Lot Number and Expiration Tracking


Overview

If you sell perishable items and need a way to track their shelf life, Sellercloud lets you easily track lot numbers and expiration dates. You can make sure expired products are not reaching your customers.

Learn how to add and manage lot numbers and expiration dates in Skustack here.


Configure Settings in Sellercloud

You must configure several settings in Sellercloud to enable lot expiration tracking functionality:

  1. Use bin-enabled warehouses, as lot numbers can only be tracked through bin-enabled warehouses.
    When transferring quantity out of a bin-enabled warehouse to a non-bin-enabled warehouse, the lots will be lost.
  2. Enable the following client setting Enable Lot Expiry Workflow in Skustack. When enabled, the lot expiration tracking is activated in Sellercloud and Skustack.
  3. Contact Sellercloud Support to enable the following app setting: EnableProductLotExpiry.
  4. Mark the product as Expirable on the Shipping Preferences page (Inventory > Manage inventory > Select the product > Toolbox > Shipping Preferences).
  5. For Independent kits, contact Sellercloud Support to enable the AutoUpdateExpirableStatusOnKitParentsBasedOnComponents app setting:
    1. This setting will not allow manual editing of the Expirable setting of independent kit parents and will make it dependent on the Expirable setting of the components.
    2. Any time IsExpirable is updated on any components, it will automatically update the kit parent.
      • When initially starting to use this workflow, this setting should be enabled before any of the components are marked as Expirable so the parent status will be updated accordingly.
      • For any parent that already has assembled quantity, use the plugin to import the lot and expiration information.

Import Existing Lot Numbers

You can use the plugin Product Lot Expiration Import to import lot info for any expirable item that already has quantity in bins. You can do this before enabling the workflow (or before marking the product as expirable). For more information about plugins, contact Sellercloud Support.

  1. Navigate to Catalog > Tools > Import Product Info.
  2. Select IMPORT INFO VIA PLUGIN/PROFILE.
  3. Select the company next to Update Products For Company.
  4. Select the Product Lot Expiration Import plugin.
  5. Upload the file from your computer. (Show me a Product Lot Import Sample File!)
  6. Click the IMPORT button.

Manage Lot Numbers

There are several ways to check and manage lot numbers in Sellercloud’s Delta interface.

View Lot Numbers for a Specific Product

To find lot numbers for a particular product:

  1. Navigate to Inventory Manage Inventory.
  2. Open the product details page of a product and make sure Inventory is selected on the top right.
  3. Click Toolbox, then search for “Lot Numbers” and click this option.
  4. You will see the information about lot numbers connected with this product.
    1. You can use the Lot Number and Bin filters to search for specific lot numbers or bins.

View Products With Lot Numbers

To search and find products with lot numbers:

  1. Go to the Skustack web portal at https://your-server-id.skustack.com (substitute “your-server-id” with your actual server ID).
  2. On the left, select Reports > Product Lot Numbers > Manage Product Lot Numbers.
  3. Click Search to see products with lot numbers.
    1. You can use the filters on top of the page to narrow down the scope of your search.
    2. You can click the drop-down menu next to Sort By in the top right corner to change the order in which products are displayed.

Refer to the information below for a detailed definition of each filter.

FILTERDESCRIPTION
Lot NumberThe unique code you assign to a product lot for tracking purposes.
Product IDA product’s unique SKU identifier.
Expiry DateThe date range within which a lot expires.
Is ExpiredWhether the lot is past its expiry date or not.
Days To ExpirationThe number of days left until the lot expiry date.

View Activity Including Products With Lot Numbers

To view lot number activity such as POs, orders, and FBA shipments:

  1. Go to the Skustack web portal.
  2. On the left, select Reports > Product Lot Numbers > Product Lot Number Activity.
  3. On this page, you can use the filters on top of the page to find specific information. The report shows: 
    1. Purchase orders containing products with lot numbers are in the PO DATA table.
    2. Orders containing products with lot numbers are in the ORDER DATA table.
    3. FBA shipments containing products with lot numbers are in the FBA SHIPMENT DATA table.

