From the Business plan onwards, ABRA Flexi allows you to track batches and expiration dates for stock items.
Batches and expiration dates are independent of each other — an item can track only batches, only expiration dates, or both.
If you are looking for instructions for the web interface rather than the desktop application, switch to the web interface guide.
How to enable batch and expiration tracking for a price list item?
First, you need to identify which items should track batches or expiration dates. This is done in the price list, in the item detail under the Additional Specifications tab.
For this example, we will enable both options — batch tracking and expiration date tracking.
⚠️ If you want to enable or disable tracking retroactively for price list items that are already in use, this operation will not be possible (from version 2026.3.0 onwards). Enabling it is possible via an advanced parameter — for more information, please contact support.
An additional detail for expiration dates is the option to specify a shelf life in number of days after expiration.
This field is informational only and is used solely in document line items (e.g., issued invoices or delivery notes), where the best-before date is automatically populated (if the field is filled in on the price list item).
Receiving an item with a batch and expiration date
Once an item is configured this way, it can be received together with a batch and expiration date. Batches and expiration dates can be entered from a goods receipt as well as from a received invoice. We will demonstrate the process using a goods receipt — the procedure for a received invoice is analogous.
The option to fill in this information is found on the Posting/Details tab of the relevant goods receipt line item.
Any number of items can be stocked in a single batch or with a single expiration date at once. The number of units you receive will be stocked under the corresponding batch and expiration date.
If you need to receive a single item across multiple batches or expiration dates at the same time, you must split the item into multiple lines (one for each batch and expiration date combination).
Once the goods receipt contains everything you need, you can save the document.
Overview of current batch and expiration date stock levels
To see which batches are currently in stock, open the price list item detail and check the bottom tab bar.
If you need a consolidated stock status report that also includes batches and expiration dates, use one of our add-ons.
Issuing an item with a batch and expiration date
All that remains is to issue the item with its batch or expiration date. We will again demonstrate the process using a standard delivery note; however, the analogous procedure also applies to an issued invoice (which will automatically generate a delivery note on its own — depending on the invoice type settings).
We will therefore create a delivery note with our item.
The option to specify batches and expiration dates is again found on the Posting/Details tab of the delivery note line item. However, the behavior here differs from a goods receipt. On a delivery note, you select from batches and expiration dates available in stock using a dropdown list.
When the delivery note line item is saved with the batch and expiration date set in this way, the items will be removed from stock accordingly.
If a price list item has active batch and expiration date tracking, you must pay attention to this when issuing items and remember to specify them on the line item.
For issued invoices, the earliest available expiration date is filled in automatically.
The requirement to specify a batch or expiration date can be enforced using an advanced parameter.
If no batch or expiration date is specified on the delivery note, Flexi will automatically determine which batch and expiration date should be issued. This is handled via a FIFO link between the previous goods receipt for that batch and expiration date and the current delivery note. However, always apply only one approach — either always select batches manually, or never select them.
Issue by earliest expiration date
On the stock card of the relevant items, you can enable issuing by expiration date. Delivery notes will then be pre-filled with the oldest (i.e., earliest) expiration dates currently in stock.
Batch and expiration date stocktaking
Batches and expiration dates can also be processed as part of a stocktake.
If an item loaded into a stocktake tracks batches or expiration dates, these are reflected in the stocktake. The relevant item will appear on as many lines as there are batch and expiration date combinations for that item. The system quantity will always correspond to one such combination.
For detailed instructions on creating a stocktake, visit our website.
FAQ
The stock status does not include batches or expiration dates by default. However, add-ons are available that display the corresponding batches or expiration dates alongside the stock status.
How to work with batches and expiration dates via the API?
Batches and expiration dates can be set as mandatory fields on document line items when their tracking is enabled in the price list. This can be enforced using an advanced parameter. Simply import the parameter for mandatory batches or expiration dates and restart Flexi — the setting will then take effect.
Batches and expiration dates can also be processed using a stocktake.