Manage expiry dates and lots

Overview#

Expiry Management has three screens:

• Items & Batches: register the items you track (for example a house sauce or frozen shrimp) and their batches (when each lot was made or defrosted).
• Daily Check: go through active batches by status and record Good / Use First / Dispose.
• Check Logs: look back at past checks.

Each batch's status (Good, Expiring, Urgent, Expired) is worked out from the days left. Staff can also register batches and do the daily check in the Bookmi app.

Steps#

1. Register items#

1. Open Food safety → Expiry Management in the side menu and choose a shop at the top right. Items are registered per shop.
2. On Items & Batches, click Add Item.
3. If it's the same as an inventory ingredient, use Select from Inventory to fill in the name, storage type and shelf life.
4. Enter the Item Name (required), Type (Prepared / Ingredient), Storage Type (Room Temp / Chilled / Frozen), Default Shelf Life (days) and Alert Days Before, then save.

2. Register batches#

1. Click Register Batch and choose the item.
2. Check the shelf life in days (the item's default is filled in). For frozen items, also enter the Defrost Date.
3. The expiry date is calculated as today (or the defrost date for frozen items) plus the shelf life, and a lot number is assigned automatically.
4. Add the quantity, unit and notes if needed, then click Save.

Click an item's row to open its batch list. From there you can Add Batch, mark a used-up batch as Consume, or a thrown-away batch as Dispose.

3. Do the daily check#

1. Open Daily Check. The counts of Good, Expiring, Urgent and Expired batches are shown at the top.
2. When you defrost a frozen item, record it with Register Defrost (the expiry date is calculated for you).
3. For each batch, choose Good / Use First / Dispose. For Dispose, enter the Disposal Quantity.
4. When every batch has a judgment, click Submit Check Results. Disposed batches become Disposed and drop out of future checks.

4. Review check logs#

On Check Logs, choose a period and click Search. Each row shows the check date, the checker and the number of good, expiring, expired and disposed batches; expand it to see each batch's judgment and disposal quantity.

On the screen#

• Status: Good / Expiring / Urgent / Expired. When a batch counts as expiring or urgent depends on the item's Alert Days Before and the Alert Settings.
• Alert Settings: set Alert Days Before and Urgent Days Before for each storage type (room temperature, chilled, frozen).
• Batch Status: Active / Consumed / Disposed.
• Source: Manual / Defrost / Receiving.

FAQ#

• An item doesn't appear in the daily check: only items with active batches are listed. Register a batch first.
• An expired batch turned into Disposed by itself: batches left more than 3 days past their expiry date are disposed automatically by the morning run.
• Will I be notified when something is about to expire? No. Alert Settings only set the days used to decide the status. Check the Daily Check screen instead.
• Is it linked to inventory? For items created with Select from Inventory, disposing a batch records the waste in the inventory stock log. → Inventory
• There's an expiry task in Tasks: it completes itself once that day's daily check is submitted.