Managing Expired Inventory

As a part of inventory management, OpenBoxes allows users to manage expired inventory.  

In OpenBoxes, expired inventory is still counted as in-stock items until users manually confirm that the inventory has expired and been removed from storage. Once the inventory has been removed from storage, users can mark inventory as expired in OpenBoxes. This will remove the expired items from the On-hand quantity and Quantity Available count and will no longer be available to fulfill outbound requests. 

We can access the Expired Stock Report in two ways: 

Dashboard

1. In the Dashboard, you can choose to have the "Expiration Summary" indicator. To learn how to configure your dashboard, please see this article.
2. The Expiration Summary indicator is interactable. Hovering over the dots gives us the number of expired/expiring products for the given time frame. 
3. If we click on the dot for "today", the expired inventory report will load.

Reporting

To access the Expired Stock Report, go to  Reporting > Expired Stock Report.

The Expired Inventory report will list all the inventory that has expired.  

Mark as expired

If the expired products have been disposed of, we can mark them as expired in OpenBoxes. 

1. In the Expired Inventory list, you can select all the expired products, or individually select products by clicking on the radio buttons on the left-hand side. 
2. After selecting the products, click on "Mark as expired". You will be redirected to the "Create Transaction" page. 
3. Here is a closer look at the different fields from the "Create Transaction" page.
   1. Inventory: This defaults to the location you are logged in to. 
   2. Date: This is the date the inventory was removed from storage. 
   3. Type: You can select "Expired", "Damaged", or "Transfer Out".
   4. Destination (Optional): If the product is being transferred out, you can select a destination. 
   5. Created by: This defaults to the user. 
   6. Comment: You can add any notes or comments relating to the transaction in this section. 
   7. Transaction Entries: All the products being processed will be listed in this section, including the Code, Product name, Bin location, Lot number, Expiration date, and Quantity on Hand.  
      • Debit Quantity: Enter the quantity that was removed from storage (This would generally be the entire quantity on hand since all the products of the particular serial number would have expired). 
4. Click on "Save" to retain your changes. 

For the products marked as expired, this quantity is now removed from the "In stock" inventory. You can also view this transaction in the Stock History of the products marked as expired. 

Mark as consumed

If your location has the consumption report turned on, you can also mark products as consumed. If the products were distributed to facilities but were not accounted for, we can mark them as consumed through the Expired Stock report. 

Transfer out

If the stock has been transferred out or will be transferred out to another location, we can use the transfer out option. This may apply to situations where all the expired inventory must be transferred to the central distribution center before it can be discarded off properly. 

1. Click on Transfer out. This will take you to another page. 
2. On the Transfer out page, 
   1. Select the transaction date (this will default to the current date). 
   2. The source defaults to the current location.
   3. Select the destination of the stock. 
   4. Add any comments related to the transfer. 
   5. Under transaction entries, select the Qty that will be transferred. 
3. Click on Save. 

Now, the products will be removed from the expired stock report as well as the Qty available and Qty On hand counts.