Understanding Batch tracking

Understanding Batch tracking

What is Batch tracking?

Batch tracking allows you to separate units of the same product using attributes like manufacturing date, expiry date, or batch code and ensure a certain batch of products is fulfilled first.

For example: A batch can be a container of 50 boxes of medicine with a similar batch tracking attribute.

Batch 1: 50 boxes of medicine (Mfg date: 1st Jan)

Batch 2: 50 boxes of medicine (Mfg date: 1st Mar)

Batch 3: 50 boxes of medicine (Mfg date: 31st Jan)

If you're worried about your products surpassing their expiration dates, you can enable batch tracking for your products.

Eshopbox will ship out your products on FEFO (first to expire, first to ship out) approach.

The inventory for which the batch tracking information has not been updated yet will be shipped out first. When you send an item with batch tracking enabled, Eshopbox will not store it with other batches of the same item.

💡Note: You can check which batch was used to fulfil an order on your workspace under Order/ Return details.

Why is batch tracking important?

  • Tracking expiration date: The products that have crossed their stop-ship date will neither be used to fulfill the orders nor be restocked back.

  • Batch-wise inventory tracking: Better inventory tracking using attributes like Expiry date, Manufacturing date, or batch code

  • Smoother Recall Processes: recall units from a particular batch: in case the goods of that batch are defective, then you can recall it, recall expired items from a batch

  • Achieve minimal expiry and spoilage, effective space utilization, and better inventory procurement forecasting

  • Improve product quality: In case of quality issues, batch tracking also helps identify the source of the problem and locate other items that share the same quality issue

  • Safety and Compliance: Batch tracking is the central key in monitoring your inventory for safety and quality control because when problems are found, all the items in a related batch can quickly and efficiently be pinpointed, enabling you to solve the problem immediately

Which products require batch tracking?

  • Food and beverages

  • Household cleaners

  • Certain electronic devices

  • Vitamins and supplements

  • Medical supplies

  • Cosmetics

Batch tracking attributes

You need to select any one of the batch tracking attribute to enable batch tracking for your product.

(a.) Manufacturing date

If you select the Manufacturing date as the batch tracking attribute, you need to provide the Manufacturing date along with the Shelf life of the product.

Shelf life is the time period during which the product will be considered available for order fulfillment, crossing which the product will be marked as non-sellable. This is not necessarily the expiry date but the last date after which you wish to refrain from selling this product.

For example, if there is a batch of medicines with a manufacturing date of 1st January with best before as 90 days from the manufacturing date and you do not want to sell this batch after 60 days from the manufacturing date even if its expiry is in 90 days, then mention the Shelf life as 60 days.

This means that after 60 days from its manufacturing date, we will mark this batch as non-sellable. As soon as it's marked non-sellable, this batch inventory will be deducted from the channel and will also not be allowed to pick for any order.

(b.) Expiry date

If you select the Expiry date as the batch tracking attribute, you also need to provide the Threshold period for the same.

The threshold period is the number of days before its expiry date to mark this product as non-sellable and not allowed to pick.

For example: If there is a batch of vitamin supplements with an expiry date of February 2024 and you do not want to sell this batch before 30 days from its expiry date, then mention the threshold period as 30 days.

This means that before 30 days from its expiry date, we will mark this batch as non-sellable. As soon as it's marked non-sellable, this batch inventory will be deducted from the channel and will also not be allowed to pick for any order.

(c.) Batch code

You need to mention the batch code of that particular batch while creating the product as the batch tracking attribute if the batch code is selected.

How to select the correct attribute for batch tracking?

You need to select an attribute that is physically marked on the product, i.e., present on the product or product label. The attribute selected will be verified during QC. If the same is not present on the product, Eshopbox will reject them during QC.

For example, if the product's manufacturing date is selected as the attribute, you need to mention the same on the product or the product label. If it is not present on the product or product label, the item will be rejected in QC.

Stop ship date

The stop-ship date for a product is when the product's shelf life/ threshold period ends. If the stop-ship date of any product crosses, that product will be marked as non-sellable and will not be used to fulfill any orders.

For example: If the manufacturing date of a batch of products is 25-Nov-22 and the shelf life is set for 90 days, then 23-Feb-23 will be the stop ship date for that batch. If you edit the product's shelf life, the stop-ship date will be recalculated accordingly, and the inventory will be updated.