Expiry & Batch Control

Expired Stock Is a Business Risk.
Automate It Away.

MAIA AI monitors every batch expiry date across your entire stock portfolio — automatically enforcing FIFO or FEFO rotation rules to eliminate write-offs, compliance failures and customer returns before they happen.

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−94% Stock Write-offs
100% FIFO/FEFO Compliance
24h Expiry Warning
Zero Expired Goods Dispatched
The Hidden Cost

What Expired and Mis-Rotated Stock Actually Costs

Stock write-offs, recalls, regulatory fines, and customer complaints — all traceable to one avoidable failure: manual rotation.

Direct Write-Off Cost

The average European food & beverage business writes off 2–4% of stock to expiry annually. For a business with €2M stock value, that's €40,000–€80,000 in pure waste, every year.

Product Recall Liability

Dispatching expired or near-expiry stock triggers costly recalls, regulatory investigations, and in regulated sectors (pharma, food), potential criminal liability for directors.

Customer & Retailer Penalties

Supermarkets and retail chains apply strict minimum remaining shelf-life requirements. Short-dated deliveries result in chargebacks, supply penalties, and potential delisting.

Audit & Compliance Failure

GDP, GMP and food safety regulations require demonstrable, documented rotation. Manual processes cannot provide the traceability regulators require — and auditors are increasingly demanding it.

Expiry & Batch Control

Expiry Date, Batch & FIFO/FEFO Automation

MAIA AI monitors every batch and expiry date across your entire stock — automatically enforcing FIFO or FEFO rotation rules to eliminate write-offs, recalls and compliance failures.

Batch Expiry Monitor — All SKUs MONITORING
Lubricant Spray 500ml
Batch: LB-2024-0441 · 340 units
28 Feb 2026
1 day left
Action Raised
Hydraulic Fluid 5L
Batch: HF-2025-1102 · 88 units
15 Mar 2026
16 days
Priority Pick
Adhesive Sealant UV
Batch: AS-2025-0887 · 62 units
22 Mar 2026
23 days
Priority Pick
Degreaser Concentrate
Batch: DC-2025-2210 · 220 units
12 Jun 2026
105 days
OK
Anti-Corrosion Paint
Batch: AP-2025-1654 · 150 units
08 Sep 2026
193 days
OK
2 batches approaching expiry within 30 days. FEFO rotation enforced — oldest batches assigned to all outbound orders first.
Rotation Methods Supported
FIFO
First In · First Out
The oldest received stock is always picked and dispatched first, regardless of expiry date.
Best for: General merchandise, non-perishable industrial parts, durable goods
FEFO
First Expired · First Out
Stock closest to expiry date is picked first, protecting shelf life for customers.
Best for: Food, chemicals, pharmaceuticals, cosmetics, batteries
Industries Where This Is Critical
Food & Beverages
FEFO mandatory — waste reduction and food safety compliance
Pharmaceuticals
Regulatory requirement — full batch traceability and FEFO dispatch
Industrial Chemicals
Safety-critical — expired chemicals cause accidents, waste and liability
Retail & FMCG
Customer returns and write-offs eliminated through automatic rotation
−94%
Reduction in stock write-offs due to expiry
100%
FEFO/FIFO compliance enforced on every pick
24h
Advance warning before any batch approaches critical expiry
Zero
Expired goods dispatched to customers since implementation
The Process

How MAIA Enforces FIFO & FEFO — Automatically

Every pick instruction, every dispatch, every put-away — governed by the rotation rule that's right for that SKU.

Batch Receipt & Registration

When stock arrives, MAIA records batch number, supplier lot, date of manufacture, and expiry date. Every unit entering the warehouse is tagged to a specific batch — no exceptions. The system creates an immutable record from the moment goods cross your receiving dock.

Rule Assignment Per SKU

At product level, you define whether FIFO or FEFO applies. MAIA applies the correct rule automatically for every movement — no manual checking, no human error. Mixed rotation rules across your product range are supported natively within a single warehouse.

Pick Instruction Enforcement

When a pick order is generated, MAIA checks available batches and forces the correct rotation. The warehouse operative is directed to the right location for the oldest batch, or the shortest-dated batch — depending on your rule. Scanner confirmation locks compliance into every single transaction.

Expiry Alert & Escalation Workflow

30 days, 14 days, and 7 days before expiry, MAIA automatically escalates alerts to the relevant team. If stock cannot move in time, MAIA flags it for markdown, return to supplier, or disposal — preventing surprise write-offs and turning potential losses into recoverable value.

Audit Trail

Batch Traceability From Receipt to Dispatch

Every movement of every batch is recorded, timestamped, and retrievable in seconds — giving you the audit trail regulators require.

Batch Trace Report
LB-2024-0441 — Lubricant Spray 500ml
12 Jan 2024
Received
GRN-4421 · Supplier: ChemSupply EU · 500 units
12 Jan 2024
Put Away
Location: A-04-B-12
06 Mar 2024
Partial Pick
60 units → Order ORD-8821
14 May 2024
Partial Pick
60 units → Order ORD-9104
02 Sep 2024
Partial Pick
40 units → Order ORD-9887
28 Jan 2026
Expiry Alert Issued
30-day warning issued · 340 units remaining
21 Feb 2026
Critical Alert
7-day warning · Priority pick enforced on all orders

One-Click Recall Trace

Identify every customer who received a specific batch in under 30 seconds. Full dispatch records with order references, delivery addresses, and quantities are retrievable instantly from any batch number.

GDP/GMP Ready

Full batch traceability log meets Good Distribution Practice requirements. MAIA generates audit-ready reports with complete chain-of-custody documentation for every batch movement across your operation.

Financial Audit Support

Expiry write-off records with full justification trail for finance teams. Every write-off is documented with batch reference, quantity, cost value, and reason — giving your accountants the evidence they need.

HACCP Documentation

Automated temperature-breach and expiry event records for food safety audits. MAIA's event log provides the critical control point documentation that HACCP plans require, without any manual record-keeping.

Common Questions

Frequently Asked Questions

Everything you need to know about MAIA's expiry date, batch tracking, and FIFO/FEFO automation.

Yes. MAIA applies the rotation method at SKU or product-category level. You can run FIFO for your general industrial products and FEFO for your perishable or time-sensitive lines — all within the same warehouse, managed by the same system.
MAIA tracks every batch at unit level. Even when multiple batches share a bin, MAIA's pick instructions direct operatives to the correct batch using batch labels or licence plate numbers — and confirms the correct batch was picked via scanner confirmation.
MAIA's scanner confirmation step will not allow the pick to be confirmed unless the correct batch barcode is scanned. This makes non-compliance physically difficult and creates an audit log when deviations do occur.
Yes. You can configure MAIA to trigger clearance price workflows, inter-site transfer suggestions, or return-to-supplier requests when stock crosses defined expiry thresholds — turning potential write-offs into recoverable value.
Alert thresholds are configurable per SKU or product category. Default configuration sends alerts at 30, 14, and 7 days before expiry. For pharmaceutical or regulated products, additional thresholds can be set to meet regulatory requirements.
Yes. MAIA synchronises batch data bidirectionally with SAP, Oracle, Microsoft Dynamics, Infor, and other major ERP/WMS platforms. Batch records created in MAIA are reflected in your ERP in real time.

Every day without automated rotation is a write-off waiting to happen

Book a session with a MAIA specialist and discover how quickly automated FIFO/FEFO can protect your stock — and your reputation.

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