The quick answer
An item code identifies a product; a batch identifies a particular production lot. Two packs of the same product can have different expiry dates and different recall instructions. Tracking only total quantity loses that distinction.
Use batch and expiry workflows where supported by your Dukanam plan. Product safety, storage instructions and sector rules still apply. An alert in billing software does not make an expired or recalled item safe to sell.
Before you begin
- Readable batch and expiry labels on received goods.
- A consistent date format and storage location.
- A process for isolating expired, damaged or recalled goods.
See how the pieces connect
Receive
Capture batch identity and dates.
Store
Arrange goods by suitable expiry order.
Sell
Use an eligible batch and reduce its balance.
Review
Check upcoming expiry and isolate restrictions.
Work through the steps
Decide which products need tracking
Identify goods with meaningful expiry, batch or recall requirements. Do not substitute a serial number for a batch number. Confirm the required fields and feature availability before importing opening stock.
Capture labels at receipt
Record the exact lot and expiry from the package or supported supplier evidence. Keep ambiguous dates for review. A guessed month or transposed day can cause the wrong goods to be cleared first.
Separate quantities by batch
Record each lot independently even when the item and purchase price match. Reconcile carton and loose-unit conversions. Preserve the supplier document so a later recall can be traced back.
Use appropriate storage and issue order
Place earlier-expiring eligible goods where staff can select them. First-expiry-first-out is useful for suitable products, but safety holds, recalls and storage conditions take priority over clearing a date.
Review expiry regularly
Set a practical review interval based on shelf life. Inspect the goods as well as the report. Agree supplier return terms before goods become unsaleable, and isolate expired stock from the counter.
Document restricted stock treatment
Record approved returns, damage or disposal and preserve references. Do not merely remove the expiry label or sell restricted stock at a discount. Confirm accounting and regulatory treatment with the relevant adviser.
A worked example
Two batches require separate decisions
Illustrative stock review; the dates are examples, not permission to sell.
| Batch | Units | Position |
|---|---|---|
| A | 12 | Earlier expiry: inspect and prioritise if eligible |
| B | 30 | Later expiry: keep separately identified |
| Total | 42 | Reconcile to the product balance |
The 42-unit total is useful for stock reconciliation, but staff also need the batch split to make an appropriate sale or return decision.
Common mistakes to avoid
- Giving every batch the newest expiry date.
- Mixing date formats during import.
- Leaving expired or recalled goods among saleable goods.
- Assuming stock alerts replace physical inspection.
Questions you might have
Can the same product have several batches?
Yes. Keep their identities, dates and quantities separate while reconciling the combined item total.
Should all goods be issued by earliest expiry?
Only eligible goods. Recall status, condition and storage requirements can override the ordinary expiry order.
Dukanam
A smart, low-cost choice for small-business GST billing
Dukanam brings billing, purchases, stock, customer balances, payments and reports together. It is built for Indian small businesses that want clear records without a complicated setup.
Best suited to shops that want connected everyday billing and bookkeeping, web and mobile access, and nine product languages. Choose the plan that includes the features you need.
GST-aware billing and preparation depend on your plan. Review records before filing on the GST portal; Dukanam does not directly submit GST returns, government e-invoices or e-way bills.
Current plans with GST preparation
- Advanced Plan₹299.00 per month
Check annual prices, limits, applicable taxes and checkout terms. Paid plans do not include a free trial.
Sources and further reading
Official rules and portal screens can change. Use the linked authority for the current requirements; the figures in our worked examples are illustrative.