FAQ

PharmaAudit is a pharmacy audit app designed to help pharmacy teams record stock checks, expiry dates, waste, recalls, near misses, and expiry cycle checks in one place.

It is built for day-to-day pharmacy use, with simple records, audit history, and exportable reports.

After installing PharmaAudit, it is best to complete the basic setup before adding live pharmacy records.

Start by going to Settings and entering your pharmacy details. Then add your staff members, so records such as near misses, expiry checks, recall actions, and waste entries can be linked to the correct team member.

Next, add your pharmacy locations. These could include areas such as the dispensary shelf, fridge, CD cabinet, OTC area, specials shelf, or any other storage areas used in your pharmacy. Locations make stock records and expiry cycle checks much easier to manage.

You should also go through the other settings before using the app fully. For example, you can enable medicine recalls, choose your recall country, decide whether to track pack prices, and review backup or Cloud Sync Beta options.

A simple setup order is:

1. Enter pharmacy details.
2. Add staff members.
3. Add pharmacy locations.
4. Enable recalls if you want to record recall checks and actions.
5. Choose whether to enable price tracking.
6. Set up Cloud Sync Beta (optional)
7. Start adding stock, expiry dates, waste records, near misses, and expiry cycle checks.

If you are using more than one device, set up Cloud Sync Beta and press Sync Now on the new device before adding new records.

Yes. PharmaAudit supports barcode scanning using the device camera.

The app can scan standard linear barcodes, such as common medicine pack barcodes, as well as supported 2D barcodes where available.

When a standard linear barcode is scanned, PharmaAudit can help identify or remember the medicine description for future use. If the barcode is not recognised, you can enter the medicine details manually and the app can use that information again later.

When a supported 2D medicine barcode is scanned, PharmaAudit may be able to capture additional information from the code, such as the product identifier, batch number, serial number, and expiry date. This can make adding stock records quicker and reduce manual entry.

Camera access is used only for barcode scanning. PharmaAudit does not store photos or videos from the camera.

Yes, it is recommended. Locations help you organise stock records and make expiry checks easier to complete.

Examples of locations could include:

Dispensary shelf (names or numbers), Fridge, CD cabinet, OTC area, or any other area used in your pharmacy.

Cloud Sync Beta allows signed-in devices to connect to the same pharmacy workspace and keep records such as stock items, locations, staff, waste records, near misses, expiry checks, recall actions, and key pharmacy settings aligned.

It is useful when more than one pharmacy device needs access to the same information.

Yes. PharmaAudit can still be used locally on one device without Cloud Sync Beta.

Cloud Sync Beta is optional and is designed for pharmacies that want to keep selected pharmacy data aligned across signed-in devices.

Before using the app for live records, check that your pharmacy details, staff list, and locations are correct.

If using Cloud Sync Beta, sign in, select your workspace, and complete a successful Sync Now. You may also wish to export a manual backup as an extra safety step.

Yes. You can update pharmacy details, staff members, locations, recall settings, price tracking, and backup options from the Settings area.

Some changes, such as location changes, may affect how stock and expiry checks are organised, so it is best to keep location names clear and consistent.

No. PharmaAudit is a record-keeping and audit support tool. Pharmacy teams remain responsible for checking medicines, following local SOPs, responding to recalls, maintaining professional standards, and complying with relevant legal and regulatory requirements.

Yes. You can edit a stock item after it has been added.

Go to the Stock screen and tap anywhere on the item tile you want to update. This will open the item details, where you can edit information such as the medicine description, expiry date, quantity, location, and pack price if price tracking is enabled.

After making changes, save the item to update the record.

If you are using Cloud Sync Beta, press Sync Now to help keep the updated item information aligned across your signed-in devices.

You can add a stock item by scanning a barcode or by entering the details manually.

When adding an item, you can record the medicine description, expiry date, quantity, location, and pack price if price tracking is enabled. This helps keep stock records organised and supports expiry checks, waste records, and reports.

