Batches and Lots

Batches & lots

Sometimes how many isn't enough — you also need to know which delivery stock came from, and when it expires. Batches (or lots) split an item's stock in a location into dated groups, so Gubbins can always use the oldest first.

Where to find it: batch controls appear on an item's stock once the Batches & lots capability is enabled (Modular UI).

What a batch is

A batch sits beneath a location in the stock hierarchy:

Item → Location → Batch (with its own quantity and expiry date)

So 20 units of adhesive on Shelf A might be two batches — 12 from March (expiring soon) and 8 from June. Together they're still 20 on Shelf A, but Gubbins knows the split.

First-expiry-first-out (FEFO)

When you consume stock of a batched item, Gubbins draws from the batch that expires first — first-expiry-first-out. That means the stock most at risk of lapsing gets used up before it does, automatically, without you having to pick a batch each time.

💡 Tip FEFO is ideal for anything perishable or shelf-life-limited — adhesives, chemicals, food, photographic supplies, calibration standards. Record the expiry when stock arrives and Gubbins handles the rotation.

Batches and expiry alerts

Batch expiry dates feed the expiry tracking and the Alerts / Upcoming feeds, so a batch approaching its date surfaces before it lapses rather than being discovered too late.

ℹ️ Note Batches are optional. If you don't need delivery- or expiry-level detail, leave the capability off and just track a single quantity per location — everything else works exactly the same.

Related pages

• Locations & stock — the per-location ledger batches sit under.
• Cycle counts & audit day — reconciling stock, including per-batch.
• Alerts — where expiring batches surface.