Batches and expiry

For medicine, food, cosmetics and other goods that expire, Aiyaar keeps stock per batch, each with its own expiry date. It sells the batch that expires first, never sells expired stock, and tells you each morning what needs your attention.

#Track batches for a product

1. Add or edit the product. See Add your products.
2. Make sure Track stock is on, then turn on Batches & expiry.
3. When you add opening stock, enter the Batch no. and the Expiry date.

From now on, every time stock of this item comes in, Aiyaar asks for a batch number and an expiry date:

• When you receive a purchase. See Suppliers and purchases.
• When you add stock with Restock or Adjust stock. See Inventory.

#The oldest expiry is sold first

When you sell, you do not need to pick a batch. Aiyaar takes the stock from the batch with the earliest expiry date first, so old stock leaves the shelf before new stock. Transfers between shops and stock removals work the same way, unless you type a batch number.

Aiyaar never sells a batch that has expired. If the only stock left is expired, the sale stops and asks you to remove that stock first.

#The expiry board

Open Inventory → Batches & expiry. At the top are three cards. Each one shows the money in those batches at cost and how many batches there are:

Tap a card to see its batches. Each line shows the product, the batch number, the expiry date, how many days are left, how much is in stock, its value at cost, the shop and the supplier it came from.

Below the board is a list of all batches. Use Show batches to pick Already expired, Expiring within 30 days, Expiring within 90 days, Expiring within 6 months or All batches in stock.

#Return a batch to the supplier

1. On the expiry board, tap Return to supplier on the batch.
2. Check the Supplier. The one you bought it from is chosen for you.
3. Enter the Quantity to send back. You see its Value at cost.
4. Add a Note if you like, for example who picked it up.
5. Tap Return.

The stock leaves your shop, and its value at cost comes off what you owe that supplier.

#Write off expired stock

If the supplier will not take it back:

1. On the expiry board, tap Write off on the batch.
2. Enter the Quantity. Aiyaar shows the loss at cost.
3. Tap Write off.

The stock is removed as Expired and appears in your stock history. You can also do this from Adjust stock with the reason Expired.

#The morning alert

Every morning at about 9 am, if any batch has expired or will expire within 30 days, you get one note in the bell at the top of the dashboard. If you have turned on notifications, it also comes to your phone. It tells you how many batches and roughly how much money at cost. Tap it to open the expiry board.

The Dashboard also shows how many batches are Expiring in 30 days, and Reports → Inventory shows expired batches and those expiring within 30 days. See Reports and profit.