Inventory Management | Batch Tracking

Batch FIFO at issue. Expiry caught. Recall traceable.

Every receipt creates a batch with manufacture date, expiry, supplier batch number. Issues run FIFO automatically. Expiry alerts fire by configurable lead time. Recall reports trace any batch from receipt to dispatch in one query.

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How it works

Batch from receipt to recall.

Step 01

Batch created at receipt

Each GRN creates a batch with manufacture date, expiry date, supplier batch number, COA reference (Certificate of Analysis where applicable).

Step 02

FIFO at issue, automatic

Issue against the oldest batch first. The system picks the batch; the user confirms or overrides with a reason.

Step 03

Expiry alerts fire early

Configurable lead time per item category. Alerts surface to the warehouse team and the sales team for promotional dispatch or write-off.

Step 04

Recall trace, one query

Trace any batch forward (which dispatches received this batch, to which customers, in which states) and backward (which supplier batch, on which date). Recall report exports for the regulator.

What the system does

Capability, input, output.

Capability	Input	Output
Batch creation at GRN	Receipt with batch metadata	Batch record with mfg, expiry, supplier ref
FIFO issue logic	Issue request + batch availability	Oldest batch picked with override capture
Expiry alerting	Batch expiry + lead time config	Alert per channel; write-off workflow
Recall trace forward	Batch number	Dispatch list with customer, state, date
Recall trace backward	Batch number	GRN, supplier, supplier batch, COA
Lot-wise valuation	Batch + cost	Per-batch valuation in stock register

Batch creation at GRN

Input

Receipt with batch metadata

Output

Batch record with mfg, expiry, supplier ref
FIFO issue logic

Input

Issue request + batch availability

Output

Oldest batch picked with override capture
Expiry alerting

Input

Batch expiry + lead time config

Output

Alert per channel; write-off workflow
Recall trace forward

Input

Batch number

Output

Dispatch list with customer, state, date
Recall trace backward

Input

Batch number

Output

GRN, supplier, supplier batch, COA
Lot-wise valuation

Input

Batch + cost

Output

Per-batch valuation in stock register

Compliance + integrations

Built for industries where the batch matters.

Pharma (Drugs and Cosmetics Act), food (FSSAI), chemicals, electronics, agri all require batch-level traceability. The system captures batch metadata at receipt and preserves it through the dispatch chain.

Regulations we work within

Drugs and Cosmetics Act

Batch number, mfg, expiry captured per Schedule M.
FSSAI

Lot tracking aligned with food traceability requirements.
AS-2 / Ind-AS 2

Lot-wise valuation supported alongside FIFO and weighted average.

Connects to

Tally Prime Batch master sync
Barcode scanner Batch scan at receipt and issue

Batch Tracking FAQ

What buyers ask.

Can we override FIFO for a customer demanding the latest batch?

Yes. The user picks the batch with a reason captured (customer-requested fresh stock, return-to-supplier of older stock). The audit trail records the override with the approver and the reason.

How are partial-expired batches handled?

Partial-expired batches stay in the system flagged 'expired-pending-write-off'. The write-off workflow runs on a CFO-approved cycle (typically monthly). Write-offs post to the Inventory Loss GL with the reason captured.

For pharma, does the system support 21 CFR Part 11?

The audit-trail design is aligned with electronic-record requirements (immutable log, user, timestamp, before-after values). Validation packages for 21 CFR Part 11 are scoped per customer; the underlying capability is in the product.

Recall report format. Is it the regulator-accepted form?

Reports export in the formats accepted by Indian regulators (CDSCO for pharma, FSSAI for food). The CA / QA reviewer can finalise with DSC sign-off before submission.

Related features

Run a recall trace on your last batch dispatched.

Connect one warehouse, free. Pick any batch from your last quarter. The forward and backward trace runs in seconds. No spreadsheet stitching.