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Paid Pack

Drug-licence expiry tracker

Track drug-licence (DL) validity for manufacturers, suppliers, and customers with 90/60/30/7-day alert windows, so you never trade against a lapsed licence.

5 min read · updated 28/05/2026

Paid Pack · locked

This article is part of the Pharma PackPharma Pack

You can read the guide. The actions it describes unlock when an owner adds this Pack in Billing & entitlements.

Overview

Every party you trade with under a pharma licence — the manufacturer who supplies you, the wholesaler you buy from, the chemist you sell to — runs on a drug licence that expires. Trade against a lapsed one and it is your problem, not theirs. This screen keeps a running list of every DL coming up for renewal, sorted by how few days are left, so a renewal never slips past you in the daily rush.

Paid Pack · locked

This article is part of the Pharma PackPharma Pack

You can read the guide. The actions it describes unlock when an owner adds this Pack in Billing & entitlements.

This is part of the Pharma Pack (a paid add-on). To turn it on, the Owner installs the Pharma Pack from Settings → Billing. The tracker is live the moment the Pack is installed — none of its powers exist for any tenant until then.

Where to find it

Web only. Open it at Pharma → Drug-licence expiry — canonical route /pharma/dl-expiry. It sits in the Owner's sidebar; no other role sees it.

You land on three KPI tiles — expiring this week, expiring this month, expired — over a table of upcoming and already-lapsed licences, soonest first.

Key concepts

  • Drug licence — the regulator-issued wholesale/retail licence each trading party holds, with a hard validity date.
  • Alert window — the tracker buckets each licence into the nearest of 90 / 60 / 30 / 7 days before expiry. The table's Window column shows which bucket a row fired in.
  • Entity type — every licence belongs to a manufacturer, supplier, or customer. The table tags each row with its type, and you can filter to one type at a time.
  • Days until expiry — the count is colour-coded so the eye finds the danger first: expired rows show pink, under-30-days show butter (warning), and anything calmer sits in lavender.

The list is built from a nightly sweep and is a fast working view, not your permanent record — the regulator-relevant trail lives in the 84-month audit log.

Common workflows

1
Scan the three tiles
Open Pharma → Drug-licence expiry. The top tiles tell you the count expiring this week, this month, and already expired. If "expired" is anything but zero, start there.
2
Narrow the table
Use the Entity filter (manufacturer / supplier / customer) and the Window dropdown (7, 30, 60, or 90 days) to focus on what needs chasing now.
3
Read the row
Each row shows the type tag, entity ID, DL number, the expiry date (DD/MM/YYYY) and days-until-expiry. Use the DL number to chase the renewal with that party.
4
Pre-stage a known expiry
Hit Record drug license, pick the entity type, paste the entity ID and DL number, and set the expiry date (YYYY-MM-DD). The nightly sweep fills in the rest of the alert.
5
Acknowledge a handled alert
Once you've chased or renewed a licence, hit Acknowledge on that row to clear it from your working list.

Role notes

Only the Owner reaches this screen — it is absent from every other role's sidebar. Once the Pharma Pack is installed, the Owner holds all four actions here: viewing the list and opening a row (pharma.dl_expiry.read), recording a new licence to track, and acknowledging an alert (pharma.dl_expiry.acknowledge). Before the Pack is installed, no pharma permission is granted to anyone, including the Owner.

Tips & time-savers

Tip
You don't have to hand-enter most licences. The nightly sweep reads the DL validity date already stored on your manufacturer, supplier, and customer records and raises the alert for you. Keep those dates filled in and the tracker stays current on its own — use Record drug license only to pre-stage a licence you don't have on a master yet.

For fast triage, drop the Window dropdown to 7 days when you only want this week's fires, then widen to 90 to plan the month ahead.

Gotchas

Warning
A blank validity date on a master record produces no row and no alert — the tracker can only watch licences whose expiry date it knows. A missing date means you can still bill against a lapsed licence without a single warning. When you onboard a manufacturer, supplier, or customer, fill the DL validity date in.
Warning
Acknowledge only clears the alert from your working list — it does not renew the licence. The underlying validity date is unchanged, so an acknowledged-but-unrenewed licence can surface again on a later sweep. Acknowledge means "I've seen it and handled it," not "it's fixed."

Related

Related
Pharma Pack overviewNarcotics register