For clear records, medicine names should usually include the medicine name, strength, and formulation.

For example:

Amoxicillin 500mg capsules
Amlodipine 5mg tablets
Chloramphenicol 0.5% eye drops 10ml
Betamethasone 0.1% cream 100g
Salbutamol 100mcg inhaler 200 doses

Pack size is especially useful for items such as eye drops, liquids, creams, ointments, inhalers, injections, patches, and devices, where the size or dose count helps identify the item more accurately.

For tablets and capsules, pack size may not always be required for expiry tracking, but it can still be added if your pharmacy wants more detailed stock records.

Keeping medicine names consistent helps with searching, reporting, waste records, and future barcode recognition.

Yes. If price tracking is enabled in Settings, you can edit the pack price or cost of a stock item.

Go to the Stock screen, tap the item tile, update the pack price, and save the changes. The updated price will be used for that item going forward.

Changing the price of a current stock item does not change historical waste records or reports that have already been recorded. For example, if an item was previously destroyed and included in a waste report, that historical waste value will remain based on the price recorded at the time.

This helps keep older reports consistent, even if the medicine cost is corrected or updated later.

Yes. PharmaAudit supports decimal quantities where needed.

This can be useful for items such as creams, liquids, split packs, or part-used stock where a whole number may not accurately reflect the quantity remaining.

Yes, it is recommended to physically mark short-dated or expiring stock on the shelf, if this fits with your pharmacy’s local procedures.

For example, some pharmacies may use a small coloured sticker, such as a red dot sticker, to highlight items that should be used first or checked again soon.

This can help the team prioritise the use of expiring products and makes it easier to find them during future expiry checks. It can also help if another team member needs to physically locate an expiring medicine that has already been recorded in PharmaAudit.

Any physical marking system should be clear, consistent, and agreed by the pharmacy team so that everyone understands what the marker means.

Yes. Once a stock item has been added, it will appear on the Stock screen.

You can search stock records by medicine name, barcode, or location. This helps you quickly find a specific item, check its expiry date, update its quantity, or confirm where it is stored.

You can also organise the Stock screen by useful options such as expiry date or recorded value, helping the team focus on short-dated stock or higher-value items.

“Expiring soon” helps you identify stock that is approaching its expiry date.

PharmaAudit includes time filters such as this month, 1 month, 3 months, and 6 months, so the pharmacy team can review short-dated stock in a way that matches your SOP.

Yes. Open the item from the Stock screen, change the location, and save the item.

Keeping locations up to date helps make expiry checks more accurate and makes it easier for the team to find stock during audits, recalls, or waste checks.

Yes, but deleting should normally be used only when a record was added by mistake.

If stock has genuinely expired, been destroyed, or removed from active use, it is usually better to use the appropriate stock action, such as waste/destroy, so the action is recorded properly for audit and reporting purposes.

When stock is destroyed or recorded as waste, it is moved out of active stock and recorded in Waste History.

The waste record can include the medicine, expiry date, quantity, location, date destroyed, staff member, and recorded value if price tracking is enabled. This information can then be used in waste reports.

PharmaAudit gives different options depending on what has happened to the stock item.

Delete should usually be used only when a record was added by mistake. Deleting removes the item record and it should not normally be used for genuine expired, wasted, or removed stock.

Remove means the item has been taken out of active stock but has not yet been destroyed. This can be useful if stock has been removed from the shelf and is waiting for a later check, correction, price update, or destruction. Removed items are no longer treated as active stock.

Destroy means the item has been removed from active stock and destroyed or recorded as waste. Destroyed items are moved into Waste History and can appear in waste reports, including quantity, date destroyed, staff member, and recorded value if price tracking is enabled.

In general:

Use Delete if the record was created by mistake.
Use Remove if the item is no longer active but has not yet been destroyed.
Use Destroy when the item has actually been destroyed or recorded as waste.

