# Track expiry dates and batches of your stock

> Switch on product expiry in SmartPOS Hub, enter expiry dates per batch, stop selling expired stock and find items expiring soon with reports.

Source: https://docs.smartposhub.com/inventory/expiry-and-batches/  
Last updated: 2026-10-30  
Product: SmartPOS Hub (https://smartposhub.com)

Pharmacies, marts, bakeries and anyone selling food, cosmetics or medicine must know **when each batch expires**. SmartPOS Hub stores an expiry date for every batch you buy, warns you before it runs out, and can stop the POS from selling stock that is too close to expiry. This page shows how to set it up and use it every day.

## Before you start

- You need the **Business Settings** permission to change settings (usually the owner or admin).
- Decide whether you enter the expiry date from the box (**Add item expiry**) or calculate it from a manufacturing date (**Add manufacturing date & expiry period**). Most shops use **Add item expiry**.
- Optional but recommended: switch on lot numbers too (see [Serial, IMEI and lots](https://docs.smartposhub.com/inventory/serial-imei-and-lots/)).

## 1. Switch on product expiry

1. Open **Settings › Business Settings** and choose the **Product** tab.
2. Tick **Enable Product Expiry** and pick **Add item expiry** or **Add manufacturing date & expiry period**.
3. Set **On Product Expiry**:
   - **Keep Selling**: expired batches can still be sold (you only get warnings).
   - **Stop Selling n days before**: enter the number of days. Batches that close to expiry are no longer offered for sale.
4. Click save at the bottom of the page.

![Product tab of Business Settings with Enable Product Expiry ticked, Add item expiry selected and On Product Expiry set to Keep Selling](https://docs.smartposhub.com/_astro/settings-product-expiry.BOJuJ6Yn.png) (web app page: `/business/settings`)
*Settings › Business Settings › Product: expiry is switched on for the whole business.*

**Tip:** 
With **Add manufacturing date & expiry period**, each product gets an **Expires in** field (months or days) on its form, and you enter the manufacturing date when you buy. The expiry date is then worked out for you.

## 2. Enter expiry dates when stock arrives

On **Purchases › Add Purchase**, every line has **MFG Date / EXP Date** (and **Lot Number** if lots are on). Enter the date printed on the supplier's box. Each purchase line becomes its own batch with its own expiry.

![Add Purchase line with Lot Number and EXP Date fields next to the cost and selling price](https://docs.smartposhub.com/_astro/add-purchase-form.DSUL7H7g.png) (web app page: `/purchases/create`)
*Enter the expiry date for each line when you receive the goods.*

For stock you already have, add the dates with [opening stock](https://docs.smartposhub.com/catalog/opening-stock/).

## 3. Sell and move the right batch

On sale lines, [stock transfers](https://docs.smartposhub.com/inventory/stock-transfers/) and [stock adjustments](https://docs.smartposhub.com/inventory/stock-adjustments/), products with batches show a **Lot & Expiry** list with each batch's expiry date. Pick the batch you are handing over, usually the one that expires first.

## 4. Watch what expires soon

**Reports › Stock Expiry Report** lists stock with its **Lot Number**, **EXP Date** and **Stock Left** per location. Use **View Stocks** to show **Expired**, **Expiring in a week**, 15 days, a month or **Expiring in 3 months**.

![Stock Expiry Report filtered to items expiring in 3 months, showing two products with lot numbers and expiry dates](https://docs.smartposhub.com/_astro/stock-expiry-report.CkKBIDaL.png) (web app page: `/reports/stock-expiry`)
*Check this report every week and move short-dated stock to the front of the shelf or into a discount.*

**Reports › Lot Report** shows every batch with **Current stock**, **Total unit sold** and **Total Unit Adjusted**, which helps you see how fast each batch sells.

![Lot Report with lot numbers, expiry dates, current stock and units sold per batch](https://docs.smartposhub.com/_astro/lot-report.C88ZwCoy.png) (web app page: `/reports/lot-report`)
*Reports › Lot Report.*

The **Home** dashboard has a **Stock Expiry Alert** list. Set how far ahead it looks in **Settings › Business Settings › Dashboard** with **View Stock Expiry Alert For** (days).

![Stock Expiry Alert list on the Home dashboard at phone width with two products, location and stock left](https://docs.smartposhub.com/_astro/dashboard-expiry-widget-phone.CjPP_1FZ.png)
*The Stock Expiry Alert on the Home dashboard, on a phone.*

## 5. Remove expired stock

1. Open **Stock Adjustment › Add Stock Adjustment** and choose the location.
2. Add the product, pick the expired batch in **Lot & Expiry**, and enter the quantity.
3. Write a **Reason** such as "Expired" and save.

If the supplier takes expired goods back, use **Purchase Return** on the original purchase instead, so the supplier balance goes down too.

## Tips and mistakes to avoid

- Switch on expiry **before** you load stock; batches entered earlier have no date.
- Don't enter the same delivery as one line with mixed expiry dates. Split it into one line per date.
- For a pharmacy, combine **Stop Selling n days before** with a weekly look at the Stock Expiry Report.

## Related pages

  - [Serial, IMEI and lots](https://docs.smartposhub.com/inventory/serial-imei-and-lots/)
  - [Stock adjustments](https://docs.smartposhub.com/inventory/stock-adjustments/)
  - [Pharmacy setup guide](https://docs.smartposhub.com/business-types/pharmacy/overview/)
  - [Stock reports](https://docs.smartposhub.com/reports/stock-reports/)

## Frequently asked questions

### Where do I switch on expiry dates?

In Settings › Business Settings › Product, tick Enable Product Expiry, choose how you enter expiry, and save. Purchase lines then get an expiry date field.

### What is the difference between Add item expiry and Add manufacturing date & expiry period?

With Add item expiry you type the expiry date of each batch when you buy it. With Add manufacturing date & expiry period you set Expires in on the product (for example 12 months) and enter the manufacturing date; the expiry date is calculated.

### Can SmartPOS Hub stop me selling expired stock?

Yes. Set On Product Expiry to Stop Selling n days before and enter the number of days. Batches that are that close to expiry, or past it, are no longer offered for sale.

### How do I see what expires soon?

Use Reports › Stock Expiry Report with View Stocks set to Expired, Expiring in a week, 15 days, a month or 3 months. The Home dashboard also has a Stock Expiry Alert list.

### How many days ahead does the dashboard warn me?

You choose. In Settings › Business Settings › Dashboard, set View Stock Expiry Alert For to the number of days you want.

### What do I do with expired stock?

Remove it with a stock adjustment, picking the expired batch in Lot & Expiry and writing the reason, or return it to the supplier with a purchase return if they take it back.

### Do I need lot numbers to use expiry dates?

No, but they work best together. Expiry dates are stored per purchase line, so each delivery is its own batch; lot numbers add the supplier's batch code to it.