Batch control in Helm:

A civilised arrangement by which your stock behaves itself.

This page guides you through enabling Batch Numbers for products, adding batched quantities with their expiry dates either at a location or via bulk import, and understanding the resulting allocation: first‑in, first‑out by expiry rather than by location priority.

You will learn when and how the system allocates automatically across picks and sheets; how to override a specific order using Select Batches and then re‑allocate; and where to find the reports under Settings: Batch/Serial Numbers and Expiry for oversight of ageing stock, compliance, and audit‑friendly documentation.

Purpose:

Enable batch numbers and expiry‑based allocation so stock flows first‑in, first‑out: accuracy improves; waste diminishes; auditors applaud.

Before you begin:

• You cannot change a product’s batching option if it currently has stock on hand; zero the stock first.

• Decide whether staff will usually rely on automatic expiry‑based allocation or occasionally override batches per order; both are supported.

Step 1: Set the product to use Batch Numbers

1. Open the Inventory in Helm.

2. Ensure on‑hand stock is zero; adjust via stock movements if needed.

3. Set Batching Option: Batch Numbers, then click Save.

Step 2: Add batched stock with expiry dates

Option A: Add at a location

1. Go to the product’s Locations panel; click Manage/Add Stock Location next to the target location.

2. Add batch entries: Batch Number, Quantity, Expiry Date; save.

Option B: Import in bulk

1. Use Import Type: Batching Numbers.

2. Prepare your file with required columns (e.g. SKU, Location, Batch Number, Quantity, Expiry Date).

3. Upload and validate; confirm import.

Step 3: Understand allocation behaviour (FIFO by expiry)

• Helm allocates batched items by earliest Expiry Date, not by location priority.

• This applies when you:

  • create picks,

  • print picking sheets,

  • use bulk Allocate actions,

  • or click Allocate Order.

• Result: the system prefers the batch with the soonest expiry to minimise aged stock.

Step 4: Override batches for a specific order (when needed)

1. Open the order; locate the product line.

2. Click Select Batches; choose the desired batch(es) manually.

3. Click Allocate Order again to replace the automatic FIFO allocation with your manual selection.

Note:

Re‑allocation is required whenever you change batch choices post‑allocation.

Step 5: Reports and oversight

• Navigate to Settings: Batch/Serial Numbers and Expiry for batched‑product reports.

• Use these to monitor ageing stock, upcoming expiries, and batch movements.

Good practice:

• Keep batch numbers human‑readable yet unique; avoid reusing identifiers.

• Always record an Expiry Date; if an item has no expiry, adopt a convention (e.g. far‑future date) and document it.

• Train packers to verify batch on scan; mispicks often occur when labels and batch sheets diverge.

• Periodically review FIFO effectiveness; if regulatory or customer requirements demand specific batches, use manual selection and re‑allocate.

Troubleshooting:

• “Cannot change batching option”: the product still has stock; remove or transfer stock, then retry.

• “Allocation picked the wrong location”: expected - batch FIFO overrides location priority; confirm batch expiries or use manual selection.

• “Manual batch not used at pick”: re‑click Allocate Order after selecting batches to enforce the override.

Outcome:

You have enabled batch control with expiry‑led allocation; stock moves sensibly; exceptions are controllable; and reporting keeps everyone honest.