Expiry or shelf life is missed
Read manufacture and expiry dates on the oldest physical batches. Use what you find to change the way this work is handled this week.
The stores manager usually hears about this through a phone call or a last-minute request. Old stock stays at the back, new stock is used first (food, pharma, adhesives, chemicals). A usable fix starts with evidence and one person accountable for the next decision.
What it looks like
- The stores manager has to search the item stock card and physical bin before answering a routine question.
- Old stock stays at the back, new stock is used first (food, pharma, adhesives, chemicals).
- Staff cannot locate a signed receipt, issue slip or counted balance for the latest case.
- People spot the gap after staff release work on the strength of stock they cannot use.
- The open case has no documented owner, due date or proof of closure.
Why it happens
The specific failure is left unchecked. Old stock stays at the back, new stock is used first (food, pharma, adhesives, chemicals). If there is no recorded owner for that condition, the effect travels to the next team.
The work and its evidence move separately. Receipts, issues, returns and location changes are made physically before someone records them.
A later hand-off exposes the gap. Usable, rejected and outside-held stock may be combined in a single quantity although they require different decisions.
The less obvious cause: A control may exist on paper but still fail in practice. Test whether someone actually performs this check: compare actual picking order with the receipt-date or expiry register.
Find the first failed hand-off before changing staff targets. A completed register alone cannot prove that physical work happened.
What to check first
- Read manufacture and expiry dates on the oldest physical batches. Compare dates, quantities and references. Mark an unconfirmed difference as unverified. Finish the first pass in under 30 minutes and name the missing source if needed.
- Compare actual picking order with the receipt-date or expiry register. Record the affected item or party and the person who can verify the detail. Finish the first pass in under 30 minutes and name the missing source if needed.
- Check whether near-expiry stock appears on upcoming production plans. Mark each exception open, waiting for evidence or resolved, with a named next owner. Finish the first pass in under 30 minutes and name the missing source if needed.
How to fix it
- Start with one live case. Read manufacture and expiry dates on the oldest physical batches. Keep the source reference before changing the record.
- Make the control explicit. Label and issue stock by earliest safe expiry first. Put the rule in the register or sheet that staff already use.
- Set a second guardrail. Quarantine expired goods and record authorised disposal or return. Do not alter book quantities merely to make the balance look right. Find and authorise the underlying movement or adjustment.
- Assign the next decision. The stores manager records the action and its due date. A separately authorised person signs off changes affecting money, safety or customer terms.
- Review the open list. Start with items affecting today or tomorrow. Keep third-party commitments separate from completed actions.
- Check whether the rule holds. For four weeks, count items or quantities whose book status differs from verified physical status. Reopen repeat cases and identify where the control failed.
Copy this stock movement and discrepancy register into a register or sheet:
| Reference / item | What went wrong | Evidence checked | Action owner | Promised date | Status / decision |
|---|---|---|---|---|---|
| P039 (example) | shelf life missed | Read manufacture and expiry dates on the oldest physical batches | Stores manager | Set at review | Open |
Retain the source reference and limit access to authorised staff.
A worked example
Illustrative example only. A food processor leaves ₹72,000 of dated ingredient stock behind newer cartons. Start by locating the source that would verify these amounts or quantities. The stores manager records the exact exception, gives it an owner and checks the next relevant event. This example shows how to structure the decision. It does not claim that a business achieved a saving or avoided a loss.
How you know it is fixed
- Completeness: Count items or quantities whose book status differs from verified physical status at the same time every week. Record the count and the oldest item, rather than just saying things are better.
- Timeliness: Check whether the assigned person took the next action before the agreed cut-off. Keep missed dates visible instead of replacing them silently.
- Proof of closure: Sample three closed cases and locate a signed receipt, issue slip or counted balance. A tick without supporting evidence is still an open control gap.
When it is more serious
Expired food, medicines or chemicals must follow sector safety rules. Hold irreversible decisions until the material facts are verified. For contracts, tax, wages or legal rights, retain source documents and consult a qualified adviser. Repeated exceptions after four reviews may require changing the control.
This works if someone does it every day. In most businesses, that someone is you.
Questions people ask
What should we check before taking action?
Read manufacture and expiry dates on the oldest physical batches. Keep its date and reference. Then compare it with a signed receipt, issue slip or counted balance; if they disagree, record the difference before changing either one.
Who should own the next action?
The stores manager should own the open item. The person authorised to change money, a technical standard or a customer commitment must still approve that decision.
Can we run this control without new software?
No. Start with a shared sheet or register containing the reference, owner, promised date, status and evidence. Once those fields are reliable, decide whether a system connection is worth setting up.
When is the issue serious enough to escalate?
Expired food, medicines or chemicals must follow sector safety rules. Keep supporting records and get specialist help where relevant.