How to Track Expiry Dates and Batch Numbers in Odoo: A Step-by-Step Guide

Introduction

For businesses dealing with perishable goods, pharmaceuticals, food products, or any inventory with shelf-life constraints, tracking expiry dates and batch numbers is crucial. Odoo’s Inventory and Manufacturing modules provide powerful tools to manage batch tracking and expiry dates efficiently.

This guide will walk you through the setup process, best practices, and automation features to ensure compliance, reduce waste, and optimize stock management.

Why Track Expiry Dates and Batch Numbers in Odoo?

1. Prevent Stock Expiry Losses – Avoid selling or using expired products.
2. Regulatory Compliance – Essential for industries like pharmaceuticals, food, and chemicals.
3. Recall Management – Quickly trace defective batches if recalls are needed.
4. FIFO (First-In-First-Out) & FEFO (First-Expired-First-Out) Compliance – Optimize inventory rotation.

Step 1: Enable Batch/Serial Number Tracking in Odoo

Before tracking expiry dates, you must activate batch (lot) tracking:

1. Go to:
   • Inventory → Configuration → Settings
2. Enable:
   • ☑ "Lots & Serial Numbers"
   • ☑ "Expiration Dates" (if available in your version)

Step 2: Configure Products for Batch & Expiry Tracking

For each product that requires expiry/batch tracking:

1. Open the Product Form:
   • Inventory → Products → Select Product
2. Under the "Inventory" Tab:
   • Set Tracking = "By Lots" or "By Lots & Serial Numbers"
   • Enable "Expiration Date" (if applicable)
3. Set Expiry Alerts (Optional):
   • Configure "Expiration Warning Time" (e.g., alert 30 days before expiry).

Step 3: Receiving Goods with Batch & Expiry Dates

When receiving stock (via Purchase Orders or Manual Inventory Adjustments):

1. Create/Select a Batch Number
   • Enter a unique Lot/Serial Number (e.g., BATCH-2024-001).
2. Set Expiry Date
   • Manually input or scan from supplier documentation.
3. Validate Receipt
   • Odoo will now track this batch with its expiry date.

Step 4: Managing Expiry Dates in Inventory Operations

A. FIFO/FEFO Auto-Application

• Odoo automatically suggests the oldest batches first in sales/deliveries.
• For FEFO (First-Expired-First-Out), ensure expiry dates are correctly logged.

B. Expiry Alerts & Reports

• Go to: Inventory → Reporting → Lot/Serial Numbers
• Filter by "Expiry Date" to see soon-to-expire batches.
• Set up automated email alerts using Odoo’s Automated Actions.

C. Handling Expired Stock

• Scrap Expired Items:
  • Inventory → Operations → Scrap
• Return to Supplier (if applicable):
  • Create a Return Order linked to the batch.

Step 5: Advanced Features (Manufacturing & Quality Control)

A. Batch Tracking in Manufacturing

• If producing goods with expiry dates:
  • Enable "By Lots" in the Bill of Materials (BoM).
  • Odoo will inherit batch/expiry from raw materials to finished products.

B. Quality Checks (Odoo Quality Module)

• Set quality alerts for batches nearing expiry.
• Perform batch-specific inspections before dispatch.

Common Issues & Troubleshooting

❌ Problem: Expiry dates not showing in reports.

✅ Fix: Ensure "Expiration Date" is enabled in product settings.

❌ Problem: Odoo not auto-suggesting oldest batches.

✅ Fix: Check "Removal Strategy" in Location settings (should be FIFO/FEFO).

❌ Problem: Can’t filter by expiry date.

✅ Fix: Use Custom Filters in Lot/Serial Number view.

Conclusion

Tracking expiry dates and batch numbers in Odoo helps businesses reduce waste, comply with regulations, and optimize inventory management. By following this guide, you can:

✔ Enable batch/expiry tracking for critical products.

✔ Automate FIFO/FEFO stock movements.

✔ Generate expiry alerts to prevent losses.

✔ Improve traceability for recalls and audits.

Need help setting this up? Book a consultation or explore Odoo’s official documentation for deeper customization.