Lots and expiry dates on an invoice

For businesses that sell perishable goods, medicines, or products tracked by batch or lot number, Usystems lets you assign specific lots and expiry dates to invoice line items. This ensures traceability and helps you manage stock rotation (first in, first out).

Before you start

• Your products must be set up as lot-tracked or expiry-tracked in the product definition.
• The warehouse you selected must have stock available in the lots you plan to use.
• You should know the lot numbers and expiry dates of the items in your warehouse.

Steps

1. Go to Invoices → New Invoice Open in Usystems

2. Select the customer, warehouse, and add a line item (product) as usual.

3. For products that require lot tracking, a Lots or Batch section will appear after you enter the quantity.

4. Click Assign lots or a similar button to open the lot selection interface.

5. The system will show available lots in the warehouse. For each lot, review:

   • Lot number: the batch or lot identifier
   • Expiry date: when the batch expires
   • Available quantity: how much of this lot is in stock

6. Select the lot(s) you want to use. If you are selling a quantity that spans multiple lots, you may need to pick multiple lots with quantities for each.

7. Verify the expiry date is valid (in the future) before confirming.

8. The lot and expiry information will be recorded on the invoice and will appear on the printed document if your print template includes it.

9. Complete the rest of the invoice and save.

Accounting impact

Assigning lots affects:

• Inventory cost valuation: if your warehouse uses weighted-average or FIFO costing, the lot selection determines the cost deducted.
• Traceability: the ledger and reports will show which lots were sold on which date, useful for recalls or recalls audits.
• Shelf life management: expiry information helps your team rotate stock correctly.

Tips & common mistakes

• FIFO first. If your policy is first-in-first-out, select the lot with the earliest expiry date first.
• Partial lots. You can sell part of a lot and leave the rest in inventory. When you assign a lot, specify the exact quantity you are taking from it.
• Expired lots. The system may warn you if you try to sell an item with an expiry date in the past. Do not proceed; use a different lot.
• Lot numbers change at split. If one purchase order spawned multiple lots with the same expiry, they are still separate lots in the system. Use the correct lot number for this sale.