Expiry Dates and Batch Management

The system lets you record and manage expiry dates and batch numbers on any purchased items. Options for managing this area include:

1. Recording expiry date and batch data when an item is received.

2. Reviewing your Expiry Date report or Personal Catalogue to identify upcoming expired items.

3. Removing an item from your report when an item is used or becomes obsolete/goes out of date.

4. Adding missing Expiry information that was not recorded when the item was received.

1. The expiry data is added with the App when recording purchase orders received.

To start, open your App (see Express Access link in top right corner of online account) and click on Purchase Orders:

Then select the PO being recorded as received:

Next, review the items being recorded as received (checked items) and adjust the quantities if necessary, by clicking on the quantity on the right:

2. Then click on the Set expiry link, on the left, to record the expiry date and batch number in the popup, and click Set to save the details:

3. To finish, click Received to save entered details:

1. After recording your Expiry data, your Expiry Date Report is updated with expiry dates and batch numbers. 

The Expiry Date Report can be accessed:

• in the Inventory Reports area
• at the top of the Stock section in your App, or
• by clicking the Exp Rpt link at the top of the Qty column in your Personal Catalogue. 

The report automatically displays all items which expire in the next 30 days (orange boxes), or that have already expired (red boxes):

2. Expiry indicators will also appear in the Personal Catalogue, in the Qty column,  with an Exp indicator, for any items which have at least one item with an expiry indicator:

Clicking on the Exp link will display the expiry information for that item to allow you to take any necessary actions, such as recording the disposal and re-ordering a replacement.

Expired Items that appear in the Expiry Date report will automatically disappear when stock counts are recorded if the items are not included in the stock count results (as they are obsolete and no longer useable).

Items can also be manually recorded as disposed, and removed from inventory, by clicking on the Action column button, on the right side of the Expiry Date report.

Manually disposed items will then appear as Expired and Disposed adjustments in the inventory Activity report and Stock Usage reports.

If expiry information for an item hasn’t been recorded, you can view all unrecorded items by selecting the link at the top of the Expiry Date report and then record the missing information:

Inventory items which do not have an expiry date or batch number can have the missing data added later at any time. This is done by using the App.

1. Find and view the item with the missing data:

Next, click on the ... button, to the left of the Set button, to open additional options. Choose the Expiry Dates option:

The Expiry Date and Batch details for this item will then appear in the bottom area of the page:

Clicking on the + Add New Expiry Date / Batch button will display a popup for recording the missing data:

2. Missing Expiry Date and Batch information can also be added when carrying out stock counts. Scanning the QR code, or selecting the Set button, will display the stock item details:

The Stock level page is used for recording a stock count by editing the Stock level box. At the same time the total number of recorded Expiry dates and Batches for this is displayed at the bottom of the popup.

A quick comparison of the two numbers will indicate if any Expiry Dates are missing. To add missing details the Expiry Dates link at the bottom can then be clicked. 

This brings up the popup discussed earlier, for adding missing Expiry Dates and Batches.

Of note, the popup also displays the total number of recorded Expiry dates which, like on page shown above, can be compared to on hand stock with missing items and details then identified and added: