Track batches and serial numbers

Some products come in batches with an expiry date, such as medicines, seed and chemicals. Others carry a serial number on each unit, such as sprayers and electronics. Kila keeps both: which batch is where and when it expires, and where each serialised unit has been.

Steps

1. Open Batches and serials

   Open Stock › Inventory › Batches and serials. It opens on Batches and expiry: the Batches in stock, those Expiring within 30 days and Already expired, and the Value at risk (“Expired or expiring, at cost”).

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2. Choose a branch

   Choose a branch, or keep All branches. The batches that expire soonest come first. To see only those near their date, see Deal with expiring stock.

3. Read a batch

   Each line shows the Batch number, the Product, the Expiry date with the days left when it is near, Where it is and how many at each branch, the Quantity, its Value at cost and the Supplier. Tap the product for its own page: its Batches tab lists only its batches.

4. Open Serial numbers

   Tap the Serial numbers tab. The cards count the units In stock, In transit, Sold and Quarantine or returned.

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5. Look up a serial number

   Type all or part of it in Look up a serial number, or choose a status such as Sold or In transit. Each unit shows its Status, Where it is and its Cost.

6. Open it for its history

   Tap the unit. Now shows its status, the product, where it is, its cost and its warranty, such as 12 months from sale. History lists “Every movement of this unit, oldest first”, from the day it came in.

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For your business

For agrovets

Agrovets: recalls and holds. The batches have a Sale column. Someone who approves stock adjustments, such as the owner, can tap Block on a batch and say Why: “A recall notice, a quality hold. Every till refuses the batch until it is released.” After Block from sale, Kila says Batch blocked and the batch “cannot be sold until it is released”. It shows Blocked: with the reason, as the recalled maize seed lot does at Mkulima Agrovet. Release lets it be sold again: “Batch released”.

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

What if

Kila finds no serial number

Kila shows:

No serial matches MSP99-000000

Check the label. Serials are recorded when serialised products are received.

Check the number on the unit’s label, or type only part of it. A unit that has left the business, sold or written off, is still listed, with its status.

A product has no Batches tab

It is kept by quantity only: its page says Quantity only under Tracking, as a bag of CAN fertiliser does. Only products kept in batches or by serial number have them.

Related

• Deal with expiring stock: what is near its date, and writing off what has expired.
• Check stock movements: each movement names its batch or serial number.
• See your stock on hand: products in batches say batches under their name.
• Selling farm chemicals: batches of pesticides and veterinary medicines.
• Recall a batch: at a pharmacy, stopping a batch at the till.
• Record output and close a production order: at a plant, the batches it makes.

Next: check the batches near their date: Deal with expiring stock.