Learn how to enable batch-wise inventory in TallyPrime, record batch numbers, manage manufacturing and expiry dates, track multiple batches, and identify near-expiry stock. A practical guide to improving inventory control and reducing product wastage.
Batch-Wise Details and Expiry Date Management in TallyPrime: Complete Guide
Managing inventory is not just about knowing how many products are available in your warehouse. For businesses dealing with food items, medicines, cosmetics, packaged goods, chemicals, and other products with limited shelf lives, tracking batch numbers and expiry dates is equally important.
Imagine running a grocery store where you have 50 packets of biscuits from one batch and 100 packets from another. Both batches contain the same product, but their manufacturing and expiry dates are different. If you sell the newer stock first and leave the older stock behind, some products may expire before you get a chance to sell them.
This is where batch-wise inventory and expiry date management in TallyPrime becomes useful.
TallyPrime allows businesses to maintain batch details, record manufacturing and expiry dates, track stock batch-wise, and monitor products approaching their expiry dates. With proper configuration, you can improve stock rotation, reduce wastage, and make inventory management more reliable.
In this guide, you will learn how to enable batch-wise details, record expiry dates, manage multiple batches, and check expired or near-expiry stock in TallyPrime.
What Is Batch-Wise Inventory Management in TallyPrime?
Batch-wise inventory management means maintaining separate records for different batches of the same stock item.
A batch generally represents a group of products manufactured or received together under a particular batch number. Products belonging to different batches may have different manufacturing dates, expiry dates, purchase prices, or other identifying details.
For example, consider a pharmacy purchasing the same medicine from a supplier three times.
| Batch Number | Quantity | Manufacturing Date | Expiry Date |
|---|---|---|---|
| MED-101 | 100 strips | 10 Jan 2026 | 10 Jan 2027 |
| MED-102 | 150 strips | 15 Feb 2026 | 15 Feb 2027 |
| MED-103 | 200 strips | 20 Mar 2026 | 20 Mar 2027 |
Although all three batches contain the same medicine, their expiry dates are different.
Without batch tracking, you may only see the combined quantity of 450 strips. With batch-wise management, you can identify exactly how much stock belongs to each batch and when it expires.
This is particularly useful for:
Pharmaceutical and medical stores.
Grocery and supermarket businesses.
Food and beverage distributors.
Cosmetics and personal care retailers.
Chemical and manufacturing companies.
Businesses dealing with perishable products.
Why Is Expiry Date Management Important?
Expiry date management helps businesses avoid selling expired products and losing money on stock that cannot be sold.
Consider a grocery wholesaler who purchases 500 bottles of cooking sauce. Some bottles have an expiry date of December 2026, while others expire in March 2027.
If the warehouse team cannot distinguish between these batches, newer products may be dispatched first. Older products could remain unsold until they expire.
Proper batch and expiry tracking helps businesses:
Identify products approaching their expiry dates.
Reduce inventory losses caused by expired goods.
Maintain better stock rotation.
Track purchases and sales by batch.
Improve warehouse management.
Make better purchasing decisions.
Maintain more accurate inventory records.
It also helps employees select the correct batch while creating sales invoices.
How to Enable Batch-Wise Details in TallyPrime
Before recording batch numbers and expiry dates, you need to enable the relevant inventory features in your company.
Follow these steps:
Step 1: Open Your Company
Open TallyPrime and select the company in which you want to manage batch-wise inventory.
Step 2: Open Company Features
Press F11 to access the Company Features screen.
Step 3: Enable Batch-Wise Details
Find the inventory-related options and enable:
Maintain Batch-Wise Details.
Use Expiry Dates for Batches, if available in your version and configuration.
The exact availability and presentation of these options may vary depending on your TallyPrime release and company settings.
Step 4: Save the Configuration
Press Ctrl + A to save the changes.
Your company is now ready to maintain batch-wise inventory.
How to Create a Stock Item with Batch-Wise Details
After enabling batch-wise inventory, you need to configure the stock items for which you want to maintain batch numbers and expiry dates.
For example, suppose you sell packaged fruit juice and want to track its manufacturing and expiry dates.
Follow these steps:
Step 1: Open Stock Item Creation
Go to:
Gateway of Tally → Create → Stock Item
Step 2: Enter Stock Item Details
Fill in the basic information:
| Field | Example |
|---|---|
| Name | Mango Juice 1 Litre |
| Under | Beverages |
| Units | Nos |
| GST Rate | As applicable |
Step 3: Enable Batch-Wise Details
Locate the batch-related option in the stock item configuration and set:
Maintain in Batches: Yes
If expiry tracking is available for the item, enable the relevant expiry date option.
Step 4: Save the Stock Item
Press Ctrl + A to save the stock item.
You can now maintain separate batch records for Mango Juice 1 Litre.
