Lot & batch tracking¶

Lot tracking lets you record every shipment of parts you receive as a separate batch — complete with its own lot number, supplier, received date, cost, and optional expiration date. Instead of treating all units of a part as interchangeable, you can trace any unit back to the exact shipment it came from, who supplied it, and where it is stored.

Why lot tracking matters¶

When all stock for a part is lumped together, you lose visibility into where it came from, what you paid, and how long it has been sitting on the shelf. Lot tracking solves this by giving you:

• Batch traceability — if a defective part is discovered in the field, trace it back to the exact shipment, date received, and supplier so you can act fast.
• Supplier accountability — see which supplier provided each batch, making it easy to resolve quality disputes or identify your most reliable vendors.
• Expiration management — track shelf life on perishable supplies, sealants, adhesives, or any part with an expiration window so you never install expired materials.
• Accurate cost tracking — record the actual cost you paid per batch, even when prices change between orders, giving you a true picture of inventory spend.
• Warehouse visibility — know exactly which warehouse and bin each batch is stored in, so your team pulls the right stock every time.

Creating a lot¶

1. Navigate to Inventory in the sidebar and open the part you want to add a lot to.
2. Select the Lots tab.
3. Click + New Lot.
4. Fill in the lot details.
5. Click Save.

The new lot appears in the lots list for that part immediately.

Viewing lots for a part¶

To see every batch ever received for a specific part:

1. Go to Inventory and open the part.
2. Select the Lots tab.

The lots list shows all batches for that part, with key details visible at a glance:

You can scan through this list to compare costs across shipments, check which batches are nearing expiration, or find which supplier provided a particular batch.

Managing lot details¶

To view or update a lot, click on it in the lots list to open the detail view.

From the detail view you can:

• Edit fields — update the lot number, dates, quantity, cost, supplier, location, bin, or notes.
• Review the full record — see everything about this batch in one place.

Expiration tracking¶

For parts with a shelf life — sealants, adhesives, filters, refrigerants, cleaning supplies, or anything that degrades over time — the expiration date field helps you stay on top of what needs to be used first.

Setting an expiration date¶

When creating or editing a lot, enter the expiration date in the Expiration date field. This date appears in the lots list so you can spot upcoming expirations quickly.

How to use expiration dates effectively¶

• Sort by expiration — review the lots list to identify which batches expire soonest and prioritize using those first (first-expiry, first-out).
• Check before dispatching — before assigning parts to a job, glance at the lot's expiration date to make sure the materials are still within their usable window.
• Plan reorders — if a large batch is approaching expiration and you still have stock on hand, consider adjusting your next order quantity to avoid waste.

Archiving lots¶

Over time, your lots list for a popular part can grow long. Archiving lets you move fully consumed or expired batches out of the active view without deleting them.

When to archive¶

• The batch has been fully used and no units remain.
• The batch has passed its expiration date and is no longer usable.
• You want to declutter the active lots list while keeping a historical record.

How to archive a lot¶

1. Open the lot from the lots list.
2. Click Archive.
3. Confirm the action.

The lot moves to an archived state. It no longer appears in the default lots view, but you can still access it by filtering for archived lots when you need historical data.

Lot traceability¶

One of the most valuable benefits of lot tracking is the ability to trace a problem back to its source. If a technician reports a defective part in the field, you can work backwards to answer three critical questions:

1. When was it received? — check the lot's received date to narrow the timeframe.
2. Which supplier provided it? — identify the vendor responsible for the batch.
3. Where is the rest of it stored? — find the warehouse and bin so you can inspect or quarantine remaining units.

Example: Tracing a defective batch¶

A technician installs a capacitor on a job and it fails the same day. You open the part in Inventory, go to the Lots tab, and find the batch that shipped around the time the technician's van was last restocked. The lot record shows it was received on March 3 from Acme Parts Co., stored in Warehouse A — Bin C-12. You contact the supplier about the defective batch and pull the remaining units from the bin for inspection.

This kind of traceability turns a frustrating field failure into a structured, actionable investigation — and gives you the evidence you need when working with suppliers on returns or credits.

Frequently asked questions¶

Related guides¶

• Parts catalog — set up the parts that lots are tracked against.
• Suppliers — manage the vendors that supply your batches.
• Warehouses & stock — manage the locations where lots are stored.
• Warehouse bins — organize storage zones within a warehouse.
• Purchase orders — create orders for new inventory shipments.
• Reports & audits — review inventory history and audit trails.