Tracking Numbers & Batch-Wise Details (Expiry/Mfg)

Learning Objectives

Day 2 complete karne ke baad student:

• Tracking Number aur Batch-Wise Inventory ka core business concept samjhega.
• Tracking Number aur Batch Number ke beech ka fundamental difference identify karega.
• Purchase aur Sales vouchers mein Tracking Numbers link karega.
• Batch Numbers create karega aur Manufacturing/Expiry dates maintain karega.
• Same stock item ke multiple active batches manage karega (FIFO vs FEFO).
• Specific batches se single ya multiple lot sales execute karega.
• Batch-wise stock balances aur tracking movement reports verify karega.

Core Concepts: Tracking Number vs Batch Number

Advanced inventory management mein goods ki movement aur lot traceability ko maintain karne ke liye do powerful tracking tools use hote hain:

• Tracking Number: Ek unique reference jo inventory movement (inward/outward shipments) ko specific orders, delivery notes, ya receipt notes ke saath link karta hai.
• Batch Number: Stock ke particular lot ya manufacturing group ko identify karta hai jisme expiry dates, manufacturing dates, aur quality parameters tied hote hain (essential for Pharma, FMCG, Chemicals).

Comparison Matrix

Golden Inventory Rule:
Tracking Number batata hai ki maal kahan se aaya aur kahan gaya (Movement Reference).
Batch Number batata hai ki stock ka kaunsa manufacturing lot hai aur uski expiry kab hai (Quality & Lot Control).

Company Configuration & Feature Activation

Company Profile

• Company: ABC Pharma & Traders | State: Maharashtra | FY: 2026–27

Enabling Inventory, Batch & Tracking Features in TallyPrime:

1. Press F11 (Features) on the Gateway of Tally.
2. Set Maintain Inventory to Yes.
3. Set Integrate Accounts with Inventory to Yes.
4. Set Enable Batches to Yes.
5. Set Maintain Expiry Dates for Batches to Yes.
6. Set Enable Delivery Notes and Receipt Notes (Tracking Numbers) to Yes.
7. Press Ctrl + A to save settings.

Masters Configuration

1. Unit of Measurement

• Symbol: Nos | Formal Name: Numbers | Decimal Places: 0

2. Stock Item Setup (Batch & Expiry Enabled)

• Stock Item Name: Vitamin Tablets | Unit: Nos
• Maintain in Batches? Yes
• Track Date of Manufacture? Yes
• Use Expiry Dates? Yes

Practical Walkthroughs: Purchase, Batch Setup & Sales

Part A: Batch Purchase (Receipt Note / Purchase Invoice)

• Batch B-001 (05-May-2026): Purchased 500 Nos Vitamin Tablets @ ₹10 from Medi Distributors → Mfg Date: 01-Apr-2026 | Expiry Date: 02-Mar-2027.
• Batch B-002 (01-May-2026): Purchased 300 Nos Vitamin Tablets @ ₹11 from Medi Distributors → Mfg Date: 01-May-2026 | Expiry Date: 02-Apr-2027.
• Total Stock Position: 800 Nos (Batch B-001: 500 | Batch B-002: 300).

Part B: Batch Sales & Multiple Batch Selection

• Single Batch Sale (01-May-2026): Sold 200 Nos to City Medical Store from Batch B-001 → Remaining Balance: B-001 (300 Nos) | B-002 (300 Nos).
• Multi-Batch Sale (Wellness Pharmacy): Requirement = 400 Nos. Because single batch has only 300, system automatically allocates: 300 from Batch B-001 + 100 from Batch B-002 → Final Balances: B-001 (0) | B-002 (200 Nos).

Part C: Expiry Management & FEFO Concept

FEFO (First Expiry, First Out):
Pharma aur consumable industries mein jis batch ki expiry date sabse pehle aati hai, us stock ko pehle issue/sell kiya jata hai taaki expiration loss se bacha ja sake.

Complete Practice Sets

Practice Set (Face Wash Batch & Expiry Lab):

• Stock Item: Face Wash (Unit: Nos, Maintain in Batches: Yes, Expiry Tracking: Yes).
• Purchase 1 (01-Jun-2026): 500 Nos @ ₹100 → Batch: FW-001 | Expiry: 02-May-2027.
• Purchase 2 (01-Jun-2026): 300 Nos @ ₹105 → Batch: FW-002 | Expiry: 02-Jun-2027.
• Purchase 3 (02-Jun-2026): 400 Nos @ ₹110 → Batch: FW-003 | Expiry: 02-Aug-2027.

Sales & Return Execution Schedule:

Verification Reports, Common Mistakes & FAQs

Verification Reports in TallyPrime:

• Stock Summary & Batch Summary (Alt + G → Batch Summary): View lot-wise available quantities, manufacturing dates, and exact expiration timelines.
• Stock Expiry Report: Track items nearing expiry or already expired to prevent obsolete stock dispatch.
• Pending Bills / Tracking Reports: Reconcile movement references against financial invoices.

Common Mistakes:

• Creating separate stock items for each batch (e.g., Face Wash B-001, Face Wash B-002) instead of maintaining a single item with active batch allocations.
• Failing to link Sales Returns back to their correct original batch, breaking lot traceability.
• Ignoring expiry dates during sales fulfillment in perishable inventory categories.
• Confusing Tracking Numbers (movement references) with Batch Numbers (lot identities).

Frequently Asked Questions:

• Q: Batch Number aur Tracking Number mein main difference kya hai?
  A: Tracking Number shipment/movement reference ko link karta hai, jabki Batch Number physical stock ke manufacturing lot aur expiry ko identify karta hai.
• Q: Kya ek hi stock item ke multiple active batches ho sakte hain?
  A: Haan, business multiple shipments mein alag-alag batches receive kar sakta hai aur saare active batches parallelly maintain hote hain.
• Q: FEFO kya hota hai?
  A: First Expiry, First Out — jis batch ki expiry date sabse pehle ho, use pehle sale/issue karna.

Quick Revision & Completion Checklist

Batch & Tracking Golden Workflow:
Purchase Voucher → Assign Tracking Number → Create Batch Number & Expiry Date → Sales Voucher → Allocate Specific Batch → Verify Batch Summary & Expiry Reports

Completion Checklist:

• Batch features, Expiry tracking, and Tracking Numbers enabled in F11
• Stock Item created with batch maintenance enabled
• Multiple purchases recorded with distinct batches and expiry dates
• Single and multi-batch sales executed successfully
• Sales returns mapped back to original purchase batches
• Batch Summary and Stock Expiry reports verified