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 — 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.
• Goods receipt — On a lot that came in from a supplier, the receipt it arrived on, as a link. Completing a goods receipt creates one lot per line it accepted; a lot you register by hand shows a dash.

Creating a Stock Lot

To register a new lot:

1. Navigate to Inventory > Stock in the sidebar and open the Stock Lots tab.
2. Click New.
3. 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.
   • Made — When the lot was produced (if known): on or before the day it was received and its expiry date.
   • Expiry Date — When the lot expires (if applicable).
   • Supplier — The business partner who supplied this lot (optional).
   • Notes — Any additional information about the lot (storage requirements, certifications, etc.).
4. Click Save to store the lot in Pending quality status.

Quality Workflow

Each lot goes through a quality assessment process:

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.

Searching

Use the search bar on the stock lots list to find rows by lot number, product name or SKU, or variant SKU/barcode. The search matches partial text, so typing BATCH-2026 finds every lot starting with that prefix.

Filtering by Status

The filter button beside the search box (Working with lists) narrows the list by Quality — pick one or several:

• Pending — Lots awaiting quality assessment.
• Under review — Lots currently being inspected.
• Approved — Lots that passed quality checks.
• Rejected — Lots that failed quality checks.

The same panel narrows to one Product, to a Received or Expiry date range — “everything expiring before the end of the quarter” is one To date — and hides inactive lots (Active — Yes); the choice is written into the page’s address so a view can be bookmarked.

See what changed a lot’s cost

A lot’s units carry the cost their goods receipt put into stock. Some costs arrive later: the freight, the duties and the forwarder of an import are invoiced after the goods are on the shelf. When an import dossier’s landed cost is posted, each of its lots takes its share, and the lot’s Cost history tab says so.

Open the lot and choose Cost history. Each row is one place the change reached, with:

• the Source, such as Landed cost, which opens the page that explains it;
• the Date of the change;
• the Place: On hand for units on a shelf, in the Warehouse named, or In transit for units on a transfer to it;
• the Quantity of units it reached there;
• the Unit cost change: what was added to each unit’s cost, negative when a correction lowered it;
• the Value: what the change added to the stock in that place.

Units already sold or used when the change was posted are not on the tab: they were no longer in stock, and the dossier’s landed-cost sheet shows their share as a variance. A lot nothing changed says so instead of a table. The tab is shown to those who may read the stock journal.

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.
• Rejecting a lot moves its stock to Quarantine. Work with your quality team to determine whether items can be reworked, returned to the supplier, or disposed of — which is an inventory adjustment whose line names Quarantine.