Expiry management

Near-expiry stock, acted on in time.

See which stock is close to its date before it becomes a loss. Mark it down automatically as the days run out, write off expired stock in one step with approval, hold it, or send it back to the supplier, and see what expiry is costing you on the stock valuation.

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Near-expiry alerts and an email digest per branch
Markdowns that grow as the days run out
One-step write-off of expired stock, with approval
Expired and near-expiry value on the stock valuation

What is Expiry management in Flowyana?

Flowyana expiry management is the part of inventory that deals with stock close to its date, or past it. It splits stock into sellable, near expiry, expired and on hold, alerts each branch before its batches run out of time, marks near-expiry stock down by the days left, writes off expired stock in one step with approval, and shows the value of expired and near-expiry stock on the stock valuation. It suits supermarkets, grocers, pharmacies, bakeries, food distributors and cosmetics retailers.

Knowing the expiry date is only half the job. The loss happens in the days before it: the yoghurt that could have sold at a discount last week, the medicine that should have gone back to the supplier while there was still time, the expired stock that sits on the books at full value because writing it off means three forms. Flowyana puts those decisions on one list, with the action next to each batch.

Expiry management builds on batch and expiry tracking, which records the batch and date of every unit as it arrives and sells the batch that expires first. That page covers tracking, picking and recalls; this one covers what you do when time is running out.

What it does

Expiry management, in practice.

Stock in four states

Every product shows how much is sellable, how much is near expiry, how much has expired and how much is on hold, per warehouse and branch.

Alerts before the date

Each branch is told about its own batches close to expiry, and a daily email digest lists them for the people who act on them.

Act from the expiry report

Write off, mark down, hold, return to the supplier or correct the expiry date, straight from the list of batches by days left.

Markdowns by days left

Set bands such as a smaller discount a month out and a bigger one in the last week, for the whole business or per category, and sales price near-expiry batches by them.

Bulk markdown

Select several batches on the expiry report and mark them all down at once, by a percent or to a set price.

Write-off with approval

Expired stock is written off in one step with a reason, and the write-off can wait for a manager’s approval before it posts.

Discounts you can see

Near-expiry markdowns show on the POS receipt and the customer display, and the sales report shows what the markdowns cost.

Expiry on the valuation

The stock valuation shows the value of expired and near-expiry stock, so the cost of expiry is a number, not a guess.

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How it works

Expiry management, step by step.

1
Set your near-expiry window
Choose how many days before the date stock counts as near expiry, and set markdown bands by days left for the business or for a category.
2
Get told in time
Each branch sees its own near-expiry batches, and the daily email digest lists them for the people who act on them.
3
Act from one list
On the expiry report, mark down, hold, return to the supplier, correct the expiry date or write off, one batch at a time or many together.
4
See the cost
The sales report shows the markdowns given, and the stock valuation shows how much expired and near-expiry stock is worth.

In depth

A closer look.

Near expiry stock, seen per branch

Every product’s stock is split into four parts: sellable, near expiry, expired and on hold. You decide how many days before its date a batch counts as near expiry. Each branch is alerted about its own batches, so the shop that holds the stock is the one that moves it, and an email digest gathers the alerts into one message a day for each person instead of a stream of notifications. A dashboard widget gives the owner the company-wide view.

Sellable, near-expiry, expired and held stock
A near-expiry window you set
Alerts per branch for its own stock
A daily email digest instead of many alerts

An expiry report you act from

The expiry report lists batches by days left, and each row carries its actions. Write it off, mark it down, put it on hold, return it to the supplier, or correct its expiry date if it was entered wrong. Select several rows to act on them together.

Batches sorted by days left
Write off, mark down, hold, return or set expiry
Act on many batches at once

Near-expiry markdowns that apply themselves

Markdown bands set the discount by days left: for example one discount a month before the date and a deeper one in the last week. Set them for the whole business and override them per category, or switch them off for a category that should never be discounted. When a near-expiry batch is sold, the line takes the markdown for its days left, and the original price is kept beside it. For a one-off clearance, select batches on the expiry report and mark them down together by a percent or to a set price.