Yes. A medicine name or description should be entered so the stock record is clear and easy to identify.

Some common medicine names may already be available in the app. If a medicine is not recognised, you can enter the name manually.

Once entered, PharmaAudit can remember medicine names and barcode links for future use. This means that the next time the same barcode is scanned, the app can help reuse the previous medicine details and reduce manual entry.

If you scan a medicine barcode that has been used before, PharmaAudit can recognise it and ask whether you want to reuse the previous medicine details.

This is useful when you have more than one box of the same medicine in the pharmacy.

If the same medicine details are reused and the expiry date and location match an existing stock record, PharmaAudit can automatically combine the stock into one record by updating the quantity, instead of creating duplicate entries.

If the expiry date or location is different, the item can be kept as a separate stock record so it can be tracked correctly.

The Expiry Cycle feature helps the pharmacy team record regular expiry checks across pharmacy locations.

Instead of only adding individual stock items, the Expiry Cycle allows you to track whether each location has been checked during the current cycle, who checked it, and when it was completed.

You first set up your pharmacy locations, such as the dispensary shelf, fridge, CD cabinet, OTC, or specials shelf.

When an expiry cycle is active, PharmaAudit shows each location that needs checking. As the team completes each area, they can mark the location as checked. This creates a record of the check, including the staff member and date/time.

The frequency depends on your pharmacy’s own procedures. PharmaAudit can support different check frequencies, such as monthly, every 3 months, or every 6 months.

You should choose a frequency that matches your SOPs, workload, and risk areas. Some pharmacies may check high-risk areas, short-dated stock, or fridge items more frequently.

Not necessarily. The Expiry Cycle feature is designed to record that a location has been checked.

You can still add or update individual stock items during the check if you find short-dated, expired, removed, or wasted stock. This helps keep both the cycle record and stock records up to date.

Yes. You can start a new expiry cycle when you are ready to begin a new round of expiry checks.

Starting a new cycle will replace the current active cycle (if one is not completed). The previous cycle is kept as part of the expiry check history, so you can still keep a record of earlier completed checks.

If the current cycle has not been completed, PharmaAudit may warn you before starting a new one. This helps prevent accidentally replacing an unfinished cycle.

If automatic cycle renewal is enabled in Settings, PharmaAudit can start the next expiry cycle automatically once the current cycle has been completed. This helps the pharmacy continue regular expiry checks without needing to manually create each new cycle.

Locations can be added or updated as your pharmacy setup changes. Active locations can be included in expiry checking automatically, so your cycle can reflect the areas currently used by the pharmacy.

Yes. PharmaAudit can generate expiry check reports so the pharmacy can keep evidence of completed checks.

These reports can be useful for internal reviews, audits, SOP monitoring, or demonstrating that expiry checks have been carried out.

No. The Expiry Cycle is an audit support tool. It helps record that locations have been checked, but the pharmacy team remains responsible for physically checking stock, following SOPs, removing expired medicines, recording waste, and taking appropriate action.

The Medicine Recalls feature helps pharmacy teams check and record medicine recall notices in PharmaAudit.

It allows the pharmacy to review recall information, check whether affected stock is present, record the action taken, and keep an audit trail of recall checks.

Go to Settings and enable the medicine recalls feature. You can also check that the recall country or source is set correctly for your pharmacy.

Once enabled, recalls can be checked from the Recalls area of the app.

When a new recall appears, open the recall notice and review the details carefully.

You should then check your pharmacy stock according to your local SOPs. If the affected item is not present, mark it as Not in stock. If action is required, record the action taken.

Not in stock means the pharmacy has checked for the affected medicine or batch and does not currently hold the affected stock.

This helps create a record that the recall notice was reviewed and the pharmacy checked its stock.

Action taken means the pharmacy identified that action was required and recorded what was done.

