Manual Bulk Allocation: Control batch allocations efficiently across multiple scripts

Manual Bulk Allocation in Compound Direct allows your pharmacy to allocate internal or external batch stock to multiple scripts after the stock is available for use. This means the internal batch manufacture record must be signed off before bulk confirmation and allocation. In contrast, the external batch stock can be confirmed and allocated once the supplied batch record is approved and opened.

This blog focuses on bulk allocating an internal and external batch stock. It covers the difference between the two types of batch stock, when these workflows are useful, and how to bulk-allocate multiple scripts to a single internal batch manufacture record in Compound Direct.

✔ Controlled post-preparation allocation
Allocate internal batch stock only after the batch has been prepared, checked, signed off, and approved for use. For external batch stock, allocate only after the externally supplied batch details have been received, checked, recorded, and approved for use.

✔ Efficient batch stock allocation
Assign internally prepared or externally supplied batch stock to multiple scripts while maintaining clear lot and batch tracking.

✔ Clearer traceability across scripts
Maintain batch-level links between scripts, patients, and stock records to support recalls, investigations, and final checks.

The TGA requires compounded medicines to be prepared in response to a prescription for an identified patient. As a result, Australian pharmacies cannot routinely manufacture and hold surplus compounded stock without risking non-compliance through anticipatory compounding.

Compound Direct is designed to support pharmacies operating within these requirements. By maintaining prescription-level traceability throughout the dispensing and batch allocation process, the platform enables efficient workflow management while helping pharmacies meet their regulatory obligations with confidence.

Internal batch stock refers to compounds prepared within your pharmacy. Scripts can be bulk allocated after the batch has been compounded, signed off, and approved for use.

This workflow is commonly used by pharmacies that prefer to complete preparation and pharmacist verification before assigning stock to patients and printing labels.

Note: For this walkthrough, we will use a formulation that has already been converted into batch stock. The purpose of this walkthrough is to demonstrate how batch stock can be allocated using the Bulk Allocation feature.

A single batch manufacture record will be created to fulfil these prescriptions, allowing your team to prepare a batch, sign off the batch, bulk allocate scripts and bulk print labels while maintaining full traceability to each patient script.  

In this scenario, your pharmacy has received five identical prescriptions for 150 mL of Mupirocin 1% Nasal Spray, which have been drafted and dispensed but not yet allocated. This allows you to bulk allocate the available stock before finalising the dispensed prescriptions.

On the Dispensed Record page, click ‘View Stock’ to open the stock record where you can create a batch manufacture.

On the Batch Stock page, click ‘Manufacture Batch’.

Enter the required quantity and click ‘Create Batch Manufacture’.

You will be redirected to the Batch Manufacture page, where you can view and start the preparation.

On the Batch Manufacture page, click ‘View Preparation’.

Click ‘Start Preparation’ and follow the formulation steps until preparation is complete.

After preparation is complete, click ‘✔ Sign Off’ to confirm the batch manufacture record has been checked and finalised.

Then click ‘Approve & Open Batch’ to enable allocation to scripts.

On the Edit Stock Batch page, click ‘View Allocations’ to see all unallocated scripts.

On the Stock Batch page, tick the uppermost checkbox to select all unallocated scripts, then click ‘Assign’ to bulk allocate the prepared batch manufacture record.

Once all stock on hand (SOH) has been allocated, additional scripts cannot be assigned to a batch.  

If you do not wish to select all, click the plus button on each desired dispensed script to be assigned.

Leave the uppermost checkbox ticked, then click ‘Print Labels’ to bulk print the labels.

Select the required label variant, printer, and paper type settings from the drop-down menus. If needed, tick the checkbox to save the printer as the default device, then click ‘Print’.

You may proceed to confirm the allocation of scripts by signing off individual dispense records. 

Click on the Dispensed Record ID to open one of the allocated scripts.

You will be redirected to the Dispensed Record page.

Important note: Signing off the dispense record is the final confirmation step in the allocation process. It is important to carefully review all details before signing off, as this action confirms that the allocation is complete and accurate. Once the dispensed record has been signed off, the batch cannot be unassigned.

On the Dispensed Record page, the lot/batch no. and quantity are already confirmed, allocated, and ready for final checking.

Once checked, click ‘✔️ Sign Off’ to finalise the dispensed record.

Click the back arrow to return to the Stock Batch page and repeat the same process for the remaining allocated scripts.

Once all allocated scripts have been signed off on the Stock Batch page, they will move from Allocated Script to Signed Off.

This workflow helps ensure that stock is only assigned after the compounded batch has been fully prepared and verified. For pharmacies that prefer stricter post-compounding allocation processes, this can provide an additional layer of verification before dispensing occurs. This also eradicates the need to manually confirm and allocate the internal batch stock to each dispensed record.

External batch stock refers to products supplied by an external manufacturer or supplier. It is commonly used when a product cannot be compounded in-house due to equipment, expertise, regulatory, or supply limitations. 

Note: For this walkthrough, we will use a pre-existing external batch stock record with available stock on hand that has already been approved and opened to demonstrate how to allocate stock using the Bulk Allocation feature.

