To track expiry of stock items with batches, you need to record expiry dates, especially if the stock items are perishable in nature.
The option Allow use of expired batches for all stock items? allows you to use batches of stock items that are not only perishable in nature, like medicine, diary products and so on, but also those batches like vehicle spare parts, and machinery, that expire after a certain date.
Note: During voucher entry, the date of the voucher is taken as the manufacturing date of the product by default. However, this can be changed. Expiry date cannot be prior to the voucher date. Similarly, the manufacturing date cannot be later than the voucher date.
ABC Company wants to purchase stock items, and record expiry date against those stock items. ABC Company also wants to record a Debit Note to show expired Vehicle Spare Parts sold to them by their supplier.
Note: To record expiry dates, ABC Company should enable the options Maintain batch-wise details? and Set expiry dates for batches? in F11: Features > Inventory Features.
ABC Company records a purchase voucher on 18-Nov-2014 as shown below:
Note: By default, the voucher date is captured as the manufacturing date.
ABC Company wants to sell the above batch on the same date. ABC Company records a sales voucher, as shown below:
Under List of Active Batches, only those batches are displayed that are not expired as on the sales voucher date. In the above scenario the batch SP-1062 is displayed as the expiry date of the batch is after the sales voucher date, that is, 30-Nov-2014.
Note: By default, the option Allow use of expired batches for all stock items? is enabled in the Voucher Entry Configuration screen (Sales Voucher > F12: Configure > F12: Advanced).
If the sales voucher date (1-Dec-2014) is later than the expired batch, and the option Allow use of expired batches for all stock items? is set to No in the F12: Advanced Configure, the batch will not be displayed under List of Active Batches in the Item Allocation screen, as shown below:
If ABC Company does not want to sell expired batches, the option Allow use of expired batches for all stock items? must be set to No in the Sales Invoice Advanced Configuration screen, as shown below:
Note: The option Allow use of expired batches for all stock items? can be used for recording return transactions when unsold expired batches are returned to the supplier (by recording a debit note), or when unsold expired batches are returned by the customer (by recording a credit note). While recording sales return or purchase return transactions, you can enable this option to select expired batches.
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