Tracking a Product by Expiry Date in Daftra
In a previous topic, we explained how to track a product by serial number and perform operations in the program. In this topic, we will perform the same task but with a single difference, and that is the tracking method. Instead of the serial number, it will be the expiration date. Specifically, in this topic, we will cover:
- Setting the expiration date from inventory vouchers.
- Setting the expiration date from a purchase invoice.
- The impact of activating inventory vouchers on adding an expiration date for a product from a purchase invoice.
- Issuing a product with an expiration date from a sales invoice.
- Adding a product with expiration date tracking to a point of sale invoice.
- Product tracking tables.
Adding a Product with an Expiry Date Tracking Method
To successfully complete this task, we first need to enable the product tracking system in inventory. Then, add a new product, specifying the tracking type as “Expiration Date.” Here are the steps:
Activating Product Tracking System in Inventory
First, go to “Inventory” from the main menu, and select “Inventory Settings.”
Click on the “General” tab.
Now, activate the option “Track Products Using Serial, Lot or Expiry Date” as shown in the image, then click on “Save.
By doing so, you have successfully activated the product tracking feature. Now, when adding a new product, you can assign one of the tracking methods:
- Serial Number
- Lot
- Expiry Date
Adding a New Product and Selecting the Tracking Type (Expiry Date)
After activating the product tracking feature, we can now add a new product and assign an expiry date to it as a tracking method.
First, go to “Inventory” from the main menu, then select “Products and Services,” press “Add,” and choose “New Product” as illustrated in the image.
You can refer to the “Add New Product” guide to learn how to fill in the rest of the details.
In our illustrative example, we will add the product “Soft Drinks” and fill in its basic information.
Now, let’s move directly to the control panel for the product, specifically to the “Inventory Management” field, to activate the “Inventory Tracking” option. Here, you can see all available tracking methods: Serial Number, Lot, and Expiry Date, or Quantity Tracking only as illustrated in the image below:
Setting Expiry Date for Requisitions
Daftra allows you, when adding a new product through requisitions or adding a quantity to an existing product, to assign an expiry date to that product as a tracking method.
To set an expiry date for the product “Soft Drinks” using requisitions, click on “Inventory” from the main menu, then select “Manage Requisitions.”
Afterwards, click on the “Add” button and choose “Manual Inbound” from the dropdown menu, as shown in the image.
And now, we enter the requisition data according to what is required.
You can refer to the “Creating a manual requisition” guide to complete this step.
In the “Items” field, select the product “Soft Drink” that you want to add to the requisition with an expiry date. In the “Quantity” field, specify the quantity of the “ Soft Drink” product being added.
And now, in the “Calendar” field below the item, as illustrated in the image, specify the expiry date for the “Soft Drinks” product.
Alert!
If there are multiple expiry dates for the same type of added product, you can specify the product more than once in the invoice items table with different expiry dates.
Now click on “Save“
Setting an Expiry Date from the Purchase Invoice
You can assign an expiry date to the “Soft Drinks” product from its purchase invoice as a tracking method.
Alert!
Before performing this task, make sure you have not activated “Requisitions for Purchases and Sales,” as enabling it would require you to add the serial number from the inbound requisition, not directly from the purchase invoice.
You can refer to the guide “activating requisitions for sales and purchases” to successfully complete this step.
Now, to set an expiry date for the ” Soft Drinks” product from the purchase invoice, click on “Purchases” from the main menu, then select “Purchase Invoices,” and click on the “New Purchase Invoice” button, as shown in the image.
Now, we need to enter the purchase invoice data as required.
You can refer to the guide “Creating a New Purchase Invoice” on Daftra to assist you in this process.
In the “Items” field, select the product “Soft Drinks” that you want to add to the purchase invoice with an expiry date. In the “Quantity” field, enter the quantity of the “Soft Drinks” product that you specified earlier.
And now, in the “Calendar” field below the item, as illustrated in the image, specify the expiry date for the “Soft Drinks” product.
Alert!
If there are multiple expiry dates for the same type of added product, you can specify the product more than once in the invoice items table with different expiry dates.
Now click on “Save” button.
The Impact of Activating Requisition on Adding Expiry Date to a Product from a Purchase Invoice
When activating the “Enable Requisition for Purchases and Sales” option, the requisition becomes responsible for approving the issuance or receipt of purchases and sales, not the invoice.
