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⚠️ DEMO ONLY — sample data · © 2026 BudgetSheets PH · licensed copy released on payment · support@budgetsheetsph.com
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💊 Pharmacy Inventory & Financial System
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3 MARIAS SPZ PHARMACY • stock, batches, expiry, suppliers and profit — in one place
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Manual records leave you guessing which batch expires first and whether you actually made money this month. This workbook answers both, automatically, from four tabs you already fill in by habit.
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 🎯 How it works
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Colour ruleYELLOW cells = you type here. White cells are formulas — do not type over them.
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Golden ruleOnly four tabs need daily typing: Stock IN, Stock OUT, Expenses and Payments. Everything else calculates itself.
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 📅 Daily routine
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1. A delivery arrivesAdd one row per medicine per lot on 'Stock IN'. Each row automatically becomes a tracked BATCH with its own expiry.
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2. You make a saleAdd a row on 'Stock OUT'. The FEFO Suggested Batch column shows the batch expiring soonest — copy that number into 'Batch ID Used'.
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3. You spend moneyStock purchases go on 'Stock IN'. Rent, salaries, Meralco and everything else goes on 'Expenses'.
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4. You pay a supplierAdd a row on 'Payments'. Supplier balances and invoice payment status update by themselves.
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5. End of dayOpen 'Dashboard'. Sales, profit, expiring stock, low stock, payables and cash are all there.
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 🚀 Setting up your own data
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Step 1Open 'Lists'. Set your Business Name, Reporting Year and Beginning Cash on Hand.
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Step 2Open 'Suppliers'. Clear the sample rows and enter your own suppliers.
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Step 3Open 'Medicines'. Clear the sample rows and enter your masterlist: code, generic, brand, form, strength, unit cost, selling price, reorder level.
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Step 4Open 'Stock IN'. Clear the sample rows, then enter your current inventory with Type = 'Opening Stock' — one row per lot, with its expiry date.
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Step 5Clear the sample rows on 'Stock OUT', 'Expenses', 'Payments' and 'Stock Count'. You are ready to trade.
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⚠️ ImportantDelete the CONTENTS of the yellow cells only (select them and press Delete). Never delete the rows themselves — that removes the formulas underneath.
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 ⏳ How FEFO works
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BatchesEvery Stock IN row is a batch with its own Batch ID, lot number and expiry. The 'Batches' tab tracks how much is left in each one.
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FEFO RankFor each medicine, the batch expiring soonest that still has stock gets Rank 1 and is flagged ✅ SELL THIS FIRST.
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Expired stockExpired batches are removed from the FEFO queue entirely and flagged ⛔ DO NOT SELL — PULL OUT.
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If you override itType a different Batch ID and the cell turns orange — a deliberate override, visible to the owner.
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 📊 Reports
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DashboardSales, COGS, gross profit, expenses and net profit for today / this month / year to date, plus sales by payment method, inventory value, reorder list, expiry watchlist, payables and cash variance.
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Expiry ReportExpired, 30-day, 60-day and 90-day buckets with quantities and peso value.
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Monthly PL / Quarterly PLSales, COGS, gross profit, expenses and net profit by month and by quarter.
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Cash FlowCash in, cash out and a running balance. Charge/Utang sales are excluded until collected.
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Stock CountEnter a Batch ID and the actual counted quantity. The variance posts to stock automatically with a reason code.
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Search & filterEvery data tab has filter arrows on the header row — click one to search, sort or filter that column.
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 ☁️ Google Sheets notes
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Opening itUpload to Google Drive, then File ▸ Save as Google Sheets. Every formula here works in both Google Sheets and Excel.
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SharingGive counter staff Editor access, and use Data ▸ Protect sheets and ranges to lock the formula columns.
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Capacity300 medicines, 600 batches/deliveries, 2,000 sales lines, 600 expenses, 300 counts. Ask us to extend any of these.
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