Batches and expiry dates

A Batch is a lot of an item that came in or was made at the same time. Food businesses use batches to know what expires when, and to trace a problem back to its source.

Before you start

• The item must have Has Batch No ticked. For food items also tick Has Expiry Date and set Shelf Life In Days. See the items page.
• Decide this before the first stock arrives. It is hard to change later.

Steps

Create a batch when goods arrive

1. Abebe opens the Purchase Receipt for the supplier delivery.
2. In the items table, open the row for the batch item, for example corn grits.
3. In the Batch No field, select an existing batch or create a new one. Many companies use the supplier lot number, for example CG-2026-0915.
4. If OLY ERP asks for it, enter the Expiry Date printed on the bag. If you leave it, OLY ERP can calculate it from the manufacturing date and shelf life.
5. Click Save, then Submit.

Create a batch when you produce goods

When Yonas finishes a production run, the finished product (for example "Corn snack 50 g, cheese") is received into stock with a Stock Entry of type Manufacture. Enter or create the batch on the finished item row before you submit. The batch gets its manufacturing date, and the expiry date follows from the shelf life.

Look at a batch

1. Search for Batch in the search bar and open the list.
2. Filter by Item.
3. Open a batch to see the Manufacturing Date, Expiry Date and the quantity in each warehouse.

Pick the oldest stock first (first expiry, first out)

1. When you deliver or issue stock, look at the batches available.
2. Choose the batch that expires first.
3. Physically pick from the same batch you select in the document.

Good to know

• OLY ERP blocks you from issuing a batch past its expiry date. Move expired stock to "Rejected - EF" and decide with your manager what to do.
• The Batch-wise Balance History report shows the quantity of each batch per warehouse. Run it every week to find batches that are close to expiry.
• If the batch in the system and the batch on the shelf do not match, your stock count will show differences later. Train the store team to check the label.
• When a customer complains, open the batch to see which deliveries used it.

Related

• Items, item groups and units of measure
• Receive goods (purchase receipt)
• Deliver goods with a delivery note
• Stock reports: balance, movements and ageing