Batch- and Expiry-Wise Stock Verification for a Pharmaceutical Company with Inveck
From Scribbled Sheets to Batch-Accurate Stock
A pharmaceutical manufacturer in India replaced handwritten count sheets with structured inputs in the Inveck app — capturing batch number, manufacturing and expiry dates, quantity and condition for every line, accurately and in one pass.
These numbers don’t happen by chance. See how it was done
Who is the client?
The client manufactures formulations in India for domestic and export markets. Its warehouses hold raw materials, packing materials, intermediates and finished goods, nearly all of it batch-controlled and dated.
In pharma, a correct quantity is only half the answer. Every count must also show which batch it belongs to, when it was made, when it expires and what condition it is in — and stand up to quality and regulatory scrutiny.
Book a DemoChallenges that held them back
Counts were recorded on loose sheets of paper. Quantities were usually written down; batch numbers, dates and conditions often were not, or not correctly.
Dates missed or miswritten
Manufacturing and expiry dates were skipped, written in mixed formats (03/27, Mar-27, 27-03) or copied from the wrong label.
Batches merged
Several batches of the same material were added into one quantity, losing the batch-wise picture the business depends on.
No consistency between auditors
Each person recorded different details in a different order, so sheets could not be compared or consolidated easily.
Near-expiry stock found too late
With dates buried in paper, short-dated batches surfaced only after reconciliation, when little could be done.
Condition not recorded
Damaged packs, broken seals and quarantined stock were noted in margins, if at all.
Slow, error-prone data entry
Sheets were typed into Excel later; illegible entries and typos created variances and queries from QA and auditors.
How Inveck solved it
Inveck turned the loose sheet into a structured entry screen. For every material counted, the auditor records the batch number, manufacturing date, expiry date, quantity, location and condition in fixed fields, in the same order, every time. Nothing is left to memory or handwriting.
Book stock with batch details was exported from the ERP and uploaded as a milestone. The count screen was configured with the client's required fields — Batch No., Mfg. Date, Exp. Date, Quantity, Location and Remarks — so every auditor captures the same information. Auditors scan or search the material, download the milestone for offline counting in the warehouse, and sync when back online.
Configurable input fields
Batch, manufacturing date, expiry date and other required details are captured for every line.
One entry per batch
Each batch of a material is recorded separately, never merged into one total.
Consistent format
Every auditor records the same fields in the same order, so results consolidate instantly.
Scan or search
Materials are located by scanning the barcode or searching by code or name.
Condition remarks and photos
Damaged packs, broken seals or quarantined stock are recorded with a remark, with photos where needed.
Offline counting
Milestone data stays on the device inside warehouses and cold rooms with poor network.
Live progress and pending review
Completion %, updated vs pending lines and Review Pending ensure no material is missed.
Excess / Shortage review
Batch-wise variances against book stock are shown before closure.
Digital sign-off and audit trail
Every entry carries user and timestamp; the warehouse Incharge signs on the device.
What Is Captured for Every Batch
Each material is recorded batch by batch, with the same complete set of details.
Sample entries for one material — illustrative figures.
| Material | Batch No. | Mfg. Date | Exp. Date | Quantity | Location | Remarks |
|---|---|---|---|---|---|---|
| Paracetamol IP | B24071 | Jul 2024 | Jun 2027 | 250 kg | Rack A-03 | — |
| Paracetamol IP | B25012 | Jan 2025 | Dec 2027 | 400 kg | Rack A-04 | — |
| Paracetamol IP | B23118 | Nov 2023 | Oct 2026 | 75 kg | Rack A-05 | Near expiry |
| Paracetamol IP | B24102 | Oct 2024 | Sep 2027 | 25 kg | Quarantine | Seal damaged |
Before and after Inveck
| Aspect | Paper count sheets | With Inveck |
|---|---|---|
| Batch details | Often skipped or merged | Mandatory field, one entry per batch |
| Mfg. and expiry dates | Missing or in mixed formats | Captured in fixed date fields |
| Consistency | Varies by auditor | Same fields, same order for all |
| Condition | Margin notes, if any | Remarks and photos per entry |
| Near-expiry visibility | After reconciliation | On count day |
| Data entry | Typed from sheets later | None — recorded at source |
| Traceability | Who wrote what is unclear | User and timestamp on every entry |
The results
The client now gets complete, batch-accurate verification data from every count, in a format QA, finance and auditors can use straight away.
Every line complete
Batch, dates, quantity, location and condition are captured for every entry, with nothing left blank by habit.
Batch-wise stock you can trust
Batches are never merged, so batch-level book stock is verified, not just totals.
Expiry risk seen on count day
Near-expiry and expired batches are flagged while the team is still in the warehouse.
One standard across auditors and sites
Every count follows the same structure, so results from different warehouses consolidate without rework.
No data entry, no transcription errors
Inputs are recorded at source, removing the typing stage and the errors it caused.
Faster close
Verification and reconciliation that took three weeks now close in four days.
Inspection-ready records
Each entry shows who recorded it and when, backed by the Incharge's digital sign-off.
Our counts used to live on sheets of paper, and the batch numbers and dates were the first things to go wrong. With Inveck, every auditor captures the same details for every batch, the dates are recorded properly, and we see short-dated stock while we are still on the floor. Our QA and finance teams finally work from the same, complete data.
More case studies
Stop Writing on Paper. Start Capturing Every Batch.
Join pharmaceutical companies using Inveck to verify stock batch by batch, with every date and detail captured accurately — across every warehouse and plant.
Or WhatsApp us at +91 75229 88834On the walkthrough you’ll see
- The full count flow on mobile
- Live variance dashboard & reports
- How it fits your ERP or Excel
- Answers on rollout and ERP fit
