Production & Lot Tracking

This chapter covers Quasar’s production batch and lot-tracking system. A production batch links a batch number and expiry date to a quantity of inventory and tracks that quantity through every stage of its lifecycle — purchasing, sales, adjustments, inventory counts, vendor claims, and store transfers. These features are essential for bakeries, delis, produce departments, dairy, pharmaceuticals, and any business that manages perishable or lot-controlled goods.

Batch Lifecycle Overview

A batch record is created when goods are received and updated automatically as inventory moves through the system:

Purchasing: Creating Batches

Batch records are created when you receive items on a Vendor Invoice. When you add a batch-tracked item to the invoice, Quasar prompts for the batch and expiry information:

1. Create a new Vendor Invoice and add the item
2. When the item is flagged for expiry tracking, Quasar automatically opens a dialog requesting the Batch Number and Expiry Date
3. You can also enter or change these values on the Expiry Date field in the item info area below the invoice grid
4. Post the invoice — Quasar creates an expire_change record with the received quantity set as both the Received and Remaining values

If you receive the same item with the same batch number and expiry date on a subsequent invoice, Quasar adds to the existing batch record rather than creating a duplicate.

Sales: FEFO Depletion

When a batch-tracked item is sold at the POS or on a Customer Invoice, Quasar automatically depletes batch quantities using FEFO (First Expiry, First Out) logic:

1. Quasar queries all active batches for the item and store where Remaining > 0 and the expiry date has not passed
2. Batches are sorted by expiry date ascending — the earliest-expiring batch is consumed first
3. If the sold quantity exceeds the first batch’s remaining stock, Quasar moves to the next batch and continues until the full quantity is allocated
4. The Sold column increases and the Remaining column decreases accordingly

Adjustments: Batch Corrections

When you create an Item Adjustment for a batch-tracked item, the Expiry Info tab lets you specify the batch number and expiry date. The adjustment updates the batch record:

• Positive adjustment — increases Adjusted and Remaining (e.g., found stock, correction)
• Negative adjustment — decreases Remaining (e.g., shrinkage, damage write-off)

If the specified batch/expiry combination does not yet exist, Quasar creates a new batch record. If it exists, the Adjusted and Remaining columns are updated in place.

Inventory Counts and Batches

Physical inventory count adjustments (generated when counts are processed) also update batch records. The adjustment entries created by the count process follow the same batch adjustment logic — they update the Adjusted and Remaining columns for the relevant batch.

Vendor Claims: Returning Batched Goods

When batch-tracked goods need to be returned to the vendor (expired product, quality issues), use a Vendor Claim. The claim process updates the batch record for the specific batch number and expiry date:

• Received is reduced by the claimed quantity
• Remaining is reduced by the claimed quantity

The claim must reference an existing batch — you cannot claim against a batch that does not exist. If the claim quantity would push Remaining below zero, Quasar rejects the transaction.

Transfers: Moving Batched Goods Between Stores

When batch-tracked items are transferred between stores via Item Transfer, Quasar carries the batch and expiry data with the transfer. The sending store’s batch Remaining is reduced, and the receiving store gets a corresponding batch record (created or updated).

Production Batch Screen

The Production Batch screen is the central inquiry tool for viewing and querying batch status across the entire system. It answers questions like “what batches are about to expire?” and “how much of batch X is still in stock?”

Selection Criteria

Display Columns

A Total Remaining field below the grid shows the sum across all displayed batches.

Lot Tracking Screens Summary