Automation · Operations
Batches and expiry dates in the warehouse, without checking by eye
You record the batch and expiry date at receiving, picking offers whatever expires first, and every week you know what will expire soon. We build it on top of the accounting software or WMS you already have.
Part of Warehouse and logistics
Does this happen in your warehouse?
Batches and expiry dates most often get lost in two places: they are not recorded at receiving, and at picking people take whatever is at hand.
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“We throw away expired goods because the newer stock was shipped first.”
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“We check expiry dates by eye. We find expired goods when it’s too late.”
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“The supplier’s batch is on the delivery note, but nowhere in the system.”
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“Nobody checks at receiving whether a delivery has a short shelf life.”
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“Our accounting software can handle batches, but nobody here records them.”
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“The customer’s audit wants to see how we monitor expiry dates, and we have an Excel spreadsheet.”
Flow
How a batch flows through the warehouse – from receiving to picking
We automate recording, FEFO picking and deadline monitoring. Decisions about goods that cost money stay with people.
- 01
Receiving
The batch and expiry date are recorded on the goods receipt by scanning or on a phone. An item without a batch or expiry does not get through without a check.
Person: Adds what is missing on the packaging or delivery note. Decides on a disputed delivery.
- 02
Storage
Boxes and pallets get a label with the batch and expiry. From then on it is just scanning.
Person: Does not have to decipher small print on the packaging.
- 03
Picking
The issue slip offers the batch with the nearest expiry (FEFO). When the worker reaches for a newer one, the scanner warns them.
Person: Picks the proposed batch. Confirms any deviation.
- 04
Monitoring
A weekly “expires within 30 days” overview and a list of expired batches, which are blocked from picking.
Person: Decides on priority sale, return or disposal.
What we set up for batches and expiry
Four warehouse tasks. You do not have to take all of them. If your software already handles batches, we start by getting you to record them.
Batch recording at receiving
We record the supplier’s batch and expiry date on the goods receipt by scanning or entering it on a phone. Without them, the item is not released for storage without a check. Nothing else works without good receiving.
Batch labels for boxes and pallets
When the supplier prints the batch only in small type on the packaging, the box or pallet gets its own label with a barcode, batch and expiry at receiving. The warehouse worker then just scans.
FEFO picking
FEFO (first expired, first out) means that whatever expires first leaves the warehouse first. Money S3 can propose picking of the nearest expiry on its own. Elsewhere we build a check when picking is scanned: the scanner warns when a newer batch is taken.
Expiry monitor
Every week, an overview of what expires within 30 days (you set the period) and a list of expired batches. An expired batch is blocked from picking. A person decides on a discount or disposal.
Batch tracing and recall
Batch tracing and recall are handled by the Batch traceability module. The warehouse feeds it the batches recorded at receiving and picking.
Batch traceabilityWhat do you run on?
Many programs already handle batches and expiry dates today. Here is what is possible.
Money S3
Records the batch and expiry date at purchase. For picking, it can automatically propose goods with the nearest expiry.
ABRA Gen
Batch and serial number tracking, certificates as attachments. Picking strategies based on selected criteria. The mobile warehouse app on terminals.
POHODA
XML import of goods receipts and issue slips, stock receipt from an ISDOC electronic invoice.
Base.com
Base WMS tracks batch numbers and expiry dates from receiving to storage. Stock can also be searched by batch and expiry. WMS is included in the standard subscription.
Do you run the warehouse in Excel or in software that cannot handle batches? At the audit we tell you whether it is enough to turn on a feature in your accounting software, or whether batches need to be kept alongside it.
When you do not need us
We do not sell WMS or ERP. When what you already have is enough, we will tell you.
- You have Money S3 and picking by expiry is all you need
- Money S3 proposes picking of the nearest expiry on its own. You just need to consistently record the batch and expiry at receiving. At the audit we show you where to set it up.
- You sell through Base.com
- Base WMS is included in the subscription and tracks batches and expiry dates from receiving. With us, you deal at most with passing the data to accounting.
- You have a few dozen items with a long shelf life
- An overview from your accounting software and regular shelf checks are usually enough. Automation would not pay off.
- You need a legal interpretation of traceability or labeling
- A food law specialist will give you that. We build the technical flow according to their requirements.
We track batches in our own packing facility too
We monitor the shelf life of raw materials in our own packing facility too.
How it works
- 01
Free audit
30 minutes. Which software you have, whether it handles batches and where they get lost today.
Output: Recommended next step
- 02
Receiving check
We go through suppliers’ delivery notes and packaging: where the batch and expiry are and how to record them by scanning.
Output: Proposed tasks and price
- 03
Pilot on one product group
Recording at receiving and FEFO picking on selected goods. We change live data only after your approval.
Output: Verified flow
- 04
Expiry monitor
We set the overview period and blocking of expired batches, and train warehouse workers at the rack.
Output: Batches in operation
Frequently asked questions
What is FEFO and how does it differ from FIFO?
Can our accounting software handle batches and expiry dates?
Do we have to be able to trace who received which batch?
What happens to goods that expire?
How much does it cost and how long does it take?
Enquiry — Batches and expiry
Tell us what you are dealing with. We start with a free 30-minute audit.