Deal with expiring stock

For products kept in batches with an expiry date, Kila shows which batches are near their date and which have already expired. Sell or move the near-dated ones first; what has expired comes off stock as an expiry adjustment.

Steps

1. Open the expiry report

   Open Stock › Inventory › Batches and serials and tap Expiry report: the batches that have expired or expire soon, the soonest first.

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2. Choose how far ahead to look

   Choose Within 14 days, Within 30 days, Within 60 days or Within 90 days. The cards count the batches Expiring within that time and Already expired, and the Value at risk at cost.

3. See what needs action

   An expired batch says Expired. One near its date shows the days left, such as 19 days, and where it is. Tap Expired to list only what has already expired.

4. Open Adjustments

   Open Stock › Inventory › Adjustments. Expiring soon lists the same batches: “1 batch expired, 1 expiring within 30 days. Sell or move the near-dated ones first.”

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5. Tap Write off expired

   Kila takes every expired batch with stock at the branch in one go.

6. Confirm the write-off

   Kila says what will leave: “3 units in expired batches, about KES 480.00 at cost, leave stock as an expiry adjustment. Above your limit it waits for approval.” Tap Write off expired.

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   Kila shows:

   ADJ-000023 posted. 1 expired batch written off.

   The adjustment is in the list with the reason Expired, and each batch is an Expiry line in the movements.

Tip

Sell or move near-dated stock while there is time: a branch that sells more of it may take it in a transfer. The report Expiring stock, under Money › Reports, lists the same batches.

For your business

For agrovets

Agrovets: returns and recalls. Agrovet › Expiry, returns and recalls lists the “Stock expired, within 60 days of its date, or blocked by a recall. Send it back to the supplier for credit before their cut-off.” Change Days ahead to look further, and use the tabs Expired, Near their date and Recalls.

• Who bought it lists the sales that took stock from a batch, such as a recalled seed lot, and how much is left.
• To send batches back, tick those from one supplier at one branch and tap Return 1 batch to the supplier: “From Njoro branch. Each line names its batch; a debit note reduces what is owed to the supplier.” The reason starts as “Expired and short-dated stock returned for credit”; add the supplier’s return authorisation number if they gave one, then Record the return.

Steps differ for agrovets. Choose your businessNothing here differs for your business, .

What if

There is no Write off expired

Nothing at your branches has expired yet, or your role does not adjust stock. Expiring soon shows only while a batch has expired or expires within 30 days, and Write off expired only once one has expired.

The write-off waits for approval

Above your limit for adjustments, such as a storekeeper’s, the stock stays until someone approves it:

Kila shows:

ADJ-000027 is waiting for approval before the expired stock is written off.

Someone with a higher limit approves it in Approvals, as for any adjustment.

Related

• Track batches and serial numbers: every batch, where it is and when it expires.
• Adjust stock: write off one expired batch, with the reason Expired.
• Check stock movements: each write-off, batch by batch.
• Selling farm chemicals: expiry rules for pesticides and veterinary medicines.
• Food safety: shelf life and expired food.
• Return expired and short-dated stock: at a pharmacy, returning expired medicines.

Next: check the report again next week, before the next batch reaches its date.