Batches, Expiry & FEFO Inventory Management

Master batch traceability, First-Expiry, First-Out (FEFO) auto-picking, cold-chain shelf-life tracking, and supplier return settlements in Katixo. Built for pharmaceuticals, packaged foods, and FMCG.

1. Module Overview: Why Batch & Expiry Tracking is Critical

In pharmaceuticals (under CDSCO Drug Rules) and packaged foods (under FSSAI regulations), selling or holding expired inventory is illegal and triggers severe penalties. Katixo provides complete lot-level traceability:

FEFO Dispatch Logic

Dispatches automatically draw from the batch closest to expiration, preventing aged inventory accumulation.

Near-Expiry Alerts

Proactively highlights lots reaching 30, 60, or 90 days to expiration with one-click supplier return drafting.

Batch-Level Audit

Granular tracking of which customer received which batch number for rapid manufacturer recalls.

2. How to Manage Batches (Step-by-Step UI Guide)

1
Enable Batch Tracking on Items:When creating or editing an item in Inventory > Items, check the box "Track Batches & Expiry".
2
Capture Batches at Goods Receipt (GRN):When goods arrive from a supplier, enter the manufacturer Batch Number, Manufacturing Date (MFG), and Expiry Date (EXP) on the Goods Receipt Note. Stock is activated in stock_batch_balance.
3
FEFO Picking During Dispatch:During Delivery Challan or POS invoice creation, Katixo automatically prioritizes batches expiring earliest. Warehouse staff can override selection if customers request specific manufacturing dates.
4
Near-Expiry Supplier Returns:Open the Near Expiry Dashboard, filter by days to expiry, and select slow-moving batches to generate an automated Debit Note return to the manufacturer.

Developer & REST API Reference

Programmatically query item batches, available quantities, and near-expiry lots:

GET/api/v1/batches/item/{itemId}

GET/api/v1/batches/item/{itemId}/available

GET/api/v1/batches/near-expiry

Get batches by item

GET/api/v1/batches/item/{itemId}

Returns all batches for a specific item, including batch number, manufacturing date, expiry date, and current quantity on hand.

Path parameters

Parameter	Type	Description
`itemId`	UUID	The item to query batches for.

curl https://api.katixo.com/api/v1/batches/item/550e8400-e29b-41d4-a716-446655440000 \
  -H "Authorization: Bearer eyJhbGciOiJIUzI1NiIs..."

{
  "success": true,
  "message": "Batches retrieved",
  "data": [
    {
      "id": "a1b2c3d4-e5f6-7890-abcd-ef1234567890",
      "batchNumber": "PCM-2026-A01",
      "itemId": "550e8400-e29b-41d4-a716-446655440000",
      "itemName": "Paracetamol 500mg",
      "manufacturingDate": "2026-01-15",
      "expiryDate": "2028-01-14",
      "quantityOnHand": 500.00,
      "purchaseRate": 1.20,
      "warehouseId": "d4e5f6a7-b8c9-0123-4567-89abcdef0123",
      "warehouseName": "Main Store"
    },
    {
      "id": "b2c3d4e5-f6a7-8901-bcde-f12345678901",
      "batchNumber": "PCM-2025-K12",
      "itemId": "550e8400-e29b-41d4-a716-446655440000",
      "itemName": "Paracetamol 500mg",
      "manufacturingDate": "2025-11-01",
      "expiryDate": "2027-10-31",
      "quantityOnHand": 120.00,
      "purchaseRate": 1.15,
      "warehouseId": "d4e5f6a7-b8c9-0123-4567-89abcdef0123",
      "warehouseName": "Main Store"
    }
  ],
  "errors": null
}

Available batches

GET/api/v1/batches/item/{itemId}/available

Returns only batches with available stock (quantity > 0) and not expired. Useful for billing workflows where you need to select a batch to sell from. Results are sorted by expiry date (FEFO — First Expiry, First Out).

curl https://api.katixo.com/api/v1/batches/item/550e8400-...440000/available \
  -H "Authorization: Bearer eyJhbGciOiJIUzI1NiIs..."

Near-expiry batches

GET/api/v1/batches/near-expiry

Returns all batches across all items that are approaching their expiry date. The near-expiry threshold is configurable per organization (default: 90 days).

Query parameters

Parameter	Type	Description
`page`	int	Page number (0-indexed). Default: 0.
`size`	int	Page size. Default: 20.
`sort`	string	Sort field and direction (e.g., `expiryDate,asc`).

curl "https://api.katixo.com/api/v1/batches/near-expiry?size=10" \
  -H "Authorization: Bearer eyJhbGciOiJIUzI1NiIs..."

{
  "success": true,
  "message": "Near-expiry batches retrieved",
  "data": {
    "content": [
      {
        "id": "b2c3d4e5-f6a7-8901-bcde-f12345678901",
        "batchNumber": "PCM-2025-K12",
        "itemId": "550e8400-e29b-41d4-a716-446655440000",
        "itemName": "Paracetamol 500mg",
        "expiryDate": "2027-10-31",
        "daysToExpiry": 45,
        "quantityOnHand": 120.00,
        "warehouseName": "Main Store"
      }
    ],
    "page": 0,
    "size": 10,
    "totalElements": 8,
    "totalPages": 1,
    "last": true
  },
  "errors": null
}

Use this endpoint to proactively identify stock that needs to be sold, returned, or written off before expiry. Particularly important for pharmacy and FMCG businesses.

Authorization

All batch endpoints require at minimum the VIEWER role. The BATCH_EXPIRY module must be enabled for the organization, and individual items must have trackBatches: true.