Refer to the information below for a detailed definition of each filter.

FILTERDESCRIPTION
Product IDA product’s unique SKU identifier.
Lot NumberThe unique code you assign to a product batch for tracking purposes.
Expiry Date OnThe date range within which a lot expires.
Activity Date OnThe date range within which activity has occurred.
Days To ExpirationThe number of days left until the lot expiry date.

View Lot Numbers for a Specific Order

To see all lot numbers for a particular order:

  1. Navigate to Orders Manage Orders.
  2. Open the order details page of the order you want to check.
  3. Click Toolbox on the top right, then search for “Lot Numbers” and click this option.
  4. You will see information about lot numbers connected with products in this order.

Reconcile Lot Numbers

You can update your inventory to match a product’s bin quantity to the quantity of a specific lot number.

  1. Go to the Skustack web portal.
  2. On the left, select Reports > Product Lot Numbers > Lot Numbers Reconciliation.
  3. On this page, you can:
    1. Use the filters on top of the page to narrow down the scope of your search, or just click Search to find all products.
    2. Click the drop-down menu next to Sort By in the top right corner to change the order in which products are displayed.
  4. Check the box to the left of a product.
  5. Click the Action menu button on the bottom right.
    1. Select Reconcile Bin Qty To Lot Qty to adjust the bin quantity to match the lot number data.
    2. Select Bin Lot Reconcile Audit Report to view instances of past reconciliations.

Refer to the information below for a detailed definition of each filter.

FILTERDESCRIPTION
CompanyThe company selling the product.
WarehouseThe warehouse where the product is currently stored.
ProductIDThe product’s unique SKU identifier.
Bin NameThe bin where the product is currently placed.
Bin Qty RangeThe quantity of the product in a bin.

 


Ship with Lot Numbers

Ship From Shipbridge

When shipping expirable items, you will need to select from the existing lots in the picking bin for the item. You can use either Scan & Ship or Ship & Print to do this:

  1. If there is only one lot number for the item in the picking bin, it will be applied to the item automatically.
  2. If there are multiple lot numbers available in the picking bin, you will need to choose which one to apply to the order: A window will open in Skustack showing the available lot numbers and quantity in the picking bin. You will have the option to either select just one lot unit at a time or to select all the units from the lot number to apply to the item.
Make sure that you’ve configured the Shipbridge settingWhen using multiple warehouses, deduct inv qty from proper warehouse (based on location)” correctly.
Go to Menu > Options > Shipping tab:

  • If this setting is not enabled, the system will show all lot numbers for the product in the item shipped from the warehouse, even if you picked it from a different warehouse
  • If the setting is enabled, the system will show the available lot numbers based on the warehouse location selected in Shipbridge
  • If you picked it in a different warehouse, you would not see those picked lot numbers available to ship.

Ship From Sellercloud

To be able to ship an order with expirable items from Sellercloud, you must first pick the items using Skustack and select their lot numbers in the process, as covered step-by-step in this article under the Receive POs With Lot Numbers section.

Next, while shipping from Sellercloud, in the Lot numbers section, click the toggle arrow to the left of the item’s SKU to show the lot numbers info. Then enter the quantity under QTY FOR THIS ORDER.

If you ship your orders without Shipbridge (or Sellercloud), you will need to somehow arrange for the lot numbers to be removed from the picking bin. Simply adding a regular pick movement will not remove the lot numbers from the picking bin.

You can learn more about customizing your workflow using plugins by contacting Sellercloud Support.


Overview

If you sell perishable items and need a way to track their shelf life, Sellercloud lets you easily track lot numbers and expiration dates. You can make sure expired products are not reaching your customers.

Learn how to add and manage lot numbers and expiration dates in Skustack here.


