Creating and Managing Lots & Expirations

This aritcle covers creating and editings lots, assigning them to locations and managing the various lots settings

Active vs Inactive Lots

How to Create a Lot

How to Edit a Lot

Assigning and Editing Lot Locations

Active vs Inactive Lots

Uderstanding the difference between an active lot and an inactive lot is essential when undersatnding how your daily operations are impacted. 

Active Lots

• Inventory with an active lot assigned to them will show in the picking and packing applications. When the Disable Picking Period time approaches an active lot will be made inactive to prevent the warehouse team from shipping those products. 

Inactive Lots

• Inventory with an inactive lot assigned will be omitting from the pickale inventory even if it is assigned to a pickable location.  
• ShipHero does not allow permanent deletion of lots, preserving records for potential recalls. Instead, you can mark a lot as inactive.

To update a Lot to active or inactive go to the Lots page and toggle off the button in the Active column for the lot you wish to change.

How to Create a Lot

ShipHero has multiple ways in which a lot can be created. 

• • • On the Lots page
    • During the receiving process
    • Via CSV (requires assisatnce from the Support team) 

Creating Lots on the Lots Page

For this method first navigate to the Lots page. You can navigate to this page from app.shiphero using the Inventory > Lots and Shipping.shiphero using the Inventory & Locations > Lots; both navigation options brignt you to the same page.

1. Select Create Lot from the top right.
2. In the pop-up window, enter the lot name/code, product SKU, expiration date, and receipt date.
3. Click Create.

Creating Lots During Receiving

You can also create a lot when receiving products into your warehouse.

1. Open the Purchase Order and navigate to the Receiving Page. 
2. Scan the product, and click Add Lot, this will add an empty line to the module. 
3. Enter the Lot Name and Expiration Date. You can save the lot for use later or receive the expected quantity for that lot. Here is more information on Receiving Products with Lot and Expiration Tracking
4. Click Save. 

Creating Lots Via CSV

Creating lots via CSV can only be done with the assistance of our support team and is a paid service. To take advatage of this service:

1. Open a ticket with Support.
2. Include a CSV with the following information. 
   • lot, sku, account_id, expires_at, received_at, is_active
3. The ProServe team will provide a quote which will need to be approved by you before the work will be is completed.  
4. Once the task is complete our Billing Team will apply the charges to your upcoming invoice. 

NOTE for 3PLs: Since Lots and Expirations are managed at the client level, please provide the Account ID of the client the request is for. 

How to Edit a Lot 

1. Go to the Lots page and click the pencil icon for the lot you want to modify.
2. An edit window will appear, allowing you to make changes.
3. Click Save to apply your edits.

Assigning and Editing Lot Locations

In order to add inventory for a specifc lot it needs to be assigned to a location. Before you can assign a lot to a location you need to first assign the location to the SKU. You can add the location to the SKU via the mobile app or the the Product details page.

Once the location is assigned to the SKU follow the steps below.

1. Go to the Inventory > Product Locations page.
2. Search for the SKU, and click on the Edit Lot button for the location you need to edit.
3. Select the Lot from the drop down and hit Save.

NOTE: The new version of Product Locations is now available in our shipping app. The same process applies just with a new interface. Check it out!

Limitations and Restrictions

• A location can only have one lot per SKU assigned to it. In other words multiple lots for the sme SKU cannot be assigned the same location. However, you can have different SKUs with different lots assigned to the same location.
• A single lot code can only have one expiration date. Therefore, the same SKU might require multiple lots if different batches have different expiration dates (e.g., potato chips).
• ShipHero does not consider FIFO and FEFO when using the "Set as fulfilled" feature. It is not recommended to use this button for SKUs with lot tracking.
• To customize the lot code on labels, contact Customer Support.

Additional Resources

• Getting Started with Lots and Expirations
• Receiving Products with Lots and Expirations