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How to pick the batch that expires first in Inventory

Switch on First Expiry First Out in Inventory settings, then use the expiry-ordered list to choose the batch that expires first.

Level: beginner · Updated 1 Nov 2026

Before you start

Goods with a shelf life, such as medicines, food or chemicals, should leave your store in the order they expire. This is called First Expiry First Out, or FEFO. This article shows you how to switch it on in Aicountly Inventory and how to use the expiry order when you choose a batch.

Before you start

  • You can open Settings in Aicountly Inventory.
  • Your items are tracked by batch, and each batch has an expiry date.

Switch on FEFO

  1. Select Settings in the top menu, then choose Company.
  2. Find the card called Operational preferences.
  3. Turn on the switch named First-expiry-first-out (FEFO) when picking batches automatically. It puts the batches with the earliest expiry date first whenever a batch is picked for you.
  4. Select Save settings at the top of the page.

This setting applies only where Aicountly Inventory picks a batch for you. If you choose a batch by hand on a document, your choice is always kept.

See the expiry order when you pick a batch

When you raise a production document, each component line shows a button. It reads Allocate batch, or it shows the batch number you already chose.

  1. Open the production document and find the component line.
  2. Select Allocate batch on that line. A panel called Allocate a batch opens.
  3. With FEFO on, a note at the top says that batches are listed earliest-expiry first.
  4. Look at each batch. It shows the batch number, the expiry date, the lot number if there is one, and how much is available.
  5. Choose the batch at the top of the list to keep the shelf-life order. Batches with no expiry date come last.
  6. Select Done.

Each batch also has a tag. Covers the line means it holds enough stock for the quantity needed. Partial means it holds less. A batch close to its expiry date is tagged Expiring soon. You can type in the filter box to find a batch by batch number or lot number.

If you change your mind

Select Clear allocation to remove the batch from the line. You may leave a batch-controlled component without a batch. If you do, the batch is not tracked for this specific use on the document.

Good to know

  • The panel only lists batches that have stock in the warehouse of the line. Choose the warehouse first.
  • The expiry order is a guide. You decide which batch to use.

Related articles

Steps

  1. Select Settings in the top menu, then choose Company.
  2. In Operational preferences, turn on First-expiry-first-out (FEFO) when picking batches automatically.
  3. Select Save settings at the top of the page.
  4. On a production document, select Allocate batch on a component line.
  5. Pick the batch at the top of the list, which expires first, then select Done.

Troubleshooting

Still stuck? Contact support or ask in the community.