Configure Settings in Sellercloud

To enable lot expiration tracking functionality, you should configure several settings in Sellercloud first:

  1. Use bin-enabled warehouses , as lot numbers can only be tracked through bin-enabled warehouses.
    When transferring quantity out of a bin-enabled warehouse to a non-bin-enabled warehouse, the lots will be lost.
  2. Enable the following client setting Enable Lot Expiry Workflow in Skustack . When enabled, the lot expiration tracking is activated in Sellercloud and Skustack.
    Enable Lot Expiry Workflow in Skustack
  3. Contact Sellecloud Support to enable the following app setting: EnableProductLotExpiry.
  4. Mark the product as Expirable on the Shipping Preferences page (Inventory > Manage inventory > select the product > Toolbox > Shipping Preferences).

mark-product-as-expirable

  1. For Independent kits contact Sellecloud Support to enable the AutoUpdateExpirableStatusOnKitParentsBasedOnComponents app setting:
    1. This setting will not allow manually editing Expirable on independent kit parents and will make it dependent on the Expirable setting on the components.
    2. Any time IsExpirable is updated on any components, it will automatically update the kit parent.
      • When initially starting to use this workflow, this setting should be enabled before any of the components are marked as Expirable so the parent status will be updated accordingly.
      • For any parent that already has assembled quantity, use the plugin to import the lot and expiration information.

Import Existing Lot Numbers

You can use the plugin Product Lot Expiration Import to import lot info for any expirable item that has quantity in bins before enabling the workflow (or before marking the product as expirable). For more information about plugins contact Sellecloud Support.

  1. Go to Inventory > Import Product Info.
  2. Select the Company.
  3. Select Plugin Product Lot Expiration Import.
  4. Upload the file from your computer. Please see the Product Lot Import Sample File.
  5. Click the Import Products Info button. Product Lot Expiration Import Plugin

Manage Lot Numbers

There are several ways to check Lot Numbers in Sellercloud’s Alpha interface.

  1.  Go to Inventory and select Product Lot Number Report.
    1. Enter the Product ID and/or Lot Number and/or expiry date start/end date.
    2. Click Search.
      Product Lot Number Report
    3. Click the View Product Lot Number Activity link to see the PO, Order, and FBA Shipment data.
  2. To find Lot Numbers for a particular product:
    1. Open the product details page
    2. Click the Product toolbox.
    3. Select Product Lot Numbers.
    4. You will see the information about lot numbers connected with this product.
    5. Enter Lot Number and click the Search button to search for a particular Lot Number.searching for product lot numbers
  3. To see Lot Numbers for a particular order:
    1. Open the order details page.
    2. In the Action menu, select Manage Lot Expiry.
    3. Click GO.manage lot expiry in order information
    4. You will see Lot Numbers associated with the order.

Ship with Lot Numbers

Ship from Shipbridge

When shipping expirable items, you will need to select from the existing lots in the picking bin for the item. You can use either Scan & Ship or Ship & Print to do this:

  1. If there is only one lot number for the item in the picking bin, it will be applied to the order item automatically.
  2. If there are multiple lot numbers available in the picking bin, you will need to choose which one to apply to the order: A window will open in Skustack showing the available lot numbers and quantity in the picking bin. You will have the option to either select just one lot unit at a time or to select all the units from the lot number to apply to the item.

Make sure that you’ve configured the Shipbridge settingWhen using multiple warehouses, deduct inv qty from proper warehouse (based on location)” correctly (Go to Menu > Options > Shipping tab):

  • If this setting is not enabled, the system will show all lot numbers for the product in the item’s ship from warehouse, even if you picked it from a different warehouse
  • If the setting is enabled, the system will show the available lot numbers based on the warehouse location that’s selected in Shipbridge
  • If you picked it in a different warehouse, you will not see those picked lot numbers available to ship

Ship from Sellercloud

If the order items are expirable, when shipping from Sellercloud, you will be prompted to select the lot numbers.

select lot expiry

If you ship your orders without Shipbridge (or Sellercloud), you will need to somehow arrange for the lot numbers to be removed from the picking bin. Simply adding a regular pick movement will not remove the lot numbers from the picking bin. Contact Sellercloud Support to learn more about how to customize your workflow with the help of various plugins.


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