Batch & Lot Tracking

Track inventory by batch and lot number to manage expiry dates, enforce stock rotation, and maintain full traceability.

Overview

Batch and lot tracking in Stogly lets you:

• Assign unique lot numbers to incoming stock
• Track expiry dates per batch
• Enforce FIFO (First In, First Out) or FEFO (First Expired, First Out) stock rotation
• Trace products back to their source batch for quality control
• Receive alerts before batches expire

This is especially useful for food, beverages, cosmetics, pharmaceuticals, and any perishable goods.

Enabling Batch Tracking for a Product

1. Navigate to Products > Product List
2. Open the product you want to track by batch
3. In the product details, enable the Batch Tracking toggle
4. Click Save

Once enabled, every stock receipt for this product will require a lot number.

Creating Batches During Stock Receipt

When Receiving a Purchase Order

1. Open the Purchase Order and click Receive
2. For each batch-tracked item, you will see additional fields:

1. To receive multiple batches in a single PO line, click + Add Batch
2. Complete the receipt as usual

Manual Batch Entry

1. Navigate to Inventory > Stock Adjustments
2. Select a batch-tracked product
3. Click + Add Batch and fill in the lot number, expiry date, and quantity
4. Save the adjustment

Stock Rotation: FIFO & FEFO

Stogly supports two rotation methods:

Setting the Rotation Method

1. Navigate to Settings > Inventory
2. Under Stock Rotation, select FIFO or FEFO
3. This applies globally — the POS and order fulfillment will suggest picking from the correct batch automatically

Viewing Batch Inventory

Batch Inventory List

1. Navigate to Inventory > Batches
2. Browse all active batches across your locations
3. Use filters to narrow by:
   - Product or category
   - Warehouse / Store
   - Expiry date range
   - Lot number

Product Batch Detail

1. Open any batch-tracked product
2. Click the Batches tab
3. View all batches for that product with their lot numbers, quantities, expiry dates, and locations

Expiring Batches Alerts

Stogly alerts you before batches expire so you can take action.

Configuring Alerts

1. Navigate to Settings > Notifications
2. Under Batch Expiry Alerts, set:
   - Warning threshold — days before expiry to trigger a warning (e.g., 30 days)
   - Critical threshold — days before expiry for urgent alerts (e.g., 7 days)
   - Notification method — in-app notification, email, or both
3. Save your settings

Reviewing Expiring Stock

1. Navigate to Inventory > Batches
2. Click the Expiring Soon tab
3. Batches are sorted by expiry date, with the nearest expirations at the top
4. From here you can:
   - Transfer batches to a location with higher turnover
   - Apply a discount to move stock faster
   - Write off expired inventory

Tips & Best Practices

• Standardize lot numbers — use a consistent format (e.g., LOT-YYYY-MMDD-SEQ) across all suppliers for easier searching
• Use FEFO for perishables — FEFO ensures the shortest-dated stock is always used first, reducing waste
• Set alerts early — configure warning thresholds with enough lead time to run promotions or relocate stock
• Audit regularly — periodically compare physical batch quantities against the system to catch discrepancies
• Train your team — ensure staff receiving goods always enter lot numbers and expiry dates accurately

Need help? Contact support at support@stogly.com