Expiry date tracking ensures perishable or regulated products are shipped before their expiration. WMS platforms enable FIFO (First-Expired, First-Out) logic to automatically prioritise older stock during picking. For example, a food distributor uses expiry tracking to ensure that cheese with a 14-day shelf life is picked and shipped before newer stock—reducing waste and maintaining compliance.

Expiry date tracking ensures perishable, regulated, or time-sensitive products are stored, managed, and shipped before their expiration, maintaining safety, compliance, and customer satisfaction. Modern WMS platforms enable sophisticated FEFO (First-Expired, First-Out) logic to automatically prioritise older stock during picking whilst preventing expired items from reaching customers.

For example, a food distributor uses expiry tracking to ensure cheese with 14 days remaining ships before stock with 30 days remaining—reducing waste, maintaining compliance, and maximising the useable life customers receive.

How Expiry Date Tracking Transforms Operations

Comprehensive expiry tracking touches every operational area:

Intelligent Receiving:

• Scan and validate expiry dates at goods-in

• Reject shipments below minimum life thresholds

• Calculate remaining shelf life percentages

• Flag short-dated items for special handling

Strategic Storage:

• Segregate products by expiry date ranges

• Position near-expiry items for easy access

• Monitor temperature-sensitive expiry impacts

• Automate movement to clearance zones

Automated Picking:

• FEFO logic enforces date-based selection

• System prevents expired product dispatch

• Customer-specific date requirements applied

• Real-time expiry validation at pack

Proactive Management:

• Graduated alerts as dates approach

• Automated clearance pricing triggers

• Disposal workflow initiation

• Supplier scorecard date tracking

Real-World Implementation: A pharmaceutical wholesaler managing 10,000 SKUs:

• Receives 500+ different expiry dates daily

• System categorises into date buckets (0-30, 31-60, 61-90, 90+ days)

• Automated alerts sent to category managers

• Dynamic reallocation between channels based on dates

• Zero expired products shipped in 24 months

Common Challenges and Practical Solutions

Date Format Chaos

The Challenge: Global supply chains mean encountering numerous date formats:

• US format: 03/14/2025 (MM/DD/YYYY)

• UK format: 14/03/2025 (DD/MM/YYYY)

• ISO format: 2025-03-14

• Julian dates: 2025073

• Batch codes hiding dates: L5B073X

Misinterpretation can be catastrophic - is 03/04/2025 March 4th or April 3rd?

Standardisation Solution:

• Configure supplier-specific date parsing rules

• Implement intelligent format detection

• Require confirmation for ambiguous dates

• Convert all dates to single internal format

• Display in user's local format

Beyond Simple Expiry Dates

Complex Scenarios Requiring Advanced Tracking:

Multi-Stage Expiry:

• Pharmaceuticals: Manufacture date + unopened shelf life + opened shelf life

• Chemicals: Storage condition-dependent expiry

• Food: Best before vs use by distinctions

Dynamic Expiry Calculation:

• Products without printed dates

• Items requiring date calculation from batch codes

• Temperature-affected shelf life adjustment

Solutions Framework:

• Configurable expiry calculation rules

• Multiple date type tracking per SKU

• Conditional logic based on storage/handling

• Integration with environmental monitoring

Volume and Performance

The Challenge: Large operations track millions of date records:

• 50,000 SKUs × multiple batches = massive data

• Real-time FEFO calculations across locations

• Quick expiry reports across entire inventory

• Performance impacts on picking decisions

Optimisation Strategies:

• Indexed database design for date queries

• Pre-calculated FEFO pick sequences

• Overnight batch processing for reports

• Cached expiry alerts by zone/picker

• Archive historical date data

Business Impact of Robust Expiry Date Tracking

Implementing comprehensive expiry tracking delivers significant returns:

Financial Protection

• Waste Reduction: 60-80% decrease in expired write-offs

• Revenue Recovery: Clearance channels capture value

• Reduced Returns: Fewer customer date complaints

• Lower Insurance: Improved risk profile

A beauty retailer reduced annual write-offs from £400K to £80K through proactive expiry management.

