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)
• Qty — How much of the lot is still available
• 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.

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 codes 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.

Editing and Deleting Lots

Lots are read-only after creation. The Lots tab shows a lot's details but doesn't expose an edit or 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 "remove" a lot: Let the lot deplete naturally — when Qty hits zero, the lot moves to the Depleted status automatically. Lots are never hard-deleted.
• To correct a lot's quantity after creation: Use a manual adjustment with the lot selected (see Adjusting Inventory). Add or subtract to bring the lot's quantity in line with what you actually have on hand.

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.

Related

• 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
• Creating Sales Orders — Picking a lot when fulfilling