Lot and Expiry date manager

How to Manage Lots and Expiry Dates

The Lot and Expiry Date Manager allows you to track products as batches with shared characteristics, such as lot numbers and expiration dates. This ensures complete traceability, reduces inventory waste using the FEFO (First Expired, First Out) principle, and helps maintain accurate warehouse tracking for regulated products.

Step-by-step guide:

1. Install and activate the application: 
   1. Open Applications from the Erply main menu and select App Store. 
   2. Search for "lot" and select the Lot and Expiry date manager app. 
   3. Click Install, and once finished, click Open. 
   4. Navigate to Related Apps in the left menu and click Install apps to activate all necessary background modules.

Configure products in PIM: 

1. Go to PIM -> Catalog and open the product card you want to track. 
2. Check the Lot product box. Click Save.
3. Enter the product's full lifespan in the Shelf life in days field and click Save.
   

Add lots to existing inventory manually: 

1. In the lot app, navigate to Lots -> New lot. 
2. Search for the product by name or code. 
3. Enter the lot number and/or expiry date, then click Save. 
4. In the new view, enter the quantity for the specific warehouse and click Save.

Import lots to existing inventory: 

1. Go to Lots -> Import. 
2. Upload an Excel or CSV file containing the product code, EAN, product name, lot number, expiration date, and quantity.

Set up automated notifications: 

Navigate to the Notifications menu to configure automated emails for expiring products (e.g., receive a report for items expiring within the next 30 days).

Business processes

Receive lot products (Purchase Documents): 

Enter lot details when receiving goods on inventory-moving documents, such as Purchase invoice-waybills, Waybills, and Cash purchase invoices. (Note: standard purchase orders and invoices do not create inventory movements).

Sell lot products (Sales Documents):

 Select the corresponding lot when confirming inventory-moving sales documents like Invoice-waybills, Waybills, and Cash invoices.

Manage internal lot movements: 

When making an Inventory transfer, selecting a lot is mandatory at the confirmation step. For Write-offs, choose the specific lot from the available warehouse list. For Inventory registrations, adding a lot number or expiry date to the product row is required to confirm the document.

Notes/Warnings:

1. Implementing lot tracking requires strict discipline during both receiving and issuing goods to keep your inventory data accurate.
2. If a product is marked as a Lot product, the system will not allow you to sell it without selecting a specific batch.
3. Set the number of decimal places in the General settings tab to match how you sell your main products.

Standard Erply printouts do not include lot information by default. To display lot data on your documents, add a text field to your document rows container in the print template and copy the following code: {% empty({{jdoc::lots::lotNumber}}) ? ' ' : 'Lot:' %}{% empty({{{jdoc::lots::lotNumber}}}) ? ' ' : {jdoc::lots::lotNumber} %} {% empty({jdoc::lots::expirationDate}) ? ' ' : 'Expiry:' %}{% empty({{{jdoc::lots::expirationDate}}}) ? ' ' : {jdoc::lots::expirationDate} %}