Batch and Expiry Inventory Management Software

Step 1: Enable and Configure Batch Details

Go to Settings > Features / Options > Inventory and enable Batch Details. In the configuration window, select the required manufacturing and expiry date formats and set the expiry warning period.

Step 2: Configure Additional Batch Settings

In the same window, set the required action for expired batches and enable Batch-wise MRP or Sale Price if needed. You can also configure warnings for duplicate batches or negative stock. Then click Save.

Step 3: Configure Drug Licence Details, If Required

Under Inventory settings, go to Show More Features and enable the licence number option if applicable. Enter the required licence details and save the settings.

Step 4: Enable Batch Tracking for an Item

Create or edit an item and enable Batch for the item. Configure manufacturing date, expiry date, or expiry days as required. Enable opening quantity if you already have stock and click on Save.

Step 5: Set the Batch Numbering Type

Upon saving, a Batch Numbering Type Details window will appear. Set the numbering as Manual or Automatic here.

Step 6: Enter the Batch Details

In the Batch Details window, enter the Batch Number, Quantity, Manufacturing Date, and Expiry Date as required. Click Save after entering the details.

Step 7: Record Batch Details in Purchase or Sales Voucher

(i) For Purchase: Create a Purchase Voucher, select the Supplier and Purchase Type, and add the item.

After entering the quantity and unit, the Item Batch Details window will open. Enter the required batch details and click Save.

(ii) For Sales

Create a Sales Voucher, select the Party and Sale Type, and add the item. In the Item Batch Details window, select the batch from which stock will be issued.

You can also scan the batch barcode, where configured, to select the relevant batch. Click Save.

Step 8: View Batch and Expiry Reports

Go to Reports > Advanced Inventory and open the required report type. Use Advanced Filters to view specific records. The following reports can be viewed:

Batch-wise Stock Report: Check batch-wise quantity, manufacturing date and expiry date.

Expiring Batches Report: Select a date or date range to identify batches that are approaching expiry.

Batch On Account Report: Check transactions where batch quantities are not properly allocated and identify allocation discrepancies that need correction.