PowerSupporter
An online wholesale grocer can track expiry dates in a spreadsheet, in batch fields on the stock record, or through batch tracking where the system picks the earliest-expiring batch first. Batch tracking needs a stock record that holds a quantity and an expiry date for each delivery, and it removes the manual date check at picking time.
The same product usually arrives in several deliveries, each with a different best-before date. A stock record that shows one quantity per product cannot say which units expire first. When orders come in through the online shop, the person picking takes the cartons that are closest to hand, and the units with the earliest dates stay on the shelf until they can no longer be sold. Any correction to an order after it has been raised adds another place where the stock count and the physical stock can drift apart.
3 ways to handle it
- Spreadsheet or manual dating — expiry dates are written on cartons or kept in a separate sheet, and the picker checks them by hand. It needs no software change, but the sheet and the stock system are two separate records.
- Batch fields on the stock record — each stock line carries a batch number and an expiry date. Dates are visible in one place, but the picker still chooses which batch to take.
- Batch tracking with automatic first-expired-first-out picking — every delivery is stored as its own batch with a quantity and an expiry date, and an outgoing order draws from the batch that expires first. The stock count follows the batches, including when an invoice is edited.
| Factor | Spreadsheet / manual | Batch fields | Batch tracking + first-expired-first-out |
|---|---|---|---|
| Where the expiry date lives | Carton or separate sheet | On the stock record | On each batch |
| Who decides which stock goes out | The picker | The picker | The system, by earliest expiry |
| Stock count per batch | Not held | Not always held | Held per batch and adjusted on each order |
We built the third approach for Big8, a wholesale-focused grocery and food warehouse. Its ERP back office stores stock in batches with expiry dates and sends stock out first-expired-first-out. Invoices can be edited after creation, and stock adjusts to match the change. If you are weighing a phased build, see how much a warehouse management system costs in Australia, or contact us to talk through your stock.
Frequently Asked Questions
What is the difference between FIFO and first-expired-first-out?
FIFO picks the stock that was received first. First-expired-first-out picks the batch with the earliest expiry date. The two differ when a later delivery has a shorter shelf life than an earlier one.
What happens to batch stock when an invoice is edited?
In the Big8 ERP, when an invoice quantity is changed or a line is added or removed, stock adjusts automatically to match the edited invoice.
PowerSupporter Editorial Team
Based in Melbourne, PowerSupporter builds custom software for Australian businesses — from warehouse management and inventory systems to web apps, mobile apps and internal business tools.