Record spoiled or expired products, track financial losses, and act on items expiring within 3 days.
Overview
Two tools help you manage product loss: Wastage Records for quick entry when products are spoiled, and Near Expiry Alerts showing stock expiring within 3 days.
Confirming a wastage record automatically creates a stock movement and reduces inventory.
How It Works
- Go to Dairy → Inventory → Wastage Records for losses, and Near Expiry Alerts for proactive action on soon-to-expire stock.
- The Dashboard also highlights near-expiry items and monthly wastage totals.
Step-by-Step Guide
- Go to Inventory → Wastage Records → Create.
- Select Product, enter Quantity Lost, and choose Reason.
- Enter Location, Lot Number, and Unit Cost.
- Click Confirm – stock is automatically reduced.
- Check Near Expiry Alerts daily and discount or dispatch products before they expire.
Fields Table
| Field Name | Description | Example |
|---|---|---|
Reference |
Auto-generated wastage number. |
WST/00018 |
Date |
Date wastage occurred. |
10/06/2026 |
Product |
Product that was lost. |
Toned Milk 500ml |
Quantity Lost |
Amount wasted. Must be > 0. |
50 |
Reason |
Expired, Spillage, Quality Failure, Damaged Pack, Cold Chain Break. |
Expired |
Location |
Where the product was stored. |
Cold Room 1 |
Lot / Batch No. |
Lot number of wasted product. |
LOT-2026-0608 |
Loss Value (₹) |
Auto-calculated: quantity × unit cost. |
₹1,400 |
Loss Value (₹) |
Auto-calculated: quantity × unit cost. |
₹1,400 |
Status |
Draft or Confirmed. |
Confirmed |
Near Expiry (≤ 3 days) |
Flag on stock moves expiring soon. |
Yes |
Field Explanations
Below is a detailed explanation of each field listed in the table above.
Reference
Auto-generated wastage number. For example: WST/00018.
Date
Date wastage occurred. For example: 10/06/2026.
Product
Product that was lost. For example: Toned Milk 500ml.
Quantity Lost
Amount wasted. Must be > 0. For example: 50.
Reason
Expired, Spillage, Quality Failure, Damaged Pack, Cold Chain Break. For example: Expired.
Location
Where the product was stored. For example: Cold Room 1.
Lot / Batch No.
Lot number of wasted product. For example: LOT-2026-0608.
Loss Value (₹)
Auto-calculated: quantity × unit cost. For example: ₹1,400.
Status
Draft or Confirmed. For example: Confirmed.
Near Expiry (≤ 3 days)
Flag on stock moves expiring soon. For example: Yes.
Tips
- Act on near-expiry alerts same day: Products with 1–3 days left can often be sold at discount rather than written off.
- Record power failures immediately: Use “Cold Chain Break” as wastage reason if cold room power failure spoils products.
Common Mistakes
- Not recording wastage – Unrecorded losses make stock counts inaccurate.
- Ignoring near-expiry list – Leads to higher wastage and financial loss.