Fresh tortillas, yogurt, fresh noodles and halal meat do not wait. Expiry tracking tells you what is about to go bad while you can still sell it, and lot numbers tell you exactly which delivery a recalled product came from.
Turn the feature on
- Open Settings → Business settings → Products.
- Enable lot numbers and expiry dates.
- Choose how expiry is entered: a fixed date, or a shelf life counted from the purchase date if your settings offer it.
- Save.
Choose which products to track
Tracking everything creates work nobody does. Pick the categories where dates matter:
| Track | Usually skip |
|---|---|
| Dairy, eggs, fresh cheese | Canned goods |
| Fresh and marinated meat | Rice, flour, dried beans |
| Tortillas, bread, bakery | Household cleaning |
| Fresh noodles, tofu, kimchi | Bottled sauces with long dates |
| Baby food and formula | Paper goods |
On each of these products, turn on expiry tracking. You can do it in the import file too.
Enter lots and dates when you receive
- When the delivery arrives, open the purchase (or convert the purchase order into a purchase).
- For each tracked product, type the lot number and expiry date from the case.
- If one delivery contains two different dates, enter two lines with different lots.
- Save the purchase. Stock goes up with the lot and date attached.
Tip: make receiving one person’s job on delivery days. Lots entered at the dock are lots you can trust.
Find what expires soon
- Open the stock expiry report.
- Filter by location and by the number of days ahead, for example the next 7 days.
- Print it or open it on a tablet and walk the aisles.
Check it on the same day every week, and daily for dairy and meat.
Act before it is waste
When something is close to its date, you have three choices:
- Rotate: move older lots to the front of the shelf.
- Mark down: lower the price or apply a discount, and label it clearly.
- Write off: if it is past date, record it as a stock adjustment so it leaves your stock count. Your shrink is then visible in reports instead of hiding as “missing” stock.
Recalls
If a supplier or a government agency announces a recall by lot, search your purchases for that product and lot number. You will see which store received it and when, so you can pull the right cases and tell the right customers.
Common problems
The expiry date will not save on import. The date cell is formatted as a date in the spreadsheet. Change the column to text and type the date in the format shown on the import screen.
The report shows items already sold. Sales take stock from lots in order. If cashiers sell a newer lot first, the older lot appears as still in stock. Rotate the shelf.
Staff skip entering lots. Make the receiving role responsible, and check the purchase before it is saved.
Related: Purchase orders and receiving · Import products · All features
