Editing a Lot Number or Expiry Date

A specific admin function for Inventory management is the ability to edit the lot itself. To edit the inventory for a particular lot number, please see Inventory Adjustments and Stock Count under the User Guide. There are two circumstances where a user might want to edit a lot number: 

1. There is a typo in the lot number from a previous data entry error - for example, the lot number in OB is BP123, but the lot number on the package is BPI23
2. The expiry date for the lot number is incorrect - for example the product had a date written in the American style as 8/1/2023 (August 1, 2023) that was read in the European style and entered as January 8, 2023.

Please note that realizing you entered stock under the wrong lot number is NOT a scenario that should be corrected by editing a lot. Say, for example, OpenBoxes shows 50 units of lot 12345 in bin x. You check and realize that it is actually lot 56789 in bin x. DO NOT change lot number 12345 to 56789. Why not? Changing a lot number affects all stock under that lot number in the entire system. By changing lot number 12345 to 56789, you are not only changing the lot number for the items in bin x but all of the items with lot 12345, in other bins or even other warehouses. This is why in OpenBoxes only administrators can change lot numbers. In summary, if you want to change the amount of a certain lot number you have in stock, use adjust stock or record stock. If you want to correct a typo in the lot number or expiry date, use the method below.

1. Choose the lot number you would like to edit. If the lot number is in stock, go to the in stock tab. If not, scroll down to see how to find out of stock lot numbers.
2. Press the carrot to the left of the lot number, and choose edit item

This will open a modal where you can see and edit the lot and expiry date. If you only see the expiration date as editable and not the lot number, that means that you do not have administrator permissions. You can edit the expiry date, but to update the lot you will need to contact your local administrator.

3. Change the lot number and expiry date within the modal as needed. You can add a comment to explain why you made the change, but it is not required.

4. Press save

5. On your in stock tab, you will now see the updated lot number and expiry date