Batches & expiry
Batch numbers, first expiring first out, and what the Expiring products tab shows.
For a batch-tracked product, stock is not one number. It is a set of batches. Each delivery is its own batch, with its own cost, dates and quantity. You switch on batch tracking per product, and expiry tracking on top of it. See the field reference. Once it is on, every intake names its batch.
Who can do this: the same people who can adjust stock. You edit batches on the product's stock page.
Before you start#
- Turn on Enable batch tracking on the product. For dates, also turn on Track expiration dates.
- Decide your batch numbers. They must follow the format below.
Receive a batch#
- Select Add inventory and pick the product.
- Choose Create new batch. You can type a Batch number or use Generate batch number.
- Enter the batch cost, and the expiry and manufacture dates if the product tracks expiry.
- Enter the quantity and save.
To add more to a batch you already have, choose Select existing batch instead.
Batch numbers#
Your batch numbers have one format: the letter B and exactly 5 digits. The form says: "Batch number must be the letter B followed by 5 digits, for example B00042." A batch number must be unique for that product in the store.
Numbers in other formats belong to the system. Holds, returns and opening stock create batches with their own names. If you type one of those, you see "That batch number is reserved for the system." You will see system batches in the batch editor. Leave them as they are. They record where that stock came from.
Fields#
| Field | Rules |
|---|---|
| Batch number | B followed by 5 digits. Unique for this product in this store. |
| Batch cost price | What the batch cost you. Filled in from the product's cost. |
| Batch selling price | Optional. |
| Expiration date and Manufacture date | For expiry-tracked products. The two dates must make sense together. |
Behind the scenes#
- First expiring, first out. Sales take stock from the batch that expires soonest. Batches without a date go last. The stock that spoils first leaves first without anyone thinking about it.
- Stock on hand is the total of the batches. The batch editor shows exactly which batches remain.
- Measured products work the same way. A sale of 1.5 kg takes 1.5 kg from the soonest batch, and moves to the next batch if it needs more.
What "expiring" means#
The Expiring products tab lists stock whose batch has a date within the next 90 days. Stock that has already expired but is still on the shelf is included. A product's Shelf life alert (days) can warn earlier. The tab shows only when the store has products that track expiry.
Watch out#
Troubleshooting#
| Symptom | Cause | Fix |
|---|---|---|
| "Batch number must be the letter B followed by 5 digits, for example B00042." | The number is in the wrong format. | Use B and 5 digits, or select Generate batch number. |
| "That batch number is reserved for the system." | The number looks like a system batch. | Choose a number in the B00000 format. |
| "Batch number already exists". | This product already has that batch in this store. | Choose Select existing batch, or use a new number. |
| The Expiring products tab is missing. | No product in this store tracks expiry. | Turn on expiry tracking on the products that need it. |