Because the product has already been manufactured and supplied, your pharmacy can review the batch record, bulk allocate scripts, and bulk print labels while maintaining full traceability between the batch allocation and the individual patient prescription.

In this scenario, your pharmacy has received five identical prescriptions for Lidocaine 5% Topical Cream, which have been drafted and dispensed but not yet signed off. This allows you to bulk allocate the available stock before finalising the dispensed prescriptions.

It is important to ensure that the external batch stock has sufficient stock on hand before dispensing and allocation. 

To learn more about how to manage external batch stock records, please refer to the External Batch Stock User Guide.

Go to ‘Settings’ and select ‘Drugs & Batch Stock’ from the menu. Click ‘More Filters’ to narrow down the list.

Select ‘External Batch Stock’ from the ‘Stock Type’ drop-down menu and select the ‘External Batch Stock’ for the scripts dispensed earlier.

Click on the ‘Lot/Batch No.’ to view an external batch stock record.

To get started on bulk allocating the stock for the five identical scripts and printing labels, click ‘View Allocations’.

You will be redirected to the Stock Batch page, where you can bulk allocate and print labels.

On the Stock Batch page, tick the uppermost checkbox to select all unallocated scripts, then click ‘Assign’ to bulk allocate the external stock batch. 

If you do not wish to select all, click the plus button on each desired dispensed script to be assigned.

Note: No additional scripts may be assigned to a batch once its stock on hand (SOH) has been fully allocated.

Confirm the external batch stock using either: scan via scanner/camera or manually enter a lot number option.

Any device with a camera can be used as a scanner in your workspace.

If entering the lot number manually, type the lot number into the field.

The system will automatically confirm the batch once it is scanned or manually entered. This serves as an additional check to ensure the correct product is being dispensed.

On the Stock Batch page, leave the uppermost checkbox ticked, then click ‘Print Labels’ to bulk print the labels.

Select the required label variant, printer, and paper type settings from the drop-down menus. If needed, tick the checkbox to save the printer as the default device, then click ‘Print’.

You may proceed to confirm the allocation of scripts by signing off individual dispense records. 

Click ‘Dispensed Record ID’ to open one of the allocated scripts. 

You will be redirected to the Dispensed Record page.

Important note: Signing off the dispense record is the final confirmation step in the allocation process. It is important to carefully review all details before signing off, as this action confirms that the allocation is complete and accurate. Once the dispensed record has been signed off, the batch cannot be unassigned.

On the Dispensed Record page, the lot/batch no. and quantity are already confirmed, allocated, and ready for final checking.

Once checked, click ‘✔️ Sign Off’ to finalise the dispensed record.

Click the back arrow to return to the Stock Batch page and repeat the same process for the remaining allocated scripts.

Once all allocated scripts have been signed off on the Stock Batch page, they will move from Allocated Scripts to Signed Off. 

Bulk allocation for external batch stock helps pharmacies manage supplier-provided stock more efficiently while maintaining clear traceability across multiple scripts.

Because stock on hand is already available before dispensing, pharmacies can bulk allocate and confirm stock quickly without individually compounding batches or assigning external batch stock to each dispensed record.

Compound Direct’s Bulk Allocation helps pharmacies manage internal and external batch stock more efficiently while supporting clear stock control and traceability.

For internal batch stock, the workflow ensures scripts are allocated only after preparation and sign-off. For external batch stock, it allows supplier-provided batches to be assigned across multiple scripts while maintaining consistent lot tracking.

By reducing repetitive allocation steps and improving visibility between batches and patients, Compound Direct helps your pharmacy maintain a more controlled and scalable dispensing workflow.

Will bulk allocation affect stock availability?

Yes. Once stock is allocated, the available quantity for that batch is reduced accordingly so inventory records remain up to date.

Can I allocate part of a batch instead of the full amount?

Yes. A partial quantity can be allocated provided enough stock is available.

What happens if there is not enough stock available?

If there is insufficient stock in the selected batch, only the available quantity can be allocated. The remaining quantity must be allocated later or from another batch.

Why can’t I allocate an internal batch before sign-off?

When conditional allocation is turned off, internal batch stock must be compounded, signed off, and approved before it can be allocated to scripts.

Does bulk allocation help with traceability?

Yes. Because stock is allocated by batch, the system maintains clearer inventory tracking and stronger batch traceability.

Can allocated stock be changed later?

This depends on the allocation status and your workflow. Allocated scripts can still be edited or unallocated, while signed-off scripts cannot.

Why am I unable to allocate a batch?

Common reasons include:

• There is no available stock in the batch
• The requested quantity exceeds the available amount
• The scripts have already been signed off
• The internal batch has not yet been approved for allocation

How do I know which batch to allocate?

Select the batch that matches the required item and contains sufficient available stock. Your internal process may also guide batch selection based on operational or traceability requirements.

Is bulk allocation the same as reserving stock?

Not always. Allocation usually means stock has been assigned to a specific script or requirement. A reservation may refer to holding stock before final allocation, depending on your workflow.

All names and medical data shown in software screenshots are fictional and for demonstration purposes only. These figures represent fictional persons; any resemblance to real individuals is purely coincidental. Use of existing fictional names is for illustrative purposes and does not imply affiliation or endorsement.