Tracking Profiles
Rules for how items are tracked: by batch or expiry, which dates are required, and which batch goes out first.
Menu: Inventory Tracking → Masters → Tracking Profiles
A tracking profile is a set of rules. Give it to items and those items are tracked by batch or expiry, following the rules.
Starter profiles
| Profile | Tracks | Use for |
|---|---|---|
| Batch + expiry | Batch number, expiry required, first expiry first out | Medicines, food, cosmetics |
| Batch only | Batch number, no expiry | Paint, fabric, chemicals without expiry |
| Expiry date only (no batch no) | Expiry date only; the batch is named after it, e.g. EXP-20270630 | Groceries where only the date matters |
| Serial number | One number per piece | Phones, appliances (posting with serials is coming) |
Create or edit a profile
- Click Add Profile, or edit on a row.
- General: Code and Name.
- What to track: batches and/or Serial numbers; batches are identified by Batch number or Expiry date (no batch number).
- Required: tick Expiry date required, Production date required and Lot no (reference) required as your process needs.
- Expiry:
- Shelf life (days) — when the expiry is left empty, it is calculated as production date (or document date) + shelf life.
- Expiry alert (days) — used by the expiry alerts that are coming.
- Minimum remaining shelf life (days) — saved now; enforcing it on sales is coming with the expiry features.
- Block selling expired batches — expired batches cannot be picked on sales and are refused when posting.
- Issue Order: First expiry, first out, First in, first out or Manual (user picks).
- Extra batch fields (optional): tracking attributes to keep with each batch, e.g. Certificate of analysis no. Entering them on batches is coming.
- Click Save.
General
PHARMA_RX
Medicines: batch + expiry, strict
What to track
BatchSerial
Batch number
Required
Expiry date required Production date required Lot no (reference) required
Expiry
180
90
Issue Order
First expiry, first out
Tracking Profiles → a strict profile for medicines
Video coming soon
Create a tracking profile
This video will show: the starter profiles, and creating a medicines profile with required dates, expiry rules and first-expiry-first-out.
Notes
- Changes apply to new documents; batches already received keep their data.
- A profile in use cannot be deleted; deactivate it instead.
- The batch dialog in Batch Allocation marks every field the profile requires with *.