A Batch (or lot) groups a quantity of an item received together — typically with a shared manufacturing date, expiry date, and cost. Batches are the basis for batch-wise costing and valuation, and let you track expiry and trace stock movements lot by lot. This screen is the batch master where you create and maintain batch records.
The Batches list shows every batch record with its number, description, manufacturing date, and expiry date. Use quick search to find a batch by number, and the filters to narrow by date or status. From the list you can create new batches, open or edit existing ones, delete batches, and activate or suspend them.
List columns
| **Column** | **Description** |
|------------|-----------------|
| Id | Batch reference number. |
| Name | Batch number. |
| Description | Optional batch description. |
| Manufactured On | Manufacturing date of the batch. |
| Expire on | Expiry date of the batch. |
Filters
Filter the list by ID, Name, Manufacture Date, Expiry Date, Status (All, Active, Suspended), and Created Date.
List row actions
| **Action** | **Available when status is** |
|------------|------------------------------|
| Activate | Suspended |
| Suspend | Active |
| Edit | All |
| Delete | All |
| View | All |
Quick Start — Create a Batch
1. Navigate
Go to Inventory → Batches from the left menu.
2. Create new batch
Click New to open the batch entry screen.
3. Fill in details
Enter a unique Batch Number.
Optionally add a Description.
Set the Manufacturing Date and Expiry Date where applicable.
4. Save
Click Save to add the batch. New batches are Active by default and can be selected on stock transactions for batch-tracked items.
Batch Fields Reference
| **Field** | **Description** |
|-----------|-----------------|
| Batch Number * | Unique identifier for the batch or lot. |
| Description | Optional remarks about the batch. |
| Manufacturing Date | Date the batch was manufactured. |
| Expiry Date | Date the batch expires. Used for expiry tracking and alerts. |
Batch Quantities
The batch master defines the batch number and its dates. Actual quantities are built up from stock transactions — receipts add to a batch and issues, transfers, and sales draw from it. Batch-wise quantities and remaining stock appear in batch listings and reports rather than on the batch master itself.
| **Column** | **Description** |
|------------|-----------------|
| Id | Batch reference number. |
| Name | Batch number. |
| Quantity | Quantity currently held in the batch. |
| Manufactured On | Manufacturing date of the batch. |
| Expire on | Expiry date of the batch. |
> For lot-level history and valuation, see Batch History and Batch Statement.
Actions & Status
View actions
| **Action** | **Description** |
|------------|-----------------|
| edit | Opens the batch for editing. |
| delete | Permanently removes the batch. |
| clone | Creates a copy of the batch. |
| Activate | Reactivates a suspended batch. Shown when the batch is Suspended. |
| Suspend | Suspends an active batch so it is no longer offered for selection. Shown when the batch is Active. |
| Print | Prints the batch record. |
Statuses
| **Status** | **Description** |
|------------|-----------------|
| Active | Batch is available for selection on stock transactions. |
| Suspended | Batch is hidden from selection but kept for history and reporting. |
Best Practices
Use a consistent, unique Batch Number scheme so batches are easy to trace across receipts, issues, and reports.
Record the Expiry Date for perishable or regulated items to drive expiry alerts and first-expiry-first-out picking.
Enable batch tracking on the relevant items so batches can be selected on stock transactions.
Suspend obsolete batches instead of deleting them to preserve history and valuation.
FAQ
What is the difference between a batch and an item?
An item is the product master. A batch is a specific lot of that item received together, with its own manufacturing and expiry dates and its own cost for valuation.
How are batch quantities updated?
Quantities come from stock transactions. Receipts add stock to a batch; issues, transfers, and sales reduce it. The batch master only holds the batch number and dates.
What happens when I suspend a batch?
A suspended batch is no longer offered for selection on new transactions, but its existing history and stock remain intact for reporting.
Can I delete a batch that has stock movements?
Avoid deleting batches that have history. Suspend them instead so valuation and traceability are preserved.
Where can I see batch-wise stock and profit?
Use Batch History for movements, Batch Statement for valuation, and Batch Wise Profit for profitability.
Why does my batch not appear in a transaction dropdown?
Batch lists on transactions may show only batches that currently have stock for the selected item and center.
Do I need Has Batch on the item before using batches?
Yes. Enable batch tracking on the Item before batch numbers can be captured on receipts and issues.