Batch Allocation
Enter the batches stock arrives in, pick the batches stock leaves from, and post purchases, sales, transfers and stock documents.
Menu: Inventory Tracking → Transactions → Batch Allocation
Documents are created and saved in their usual screens. Batch Allocation is where their batches are entered (stock coming in) or picked (stock going out), and where they are posted.
The steps
- Create and save the document in its usual screen. Do not post it there.
- Open Batch Allocation and choose the tab: Purchases, Sales or Stock (transfers, adjustments, opening).
- Pick the document; check its status (table below).
- In Lines, click Batches on each tracked line and fill the dialog.
- Click Save batches, then Post with batches.
| Item Code | Name | Quantity | Batches | Status |
|---|---|---|---|---|
| DOLO-500-10T | DOLO 500 mg 10 tablets | 10 | Batches | Needs batches |
| GAUZE-10 | Gauze roll 10 cm | 5 | — | Not batch-tracked |
Batch Allocation: a purchase with one tracked line still needing batches
| Status | Meaning |
|---|---|
| Needs batches | Some lines still need batches |
| Ready to post | Batches add up on every line |
| No batches needed | No tracked items: post it here like any document |
| Not received yet | A transfer the other branch has not received (see Transfers) |
| Posted | Done (listed when Show posted documents too is ticked under the gear) |
Stock coming in
Purchase, sales return, opening stock, positive stock adjustment. The dialog starts with one row for the full quantity.
- Enter Batch no, Expiry date and the other fields marked * by the item's profile (production date, lot no). More fields shows the optional ones.
- To split the quantity, click Add batch.
- The note at the bottom must say Batches add up to the line quantity.
- Click Apply. Empty required fields turn red until filled.
| Batch no * | Production date * | Expiry date * | Quantity | |
|---|---|---|---|---|
| P2610A | 2025-07-01 | 2027-06-30 | 6 | 🗑 |
| P2610B | 2026-04-01 | 2028-03-31 | 4 | 🗑 |
Stock coming in: one purchase line received in two batches
Receive a purchase in batches
This video will show: a purchase saved in the usual screen, entering two batches with dates, required fields, saving and posting.
Stock going out
Sale, purchase return, transfer out, negative stock adjustment. The dialog lists the batches available in the branch: Unassigned first, then in the profile's issue order (first expiry first out), with expiry and days left.
- Click Suggest to fill quantities automatically, or type them.
- On sales, expired batches cannot be picked when the profile has Block selling expired batches; posting refuses them too.
- Click Apply.
| Batch no | Expiry date | Days left | Available | Quantity |
|---|---|---|---|---|
| P2610A | 2027-06-30 | 253 | 6 | 3 |
| P2610B | 2028-03-31 | 528 | 4 |
Stock going out: Suggest takes the batch that expires first
Sell from the right batch
This video will show: a sale where Suggest picks the earliest-expiry batch, Unassigned stock being used first, and an expired batch being blocked.
Transfers
- Allocate batches on the transfer out. The batches arrive in the receiving branch with the same numbers and dates.
- A transfer out is listed only after the receiving branch has received it. To see it earlier, tick Show transfers not yet received under the gear (status Not received yet; posting waits until received).
- Transfer in documents need no batches: "Transfer-in documents take their batches from the transfer out." Do not post them separately.
Transfer batches between branches
This video will show: a transfer out that appears only after it is received, picking batches, and the batches arriving in the other branch.
Post several at once
Click Post several, tick the documents marked Ready to post or No batches needed, and click Post selected. Each document posts on its own; a refused one does not stop the others, and each row shows its result.
Unpost
Unpost reverses a document posted here: item stock and batch stock go back, and the batch history keeps both the posting and the reversal.
Which tab for which document
| Document | Tab | Batches |
|---|---|---|
| Purchase | Purchases | In |
| Purchase return | Purchases | Out |
| Sales invoice | Sales | Out |
| Sales return | Sales | In |
| Transfer out | Stock | Out (arrives in the other branch) |
| Transfer in | Stock | None (from the transfer out) |
| Stock adjustment | Stock | In if the quantity is positive, out if negative |
| Opening stock | Stock | In |