How to Enter Batch Number and Expiry Date in TallyPrime
Once the stock item is configured, you can enter batch details while recording purchase transactions.
Let's understand this with a practical example.
Suppose your business purchases 100 bottles of mango juice from a supplier.
The details are:
| Particulars | Details |
|---|---|
| Stock Item | Mango Juice 1 Litre |
| Quantity | 100 Bottles |
| Batch Number | MJ-2026-01 |
| Manufacturing Date | 1 October 2026 |
| Expiry Date | 31 March 2027 |
| Purchase Rate | ₹60 per bottle |
Follow these steps:
Step 1: Open Purchase Voucher
Go to:
Gateway of Tally → Vouchers → F9 (Purchase)
Step 2: Select Supplier
Choose the supplier ledger from whom you purchased the products.
Step 3: Select Stock Item
Choose Mango Juice 1 Litre from the stock item list.
Step 4: Enter Batch Information
When the batch allocation screen appears, enter:
Batch Number: MJ-2026-01
Quantity: 100 Bottles
Manufacturing Date: 1 October 2026
Expiry Date: 31 March 2027
Step 5: Enter Purchase Rate
Enter the purchase rate and complete the remaining voucher details.
Step 6: Save the Purchase Voucher
Press Ctrl + A to save the transaction.
Your inventory will now reflect the purchased quantity along with its batch information.
Note: The batch allocation screen and date fields depend on the stock item's configuration and the features available in your TallyPrime version.
How to Manage Multiple Batches of the Same Product
A business may purchase the same product several times, and every purchase may have a different batch number.
TallyPrime allows you to maintain separate batch records for the same stock item.
For example, suppose you purchase packaged milk powder in three different batches.
| Batch Number | Purchase Quantity | Expiry Date |
|---|---|---|
| MP-001 | 100 Packets | 15 Dec 2026 |
| MP-002 | 150 Packets | 15 Jan 2027 |
| MP-003 | 200 Packets | 15 Feb 2027 |
Instead of combining all 450 packets into one record, TallyPrime maintains their individual batch details.
This makes it easier to identify which batch should be sold first.
When entering a purchase voucher, select the appropriate batch or create a new batch allocation for the newly received stock.
If the same batch number is received again, use the existing batch allocation where appropriate rather than creating an unnecessary duplicate.
How to Sell Products Batch-Wise in TallyPrime
Recording batch information during purchases is only one part of inventory management. You should also select the correct batch when selling products.
For example, your business has the following stock:
| Batch Number | Available Quantity | Expiry Date |
|---|---|---|
| MJ-2026-01 | 40 Bottles | 31 Dec 2026 |
| MJ-2026-02 | 60 Bottles | 31 Mar 2027 |
A customer orders 50 bottles of mango juice.
Instead of selecting stock without checking its expiry date, you can choose the appropriate batch allocations in the sales voucher.
Follow these steps:
Step 1: Open Sales Voucher
Go to:
Gateway of Tally → Vouchers → F8 (Sales)
Step 2: Select Customer Ledger
Choose the customer to whom you are selling the products.
Step 3: Select Stock Item
Choose Mango Juice 1 Litre.
Step 4: Select the Batch
The batch allocation screen displays the available batch details.
Select the required batch and enter the quantity.
For example:
MJ-2026-01: 40 Bottles
MJ-2026-02: 10 Bottles
Step 5: Complete the Sales Voucher
Enter the selling rate, applicable taxes, and other required information.
Step 6: Save the Voucher
Press Ctrl + A.
TallyPrime will reduce the quantity from the selected batches.
This helps maintain accurate batch-wise stock balances.
How to Check Batch-Wise Stock Details in TallyPrime
After recording purchase and sales transactions, you may want to check the available quantity of each batch.
TallyPrime provides inventory reports that help you review stock balances.
You can use the Stock Summary and relevant batch-wise reports to examine inventory details.
Follow these steps:
Step 1: Open Stock Summary
Go to:
Gateway of Tally → Display More Reports → Inventory Books → Stock Summary
The exact navigation may vary slightly by release.
Step 2: Select the Required Stock Item
Locate the product whose batch details you want to check.
Step 3: View Batch Allocations
Drill down into the stock item or relevant batch-wise report to inspect the available batch information.
You can review:
Batch numbers.
Available quantities.
Stock values.
Batch-wise movements.
Manufacturing and expiry information, where maintained.
This is useful when checking warehouse stock before placing new purchase orders.
How to Identify Near-Expiry and Expired Stock
One of the biggest advantages of maintaining expiry dates is that you can identify products that are approaching their expiry dates.
For example, consider a supermarket with the following inventory:
| Product | Batch | Expiry Date | Status |
|---|---|---|---|
| Mango Juice | MJ-001 | 20 Nov 2026 | Near Expiry |
| Biscuits | BS-002 | 15 Dec 2026 | Upcoming |
| Cooking Sauce | CS-003 | 10 Oct 2026 | Expired |
| Milk Powder | MP-004 | 15 Mar 2027 | Valid |
You can review the relevant batch and expiry information through the available inventory reports in TallyPrime.
