FAQ: Lots & Expiry
Quick answers to common questions about managing lots, batches, and expiry dates.
FAQ: Lots & Expiry
Can I create a lot manually, or are they created automatically?
Lots are created automatically when you receive stock into inventory. You do not need to manually create them. However, you can view and edit lot details (such as expiry dates) after they are created.
What happens to old lots when I sell products?
Usystems uses the FIFO (first in, first out) method by default. This means that when you sell a product, the system automatically draws from the oldest lot first. This ensures that older stock is sold before newer stock, which is important for managing expiry dates.
Can one product have multiple lots?
Yes. Each time you receive the same product from your supplier, a new lot is created. For example, if you receive 100 paracetamol tablets on June 1st and 100 more on June 15th, those are two separate lots, even though the product is the same.
Do I have to record an expiry date for every product?
No, expiry dates are optional. However, if a product has an expiry date (such as medicine, food, or perishables), you should record it. Products that do not expire (such as non-perishable items or equipment) can be left without an expiry date. Always check your local regulations to see if expiry tracking is required for your business.
Can I change the expiry date of a lot after I have created it?
Yes. You can edit the expiry date of any lot at any time. Go to Inventory, find the product, select the lot, and update the expiry date field.
What if I receive a product with no expiry date from the supplier?
Leave the expiry date field empty. However, if the product is something that you know has a shelf life (such as frozen food or medicine), ask your supplier for the manufacturing or best-by date and add it to the system.
How do I remove expired stock?
When a lot expires, you can remove it from inventory by creating an inventory adjustment or write-off. Specify the lot, the number of units being removed, and a reason (such as "Expired"). This updates your inventory records and creates an audit trail.
See "Handling expired stock" for detailed steps.
Can I print a report of all my lots and their expiry dates?
This depends on your Usystems setup. Go to Reports and look for an inventory or lot report. If a lot/expiry report is available, you can use it to review all your lots, their quantities, and expiry dates. If not available, your administrator may need to enable it or you can request a custom report.
What should I do if I sell a product by mistake before checking its expiry date?
Usystems tracks which lot each sale came from (visible on the invoice or sales receipt). If the sale includes expired stock, you can:
- Contact the customer and explain the situation.
- Offer a refund or replacement.
- Document the incident for your records.
To prevent this, review expiry dates regularly and remove expired stock promptly.
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