DawaTrack for facilities
Receive and dispense, on one record
Stock you receive is matched to what your supplier shipped. What you dispense is recorded by batch. Free for facilities.
- Purchase order, confirmed by the supplier
- Receiving and scanning
- Inventory by batch
- Dispensing and transfers
- Quarantine, expiry and write-offs
Your supplier records what it shipped to you. When the delivery arrives you receive it in DawaTrack, and each batch is matched to that shipment.
When you dispense, the batch is recorded too. That gives your supplier and the regulator one record of where each batch went, and lets a recall reach the batches you hold.
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What your facility does in DawaTrack
GS1 DataMatrix from 2027
From 1 January 2027, imported medicines must carry a GS1 DataMatrix under the Pharmacy and Poisons Board traceability standard.
DawaTrack reads those codes at receiving, at stock counts and at scan out. When a supplier recalls a batch you hold, it is quarantined and can't be dispensed.
Source: Pharmacy and Poisons Board.
Example data.
Dispensing by scan out
Scan the pack you hand over. DawaTrack records the dispense against the delivery that brought that batch in, so a recall can follow it to the patient. It doesn't run a till: payment stays where it is today.
- One scan and one tap per pack, with a phone camera or a handheld scanner
- The batch on the pack is the one recorded. A barcode without the batch, on a product with several batches here, asks which
- The patient is optional; a prescription-only medicine needs its prescription and a registered pharmacist
- A severe allergy on the patient's record is shown before the pack goes
- A quarantined batch, or a recalled one (unless the recall is only a caution alert), can't be dispensed
Scan out · Pharmacy A
Main branchAmoxicillin 500 mg capsules
Batch BTH-2026-041 · exp. Nov 2027 · from the delivery of 3 Oct
Example data.
Inventory by batch and expiry
Know what you hold, where, and when it expires. Every change to stock is a recorded movement.
- Product catalogue with CSV import and bulk price updates
- Batches with expiry dates and quantities per branch
- A movement history for every receipt, sale, transfer, adjustment and return
- Stock adjustments that need approval
- Stock takes with scan counting, reconciliation and a PDF count sheet
- Alerts every 30 minutes for batches expiring within 30 days and items at reorder level
- A nightly check of stock on hand against its movement history
- Quarantine for recalled batches, and returns to the supplier
Batches · Amoxicillin 500 mg
Main branch| Batch | Expiry | On hand | Status |
|---|---|---|---|
| BTH-2025-187 | 31 Jan 2027 | 14 | Sell first |
| BTH-2026-041 | 30 Nov 2027 | 1,284 | Sellable |
| BTH-2026-077 | 31 Jan 2028 | 340 | Sellable |
| BTH-2025-102 | 15 Dec 2026 | 60 | Quarantined |
Example data.
Receiving from your suppliers
A delivery is received against what the supplier shipped, so each batch arrives already on record.
- Purchase orders sent to a supplier's DawaTrack portal, with their confirmation shown on your order
- Receiving by scanning, matched to the order line
- Goods received notes that add each batch to stock
- Deliveries a supplier declares to you appear under Receive stock, ready to receive
Order PO-000317
Confirmed by supplier- Draft
- Sent
- Confirmed
- Received
Amoxicillin 500 mg capsules
3,000
Paracetamol 500 mg tablets
2,000
Example data.
Prescriptions and compliance
Prescriptions, controlled drugs and recalls, kept on record as you work.
- Prescriptions with an attached image, verified and then dispensed
- An optional second sign-off, by another user, for controlled-drug prescriptions
- The controlled-drugs register
- An allergy check at scan out against the patient's record
- Recalled batches quarantined, with alerts and an acknowledgement on record
- A patient's data can be exported or erased on request
Prescription RX-00213
Awaiting sign-offMorphine sulphate 10 mg tablets
10 tabs
Controlled drug · prescriber details and image attached
The prescription can be dispensed once the second sign-off is given.
Example data.
Branches and staff
Run one branch or several from one account. Each person sees what their role needs.
- Stock per branch, and transfers that are sent and then received
- Roles: administrator, pharmacist, staff and read-only auditor
- Staff invited by email, with an activity log for each person
- Your own portal address, such as yourpharmacy.dawatrack.com
Transfer TR-00058
SentMain branch
Westlands branch
Amoxicillin 500 mg · BTH-2026-041
200
- Pharmacist 1Pharmacist
- Staff 1Staff
- Staff 2Staff
Example data.
What it does for you
Expiring stock in view
The dashboard lists the batches expiring within 90 days, and expired stock still on hand, so they go out or come off the shelf first.
Recalls handled at the counter
A recalled batch you hold is quarantined and can't be dispensed. Your acknowledgement goes back to the supplier.
One record with your suppliers
What you receive is matched to what your supplier shipped, batch by batch.
Free for facilities
Pharmacies, clinics and hospitals use DawaTrack free, with no limit on branches or staff and no credit card. Manufacturers and distributors pay.
See pricingReceive and dispense on one record
Free for facilities, no credit card