Operational Excellence Expiry tracking drives efficiency:

• Automated decisions reduce manual checking

• Consistent FEFO application across shifts

• Reduced time investigating date issues

• Simplified audit preparation

Customer Trust Reliable expiry management builds loyalty:

• Consistent delivery of fresh products

• Transparency through date certificates

• Proactive communication about short dates

• Premium positioning for freshness

Regulatory Compliance Systematic tracking provides:

• Complete audit trails for inspectors

• Documented disposal procedures

• Automated compliance reporting

• Protection against liability claims

Key Metrics to Monitor

Comprehensive expiry tracking KPIs:

Operational Metrics:

• Expiry capture rate at receiving (target: 100%)

• FEFO compliance rate (target: >99%)

• Expired stock prevented from shipping (target: 100%)

• Average days to expiry at dispatch

Financial Metrics:

• Monthly expiry write-off value

• Clearance recovery percentage

• Cost per expired unit

• Revenue impact of date issues

Quality Metrics:

• Date-related customer complaints

• Return rate due to short dates

• Supplier date accuracy scores

• Audit compliance results

Predictive Metrics:

• Projected expiry risk by period

• Clearance volume forecasts

• Optimal markdown timing

• Supplier performance trends

Learn about broader inventory accuracy best practices.

Frequently Asked Questions

How do we handle products with production dates only?

Configure shelf life rules by SKU:

1. Define standard shelf life per product

2. System calculates expiry from production date

3. Apply safety margins for variation

4. Generate expiry labels if needed

5. Maintain calculation audit trail

What's the difference between best before and use by dates?

Use By: Safety-based deadline. Products unsafe after this date. Legally cannot be sold past use by date.

Best Before: Quality indicator. Products safe but may have degraded quality. Can sometimes be sold with disclosure.

Your WMS should distinguish between types and apply appropriate rules.

Can we override FEFO for specific customers?

Yes, with controls:

• VIP customers requesting specific dates

• Export orders needing maximum life

• Test orders for new products

• Quality hold situations

Configure override permissions and track all exceptions for audit purposes.

How do we manage expiry dates for multi-pack products?

Best Practices:

• Track both outer and inner dates

• Use shortest date for decisions

• Flag mismatched dates in packs

• Configure rules for date variance tolerance

• Automate pack date verification

Integration Considerations

Effective expiry date tracking requires:

Technical Infrastructure:

• Warehouse management software with date handling

• Barcode/RFID scanning for date capture

• Label printing for date identification

• Integration with quality systems

Data Management:

• Product master with shelf life data

• Supplier date format mappings

• Customer date requirements

• Clearance channel configurations

Process Integration:

• Receiving procedures with date validation

• Putaway strategies by expiry

• System-directed picking with FEFO

• Returns management date checking

Compliance Framework:

• Regulatory reporting templates

• Disposal authorisation workflows

• Audit trail maintenance

• Date certificate generation

Alternative Approaches to Date Management

Manual Visual Checks

Staff check dates during operations. Inconsistent, labour-intensive, and reactive. Catches problems too late and provides no systematic improvement.

Colour-Coded Dating

Using coloured labels or zones for different date ranges. Provides visual management but lacks system enforcement and detailed tracking. Works for small operations only.

Basic Date Recording

Simple capture of dates without active management. Records information but doesn't drive decisions. Misses value recovery and efficiency opportunities.

Integrated Expiry Management

Comprehensive system tracking, analysing, and acting on date information throughout operations. Proactive, automated, and value-maximising. Essential for 3PL fulfilment and regulated industries.

Next Steps: Implement Proactive Expiry Management

Transform expiry dates from a risk into an advantage:

• Assess current date-related losses

• Identify automation opportunities

• Review compliance requirements

• Calculate ROI from better management

Schedule a Consultation to implement expiry tracking that protects margins and ensures compliance.

Related Topics: Shelf Life | FEFO (First-Expired-First-Out) | Lot Control