Batch Tracking Guide

Manage lot numbers, expiry dates, and batch-level traceability.

Watch: Batch Tracking Guide (7 min)

What is Batch Tracking?

Batch tracking (or lot tracking) allows you to trace inventory at a more granular level than just product quantity. Each batch represents a specific receipt of goods with its own attributes.

Batch tracking list showing all batches — Track batches with lot numbers, expiry dates, and quantities

Why Use Batch Tracking?

Expiry Management: Track expiration dates for perishables
FIFO Compliance: Ensure First In, First Out stock rotation
Traceability: Track items back to supplier/delivery
Recall Management: Quickly identify affected stock in recalls

Batch Information

Batch detail information — Each batch stores detailed tracking information

Field	Description	Example
Batch Number	Unique identifier for the batch	LOT-2024-001234
Expiry Date	When the batch expires	2024-12-31
Manufacturing Date	When the batch was produced	2024-06-15
Received Date	When you received the batch	2024-06-20
Supplier	Where the batch came from	ABC Foods Ltd
Quantity	Current stock in this batch	150 units

Enabling Batch Tracking

Batch tracking is enabled at the product level:

Edit the Product

Open the product you want to track by batch.
Enable Batch Tracking

Check the "Track by Batch" or "Batch Tracking" option.
Configure Batch Settings
- Require Expiry Date: Make expiry date mandatory
- Expiry Warning Days: Alert before expiration
Save

Future receipts will require batch information.

Enable Before First Receipt

Enable batch tracking before receiving stock. Enabling after stock exists may require adjustments to assign existing stock to batches.

Receiving Batches

When receiving batch-tracked products:

Animated demo of receiving batch-tracked products — Entering batch details when receiving goods

Process Receipt Normally

Create PO receipt or direct purchase as usual.
Enter Batch Details
For batch-tracked products, additional fields appear:
- Batch number (from supplier label)
- Expiry date
- Manufacturing date (optional)
Multiple Batches per Receipt

If receiving multiple batches of the same product, add separate lines for each batch.

Viewing Batches

Navigate to Batches

Go to Inventory > Batches.
Filter the List
Filter by:
- Product
- Expiry status (expired, expiring soon, valid)
- Warehouse
View Batch Details

Click a batch to see full history and current quantity.

Expiry Management

Expiry Status

Status	Indicator	Action
Valid	Green	Normal use
Expiring Soon	Yellow	Use first (FIFO), consider promotion
Expired	Red	Remove from inventory, dispose

Expiry Alerts

The system can alert you to batches expiring soon:

Dashboard notifications
Expiry reports
Email alerts (if configured)

Handling Expired Stock

Identify Expired Batches

Review the Batches list filtered by "Expired".
Physical Removal

Remove expired items from shelves.
Stock Adjustment

Create an adjustment to reduce stock, noting "Expired" as reason.
Dispose Properly

Follow proper disposal procedures for expired goods.

FIFO (First In, First Out)

FIFO ensures older stock is used before newer stock:

FIFO stock rotation diagram — FIFO ensures oldest stock is used first

FIFO Benefits

Reduces waste from expiration
Maintains product freshness
Accurate cost accounting
Regulatory compliance (food safety)

The system helps enforce FIFO by:

Highlighting oldest batches
Suggesting batch selection during issues
Reporting on FIFO compliance

Batch Reports

Report	Purpose
Expiry Report	List batches by expiry date
Batch Inventory	Current stock by batch
Batch History	Movement history for a specific batch
Waste Report	Expired/disposed batches

Best Practices

Batch Tracking Tips

Record batch numbers exactly as shown on supplier labels
Always enter expiry dates when receiving
Review expiry reports regularly (daily/weekly)
Train staff on FIFO principles
Label shelves with expiry dates
Act on expiry alerts promptly

Documentation