Lots, expiry dates and product recalls

Where lots come from and which lot is used first

Every delivery you receive creates a lot with its quantity, cost, lot code and expiry date; the expiry date is entered when receiving, or calculated from the shelf life (days) set on the ingredient. When stock is sold, wasted, counted down or transferred out, the app takes it from the lot that expires soonest first (FEFO).

Good to know

• Selling is never stopped when lots run short; the extra is recorded separately without a lot.
• When you transfer stock, its expiry dates go with it to the destination branch.

See expired and soon-to-expire stock

Ingredients nearing expiry groups lots into Expired, Expiring soon and Other lots in stock. Choose the branch and the Expiring within window of 7, 14 or 30 days, and use the soonest-expiring lots before newer ones. Days are counted in the branch's local time.

Good to know

• The Value at risk card and the value column are shown only to people allowed to see costs.

Write expired stock off

An expired lot can be taken out of stock one lot at a time. The app records it as waste and deducts it from that lot's stock.

Steps

1. Under Expired, tap Write off on the lot
2. Check the quantity and tap Confirm write-offTap Keep if you change your mind.

Good to know

• Only lots that have expired in the system can be written off here; record a lot that has not expired on the waste log instead.
• It needs inventory management access and advanced inventory switched on; otherwise the page is view only.

Trace a lot your supplier recalls

When a supplier announces a recall, Trace a recall shows which bills and dishes have used that stock, how much and over what period.

Steps

1. Choose One lot and pick the lot from the listLots that are used up are not listed; choose Whole ingredient instead.
2. Tap Trace
3. Review the bills and dishes that used it; tap a bill number to open it in sales history
4. Set the remaining stock aside, and record it as waste if you throw it away

Good to know

• Only sales that took stock from a lot can be traced. The page only shows information; it does not stop selling any dish for you.

When you see no lots or cannot write off

If the page says lot and expiry tracking is off, the owner can switch it on in Settings › Store features. If there are no lots yet, receive a delivery first. If a write-off is refused, check that the lot has really expired by the branch's date and that the account has inventory management access.

Good to know

• Stock received before lot tracking was switched on has no lots.