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Batches, expiry and prescriptions (medical, pesticides)

Medical stores, pesticide dealers and packed-food shops buy the same item in many batches, each with its own expiry. Zevox keeps each batch's stock, sells the earliest expiry first, warns you before stock expires, and keeps a register of controlled items. These screens are on the website.

Switch it on

On the computer (website)

  1. Open Settings → Business & features.
  2. Tick Batch & expiry, and Prescriptions & controlled items if you sell controlled medicines or pesticides.
  3. In the Batch & expiry card choose Selling an expired batch (don't allow it, or allow it with a warning) and Warn this many days before expiry.
  4. Tap Save.

Set up an item

On the computer (website)

  1. Open the item (or Add item on Items & Prices).
  2. Tick Keep stock by batch & expiry.
  3. Type the Generic / salt name (e.g. Paracetamol) — searching by it finds the item.
  4. Under Sales need choose A named customer (pesticides) or A prescription (patient + doctor) (controlled medicines).
  5. For a new item with opening stock, type the Opening batch no. and Opening batch expiry, then save.

Tips

  • The item page shows a Batches card: each batch's number, expiry (with an Expired or days-left mark) and stock.

Buy a batch

On the computer (website)

  1. Make the purchase as usual.
  2. On each batch-tracked line, type the Batch no. and the Expiry as printed on the pack, like 05/2027.
  3. Bought two batches of one item? Add the item twice, one line per batch.
  4. Save — the purchase can't be saved until every batch-tracked line has its batch no.

Sell: earliest expiry first

On a sale the stock is taken from the batch that expires first. To sell from another batch, choose it in the Batch list on the line (it shows each batch's expiry and stock). An expired batch is marked in red; if your shop doesn't allow it, the sale is refused. The bill and the print show each line's batch and expiry.

Tips

  • Write-offs, stock moves and returns to the supplier also let you choose the batch.
  • Expired stock: remove it with Adjust stock and the reason Expiry.

Prescriptions and named buyers

  • A prescription (patient + doctor): the sale shows a Prescription box — type the Patient and the Doctor before saving.
  • A named customer: the item can't be sold to a walk-in customer — choose the customer first.
  • Every such sale goes into Reports → Register with the buyer, patient, doctor and batches. Export it to Excel for an inspection.

Expiry alerts and report

  • Alerts lists batches that have expired or will expire soon, with how much stock is left.
  • Reports → Expiry lists every batch with stock expiring within 30, 60, 90 or 180 days (or your own number), with its value at cost. Export it to Excel to return stock to the supplier in time.

Common problems

“Enter the batch number” on a purchase
What to do: Type the batch no. on every line of a batch-tracked item, then save again.
“Batch … has expired” on a sale
What to do: Only expired stock is left. Remove it with Adjust stock (reason Expiry), or allow selling expired batches in Settings → Business & features.
“… needs a prescription”
What to do: Type the patient and the doctor in the Prescription box on the sale.

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