Quick Summary: The Expiry Dates Module is designed to intelligently manage inventory with expiration dates. It prioritizes the consumption of stock based on production and expiry dates to minimize wastage. The app automatically deducts expired stock from projected inventory calculations, updates stock projections, and adjusts recommended orders and stock status metrics.
Finding Expiry Data In The app
The Expiry Dates Module adds expiry-related data to multiple existing screens and calculations in the app.
Expiry Data On The Inquiry Screen
The Inquiry page includes a dedicated Lots tab that shows detailed expiry information for the selected item and location.
The Lots table includes:
Lot numbers: Codes assigned to batches of products that share production and expiration dates.
Production dates: The date each Lot was produced.
Actual expiry dates: The official expiration dates for each Lot.
Effective expiry dates: Dates used by the app to determine whether a Lot is projected to expire before consumption. These may be earlier than the actual expiry date when minimum shelf life rules apply.
Lot quantities: The allocation of stock per Lot.
Expired quantities: Equal to the Lot quantity if the Lot’s effective expiry date has passed.
At-risk quantities: The portion of stock projected to expire based on demand.
Estimated depletion dates: When each Lot is projected to be used up by demand.
Each effective expiry date includes a dot indicator that highlights expiration risk:
Red dot: The Lot quantity has expired and cannot be used to fulfill demand.
Purple dot: Part or all of the Lot is at risk of expiring before demand consumes it.
Green dot: The Lot is expected to be consumed before expiration.
Expiry Data On The Projection Tab
The Projection tab displays when Lot quantities, or portions of them, are projected to expire.
A red bar shows the timing and quantity of projected expirations.
In Table view, the Exp column lists the dates and quantities for expiring stock.
Expiring quantities reduce projected opening stock within all projection calculations.
Consolidated Expiry Data On The Projection Screen
Projected expiring Lot quantities are converted into values using each item’s average cost. The Projection screen > Demand tab (table view) shows the consolidated value of projected expiring stock for the selected filters.
Expiry Data In The Report Builder
The Report Builder includes several expiry-related fields.
Add columns for Expired and Expiring stock under the Stock category in the Column selection tab.
Add columns to include monthly projected potential expiring stock units in any stock projection report.
Integration with app calculations
Changes to forecasts or policy strategies immediately incorporate Lot quantities and expiration dates into:
Recommended order calculations
Stock status calculations
Projection logic
Consumption and depletion modeling
When a Lot reaches its effective expiry date, the app removes the quantity from projected stock calculations and planning logic. However, this does not create a stock adjustment transaction in your ERP. Expired stock must be manually written off or adjusted in the ERP system according to your internal inventory control process.
⚠️ Watchouts
Expired stock deduction: Expired quantities are automatically removed from projected stock, which may significantly increase stockout exposure if expiring Lots make up a large portion of total stock.
Risk interpretation: Purple dot Lots are not fully expired but are at risk. High proportions of purple may require policy or forecast adjustments to prevent wastage.
Shelf life effects: Effective expiry dates can be earlier than actual expiry dates when minimum shelf life rules apply. This can cause users to question differences between actual expiry and effective expiry if they are not aware of the rule.
Projection gaps: If Lots or expiry data are missing from data imports, projections may not accurately reflect upcoming expiration risks.
ERP dependency: Expired stock is excluded from planning and projections in the app, but it is not automatically removed from physical inventory records. Failure to process ERP write-offs may cause discrepancies between projected stock and on-hand stock balances.
💡 Tips
Use depletion dates for planning: Combining depletion dates with effective expiry dates helps determine whether an item needs policy changes rather than reactive order adjustments.
Include expiry data in custom reporting: Add Expired and Expiring fields in the Report Builder to track and review wastage risk across large assortments.
Review expiring stock early: Regularly check red and purple dots on the Lots tab to identify items that need redistribution, discounting, or consumption prioritization.
Monitor seasonal items closely: Seasonal demand shifts can create expiry risk even for items with long shelf lives. Use projection views to catch these trends early.
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