A SKU identifies a product line; a batch record identifies the stock within it. When goods carry manufacture, best-before or expiry information, record the meaning of each mark before receiving and preparation. The date itself should come from the supplier’s authorized product record.
Confirm acceptance and instructions first
Flag dated, perishable or temperature-sensitive products before inventory is sent. Confirm product acceptance, applicable storage conditions, marketplace receiving instructions and transport suitability. Available handling is reviewed for each item and route; this guide does not establish food, cosmetics, cold-chain or other specialist service capability.
Capture the batch record
- Supplier and purchase reference, SKU, variant and batch or lot identifier.
- Quantity expected and received for each batch.
- Date exactly as printed, its stated type and an approved interpretation.
- Photo reference for the product and original date mark.
- Any relevant supplier document and storage instruction version.
- Condition exceptions, stock status and the release approver.
Keep the original printed date alongside any normalized internal date. For an unambiguous internal date, YYYY-MM-DD is useful. This internal format does not determine the label format required for the product or market.
Resolve unclear marks before labeling
Manufacture date, expiry date, best-before date and a batch code serve different purposes. If a mark is ambiguous or unclear, ask the supplier and relevant product specialist to confirm it. A warehouse should not calculate or invent an expiry date from a batch code, or reinterpret a manufacture date as an expiry date without an authorized basis.
Do not extend or conceal a date when relabeling. Replacement information must be approved and tied to the original product record. Confirm that new packaging keeps required information readable in the agreed location.
Allocate stock by batch
Keep quantities for different batches distinguishable during storage, assembly and carton packing. Define your allocation rule and how held or rejected stock is excluded. For bundles, identify the component batches used in the finished set and obtain the approved date treatment for the actual product.
If earliest-expiry-first allocation is requested, agree how it is recorded and handled when a batch is on hold. It is a proposed stock rule, not an automatic claim about warehouse software or a promise that all dated goods are supported.
Review the complete route before release
Check the authorized dates against the planned dispatch, transit, destination receiving and expected storage period. Obtain the current product-specific receiving criteria and approve the actual batch allocation. There is no universal remaining-shelf-life value stated here.
If the route or receiving date changes, review the affected batches again. Record the new instruction and approval before release. A seller’s approval does not override marketplace eligibility or product-safety requirements.
Keep evidence for a condition review
Connect supplier documents, original marks, receiving condition, packaging revisions and outbound cartons. If stock is questioned later, identify the actual batches and affected units rather than assuming all stock of the same SKU has the same condition. Current platform instructions determine any investigation or documentation request; retained records do not guarantee a claim result.
Discuss batch records and stock release Prepare the stock brief
Seller questions behind this guide
Public WeAreSellers discussions helped identify the planning questions below. Individual reports do not establish current marketplace rules, product eligibility or our service performance. This is original editorial guidance; checks and records are agreed for the actual job.
- US condition complaint and date-information questions
- Condition complaint and requested before-and-after evidence
- Unfulfillable stock and unclear protective packaging
Editorial review: 2026-10-06.
Planning example: one SKU arrives in two batches
Illustrative planning scenario. This is not a customer case study.
Suppose one delivery contains 60 units from batch A and 40 from batch B. Recording only a total of 100 units loses the distinction needed for a batch-specific release decision.
| Situation | Check | Decision to record |
|---|---|---|
| Receive separately | Record each batch code, its quantity, and the date printed on the product. | Keep two inventory rows even when the SKU is identical. |
| Resolve an unclear date | Distinguish manufacturing date, expiry date, and an ambiguous printed date. | Hold the affected batch until the customer provides an accepted interpretation and supporting evidence. |
| Release a selected batch | Name the approved batch and quantity in the release instruction. | Reconcile the released balance against the batch record; do not substitute the other batch without approval. |
A warehouse record does not establish a product’s legal shelf life. Keep the customer’s batch approval, destination requirements, remaining balances, and carton references with the release record.
From preparation to a clear record
Keep supplier, SKU, batch, and received quantities together in the stock record. Approve the selected balance before release.