For example, this may include removing affected stock from active stock, quarantining it, recording waste, following supplier instructions, or documenting another action according to local SOPs.

Yes. Notes can be added to a recall record to document what was checked or what action was taken.

This can help provide a clearer audit trail, especially where the recall required further investigation or follow-up.

Yes. PharmaAudit can include recall records and actions in recall reports.

These reports can help demonstrate that recall notices were reviewed, stock was checked, and appropriate action was recorded.

Archiving helps keep the active recall list tidy once a recall has been reviewed and completed. By default archiving is automatic: recalls are archived after 30 days.

Archived recalls are not treated as active items requiring attention, but they can still form part of the recall history.

No. PharmaAudit is an audit and record-keeping tool. Pharmacy teams remain responsible for reviewing official recall notices, checking affected stock, following local SOPs, and taking appropriate action.

Always follow the official recall notice, supplier instructions, and your pharmacy’s procedures.

The Near Miss Log helps pharmacy teams record dispensing near misses in a structured way.

It allows the pharmacy to record what happened, which medicine was involved, contributing factors, action taken, and which staff members were involved. This helps support learning, reflection, and safer dispensing processes.

A near miss is usually an error or potential error that is identified before the medicine reaches the patient.

Examples may include selecting the wrong medicine, wrong strength, wrong form, wrong quantity, wrong label, or another dispensing issue that was caught before supply.

Pharmacy teams should follow their own SOPs and professional guidance when deciding what to record.

Go to the Near Miss section and create a new entry.

You can record details such as the type of near miss, the intended medicine, the medicine dispensed or selected instead, contributing factors, action taken, staff member, and any additional notes.

Yes. PharmaAudit can generate near miss reports for review, for example in PDF format.

Reports can help the pharmacy look at patterns over time, such as common types of near miss, medicines involved, contributing factors, and actions taken.

Recent Near Misses are located at the bottom of the Near Miss screen. All Near Misses can be accessed by clicking History tab on the same screen.

Yes. If a record needs correcting or updating, it can be edited.

Any edits should be made carefully so the record remains accurate and useful for audit, reflection, and learning.

Only ‘recent’ near misses can be edited from the Near Miss screen.

No. The Near Miss Log is a record-keeping and learning support tool.

Pharmacy teams remain responsible for following local SOPs, professional standards, reporting requirements, and any appropriate escalation processes.

Cloud Sync Beta allows signed-in devices to connect to the same pharmacy workspace and keep selected PharmaAudit records aligned across devices.

This can include stock items, locations, staff members, waste records, near misses, expiry cycle checks, recall actions, and key pharmacy settings.

No. PharmaAudit can still be used locally on one device without Cloud Sync Beta.

Cloud Sync Beta is optional and is designed for pharmacies that want to use PharmaAudit across more than one signed-in device.

Cloud Sync Beta is useful if more than one pharmacy device needs access to the same audit records.

For example, one device may be used for stock and expiry checks, while another device may be used to review waste records, near misses, recalls, or reports.

Go to Settings and open Cloud Sync Beta.

Sign in or create an account, then create or select your pharmacy workspace. Once the workspace is selected, press Sync Now to upload or download the latest pharmacy data.

If you are setting up a second device, sign in with the same account, select the same workspace, and press Sync Now before adding new records.

A pharmacy workspace is the shared cloud area for your pharmacy’s PharmaAudit records.

Devices connected to the same workspace can sync pharmacy data so that the team can work from the same stock, audit, recall, waste, near miss, and expiry check records.

Yes. Sign in on both devices, select the same pharmacy workspace, and press Sync Now on each device.

When adding a new device, always sync first before entering new data. This helps the device download the latest pharmacy records before it starts adding or changing records.

Cloud Sync Beta can sync selected pharmacy records, including:

• Stock and expiry records
• Locations
• Staff members
• Waste records
• Near miss records
• Expiry cycle checks
• Recall actions
• Key pharmacy settings

Some device-specific settings may remain local to the device.

