Lots and expiry dates on a cash purchase

For products that require batch or lot tracking (such as medicines, food, or chemicals), you can record the lot number and expiry date when you receive them on a cash purchase. This allows you to track shelf life and rotate stock correctly.

Before you start

• The product must have lot tracking enabled in its settings.
• The product should have an expiry date field configured (if required).
• You will need lot numbers and expiry dates from the vendor's documentation or packaging.

Steps

1. On the cash purchase form, add a product line that requires lot tracking. Open in Usystems

2. After entering the quantity, a Lots section may appear (if the product is set up for lot tracking).

3. If there is only one lot/batch for the entire quantity, click Add a lot and:

   • Enter the Lot Number (from the vendor's label or invoice).
   • Enter the Quantity for this lot (usually matches the total quantity).
   • Enter the Expiry Date (in the format shown; this is the date the items expire).

4. If the shipment contains items from multiple lots, click Add a lot again and repeat for each batch.

5. The total quantity of all lots should match the line quantity. Usystems will warn you if they do not match.

6. Save and confirm the purchase. The lots will be recorded and linked to this specific shipment.

Accounting impact

Lot and expiry data does not directly affect the accounting entries, but it:

• Determines which items are sold first (first expiry, first out — or by your choosing).
• Helps identify stock nearing expiry so it can be sold or discarded before it spoils.
• Provides traceability if a batch is recalled.

Tips & common mistakes

• No lots field? If you do not see a lots section, the product may not have lot tracking enabled. Contact your administrator to enable lot tracking on the product.
• Multiple batches in one shipment: If the vendor sent items from three different manufacturing batches, you must record all three lots separately on the same line.
• Missing expiry date: If the vendor did not provide an expiry date, leave it blank (or enter "N/A" if your system requires an entry). Contact the vendor to confirm shelf life if it is critical.
• Expiry date format: Check the format shown (e.g., DD/MM/YYYY) and enter the date accordingly to avoid errors.

---