Track lots and expiry dates

With lots, every delivery keeps its own batch number, expiry date, cost and supplier. Stock goes out first-expiring-first (FEFO), and you can see exactly which lots are close to their date.

Before you start

• Switch on Lots: expiry per delivery, first-expiring-first selling, traceability in Settings → Features.
• You need the right Inventory, receiving, stock-take. The expiry control settings need a manager.

Steps: see your lots

1. Open Inventory → Lots. The top shows the number of lots, their Stock value, and how many are Expiring or Expired.
2. Switch between Stock by lot and Expiring within the warning days.
3. Select a lot to see its Movements: the delivery it came from and everything that left it.
4. Select Print for a printed list.

For a simple list without lots, Inventory → Expiring shows expired products first, then what expires within the Warn days you choose.

Steps: switch on expiry control

1. Open Settings → Reorder and expiry.
2. Switch on Expiry control.
3. Set the Board windows (days), for example 7, 30, 60 and 90.
4. Under Supplier terms, give each supplier the days before expiry it still takes lots back, and whether it gives credit or replaces them.
5. Select Save.

Steps: act on lots near their date

1. Open Inventory → Expiry control. The tabs follow your windows, plus Expired.
2. Read Sell-through on each lot: Kluvan uses the product's sales rate to say whether the lot will sell out before its date. Will not sell in time shows the value at risk.
3. To send lots back, select Return to supplier, pick the Supplier, check the lots and quantities, add a Note, and select Post the return.
4. To write off expired stock, select Write off every expired lot and confirm.
5. Open the Waste report to compare, by month, category and supplier, what you wrote off and what suppliers took back. Excel downloads it.

Good to know

• A return for credit lowers what you owe that supplier by the lots' value at cost. A return for replacement changes nothing on the supplier's account.
• A write-off and a return are stock movements with the reason "expired", valued at cost. Nothing is deleted.
• The owner alerts can warn when a lot expires within the alert days you set.
• The sales rate comes from your invoices and delivered orders. Batch numbers appear on every list; Kluvan does not add any regulatory rules of its own.
• To find a batch or serial number across locations, see Find a batch or serial number.