Yes, it is still recommended to export manual backups from time to time.

Cloud Sync Beta helps keep records aligned across devices, while backup files provide an extra safety copy that can be stored separately if needed.

Before using a new device for live records:

1. Install PharmaAudit.
2. Sign in to Cloud Sync Beta.
3. Select the correct pharmacy workspace (Usually auto-selected).
4. Press Sync Now.
5. Check that locations, staff, stock, recalls, near misses, and expiry cycle records have downloaded correctly.

First, press Sync Now again on both devices.

If the issue continues, check that both devices are signed in, connected to the same pharmacy workspace, and using the latest app version.

If records still do not appear, contact support and include the app version, device model, Android version, pharmacy workspace name, and a short description of what was added or changed.

Cloud Sync Beta uses account sign-in and a pharmacy workspace to keep synced records linked to authorised access.

PharmaAudit is designed so that only signed-in users connected to the relevant workspace can access that workspace’s synced records. Pharmacy teams should still use appropriate device security, strong passwords, and local procedures for staff access.

Cloud Sync Beta is being introduced gradually so it can be tested carefully in real pharmacy use.

The feature is designed to support multi-device use, but because pharmacy records are important, it is labelled Beta while sync behaviour, usability, and edge cases continue to be monitored and improved.

First, check that both devices are signed in to the same Cloud Sync account and are using the same pharmacy workspace.

On the device where the data was added or changed, tap Sync Now and wait for the sync to complete. Then open the second device and tap Sync Now there as well.

If the data still does not appear, check that both devices have an internet connection and are running the latest version of PharmaAudit. If you recently restored a backup, complete a manual Sync Now after the restore before relying on another device.

If the issue continues, avoid deleting or re-entering large amounts of data. Contact support with the approximate time of the sync, the device used, and what type of record is missing, for example stock item, waste record, near miss, location, or staff member.

A sync warning means PharmaAudit could not fully complete one part of the sync. This may be caused by a temporary internet issue, an interrupted sync, old restored backup data, or a record that needs to be checked before it can safely sync.

First, check your internet connection and tap Sync Now again. In many cases the next sync will complete normally.

If the warning continues, do not repeatedly delete and re-add the same records. Check whether the affected record looks correct in the app, including medicine name, expiry date, quantity, and location. If you use more than one device, avoid editing the same record on both devices at the same time.

If the warning persists, contact support and include the warning message, the time it happened, the device used, and what you were trying to sync. PharmaAudit keeps local data on the device, so a sync warning does not automatically mean your local records have been lost.

PharmaAudit includes reports to help pharmacies review stock activity, expired or wasted items, expiry checks, recalls, and near miss records.

The available reports may include waste reports, expiry cycle records, recall action reports, and near miss summaries. Reports are designed to support pharmacy record keeping, internal reviews, and audit preparation.

Yes. PharmaAudit allows selected reports to be exported so they can be saved, shared, printed, or reviewed outside the app.

Exports may be useful for monthly checks, audit evidence, SOP reviews, team meetings, or keeping a separate record for pharmacy files.

Reports may be exported in formats such as CSV or PDF, depending on the report type.

CSV exports are useful for spreadsheets and further analysis. PDF-style reports are useful for saving or printing a readable record.

Yes. Waste records can be reviewed and exported by month. The report may include medicines recorded as destroyed or wasted, including the medicine name, expiry date, quantity, location, staff member, date recorded, and value where price tracking is enabled.

This can help with monthly waste review and internal pharmacy records.

Yes, if price tracking is enabled and a pack price has been entered. PharmaAudit can calculate an estimated waste value based on the price recorded for the item.

If price tracking is not enabled, the waste report can still show the medicine, quantity, expiry date, and destruction details, but without a calculated value.

No. Previous waste records should remain based on the information recorded at the time the item was destroyed or wasted.