In this case, if you have enabled the “Enable Requisition Purchases and Sales” option, you will need to add the expiry date to the purchase invoice from the inbound requisition related to the invoice. You can accomplish this by creating a purchase invoice for the product you want to track by expiry date.
Afterward, go back to “Inventory” from the main menu, click on “Manage Requisition,” and choose this purchase invoice to set the expiry date for its items for tracking purposes.
However, if the “Enable Requisition for Purchases and Sales” option is not activated, you can directly set the expiry date from the invoice.
Issuing a Product with an Expiry Date from the Sales Invoice
You can issue a product with an expiry date from its sales invoice.
Before performing this task, you must first ensure that ‘Enable Requisition for Purchases and Sales‘ is not activated. In case of activation, you will need to add the expiry date from the outbound requisition related to the sales invoice, not directly from the sales invoice.
Refer to the guide “Enabling Requisitions for sales and purchases” to successfully complete this step.
Now, let’s continue with the steps after confirming the deactivation of the setting for requisition for purchases and sales.
First, click on ‘Sales‘ from the main menu, then choose ‘Create Invoice.’
Enter the sales invoice data as required, and you can refer to the guide “Creating a new sales invoice” for further details.
In the ‘Items‘ field, select the product ‘Soft Drink‘ tracked by the expiry date.
In the calendar field select the expiry date of the product “Soft Drink“
Alert!
The list of products with expiry dates that are selected must be available in stock; as no products with previously issued expiry dates will appear.
Complete filling in the remaining details on the invoice, then click on the ‘Save‘ button.
Stop Selling Expired Tracking Items
Click on “Sales Settings” under “Sales” in the main menu, then click on “General Invoice and Estimate Settings,” activate the setting “Stop Selling Expired Tracked Items,” and then click “Save.” This will prevent expired products from appearing automatically when creating an invoice.
Adding an item with an expiration date tracking system to a POS invoice
You can add items with an expiration date tracking system when creating an invoice from the point of sale. To successfully complete this task, you must first activate the option to allow adding products with a tracking system to the invoice. Then, enter the sales screen and select the items. Here’s how:
Activate 'Add Products with Tracking System to the Invoice'
From the main menu, click on ‘POS,’ then choose ‘POS Settings.’
Click on the ‘General‘ tab.
Activate the option ‘Accounting System Per Invoice,‘ and you will automatically see the possibility of activating the option ‘Add Products with Serial, Lot, or Expiry Date.’ Activate this option as well.
Then click the ‘Save‘ button, and you have successfully activated the option to allow adding products with a tracking system in the invoice.
Choosing a Product with Tracking System in the Sales Screen
Now, we begin the task of creating a sales invoice from the POS and adding products to it with an expiration date tracking system.
Before starting, you must first ensure that ‘Enable requisitions for purchases and sales‘ is not activated. In case of activation, you will need to specify the expiration date from the outbound requisition for the sale invoice, not directly from the sales invoice.
You can refer to the “Enabling requisitions for sales and purchases” to complete this step successfully.
We continue the steps to create a sales invoice from the point of sale by clicking on ‘POS‘ from the main menu.
Then click on ‘Start Selling‘ to open a new sales session or go directly to an already open sales session.
From the Sales Screen choose the product ‘Soft Drink.’
A floating screen will appear, as shown in the following image, where we add the expiration date for the product ‘Soft Drink.’
Alert!
If you enter an expiration date different from the one assigned to the product, the system will reject completing the task, indicating that the input is incorrect.
Press the “Save” button, then proceed with the remaining steps to confirm and settle the invoice.
Tracking Stock Transactions Tables
Daftra provides a feature to review the transaction of tracked products in organized tables. This feature enables us to access the expiration date of a product and identify its purchase and sales invoices.
To view the transaction of the “Soft Drinks” product tracked by the expiration date, first, click on “Inventory” from the main menu, then click on “Product Tracking.” You will see a list of products with assigned tracking methods.
Choose from the displayed cards “Expiry Date.”
As illustrated in the following image, you can see two cards: Serial Number and Expiry Date. This is because I am already tracking products by serial number and expiration date. If I were not tracking products by serial number, for example, the serial number card would not appear, and I would move directly to the control panel for products tracked by expiration date.
A list of products with assigned tracking methods (expiry date) will be displayed.
Click on the “Soft Drink” product to view its inventory movement.
To view the details of the product movement, click on the “Stock Transaction” tab.
And thus, we have reviewed the movement of the product “Soft Drink“, identified its expiration date, and accessed its purchase and sales invoices.