Lots and expiry dates

A lot is a batch of goods received together under one number. In the item form tick Stocked product (quantities and cost are tracked), then Track lots and expiry. Type the Shelf life (days) if it is fixed, so the system dates the expiry on receipt when none is written.

On a supplier bill, the Lot and Expires columns appear for these items, and also when you receive a purchase order. On a build you get Output lot number and Output expires on. Leave the number blank and the build number is used.

You do not pick a lot when selling. The system issues the soonest expiry first from that warehouse, and records which lot left and to whom. On a transfer between warehouses, the lot and its date stay with the goods.

In Inventory open the Expiry tab and pick the window in Within (days). The screen lists every lot still on hand with the days left, marks what has passed as Expired and shows the Expired value. You also get a Lot expiring alert, using the number of days set on the Alerts page.

Open the Lots tab, search by lot number, item code or name, and pick the line. Where it came from shows the supplier bill or build, and Where it went shows every invoice and its customer. This is what you need if a faulty batch has to be recalled, and the Print button gives you a copy.

Record a Stock adjustment with a negative quantity in the lot's warehouse. Goods leave soonest expiry first, so the expired lot goes first. You can also return it to the supplier on a debit note. To stop expired stock being sold, change Issuing a lot past its expiry date in Settings.