Batches and expiry dates

If you sell milk, bread, medicine, or anything else with a date on the pack, batch tracking turns expiry from a surprise into a plan.

What a batch is

A batch is one delivery or supplier lot of one item, with its own quantity and batch number. Link a separate expiry entry when that lot also has a date. Two deliveries of the same yoghurt with different lot numbers are two batches.

Record a batch and its date

1. 1
   Open **Inventory → Batches & Expiry** in the owner dashboard.
2. 2
   Choose Record Batch.
3. 3
   Select the item variation, then enter the supplier's batch or lot number and the quantity.
4. 4
   Choose Record Batch.
5. 5
   Choose Log Expiry, select the same variation, and optionally link the batch.
6. 6
   Enter the quantity carrying that date and its expiry date, then save.

The batch and expiry entries are separate so one batch can be recorded even when it has no date. Logging either one does not receive stock into the main on-hand count; use a purchase order or Restock for the delivery as well.

Sell the earliest first — FEFO

FEFO means First Expired, First Out. For tracked item sales, Swipee reduces dated quantities from the earliest expiry first. That keeps the expiry record useful, but the app cannot rotate the physical shelf for you.

Rotate the shelf so the earliest date is at the front and staff naturally pick it first.

Watch what is about to expire

The Expiry Alerts tab lists expired stock and stock due within 30 days. Check it once a week and you have time to act:

• Discount the item while it can still sell.
• Bundle it with something that moves fast.
• Move it to the front of the shelf.
• Return it, if your supplier allows returns.

Good habits

• Enter the date at delivery, not at the end of the week.
• Link an expiry entry to its batch whenever you know the lot number.
• Use the supplier's lot number as the batch number so a recall is easy to trace.
• Review near-expiry every Monday. It is the cheapest money you will save all week.

Next steps

• Track stock levels
• Purchase orders and vendors