Lots and expiry dates on a sales receipt
Track which lot or batch an item came from and manage expiry dates during sales.
If your business tracks inventory by lot or batch (common in pharmaceuticals, food, and perishable goods), you can assign a specific lot and expiry date to each line item on a sales receipt. This ensures that the correct lot is deducted from inventory and provides a record of which lot was sold to the customer. Managing lots also helps with recalls and quality control.
Before you start
- Your products must be set up to track by lot or batch in the inventory system.
- The items must have lots created in your inventory (see Inventory to manage lots).
- Verify that each lot has sufficient quantity available for the sale.
- Know the lot number and expiry date for the items you're selling.
Steps
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On the sales receipt form, add a line item as usual (see "Adding lines: products, services, quantities and units").
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Once the product is selected, look for a Lot or Batch field on that line (this may appear below the product name or in an expanded details section).
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Click the Lot field to view available lots for that product.
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Select the lot you want to deduct from inventory.
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The Expiry Date for that lot will populate automatically if it's configured in your system.
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Verify the expiry date is acceptable (check that it has not already passed).
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If you're selling multiple quantities from different lots, add separate lines for each lot (even if it's the same product).
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Review all lots and expiry dates before saving the receipt.
Tips & common mistakes
- One lot per line. If you need to sell the same product from two different lots, create two separate line items — one for each lot.
- Check expiry first. Always sell the oldest lot first (first-in, first-out, or FIFO) to minimize expired inventory.
- Expiry date is automatic. The expiry date will usually populate from the lot master data. Do not manually override it unless there's a specific reason.
- Lot must have stock. Usystems will not allow you to deduct more from a lot than is in inventory. If you see an error, verify the lot has enough quantity.
- Recall tracking. By recording which lot was sold, you create a record for product recalls or quality issues. Save and keep your receipts.
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