Item expiration dates

The item card can hold a list of batches with dates: how many units and until when they are good. It is a reference record — it does not block sales and does not write anything off automatically.

How to open

Open the item card: Guides > Items and services → the item → the Expiration dates tab.

Route: /warehouse/guides/s_items

Quick actions:

• Open items

The tab is not everywhere

The Expiration dates tab appears only on a saved item. A new, unsaved card and an item group do not have it. If you cannot see the tab, save the item first and reopen it.

Adding an expiration date

1. Open the item and go to the Expiration dates tab.
2. Add a row.
3. Fill in:
   • Expiration date — the date the batch is good until;
   • Quantity — how many units are in that batch.
4. Save the row.

The unit of measure is taken from the item card — you do not pick it separately.

You can add as many rows as you need: one batch, one row. An existing row can be edited or deleted.

Fields

Field	Description
Expiration date	End of shelf life for the batch. Required
Quantity	Number of units in the batch. Required
Unit	Unit of measure from the item card, read-only

Limits — read this before you start using it

The feature is deliberately simple, and it matters to know what it does not do:

• It does not affect stock. The quantity on an expiration row is a separate record; it is not linked to the warehouse balance and does not change it.
• It does not block sales. The POS will not refuse to sell an expired batch.
• It does not write off automatically. Nothing happens when the date passes — expired goods are written off with the usual Cancellation document.
• It does not decrease on sale. Sell five units and the row keeps its number; you edit it by hand.
• There is no summary report in the dashboard. You cannot review expiration dates across all items in the current dashboard — only card by card.

If you need real expiry control at volume, it is more practical to track batches through warehouse documents and watch balances by receipt date.

Duplicate dates

Within one item, two rows with the same date are not allowed — the system answers "A record with this date already exists". If another batch arrives with the same date, edit the existing row and increase the quantity.

Common problems

I cannot see the Expiration dates tab. The item is not saved, or you opened a group instead of an item. See the warning above.

I entered dates but they are not in any report. Expiration dates do not reach warehouse or item reports — they are a separate record on the item card.

The expiration quantity does not match the stock balance. That is expected; they are independent numbers. Stock comes from warehouse documents, expiration dates are a manually maintained note.

FAQ

Will I get a notification when a date approaches?

No. The system sends no expiry notifications.

Can I block sales of expired goods?

Not through expiration dates. Sale blocking is configured against stock balances, not dates.

How do I enter dates for many items quickly?

There is no bulk entry; each card is filled in separately.