Stock Lots
A stock lot (also called a batch) is a group of items that were received, manufactured, or processed together and share common attributes such as a production date, expiry date, or supplier. Lot tracking enables batch-level traceability — if a quality issue is discovered, you can identify every item in the affected lot and take targeted action.
Key Concepts
- Lot Number — A unique identifier for the batch (e.g., LOT-2026-0078).
- Quality Status — The lot’s current quality assessment, which determines whether items from this lot can be used or sold.
- Expiry Date — When the items in the lot expire, relevant for perishable goods, pharmaceuticals, or any product with a shelf life.
Creating a Stock Lot
To register a new lot:
- Navigate to Inventory > Stock Lots in the sidebar.
- Click Add Lot.
- Fill in the details:
- Lot Number — A unique batch identifier.
- Product / Variant — The product this lot contains.
- Received Date — When the lot was received into your warehouse.
- Manufactured Date — When the lot was produced (if known).
- Expiry Date — When the lot expires (if applicable).
- Supplier — The business partner who supplied this lot (optional).
- Purchase Order — The purchase order this lot was received against (optional).
- Notes — Any additional information about the lot (storage requirements, certifications, etc.).
- Click Create to save the lot in Pending quality status.
Quality Status Workflow
Each lot goes through a quality assessment process:
| Status | What it means |
|---|---|
| Pending | The lot has been registered but not yet inspected or assessed. |
| Under Review | The lot is being inspected or tested for quality. |
| Approved | The lot has passed quality checks and items can be used or sold. |
| Rejected | The lot has failed quality checks and items should not be used or sold. |
Actions
- Send to Review — Move a pending lot into the review process.
- Approve — Mark the lot as approved after quality checks pass.
- Reject — Mark the lot as rejected if quality checks fail.
Filtering by Status
The stock lots list includes status tabs for quick filtering:
- All — Shows every lot.
- Pending — Lots awaiting quality assessment.
- Under Review — Lots currently being inspected.
- Approved — Lots that passed quality checks.
- Rejected — Lots that failed quality checks.
Important Notes
- Lot tracking is most valuable for industries with regulatory requirements (food, pharmaceuticals) or where batch recall capability is needed.
- Link serial numbers to lots when you need both batch-level and individual-item tracking.
- Monitor expiry dates to ensure products are used or sold before they expire — consider first-expiry-first-out (FEFO) picking strategies.
- Rejected lots should be quarantined. Work with your quality team to determine whether items can be reworked, returned to the supplier, or disposed of.