Expiry date tracking

Expiry Date Tracking

What you can do

When you receive new stock into inventory, you can record the expiry date for each lot. Usystems tracks these dates and helps you identify stock that is nearing or past its use-by date, so you can rotate products correctly (sell the oldest first) and remove expired items before they cause problems.

Before you start

• You have permission to view and edit inventory (your administrator can grant this in Settings → Users & Roles).
• You know the expiry dates of the products you have received (usually printed on the packaging or supplier invoice).
• Optionally, you have already received the stock into inventory — expiry dates can be added when you receive stock or edited later.

Steps

Adding an expiry date when receiving stock

1. Go to Inventory and select the product you are receiving.

Open Inventory

2. Enter the quantity you are receiving.
3. Fill in the Expiry date field with the date the product expires (e.g., "2026-12-31").
4. Complete the receipt by confirming the transaction.

A new lot is created with the date and expiry information attached.

Editing an expiry date on an existing lot

1. Go to Inventory.

Open Inventory

2. Find the product and select the specific lot you need to update.
3. Click the lot to view its details.
4. Look for the Expiry date field and update it if needed.
5. Save the changes.

Tips & common mistakes

• Enter expiry dates as soon as you receive stock. This prevents gaps in your data and makes rotation easier later.
• Use the format shown in the app. If Usystems shows dates as DD/MM/YYYY, enter them that way.
• Expiry dates are lot-specific. If you receive the same product twice on different dates, each lot can have a different expiry date.
• An empty expiry date does not mean "never expires." If a product has an expiry date, always record it. If a product never expires (e.g., canned goods with very long shelf life), leave the field blank, but make a note for your team.