells 2 a month | Papar | 30 Jan | 10 | Move 8 to Penampang |
| Eye drops 10mlED0902 · sells 6 a month | Putatan | 31 Mar | 30 | Move 12 to Inanam |
| Sunscreen SPF50, 50mlSS0508 · sells 9 a month | Luyang | 28 Feb | 24 | Sells in time |
| Electrolyte powder, 10sEL0611 · sells 25 a month | Inanam | 20 Dec | 40 | Sells in time |
Each part is a feature with its own fixed price, agreed before we start. See how this project was priced or get a fixed quote for yours →
Who asks, who sends, who checks.
From the outlet counter to the buyer’s desk, every move between eight outlets is asked for, approved and scanned.
- Outlet assistants
Request stock and scan transfers in and out on the shop phone.
- LBPharmacist in charge · Lucy
Checks the batch and expiry of everything that arrives.
- IGBuyer · Ignatius
Sees every outlet’s stock before ordering more.
- HBOperations manager · Hamsiah
Approves transfers over RM 1,000 and sees what is moving where.
- JGOwner · Jessie
Sees stock by outlet, and what is close to expiry.
- No more phoning round to find stock.
- Every move recorded, from the bag to the shelf.
- Short-dated stock found while it can still sell.
Delivered in three steps, about ten weeks.
Outlets were requesting transfers within the first month. Scanning and expiry followed once the team was used to it.
Stock visible, transfers requested
Scanned at both ends
Moves suggested, expiry watched
Want stock to move between your outlets like this?
Questions about this system.
What did this project cost?
Business system, from RM 15k. Every feature had a fixed price, agreed before work started, and the first 3 months of hosting and care were included.
Does it replace our pharmacy POS?
No. The POS keeps selling and dispensing. The system reads stock from it and sends completed transfers back, so the counts in the POS stay right.
What if our POS can’t take transfers in?
Then transfers live in the system, and the POS is adjusted from one daily export. We check what your POS can do before we quote.
Can we start with requests only?
Yes. Stock across outlets with transfer requests can go first, as a business system, from RM 15k. Scanning and expiry can follow.
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