Batches and expiry dates

Kladana allows you to create batches and set expiry dates for them to manage the products and product variants in the following ways:

• Receiving, shipment, transfer, and return of products of a certain batch;
• Shipment of products with an earlier expiry date in the first place;
• Write off of expired products;
• Batches and expiry dates monitoring of the stock.

• Enable batch and expiry date tracking
• Create batch
• Archive batches
• Batch tracking in Receivings and Shipments
• Expiry dates monitoring of the stock

Enable batch and expiry date tracking

To create batch tracked items and set the expiry dates for them, enable the batch and expiry dates tracking in the account settings and in the product cards.

In the account settings:

1. In the Kladana workspace, click on the user icon and select Settings → Account Settings.
2. In the Other policies section, select the Track batches and expiry dates checkbox.
3. Click Save.

In a product card:

1. In the Kladana workspace, select Inventory → Products and Services.
2. Select the product card in the list of products.
3. In the Advanced Inventory Tracking section, select the Batch and expiry dates tracking checkbox.
   
4. Click Save.

You can enable the batch and expiry dates tracking for multiple products using the bulk editing:

1. In the Kladana workspace, select Inventory → Products and Services.
2. Select the products in the product list.
3. Click Edit and select Bulk edit in the drop-down menu.
4. Select the Batch and expiry dates tracking checkboxes. Click Next.
5. Click Change to confirm your choice.

Create batch

1. In the Kladana workspace, select Inventory → Batches.
2. Click Batch.
3. In the opened window:
   • Batch name — the field is filled in automatically and is based on the product and its expiry date;
   • Batch number — the field is filled in automatically and is based on the product expiry date;
   • Expiry date — indicate the product expire date;
   • Product — select the product in the product list.
4. Click Save.

You can also create batches in Receivings.

Archive batches

Batches that are not in use can be archived. Archiving hides them from selection in transactions and in the Stock report, reducing distractions. However, archived batches are not deleted — they can be restored from the archive if needed and used again.

Batch tracking in transactions

Batch tracking is available in all the Kladana transactions. As an example, consider batch tracking in Receivings.

1. In the Kladana workspace, select Purchases → Receivings.
2. Click +Receiving.
3. Specify the main receiving details: Company and Supplier names, Warehouse, Contract, Project, Reference number and Date.
4. Add products and specify their quantity.
5. Specify the product batches.
   • If the batch tracking is disabled, click on the product name. In the product card, select the Batch and expiry dates tracking checkbox and click Save. Then specify the batches.
   • If the batch tracking is enabled, the product batch is not specified in the Batch column. Click on the field and select the batch in the drop-down menu or click Create batch (see the next step).
     If the Disallow records that reduce Stock below zero setting is enabled, clear the Draft checkbox in the transaction before performing this step. After the FEFO algorithm is executed, reselect the Draft checkbox.
     If FEFO batch selection is enabled for a product, archived batches are not considered during the selection.
     
6. To create a new batch, click Create batch. In the opened window, specify the Batch number. If you indicate the Expiry date, the Batch number is filled in automatically. Click Create.
7. You can edit the batch if necessary. Select the product line, click on the pencil icon in the batch field, and make the changes.
8. Click Save.

Expiry dates monitoring of the stock

Use expiry dates to monitor the stock in the Stock report.

1. In the Kladana workspace, select Inventory → Stock.
2. The expiry dates are indicated in the Expire at column for the products that are in stock and have the Batch and expiry dates tracking checkbox selected.

See also

Account Settings

Create Receivings

Create Shipments