Lot and expiry tracking from dock to customer
When a batch has a problem, you need to know where every unit of it is, fast. NextStock captures lot and expiry at receiving, allocates by FEFO, and keeps the lot on every movement until the goods leave the building.
Highlights
GS1 parsing at receiving
Scan a GS1-128 or DataMatrix barcode and the GTIN, lot and expiry fill in from the application identifiers.
FEFO allocation
Orders draw from the earliest-expiring available lot first, so short-dated stock leaves before it ages out.
Shelf-life checks on arrival
Stock that arrives with less than the required remaining shelf life raises a variance someone must approve.
Lot holds and recalls
Hold a lot everywhere in one action and see what is in stock, picked, packed, loaded or already shipped.
Why lot and expiry tracking matters
A lot (or batch) groups units made under the same conditions. If a supplier flags lot LOT-0826 of olive oil, you need to know how much of it is on your shelves, how much is in open orders and which customers already received it. Without lot tracking, the only safe answer is to pull every unit of the SKU.
Expiry adds a second pressure. Stock that sits past its date is a write-off, and many retail and wholesale buyers refuse deliveries with too little shelf life left.
How lots are captured at receiving
You mark a SKU as lot-tracked, and optionally expiry-tracked, in the catalog. From then on, receiving won't accept it without a lot number. Operators can type the lot, but the faster route is barcode scanning: NextStock reads GS1 application identifiers, so one scan of a supplier label fills in the GTIN (01), lot (10), expiry (17) and serial (21) where present.
- If a lot already exists with a different expiry date, the receipt is stopped so the conflict is resolved at the dock
- A minimum remaining shelf life can be set per SKU or per client; arrivals below it raise a variance for approval
- Stock can be received straight into quarantine when it needs inspection before sale
How FEFO allocation works
First expired, first out means allocation picks the lot with the earliest expiry among available stock, not the one received first. Lots in quarantine or on hold are skipped. The pick list then names the bin and the lot.
At the bin, the check continues. If a bin holds more than one lot of the same SKU, the picker must scan the lot before the pick is confirmed, and a scan of the wrong lot is rejected. For a deeper comparison of rotation rules, see FIFO vs FEFO vs LIFO.
Short-dated stock, holds and recalls
Expiring stock appears in the alerts inbox and by email before it becomes a write-off, so you can push it into promotions or return it to the supplier while it still has value.
When a lot is suspect, a scoped hold blocks picking of that lot in every location at once. Holds and recalls show exposure across the whole flow: units still in stock, already picked, packed, loaded or shipped, and which customers received them. That list is the starting point for customer notifications.
Who needs lot and expiry tracking
Any product with a batch code or a date: food and beverage, cosmetics, supplements, chemicals and some spare parts. Brands use it to protect their own recall readiness. 3PLs need it because clients hold them to the client's rules, and the lot rides on each client's stock separately. Distributors use FEFO to meet buyers' minimum shelf-life terms.
Regulated operations should validate their own requirements. NextStock gives you the records; your quality process decides what they must contain.
Setup tips for lot-controlled SKUs
Turn on lot tracking only for SKUs that carry a lot on the pack; forcing lots onto untracked goods creates fake data. Load opening stock with real lot and expiry values, even if it takes a count to find them.
- Set a minimum shelf life for customers or clients who require one
- Create a quarantine location before your first inspected receipt
- Ask suppliers for GS1-128 or DataMatrix labels that include lot and expiry
- Run a mock recall on one lot to check the exposure view against reality
Built for
Frequently asked questions
Short, direct answers to the questions warehouse teams ask most.
Can one bin hold several lots of the same SKU?
Yes. Each lot is a separate line in the balance, even in the same bin. Allocation still chooses by expiry, and when a bin holds more than one lot the picker has to scan the lot to confirm the right one. If your team keeps mixing lots, consider separate bins per lot for fast movers.
What happens if stock arrives with too little shelf life?
If the SKU or the client has a minimum remaining shelf life, a receipt below it raises a shelf-life variance. The office approves or rejects it, and the decision is recorded. Approved stock can go to quarantine or into normal putaway, depending on how you choose to handle it.
How does allocation work for lots without an expiry date?
Expiry tracking is set per SKU. For expiry-tracked SKUs, allocation takes the earliest expiry first. For SKUs tracked by lot but not by expiry, it takes the oldest lot first, which is first in, first out by lot. Untracked stock is allocated by the other rules: whole license plate, pick face first, then walk sequence.
Can I trace a lot after it has shipped?
Yes. The lot stays on every movement, so lot traceability shows where it was received, where it was stored, which orders it was allocated to and which customers received it. A recall uses the same data to show exposure at each stage, from stock on hand to shipped.
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