Glossary
What is Expiry tracking?
Expiry tracking records the use-by date of each batch so older stock sells first and expired goods do not sit on the shelf. Near-expiry views let a shop discount or return items before they become a loss.
Expiry tracking means the use-by date is kept in the stock record as well as on the carton. Each batch carries its own date. The counter can then offer the earliest-dated stock first, and the back office can see what will expire soon, while it can still be sold, discounted or returned.
How it works in practice
The date is captured when goods arrive, against the batch on the receipt. Two things follow. At billing, the lot closest to expiry is offered first, which is similar to FIFO. In the back office, a near-expiry view groups stock by how long it has left.
As an example, a grocer holds three cartons of milk powder expiring in six weeks, four months and ten months. A near-expiry list looking two months ahead shows the first carton today. The grocer can move it to the front of the shelf, offer a small discount, or ask the distributor to take it back, all while it is still worth something. If the same carton is found at the counter the day after its date, it has to be written off as a loss.
Common mistakes
- Recording the date per product instead of per batch. One product nearly always has several dates on the shelf.
- Checking expiry only at the Asar-end stock count, when the expired value has already piled up.
- Removing expired stock by editing the quantity. It should go out through an inventory adjustment with a reason, so the loss is visible.
- Assuming the oldest delivery expires first. A distributor sometimes sends shorter-dated stock in a later consignment.
How it differs from FIFO
FIFO sells the oldest receipt first. Expiry tracking sells the earliest date first. Most of the time they pick the same lot, and when they do not, the expiry date should win for anything with a shelf life.
Where it matters most
Pharmacies above all, then grocers, dairy and bakery suppliers, FMCG distributors, cosmetics shops, and agrovet stores selling seeds, feed or veterinary medicine.
In Kuver Books, stock is held in lots, and the inventory expiry report and a near-expiry chart show stock by expiry window. The pharmacy software page shows how the lot nearest expiry is picked at a medicine counter. It is worth confirming on a demo how dates are captured for your own goods.
Glossary
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See how Kuver Books handles expiry tracking.
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