The usual way
Expiry dates in a side file
- A separate Excel sheet of expiry dates
- You find expired stock at the count or after a complaint
- Newer stock goes out while older stock expires
- Disposal is not linked to the batch that expired
New · part of the inventory module
Batch & expiry date tracking Sell the nearest expiry first, automatically
Record every purchase on a batch with its number and expiry date. Sales draw from the nearest expiry without you choosing, expired batches cannot be sold, and you know ahead of time what needs to move.
- Automatic nearest-expiry picking
- Expired batches cannot be sold
- Expired and near-expiry alerts
From the purchase invoice to the sale, with expiry under control
Turn it on once, then work as usual: the system follows every batch for you.
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Turn on tracking
From warehouse settings, for all items or the ones you choose, and pick the expiry mode: required, optional, or batch number only.
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Record the batch on purchase
On the purchase invoice or goods receipt: the batch number (or an automatic one from the date) and its expiry, with one line split across several batches if needed.
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Sell as usual
The sales invoice draws from the nearest expiry automatically, or you pin a batch yourself. Expired batches are not offered.
Manual expiry tracking vs. 123ERP
With 123ERP
Expiry is part of the stock itself
- Every batch with its balance and expiry on the item card
- Sales draw the nearest expiry automatically
- Expired batches cannot be sold
- Alerts for expired and near-expiry stock in time
- Disposal straight from the batch with an issue order
Everything you need to manage batches and expiry
Across purchasing, sales, warehouses and reports, for the items you track.
Three expiry modes
Required expiry dates, optional dates for the items that expire, or batch numbers only for traceability without dates.
Nearest expiry first
Sales invoices draw from the batch closest to expiry automatically; you can pin a specific batch or split a line across batches.
No sale of expired stock
A batch expired on the invoice date is not offered and the system rejects it. It can still be transferred between warehouses or disposed of.
Your current stock is kept
When you turn tracking on, the existing balance becomes "previous stock" sold first; split it into dated batches whenever you like, or enter it with the opening balance.
Batch counts and transfers
Count each batch separately with differences per batch, and move quantities between warehouses choosing the batch.
Disposal from the batch
A "disposal" issue order takes stock out of that exact batch, even if it has expired, to the expense account you choose.
Alerts and reports
Expired and near-expiry batches on the dashboard, an alert window per item (30 days by default), and reports: expiry tracking, batch exceptions and batch trace.
Batches on the printed invoice
Batch number, expiry and quantity under the item name on the A4 sales invoice, with an option to hide them in print settings.
Fast bulk activation
Turn on tracking for many items at once, or have every new stock item tracked automatically. Service and composite items are excluded.
Built for businesses that cannot afford expired stock
Any business selling products with an expiry date or a lot number needs to know where each batch is and when it expires.
Food and distribution
Dairy, canned goods and drinks: selling the oldest expiry first cuts waste.
Pharmaceuticals and medical supplies
Every batch with its number and expiry, and expired stock never reaches a sales invoice.
Cosmetics
Alerts ahead of expiry, with the window you set per item, so stock moves in time.
Chemicals and industrial supplies
Lot numbers with or without expiry, and every batch's movement in the batch trace report.
Batch and expiry tracking: frequently asked questions
What is batch tracking?
Recording every quantity you buy on a batch with a number and an expiry date, so the system knows each batch's balance in every warehouse, sells the nearest expiry first and alerts you before it expires.
Do I have to track every item?
No. Turn it on for all stock items or for the ones you choose, and optionally track every new item automatically. Service and composite items are excluded.
What happens to my current stock when I turn it on?
It becomes "previous stock" with no date and is sold first; you can split it into dated batches later. Nothing is lost.
Does the system stop the sale of expired products?
Yes. A batch expired on the invoice date is not offered and the system rejects it on the sales invoice; no permission overrides this. It can still be transferred or disposed of.
Can I track lot numbers without expiry dates?
Yes, with the "batch only" mode: the batch number alone, oldest first, with expiry hidden on screens and in print.
Where does tracking work?
You choose batches on purchase invoices, goods receipts, sales invoices, warehouse transfers, stock counts, opening balances and disposals. POS sales, returns and manufacturing are assigned to batches automatically.
Which plans include it?
It is part of the inventory module: the Accounting & Inventory, Business Management and All-in-One plans. You can try it free for 14 days.
Cut waste and sell at the right time
Try 123ERP free for 14 days and turn on batch tracking for your items from warehouse settings.