Batched Items

Batches in Linnworks allows grouping multiple items of the same SKU and assign them a unique number called Batch Number. This feature is useful to sellers who have products with the expiry dates and who use FIFO (First In First Out) in their inventory flow, for example, pharmaceutical, food/beverages industry and many more.

Table of contents:

Batch item types

Linnworks have 2 types of batches, this is how they look like in the system:

Ordered by sell by date 

Ordered by Sell by date batch type is suitable for items that have a shorter expiry period. Adding Sell By and Expiry On dates will allow controlling those items carefully to make sure that you send to your buyers' fresh products.

inventory img 47

  • Bin/Rack: the slot position on the shelf where the item is located
  • Batch No: a unique batch number that will be used to track this group of items. This Batch number will stay with the batch as it goes through the system.
  • Status: status options depend on the dates that are assigned to items:
    • Available: Neither Sell By date nor Expire date has been reached yet.
    • Restricted: The Sell by date has been reached but Expire date has not. Please note that you can change the status to Restricted manually for any batches that you do not wish to start assigning them to orders yet. 
    • Damaged: An item can be damaged for different reasons. Once the status is set to Damaged these items will not be assigned to any other orders.
    • Expired: 24 hours after its Expire date has been passed. E.g.  If the expiry date is 30/03/2017 when the time hits 31/03/2017 then the status will be switched to Expired.
  • Expires On: the date/time after which the item can no longer be sold and should not be used.
  • Sell By: the date/time by which it should be sold.
  • Level:  the quantity/stock level for this particular batch.
  • Value: the stock value for items in this particular batch.

Ordered by priority sequence 

Ordered by Priority Sequence batch type is suitable for items with longer expiry period but that use FIFO (First In First Out) inventory flow.

inventory img 48

  • Bin/Rack: the slot position on the shelf where the item is located.
  • Batch No: a unique batch number that will be used to track this group of items. This Batch number will stay with the batch as it goes through the system.
  • Status: status options include: Available, Expired, Restricted or Damaged. For this batch type, a batch status is considered as the user's choice.
  • Priority: an override for selection purposes, where the lowest number has the highest priority.
  • Level:  the quantity/stock level for this particular batch.
  • Value: the stock value for items in this particular batch.

How to create and edit batched items

From the My inventory screen, there are two ways of creating batched items:

From the Edit Product Details screen

  1. In My inventory find the inventory item and click on the SKU to open the Edit Product Details screen.
  2. Under the General tab select the Batch Type from the drop-down list and click Save.
  3. Click on the SKU again, select the Inventory tab and click +Add New. A  New Batch window will display requesting all the data needed to create a new batch, the screen will be different depending on what type of batch you have chosen (Batch No. Priority or Sell By and Expires dates, Bin/Rack, Quantity, Unit Cost, Status)
  4. Click +Add.
  5. You will be redirected to the Inventory tab where you will be able to view details you have added just now. Check the details, edit, add more batches if need and click Save.
The existing unbatched item will convert into a batched item and all its batch data will be available in the Inventory tab.

 

From the My inventory grid

  1. Go to My inventory.
  2. Create a New View or Edit an existing one to add an additional column Batch Type. Click here to see a guide on how to create and/or edit views.
  3. Select the Item you want to convert into a batched item.
  4. Click Create and the following window will be displayed. inventory img 49
  5. Fill all the fields with the correct values.
  6. Click Add.
  7. The new batch has been created.

Import batched items

It may be more convenient to create batches for your items via CSV file using Stock Level - Batch import to update inventory with batch details in bulk. This import routine lets you import stock levels for newly created inventory items or overwrite the existing stock level for items that are already using the batching feature. 

How to assign batch numbers

Batch numbers can be assigned in two ways, via My Inventory screen as discussed above and also via Stock In function. Stock In screen allows to accurately control the process of intake new delivered items. It only can assign new or existing batch numbers to already existing batch items. 

Please note! Composite items and variation group parent SKUs cannot be batched as they stand for a group of products and are not physical items.