Changing the price of an active stock item later should not rewrite the value of older waste records.

Yes. Near miss records can be reviewed and exported for audit, learning, and team review.

The export may include the near miss type, medicine involved, contributing factors, staff involved, action taken, notes, and the date recorded.

Yes. Recall records and actions can be exported where available. This can help show whether a recall was reviewed, whether the item was in stock, and what action was taken.

This is intended to support internal pharmacy records, but it does not replace official recall notices, SOPs, or professional judgement.

Yes. Expiry cycle records can be exported to show which pharmacy locations were checked, when they were checked, and who completed the check.

This can help provide evidence that expiry date checks are being completed regularly.

Reports are usually generated from the data stored in the app. If Cloud Sync Beta is enabled, the underlying records can sync between devices, and each device can generate reports from the synced data.

The exported report file itself is not necessarily synced as a separate file. If you export a report, save or share the file as needed.

Yes, selected reports can be filtered by month or reporting period. This is useful for monthly waste reviews, near miss summaries, expiry checks, and recall records.

Yes. PharmaAudit reports are designed to support pharmacy audits, internal record keeping, and team review.

However, pharmacies should still follow their own SOPs, legal requirements, NHS or regulatory guidance, and professional judgement.

Exported reports should be stored according to your pharmacy’s SOPs and information governance procedures.

If a report contains staff names, medicine details, or pharmacy records, it should be stored securely and only shared with appropriate people.

Yes, exported reports can usually be shared or saved using the device’s normal sharing options.

Before sharing, check that the report does not contain information that should remain confidential or be restricted to authorised pharmacy staff.

First, check that the correct month or report period has been selected. Then check that the underlying records in the app are correct, including dates, quantities, locations, staff names, and item status.

If the issue continues, avoid deleting records unless you are sure they were entered by mistake. Contact support with the report type, date range, and an example of what looks wrong.

PharmaAudit stores pharmacy audit records entered into the app. This may include stock items, expiry dates, quantities, locations, waste records, recall actions, near miss records, staff names, pharmacy details, and app settings.

The app is designed for pharmacy operational and audit records. It should not be used to store unnecessary patient-identifiable information unless your pharmacy’s SOPs allow it and there is a clear reason.

PharmaAudit is not designed as a patient medication record system. Stock, expiry, waste, recall, and near miss records should usually be recorded without patient-identifiable information.

If a pharmacy chooses to enter any personal or sensitive information into notes or free-text fields, it is responsible for making sure this is appropriate, necessary, and handled according to its own SOPs and information governance requirements.

PharmaAudit can store data locally on the device. If Cloud Sync Beta is enabled, selected pharmacy data is also stored securely in the cloud so it can sync between authorised devices in the same pharmacy workspace.

If Cloud Sync Beta is not enabled, records remain local to the device unless exported or backed up manually.

No. PharmaAudit can be used without Cloud Sync Beta. In that case, records are stored locally on the device, and the pharmacy should use manual backup/export options to protect important records.

Cloud Sync Beta is useful when a pharmacy wants to use more than one device or keep cloud-based synchronisation between devices.

Only users who are signed in and have access to the pharmacy workspace should be able to view or sync that workspace’s data.

Pharmacies should only give workspace access to appropriate staff members and should remove access if a staff member no longer needs it.

Yes, the camera may be used for barcode scanning. The camera is used to read supported barcodes and 2D medicine codes.

PharmaAudit does not need to store photos or videos for normal barcode scanning.

Exported reports are saved or shared using the device’s normal file and sharing options. Once a report is exported from the app, the pharmacy is responsible for storing and sharing it securely.

Reports may contain pharmacy records, staff names, medicine details, stock values, or audit information, so they should only be shared with appropriate people.

Yes. If you are not using Cloud Sync Beta, manual backups are especially important. If you are using Cloud Sync Beta, backups may still be useful as an additional safety measure or for local record keeping.