Lot Tracking

Lot tracking is how Peasy captures batch-level traceability for the items you receive and produce. Every time you receive a purchase order or complete a work order, Peasy creates a lot — a record of that specific batch, its quantity, and where it came from. Lots let you trace a batch from the vendor all the way through to the sales order it went out on.

There's no setting to turn on. Lot tracking works out of the box.

How Lots Are Created

When You Receive a Purchase Order

Every line you receive on a PO creates a lot. In the Receive panel you'll fill in two lot-related fields:

Lot ID — The lot number Peasy will use internally. Auto-generated from the item SKU and the receive date (e.g., 2026-04-12-SKU-001), but editable before you submit. If another lot with the same ID already exists for that item, Peasy bumps the numeric suffix.
Supplier Lot ID — (Optional) The lot number your vendor put on the shipment. Enter this if you want to preserve the supplier's own batch code for traceability.

Both fields live in the Receive panel next to the quantity. You can override the auto-generated Lot ID right there — once you click Submit, the lot is written and the Lot ID can't be edited from the UI after that.

When You Complete a Work Order

When you mark a work order done, you enter a lot number for the finished batch alongside the actual quantity made. That creates a lot record against the output item so the batch you just produced is traceable just like a received lot.

Where to See All Lots for an Item

Open any item from Buy > Items to buy or Sell > Items to sell and look for the Lots tab on the item detail page. The tab appears automatically once the item has at least one lot.

The Lots tab shows:

Lot Number — The ID assigned at creation
Variant — Which variant in the family this lot belongs to
Status — In Stock (has remaining quantity) or Depleted (fully consumed)
Available Qty — How much of the lot is still available, shown with the inventory unit
Qty Used — How much has been consumed from the lot, shown with the inventory unit
Source — Receipt, production, or manual
First Received — When the lot was created
Last Activity — The last time something was drawn from it

Use the filter at the top to switch between All, In Stock, and Depleted.

Click any lot to open its Lot Tracking panel, where you can see its full usage history and adjust how much of it is available.

How Lots Are Consumed

Lots deplete as you sell, produce, or move inventory. Different flows handle lots differently:

Sales Orders (Manual Lot Selection)

When you fulfill a sales order, you can pick which lot each line ships from. On the customer order page, use the Lot cell on a line item to choose an available lot from the dropdown. This gives you precise control when you need it — useful for recalls, quality holds, or customers who ask for specific batches.

Shopify Orders (Auto-FIFO)

Shopify orders can assign lots automatically. Go to your Shopify connection's settings card and enable Auto-assign lot IDs to Shopify orders. When on, Peasy uses FIFO — the oldest available lot is picked first, splitting across lots if one doesn't have enough quantity. Items that don't have lots aren't affected.

Work Orders

When you log inputs or complete a work order, the lot field is a free-text number — it's captured for reference but isn't linked to a specific existing lot record. Use this for lightweight batch notes on production.

Manual Adjustments

When you adjust inventory from the breakdown modal (see Adjusting Inventory), each row has an optional Lot field. Select an existing lot from the dropdown or type a new lot number. This lets you add, subtract, or reset quantity against a specific batch — useful for corrections like writing off damaged units from a known lot or adding found stock back to the right batch.

If you leave the Lot field empty, the adjustment applies to the item's overall inventory without lot attribution, just like before.

Subtracting from a lot is capped at what the lot has left. If you enter more than the lot's remaining quantity, Peasy deducts only what's actually there. You'll see the balance drop to zero in the breakdown. To subtract from a lot that's fully consumed, or to type a lot number that doesn't exist for the item, Peasy shows an error instead of writing a negative balance — pick an existing lot with stock remaining.

Transfers

Transfer orders aren't tied to a specific lot. They change total quantities for the item at a location without recording which batches moved.

Adjusting a Lot's Available Quantity

You can correct how much of a lot is available right from the Lots tab — no separate adjustment modal needed.

Open the item, go to the Lots tab, and click the lot you want to change. A Lot Tracking panel opens on the right with an Edit availability editor at the top.
Choose how to change it:
- Reset — set the lot's available quantity to an exact number
- Add — increase it by an amount
- Subtract — decrease it by an amount
Enter the quantity. You can switch the unit (for example, count in cases instead of each) using the unit selector next to the amount.
Review the Preview — it shows how This lot, Unassigned, and Global availability will change. Add a note if you want one, then click Submit.

Update global vs. keep the total the same

The Update global toggle in the preview controls whether the rest of your inventory moves with the lot:

On (default) — the item's overall available quantity changes by the same amount. Use this when the lot change reflects a real change in total stock — you found extra units, or wrote some off.
Off — the item's total stays the same; the change is balanced against unassigned inventory (stock not attributed to any lot). Use this when you're just reassigning quantity between a lot and the untracked pool. If there isn't enough unassigned inventory to cover it, Peasy caps the offset at zero and the item total increases by the difference — the preview warns you when this happens.

Editing and Deleting Lots

Lots are read-only after creation — the Lot ID, source, and creation date can't be changed. But you can correct a lot's quantity (see Adjusting a Lot's Available Quantity above). There's no delete button — this preserves the audit trail so recalls and traceability stay reliable.

To correct a lot number at creation: Override the Lot ID field in the Receive panel before you click Submit.
To correct lot assignments on completed transactions: Go to Inventory > History, select the rows, and click Edit lots. Use Bulk Edit Lots to choose or type the corrected lot values — each is checked automatically — then apply the updates.
To "remove" a lot: Let the lot deplete naturally — when Available Qty hits zero, the lot moves to the Depleted status automatically. Lots are never hard-deleted.
To correct a lot's quantity after creation: Click the lot in the Lots tab and use the Edit availability editor, or use a manual adjustment with the lot selected (see Adjusting Inventory).

Good to Know

Lots belong to items, not locations. A lot with 50 units can sit at Warehouse A and Warehouse B at the same time — Peasy tracks the total remaining on the lot, not a per-location split.
Depleted lots stay visible. They're still in the Lots tab under the Depleted filter, and history entries that reference them still show the full lot detail when you click through.
Auto-generated Lot IDs are unique per item, per entity. If the generated ID collides, Peasy increments the suffix until it's unique.
Manufacturing and expiry dates aren't fields on the lot itself today. If you need to record them, add a custom field or capture the date in the Supplier Lot ID.
The Shopify FIFO setting only affects Shopify orders. Regular sales orders still require you to pick the lot manually on each line.

Receiving Pending Orders — Where Lot ID and Supplier Lot ID are captured
Receiving Without a PO — Ad-hoc receives still create lots
Managing Work Orders — Assigning a lot number when completing a run
Inventory History — See every movement for a lot
Bulk Edit Lot Assignments — Correct lots from Inventory History
Creating Sales Orders — Picking a lot when fulfilling