Batches and expiry with batch MRP
Track items by batch or serial number, with the expiry date and the MRP printed on each batch. See what expires in the next 30 days and what has expired, and pick the earliest expiry first when goods go out.
PLANSFrom Growth
The problem it solves
- Expired stock is found on the shelf by a customer, not by you.
- The MRP went up, but old stock carries the old MRP and nobody knows which carton is which.
- A supplier recalls a batch and you cannot say where it went.
- New stock goes out first while older batches expire at the back of the godown.
How it works
- On the item, switch on tracking by batch (lot) or by serial number, and expiry dates if the item expires.
- When goods come in, the storekeeper records each batch with its expiry date, and its MRP on the batch.
- Open Trade > Stock > Stock > Batches and Expiry. Use Near Expiry (30 Days) and Expired to see what to sell first, return or write off.
- When a bill or delivery takes a tracked item, the delivery waits for the storekeeper to pick the batches. With first-expiry-first-out set on the item's category, the earliest expiry is offered first.
- Every batch keeps its history: where it came from, where it went and on which bill.
Everything it does
Batches and serials
- Track each item by batch (lot), by serial number, or not at all
- Each batch has its number, item, quantity on hand, and dates: expiry, best before, removal and alert
- MRP on each batch: old stock keeps its old MRP when a new batch comes at a new one
- Batch numbers go along on shop transfers, from the delivery to the receipt
Expiry
- Near Expiry (30 Days): batches expiring from today to 30 days ahead
- Expired: batches whose expiry date has passed
- An expiry date is set from the days on the item when a batch is received
- Expired stock can be written off with the reason Expired (stock write-offs)
Picking
- A posted bill with tracked items makes its delivery ready, and the storekeeper picks the batches
- First expiry first out when the item's category uses that removal rule
- In the app, tracked items on Goods In and Goods Out are finished on the web
Who uses it
StorekeeperRecords batches, expiry and MRP on receipt, and picks batches for deliveries.
Billing ClerkBills tracked items; the storekeeper picks the batches.
Trade ManagerChecks near-expiry and expired lists and approves write-offs.
Trade AdministratorSets which items are tracked and the removal rule of each category.
Where you use it
- Web: Trade > Stock > Stock > Batches and Expiry; tracking on each item
- Not in the app: picking or placing batches; that is done on the web
What you control
Settings
- Tracking on each item: none, by batch or by serial; none to start with
- Expiry dates on each item, with the days to expiry
- Removal rule on the item category: first expiry first out when you choose it
Questions
Is the batch MRP printed on the bill?
Not as built. The MRP is kept on the batch and seen there. Printing it on the bill or on labels is not offered yet.Can we see where a batch went?
Yes. Each batch shows its moves: the receipt it came on and each delivery and bill it went out on.Does the system stop the sale of an expired batch?
It flags expired batches and lists them under Expired. The storekeeper picks the batch, so write off expired stock to keep it out of picking.Is batch tracking in Starter?
No. Batches and expiry come with Growth.Related features
BILLING AND STOCKStock on hand, goods in and out, and stock countsStock moves by itself when you bill, return, receive or dispatch, so the stock on hand is the real figure. Storekeepers receive and dispatch goods by scanning on the phone, and a count started on the floor is applied by a manager.BILLING AND STOCKStock write-offs with a reason and a photoDamaged, expired, lost or sample stock is written off on a slip with the item, place, batch, quantity, the reason and a photo. Every write-off waits for a manager's approval, and only then does the stock leave the books at its cost.BILLING AND STOCKSeveral godowns, racks and transfers between shopsKeep stock in as many shops and godowns as you have, down to the rack and bin. Stock sent from one place to another leaves on a delivery, stays in transit at its value, and arrives on a receipt. What never arrives is written off as short on the transfer.ORDERS, PURCHASE AND CREDITSupplier claims followed until the credit noteEvery amount a supplier owes you back is a claim with the date you expect it. That covers scheme free goods, turnover discounts, rate differences, expiry and breakage returns. It stays open until you pick the supplier's credit note or write it off with a reason.ORDERS, PURCHASE AND CREDITPurchase orders, goods receipts and supplier billsOrder from a supplier, count what arrives against the order with the supplier's bill number and any damage, and book the supplier's bill. A purchase order over your limit waits for a manager's approval first.
See your shop on it.
Tell us what you sell, how many shops and godowns you run and how you bill today. We will set up your items and parties with you and print your first bill.