For better stock control, businesses should regularly check:
Products expiring within the next 7 days.
Products expiring within the next 15 days.
Products expiring within the next 30 days.
Products that have already expired.
Important: Maintaining expiry dates does not automatically mean that TallyPrime will send notifications or block every expired item in all configurations. Report availability, warning behaviour, and transaction restrictions depend on the version and settings. Do not assume that an expired batch is automatically prevented from being sold.
How to Follow FIFO and FEFO for Better Stock Rotation
Two common inventory management methods are FIFO and FEFO.
Understanding the difference can help you manage batch-wise inventory more effectively.
FIFO (First In, First Out)
FIFO means selling or dispatching the stock that arrived first.
For example:
Batch A purchased on 1 October.
Batch B purchased on 15 October.
Under FIFO, Batch A should generally be dispatched first.
FEFO (First Expired, First Out)
FEFO means selling or dispatching the products with the earliest expiry date first, regardless of when they were purchased.
For example:
| Batch | Purchase Date | Expiry Date |
|---|---|---|
| Batch A | 1 October 2026 | 31 March 2027 |
| Batch B | 15 October 2026 | 31 December 2026 |
Under FEFO, Batch B should be sold first because it expires earlier.
For medicines, packaged food, cosmetics, and other expiry-sensitive products, FEFO is often more appropriate than FIFO.
TallyPrime helps you maintain batch information, but your staff should check expiry dates and select the appropriate batch during dispatch.
Best Practices for Batch-Wise and Expiry Date Management
Maintaining batch details is useful, but following a consistent inventory process makes the system much more effective.
Here are some practical recommendations.
Record Batch Details During Every Purchase
Do not postpone entering batch numbers and expiry dates. Record them when goods arrive at your warehouse.
Check Expiry Dates Before Accepting Goods
Verify the manufacturing and expiry dates printed on product packaging against the supplier's documents.
Follow FEFO for Expiry-Sensitive Products
Dispatch products with the earliest expiry dates first to reduce wastage.
Review Near-Expiry Stock Regularly
Check upcoming expiry dates at least once a week. Businesses handling large quantities of perishable products may need daily checks.
Train Warehouse Employees
Make sure employees understand how to select the correct batch during purchase, sales, and stock transfers.
Avoid Duplicate Batch Numbers
Use consistent batch naming practices to prevent confusion and incorrect inventory records.
Maintain Proper Records for Damaged and Expired Goods
If products expire or become damaged, record the stock adjustment or appropriate transaction so that your inventory does not continue showing unavailable goods as saleable stock.
Common Problems in Batch-Wise Inventory Management
While working with batch-wise inventory in TallyPrime, users may encounter a few common issues.
| Problem | Possible Reason | Suggested Solution |
|---|---|---|
| Batch number is not appearing | Batch tracking is disabled | Check company and stock item settings |
| Expiry date field is unavailable | Expiry tracking is not enabled | Review batch configuration |
| Wrong batch quantity appears | Incorrect purchase or sales allocation | Check the relevant voucher entries |
| Expired stock is still showing | Stock has not been adjusted or sold | Review batch balances and record necessary adjustments |
| Duplicate batch records appear | Inconsistent batch entry | Follow a standard batch naming system |
| Wrong batch selected during sales | Batch details were not checked | Verify expiry dates before saving the voucher |
Conclusion
Batch-wise inventory and expiry date management are essential for businesses that handle products with limited shelf lives.
TallyPrime makes it easier to record batch numbers, maintain manufacturing and expiry dates, track individual batch quantities, and review inventory movements.
By combining accurate batch records with regular expiry checks and the FEFO stock rotation method, businesses can reduce product wastage, improve warehouse operations, and maintain better control over inventory.
Whether you operate a pharmacy, grocery store, supermarket, or wholesale distribution business, using batch-wise inventory management can make your daily stock management more organised and reliable.
Frequently Asked Questions (FAQs)
Q1. What is batch-wise inventory management in TallyPrime?
Batch-wise inventory management allows you to maintain separate stock records for different batches of the same product.
Q2. Can I maintain expiry dates in TallyPrime?
Yes. You can maintain expiry dates for batches after enabling the relevant inventory features and configuring the stock items.
Q3. Can I track multiple batches of the same product?
Yes. TallyPrime supports maintaining multiple batch records for the same stock item.
Q4. Does TallyPrime automatically block expired products during sales?
Do not assume that all expired stock is automatically blocked. The behaviour depends on the version and configuration.
Q5. What is FEFO in inventory management?
FEFO stands for First Expired, First Out. It means selling or dispatching products with the earliest expiry dates first.
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