Batch Numbers on Invoice Line Items
Sell from specific batches, traceably
Pick the batch you're selling from on every line item. Critical for medical shops, food businesses, and any product with shelf-life concerns.
Invoice #GST-2023-001
Generated 2 mins ago
Billed To
Tech Solutions Ltd
GSTIN: 29ABCDE1234F1Z5
What do you get out of it?
The bill says which batch left the shop. That single fact is what turns a recall from a guessing exercise into a list of invoices, and what lets you answer a pharmacy inspection without opening a cupboard of paper.
How does it work?
- 1
Choose the batch as you bill
When a batch-tracked product goes onto an invoice, the batch it comes from is selected rather than assumed. Stock is deducted from that specific batch.
- 2
One line can draw from several batches
If a customer buys twelve units and you only have seven in the current batch, the line records both batches with the quantity taken from each. The invoice reflects what physically left, not a tidy fiction.
- 3
Batch and expiry sit on the invoice line
The batch number and its expiry are stored against the line, alongside the HSN code and tax. The document is self-contained.
- 4
Stock is checked before it is deducted
If the selected batch does not hold enough, Wiseventory refuses and names the batch in the message rather than letting stock go negative.
What situations does it handle?
A sale that spans two batches
Handled directly — the line carries a list of batch selections with a quantity each. Splitting a sale across batches is normal in a pharmacy and does not require two invoice lines.
Overselling a batch
Prevented. The check compares the requested quantity against what that batch actually holds and fails with the batch number in the error, which tells the person at the counter what to fix.
A batch that runs out on this sale
When a batch reaches zero it is marked as sold rather than lingering as an empty record, so your available batches stay meaningful.
How do you get more out of it?
- Sell down the nearest-expiry batch first. Selecting the batch at billing is what gives you that control.
- A sale that spans two batches is recorded as such — the line carries the quantity taken from each, so traceability survives a batch running low mid-sale.
- Bill regular customers to a named customer record rather than as walk-ins. That is what lets a batch be traced onward to who received it.
- Keep batch numbers matching the carton exactly. A recall notice quotes that string, and matching it is the difference between minutes and an afternoon.
Common questions
What if one sale needs stock from two different batches?
The invoice line records both, with the quantity taken from each. This is the normal case when a batch runs low mid-sale, and it matters because a single averaged number would break traceability for exactly the units you would later need to trace.
Can staff accidentally sell more than a batch holds?
No. The quantity is checked against that batch before stock is deducted, and the error names the batch so the person billing knows which one to switch. Stock cannot go negative through this path.
How do I find every invoice containing a recalled batch?
The batch number is stored on the invoice lines, so you work from the batch to the invoices it appears on, and from those to the customers on them. That is the practical shape of a recall response.
Does the batch number print on the customer's copy?
It is recorded on the invoice, and whether it appears on the printed output depends on the template you use. The data is there either way, which is what matters for an inspection.
Included free in every plan
Batch Numbers on Invoice Line Items isn't an upgrade or paid add-on. It sits inside Wiseventory alongside GST billing, inventory, POS, GSTR-1 filing and the rest. One simple price for everything.
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