Stock Lots & Lot Tracking

Understand IEMSuite's lot tracking system - how lots are created, their lifecycle statuses, expiry tracking, and how FIFO/FEFO ordering works.

A Stock Lot is a traceable batch of a specific product at a specific location. Lot tracking gives you end-to-end traceability - from supplier delivery through production to the customer who received the goods.

What Is a Stock Lot?

Every unit of stock in IEMSuite belongs to a lot. Lots are created when:

  • An inbound shipment is logged (supplier stock arrives)
  • A production batch is completed (manufactured goods are output)
  • A manual adjustment adds positive stock

A lot record contains:

Lot Number: Unique identifier (auto or manual)
Product: Which SKU this lot belongs to
Quantity: Current on-hand balance
Location: Where the stock sits physically
Status: AVAILABLE, PENDING_QC, QUARANTINE, REJECTED
Receive Date: When it arrived (FIFO sort key)
Expiry Date: Optional (FEFO sort key)
Cost per Unit: Landed cost for COGS calculation

Lot Lifecycle

A lot's status reflects where it is in the quality and fulfillment process:

PENDING_QC→ pass →AVAILABLE→ or, if conditional →QUARANTINE→ or, if fail →REJECTED

When an inbound lot has QC disabled it starts directly as AVAILABLE. When QC is enabled it starts as PENDING_QC until an inspection passes, quarantines or rejects it. Reservations for orders are tracked separately - a reservation record links the lot to an order; the lot itself stays AVAILABLE but the reserved quantity cannot be allocated elsewhere.

Lot Statuses

StatusMeaningAvailable for Orders?
AVAILABLEGood stock, ready to use✓ Yes
PENDING_QCAwaiting quality inspection result✗ No
QUARANTINEConditional QC result - held for review✗ No
REJECTEDFailed QC - blocked from use✗ No

Expiry Date Tracking

Set an expiry date on any lot at inbound time. IEMSuite will:

  • Allocate that product FEFO (nearest expiry first) automatically
  • Flag expired lots in the alerts on Workspace overview
  • Exclude expired lots from allocation and production consumption

FIFO vs FEFO

Order allocation picks eligible lots automatically. For production, review and select input lots in the batch form. The stock rotation rules for order allocation are:

FIFO - First In, First Out

Lot with the oldest receive date is picked first. Good for non-perishable goods with a general "use older stock first" rule.

FEFO - First Expired, First Out

Lot with the nearest expiry date is picked first. Useful for goods with expiry dates. Lots without expiry dates fall back to FIFO.

There is no setting to choose. FIFO is the default, and a product switches to FEFO the moment any of its lots has an expiry date.

Lot Reservations

When an order is confirmed, IEMSuite creates Stock Reservations - soft locks on specific lots for specific quantities. The reserved quantity is still counted as on-hand but is blocked from being allocated to a different order.

Splitting and Merging Lots

To move part of a lot elsewhere, use Transfer with the quantity you want to move (see Locations & Warehouses). Merging two lots into one is not supported.

Inbound LoggingStock Transactions