Batch and expiry tracking for healthcare distributors
Every batch with its expiry date, assigned automatically on the delivery note, with alerts before it expires.
See it live: book a 15-minute walkthroughBatches, delivery notes and traceability
Batch and expiry tracking for healthcare distributors
Each batch enters the warehouse with its expiry date, the system assigns it on the delivery note automatically, earliest expiry first, and warns which batches are about to expire. When there is a complaint or a recall, you search the batch number and see which customers received it. We adapt it to the way your distribution company works.
Definition
What is a batch and expiry tracking system
A batch and expiry tracking system records each batch that enters the warehouse with its number, its expiry date and its quantity, and follows it all the way to the customer. When an order is prepared, it assigns the batch that expires first and links the delivery note to those batches. That way you know which batches are about to expire and, in the event of a complaint or recall, which customers received each batch, with which delivery note and how many units.
Signs
When it makes sense
These are some signs that it is time to organize batches, expiry dates and delivery notes:
- Knowing which batch was delivered to each customer depends on sheets filled in by hand in the warehouse.
- In a complaint or a recall, finding out which customers received a batch means going through delivery notes one by one.
- Which batch goes out on each order depends on who builds it, and sometimes the one that expires later goes out first.
- Expiry dates are checked by hand, and a batch can expire in the warehouse without anyone noticing in time.
- Information is scattered across spreadsheets, chats and individual people.
Warehouse and orders
What the system does
It follows each batch from the moment it enters the warehouse until the customer who receives it. This is what the system does, and we adapt it to the way you work.
In the warehouse
- Each receipt is recorded when the goods arrive: the product, the batch number, the expiry date and the quantity.
- It does not allow receiving an already expired batch, or a batch number that already exists for another product or with another expiry date. If the batch already exists with the same expiry date, it adds the quantity to its stock.
- Stock is shown product by product and batch by batch, each with its expiry date, its quantity and its status: valid, about to expire or expired. The batch that goes out first is marked.
- A bar at the top warns how many expired batches are in the warehouse and how many expire in less than 30 days.
- The expiry list gathers the batches with stock that expire in the next 60 days or have already expired, with what is left in the warehouse and how many customers each one was delivered to.
In orders and delivery notes
- When an order is prepared, the system assigns the batches and builds the delivery note: the batch that expires first and, if that is not enough, it completes with the next one.
- Expired batches are never assigned to an order, and the delivery note flags which one was skipped. If there is not enough valid stock, it shows how much is missing and does not let you confirm.
- When the delivery note is confirmed, the stock of each batch is deducted and the delivery note stays linked to those batches.
- With the batch number you see its expiry date, when it came in, how much was delivered, how much is left in the warehouse and which customers it reached, with the date, the delivery note and the quantity of each delivery.
- If a batch has to be recalled, it builds a recall notice for each customer that received it, with their delivery note and their units, ready to copy.
Walkthrough
See it live
In a 15-minute call we will show you this system working with sample data. It is a starting point: afterwards we adapt it to the way your business works.
What we can show you
- See the stock batch by batch: the expiry date of each one, which goes out first and which has already expired.
- Open a customer order and see how the system assigns the batch that expires first and completes with the next one.
- Confirm the delivery note and see how the stock of each batch is deducted.
- See which customers those batches reached, with the delivery note and the quantity, and generate the recall notice.
- Search a batch that is about to expire and see which customers it was delivered to.
- Record a receipt with its batch and its expiry date, and see it in the stock.
Another example for distributors
We can also show you a related system, with sample data.
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A custom ecosystem
And it is not just batch tracking
We can build a complete custom ecosystem that connects batches with orders, invoicing and customers in one system. We also train executives and employees to use AI responsibly and improve their work processes.
Automation WhatsApp assistants and processes that run themselves
An AI assistant answers the inquiries that arrive by WhatsApp, Instagram and Facebook, and syncs with tools such as Google Calendar, HubSpot, Salesforce or Shopify.
More about automationCustom software Systems and CRMs built around your business
We build systems to organize quotes, orders and customers, with the integrations each business needs. There are 10 live examples to try.
More about custom softwareWebsites Websites, online stores and landing pages that convert
We improve or build your business’s website, store or digital journey so that it converts. We also fix sites that break.
More about websitesAI training AI training for companies and teams
We train executives and employees in the responsible use of AI: hands-on training in AI, automation and digital tools, built on real cases.
More about AI training
Process
How we work
The approach is always the same: understand first, build what is needed and stay involved afterwards.
- 01The first meeting
It all starts with a call.
We get to know each other, listen to your context and decide what is worth improving first.
- 02A foundation made for you
We build with a clear direction.
We agree on the scope, prioritize what has the most impact and build the solution around your business.
- 03Close by, afterwards too
Your team has someone to count on.
Dedicated support and video calls to answer questions, review real use and make decisions together.
- 04A step forward every month
We review. We adjust. We improve.
We follow clear monthly goals and evolve your systems according to what your business needs.
Made around you
We do not sell a ready-made system: we adapt it to the way you work or suggest how to organize it. And it does not end with development: we support you through the launch and train your team in the responsible use of AI in their day-to-day work.
Before you start
Frequently asked questions
How does a batch and expiry tracking system work?
Each receipt at the warehouse is recorded with the product, the batch number, the expiry date and the quantity, and stock is shown batch by batch. When an order is prepared, the system assigns the batches and builds the delivery note; when it is confirmed, it deducts the stock of each batch and links the delivery note to those batches. That way, each batch shows which customers it reached, and the system warns which ones are about to expire.
What is FEFO and how does the system apply it?
FEFO stands for “first expired, first out”. When building the delivery note, the system assigns the batch that expires first and, if that is not enough, completes with the next one. Expired batches are never assigned to an order, and the delivery note flags which one was skipped. If there is not enough valid stock, it shows how much is missing and does not let you confirm the delivery note.
How does it warn about expiry dates?
Each batch shows its status: valid, how many days are left before it expires or how many days ago it expired. A bar at the top warns how many expired batches are in the warehouse and how many expire in less than 30 days, and the expiry list gathers the batches with stock that expire in the next 60 days or have already expired. Expired batches are blocked from orders, and an already expired batch cannot be received.
How do I know which customers a batch reached?
You search the batch number and see its expiry date, when it came in, how much was delivered, how much is left in the warehouse and each delivery, with the date, the customer, the delivery note and the quantity. If the batch has to be recalled, the system builds a recall notice for each customer that received it, with their delivery note and their units. In the walkthrough, the notice is a preview you can copy: nothing is sent.
Does it adapt to my distribution company?
Yes. What we show you is a starting point, not a closed system. We start with a call to understand how your distribution company receives, prepares and delivers today, and with that we adapt the system to the way you work or suggest how to organize it. If you already use a system, we look at what is worth connecting and what is worth replacing. And it does not end with development: we support you through the launch and train your team in the responsible use of AI.
Can I see it before committing?
Yes. Book a 15-minute walkthrough and we will show you a system like this working with sample data. It is a starting point, not a closed system: afterwards we adapt it to the way you work.
Let’s talk
Tell us how your distribution company works today
Message us on WhatsApp: we will set up a call to understand your processes, and the team will confirm the time with you. You can also write to us at hello@staberman.com.
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