Purpose:-

The Expiry Date Management feature ensures perishable and date-sensitive items are managed properly within inventory. It prevents sales of expired stock, enforces shelf-life validation during inward processes, and maintains item non-expiry items in the inward operations.

Steps to Configure shelf days in Item Master

There are mainly 2 cases in which we can achieve the expiry management and it starts with item master configuration.

Case 1: Steps to set months/days for Mfg Details
1. If the 'Mfg Details' are set as months /Days then the 'batch/expiry details' field will be set default as mandatory and not allowed to change. Also, the 'shelf life' field will become mandatory and minimum shelf life is optional.

Steps to verify expiry date configuration in purchase invoice screen:-

1. Load the supplier and item details in the screen and enter the manufacturing date of the batch item.

2. Click enter key and you can see the expiry date is automatically calculated(manufacturing date + shelf life days) and loaded based on the shelf life days mentioned in item master. If minimum shelf life is mentioned in master, ensure manufacturer date is given accordingly so that expiry date is more than minimum shelf life days.

3.  Enter quantity and proceed to save the invoice.

Case 2: Steps to set months/days for Expiry Details
1. If the expiry details are set as months /Days then the mfg details field will be set as mandatory by default and the minimum shelf life field is mandatory. Also for this case , minimum shelf life must be greater than 0.

Steps to verify expiry date configuration in purchase invoice screen:-

1. Load the supplier and item details in the screen and enter the manufacturing date of the batch item.

2. The cursor moves to expiry date field and in this case you have to enter the expiry date as per selected date format.

3. Enter the qty and click save.

If you wish to change the expiry date of any particular batch then it can be done in Item Expiry Update based on shelf life.

1. Navigate to Inventory -> more -> Item Expiry Update based on shelf life.

2. Select the branch and item name from the respective dropdowns and item details gets loaded.

3. The expiry details of item which was configured in item master can be seen here and these are non editable.  

4. From the listed batch details, click on New expiry column and enter the new expiry date for the batch for which you want to change the expiry date. The batch will get auto selected and click the Save button. 

6. You can verify or confirm the new expiry date by checking the new report. You can search for 'Item Expiry Update Details'.

7. Select the date range and click on apply to load the report.

8. The report details get loaded along with the revised expiry date.

Steps to configure mfg/expiry details and shelf days in Bulk - Item Master Migration :-

1. Navigate to Tools -> More -> Master Migration

2. Select Item Master from the dropdown and click on Load Config. Ensure the expiry details and mfg details fields are enabled. Also enable the expiry date format and mfg date format so that we can give correct date format.

3. Download the csv sheet and enter the details.

4. Under the upload sheet tab, select Item master from dropdown and upload the file from local system. Click on Upload File button to upload the file.

5. Once uploaded, system will show a success message.

6. You can verify the details in Item Master.

FAQ:-

Q1. In which other screens will this expiry management work?

A1. This feature is supported in Purchase Invoice, Opening Stock Entry and Receipt Note Entry screens.

Q2. Can I give date format as any format?
A2. No, in choosing date format there's restriction. If 'batch/expiry details' or 'mfg details' is selected as 'days' then he cannot give any other format which does not have 'dd'(date) in it.

Q3. What happens if I change the configuration in item master after I inward stock for the item?

A3. The existing stock will not be impacted in any way. The changes in item master will apply only for newly inward stocks.

Q4. Can I update the expiry date for particular quantity of item?

A4. Expiry date can be configured only for batch wise and not for a piece or some of the quantities.

Q5. Can I configure days/months as expiry days as for both mfg and expiry details?

A5. No. We can set days/months either for mfg details or expiry details. If batch/expiry details is set as days/months then mfg details will be set as mandatory by default. If mfg details is set as days/months then batch/expiry details will be set as mandatory by default.

Q6. What happens expiry date is not given as per the conditions set in item master?

A6. In this case an error will show in the screen prompting user to give expiry date between minimum shelf life and shelf life period.

Q7. Is there option to update expiry configurations for different items in bulk?

A7. Yes, using Item Update Migration, we can update expiry and mfg details configurations in bulk for multiple items.

Steps to update mfg/expiry details and shelf days configuration in Bulk - Item Master Migration :-

1. Select Item Update Master from the dropdown and click on Load Config. Ensure the expiry details and mfg details fields are enabled. Also enable the expiry date format and mfg date format so that we can give correct date format.

2. Download the csv sheet and fill in item details. Then upload the file and you can verify in item master screen.