Keeping the numbers right
Find stock that is about to expire
The "Expiring Soon" page shows lots that go out of date soon. Pick 30, 60 or 90 days ahead. It also tells you which branch is holding them.
Every delivery of a dated item is kept as its own lot. Each lot has its own expiry date. "Expiring Soon" puts all those lots in one list, soonest date first. So you can see what to move before it turns into a loss. The page opens with the line "Stock with dates that are getting close — sell or return these first".
This page is only for reading. Check it on a Monday morning. Write down the items and the branch. Then go and do the work. You sell, return or clear stock somewhere else in the app.
The list only fills up for items you marked as items that go bad. If your shop sells nails and cement, this page stays empty. That is correct.
Step by step
1. Open the page
In the left menu, open "Inventory". Then pick "Expiring Soon". It opens on the 30 day view. So the first thing you see is what needs work this month.
2. Choose how far ahead to look
At the top right you can pick "30 days", "60 days" or "90 days". Tap a bigger one to plan further ahead. The list loads again and goes back to page one.
3. Start reading at the top
Rows come soonest first. A lot that is already past its date gets a red "Expired" tag. A lot that runs out today says "Expires today". The rest show a count like "5 days left". The tag turns orange once a lot has seven days or fewer to go.
4. Check the lot label
The "Lot" column shows the label you gave that delivery, like CRATE-001. A delivery that came in with no label says "Loose stock". Find that one by the item name and the date instead.
5. Note the branch and the amount
"Location" tells you which branch is holding the stock. "Quantity" shows what is left. It uses the item's own unit word, like 24 bottles. Items with no unit word set show "units".
6. Move the oldest lots first
When you make a sale, the "Sell from" list puts the soonest lot at the top. Each one shows "exp" and the date. Pick a later lot and a small orange note tells you to sell the sooner one first. You can still sell the later one if you have a reason.
7. Fix a date that is wrong
Open "Inventory" then "Products". Open the item. Go to the "Batches" tab and click the pencil on that row. "Edit Batch" has the "Expiry Date" field. Save it. Go back to "Expiring Soon" and the row moves.
Worth knowing
Stock that is out with customers is left out
The list only covers stock sitting at your own branches. Once a lot goes out with a customer, it drops off the list. You cannot pull it back from a shelf you do not own.
Expired lots do not go away on their own
There is no bottom limit on the date. A lot that went bad three months ago and was never cleared stays at the top. It shows in every window until its quantity hits zero.
Rows do not open anything
Clicking a row does nothing. Write down the item and the lot. Then do the work under "Products", in a sale, or in "Find a Batch" if you need to stop a lot from selling anywhere.
A lot with no date never shows up
The page only lists lots that carry an expiry date and still have stock left. Deliveries you recorded before you marked the item as one that expires have no date. They stay hidden until you add one.
Questions
The page always says "Nothing expires in this window. Good shelves." but I sell medicine. What is wrong?
The app only asks for expiry dates on items you marked as ones that go bad. Open the item under "Inventory" then "Products". Press "Edit" and tick the box "Does it expire?". Save it. From then on every delivery asks for the expiry date and is kept as its own lot. Stock already on the shelf still has no date. Add it on the "Batches" tab if you want it counted.
My storekeeper cannot see "Expiring Soon" in the menu.
That menu item needs the "View stock movements" permission. It is the same one that shows "Stock Movements" and "Stock Counts". An owner can add it to the role under "Settings" then "Roles & Permissions".
Can I get this as a report for the office?
Yes. Reports has a part called "Expiring stock". It shows "Batches expiring", "Units at risk" and "Value at risk", plus the list of lots. Tick it under "Sections", because it is off until you ask for it. It is only offered to businesses that sell something with an expiry date. The value shown is what the stock cost you, not what you would have sold it for.
Outlyz does this
Outlyz tracks your stock, orders and deliveries, and every container you expect back. UGX 20,000 per person per month. The first month is free and no card is needed.
Or call 0780 784870 and we will set it up with you.