Discount bands by days left
Business-wide bands with category overrides
Bulk markdown by percent or set price
Original price kept on every marked-down line

Expired stock write off in one step

Once stock has expired, pick the batches and choose write off. Flowyana shows the quantity and value that will leave stock, asks for a reason, and records the write-off in one step instead of a stock adjustment per product. If you want a second pair of eyes, route write-offs through approval and nothing changes until a manager approves it. When accounting is switched on, the loss posts to the books.

Preview the quantity and value first
A reason on every write-off
Optional manager approval
Posted to the books with accounting on

Discounts customers and owners can see

A near-expiry markdown is not hidden in the price. It shows on the POS receipt and on the customer display, so the customer sees the original price and the discount, and the sales report shows the near-expiry discounts given, so you know what clearing short-dated stock cost. The stock valuation shows the value of expired and near-expiry stock separately, so the cost of expiry is a figure you can watch fall.

Markdown on the receipt and customer display
Near-expiry discounts in the sales report
Expired and near-expiry value on the stock valuation

Holds, supplier returns and sale rules

Put a batch on hold while you check it and it stops being sold until you release it. Short-dated or expired stock can go back to the supplier on a purchase return with a debit note, straight from the expiry report. Sale rules per product or category decide whether expired stock is blocked, warned about or allowed at the till, with a minimum number of days a batch must have left, and a best-before item warns by default where a use-by item is blocked.

Hold and release a batch
Return to the supplier with a debit note
Block, warn or allow expired sales
Best-before and use-by handled differently

Who it’s for

Businesses that run on Expiry management.

Supermarkets and grocers

Dairy, bakery and chilled goods marked down as their days run out, with each branch clearing its own shelf and expired stock written off in one step.

Pharmacies

Near-expiry medicines spotted in time to return to the supplier, expired packs written off with a reason, and sales of expired stock blocked at the counter.

Bakeries and food producers

Short shelf lives watched daily through the email digest, with markdowns on the last day and write-offs for what is left.

Food distributors

Near-expiry stock offered to customers at a markdown before it falls under their minimum shelf life, and the value of expired stock on the valuation.

Cosmetics and perfume retailers

Best-before products warned rather than blocked, markdowns on short-dated stock, and returns to the brand before the date.

Questions

Asked about expiry management.

What is expiry date management software?

Software that watches the expiry dates of your stock and helps you act before they pass: alerts on near-expiry stock, markdowns to sell it, write-offs once it has expired, and returns to the supplier. In Flowyana it is part of inventory, built on batch and expiry tracking.

How do I write off expired stock?

Open the expiry report, pick the expired batches and choose write off. Flowyana shows what will leave stock and its value, asks for a reason, and records the write-off in one step. If you route write-offs through approval, it waits for a manager before stock and the books change.

Can I discount near-expiry items automatically?

Yes. Set markdown bands by days left, for the whole business or per category, for example a small discount a month before the date and a larger one in the final week. When a near-expiry batch is sold, the line is priced with the markdown for its days left.

Can I mark down many near-expiry batches at once?

Yes. Select the batches on the expiry report and mark them down together, either by a percent off or to a set sale price.

Do customers see the near-expiry discount?

Yes. The markdown shows on the POS receipt and on the customer display, so the customer sees the original price and what was taken off.

How do I see what near-expiry stock is costing me?

The sales report shows the near-expiry discounts given, and the stock valuation shows the value of expired and near-expiry stock separately from sellable stock.

Can I get a daily list of stock that is about to expire?

Yes. Near-expiry alerts reach each branch for its own stock, and an email digest gathers them so the people who act on them get one message instead of many.

Can expired stock go back to the supplier?

Yes. Choose return to supplier from the expiry report and the stock goes back on a purchase return, with a debit note for the supplier.

Can the till stop expired items being sold?

Yes. Each product, or its category, decides whether expired stock is blocked, warned about or allowed at the sale, and you can set a minimum number of days a batch must have left. Selling a blocked batch needs its own permission.

Which plans include expiry management?

Expiry management comes with batch and expiry tracking, on the Retail plan, the Restaurant + KOT plan, and ERP Growth and Business, or as the batches add-on on other plans. It is not on the entry plans.

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