Handling expired stock

Handling Expired Stock

What you can do

When a lot reaches or passes its expiry date, you need to remove it from inventory so it is no longer sold or used. Usystems lets you record the removal of expired stock and adjust your inventory records to match reality.

Before you start

• You have permission to edit inventory and record adjustments (your administrator can grant this in Settings → Users & Roles).
• You have physically removed or destroyed the expired stock from your warehouse or shelves.
• You know which lot(s) have expired and how many units need to be removed.

Steps

Remove expired stock from inventory

1. Go to Inventory.

Open Inventory

2. Find the product and identify the expired lot.
3. Select the lot to view its details.
4. Look for an option to adjust, remove, or decrease the quantity on hand.
5. Enter the number of units you are removing (typically the entire lot quantity if it is fully expired).
6. Provide a reason for the adjustment, such as "Expired — tossed" or "Waste: reached expiry date."
7. Confirm the adjustment.

The inventory is updated, the lot's quantity decreases, and a record is created for your audit trail.

Alternative: Write-off expired stock as waste

If your accounting system requires it, you can also record expired stock as a waste or loss transaction:

1. Use your accounting or inventory adjustment screen to create a write-off entry.
2. Link it to the expired lot.
3. The cost of the expired stock is deducted from your inventory value and recorded as an expense or loss.

Consult your accountant if you need help categorizing this transaction for tax purposes.

Tips & common mistakes

• Remove expired stock promptly. Do not let expired products sit on shelves; the longer they remain, the greater the risk they will be sold by mistake.
• Keep records of what was removed and why. This supports audits and helps identify patterns (e.g., if you frequently receive expired stock from a supplier, you may need to change suppliers).
• Check expiry dates regularly. Set a routine to review inventory for stock nearing expiry so you can plan promotions or donations before it is too late.
• Do not discard stock without approval. In some organizations, there may be a formal waste or destruction approval process. Check with your manager or compliance team.