Batches and expiry

Batch numbers, expiry dates and MRP on purchases, first-to-expire selling, and an Expiring Soon list to write off, return or reorder.

When to use it

For products that expire, such as milk, bread, medicines and packaged food. Each delivery is a batch with its own number, expiry date and MRP. The billing screen sells the batch that expires first and never sells an expired one.

Batches come with the Standard plan and above, and need stock tracking on (Settings › Billing Settings › Stock).

Switch it on

Go to Settings › Billing Settings › Store type & scanning.
Under Batches & expiry, tick Track batches and expiry dates.
Set Warn the cashier when a pack expires within (days), for example 30. 0 means no warning.
Click Save.
Open each product that expires and tick Track batches & expiry under its price.

Buying

In a New Purchase, a tracked product's line asks for:

Batch no. If you leave it empty, the purchase number is used.
Expiry date, which is needed to commit the purchase.
MRP printed on the pack (regular price outside India).

When the purchase is committed, the batch is made with its quantity.

Selling

The billing screen takes stock from the batch that expires first. The bill line keeps the batch, and its MRP shows on the receipt.
When batches of the same product have different MRPs, the cashier sees Which pack? and picks the one in the customer's hand.
A pack that expires within your warning days shows a note to the cashier.
Expired stock is never sold. If only expired stock is left, the cashier is told to write it off.
A cancelled bill or a return puts the stock back on the batch it came from.

Expiring Soon

Menu › Expiring Soon lists batches by expiry: in 7, 15, 30, 60 or 90 days, already expired, or all. Filter by vendor or search a product. It shows what is left and its value at cost.

Write off (expired): tick the batches and the stock goes out as a Stock Adjustment with the reason Expired. It can be undone from Stock Adjustments.
Return to vendor: makes a debit note on the purchase the batch came in on. If that purchase is already paid, the vendor refunds the money or keeps it as credit.
Reorder: tick the batches and get a draft purchase for each vendor with the same quantities. Check it, then save.

Tip

Mark near-expiry stock down with an offer to sell it before it expires.