The verdict in three sentences
A Dakar pharmacy loses on average 180,000 FCFA per month because 23% of essential medicines are out of stock when the customer arrives. A real-time alert system - threshold per active ingredient, SMS to the pharmacist at 30 units, automatic order to the wholesaler within 24 h - brings that rate down to 4%. At 45,000 FCFA/month, payback is reached in 2.5 months for a pharmacy with 60,000 FCFA in daily revenue.
The real cost of a stock-out
When a patient cannot find their blood-pressure pill or antibiotic, they go to the pharmacy next door and often never come back. The loss is therefore not just the day's sale: it is loyalty. The system monitors each active ingredient (INN), triggers an alert before the stock-out and proposes the order to the right distributing wholesaler.
| Indicator | Without system | With alerts |
|---|---|---|
| Essentials stock-out rate | 23% | 4% |
| Missed sales / month | 180,000 FCFA | 31,000 FCFA |
| Restock delay | 4-6 days | < 24 h |
| Inventory time / week | 6 h | 1.5 h |
| System cost / month | — | 45,000 FCFA |
| Expiries detected | manual | auto 90 days ahead |
How threshold alerts work
Each product gets a minimum threshold calculated from real turnover over the last 90 days. As soon as stock drops below it, the pharmacist gets an SMS and a notification. For fast-moving products, the wholesaler order can be pre-filled automatically. The module follows the DPML protocol for psychotropics: enhanced traceability, double validation, digital register.
| Category | Typical threshold | Action |
|---|---|---|
| Antihypertensives | 30 units | SMS + auto order |
| Antibiotics | 25 boxes | SMS + auto order |
| Psychotropics (DPML) | 10 units | alert + double validation |
| Antimalarials | 40 units | reinforced seasonal SMS |
| Common generics | 50 units | weekly grouped order |
| Cold-chain products | 15 units | alert + cold-chain check |
Mini case study
Awa, owner of a pharmacy in Grand-Yoff, makes 60,000 FCFA in daily revenue, about 1,560,000 FCFA/month. With a 23% stock-out rate, she loses 180,000 FCFA in sales. After installing the system at 45,000 FCFA/month, her rate drops to 4%: she recovers 149,000 FCFA in sales per month. Net of software cost, her monthly gain is 104,000 FCFA, a payback in under 2.5 months, not counting avoided expiries.
FAQ
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Does the system connect to Dakar's distributing wholesalers?
Yes, it can generate pre-filled purchase orders for the main wholesalers and send the order as soon as a threshold is crossed, cutting the restock delay below 24 h instead of 4 to 6 days.
Is it compliant with the DPML protocol for psychotropics?
The module includes enhanced traceability with a digital register and double validation for controlled substances, in line with DPML requirements, which also simplifies inspections.
How long to enter all my stock at the start?
The initial import is done by barcode scan or file import. A medium-sized pharmacy is operational in 2 to 3 days, and weekly inventory time then drops from 6 h to about 1.5 h.
Can the software be paid via Wave or Orange Money?
Yes, the 45,000 FCFA/month subscription is payable by Wave or Orange Money, with no mandatory annual commitment, which suits an independent pharmacy's cash flow.
Does the system handle expiry dates?
It automatically detects products nearing expiry up to 90 days in advance, allowing batches to be sold or returned before a total loss.
Let's talk about your project. We install your DPML-compliant stock alert system with Wave payment. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
