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Expiry Risk & Inter-Site Transfer Planner

One site writes off expired stock while another buys the same item at full price. Paste stock by site and lot to see what will expire unused, which sites could use it in time, and a transfer plan with ship-by dates.

  • FEFO usage model
  • Transfer plan + CSV
  • Ship-by dates
  • Data stays in your browser

Step by step

How to plan stock transfers before it expires

  1. 01

    List stock by site

    Upload or paste a CSV with site, item, lot, quantity, expiry date, daily usage and unit cost, or start from the sample.

  2. 02

    Set the transfer rules

    The date to plan from, the cost of one transfer, transit time and the shelf life a site needs when stock arrives.

  3. 03

    Review the transfer plan

    Each move shows the lot, where it goes, how many, the ship-by date and what it saves after the transfer cost.

  4. 04

    See what is still at risk

    At-risk value by site, and how much stock expires over time before and after the transfers.

  5. 05

    Download the plan

    Export the transfers as a CSV for the sites that send and receive them.

Method

From expiry dates to a transfer plan

Expiry risk. Lots of each item at each site are used first-expiry-first-out at the site’s daily usage. A lot’s usable quantity is usage × days to expiry, less what earlier-expiring lots use first; the remainder is at risk.

Transfers. For each at-risk lot, the receiving site with the most spare usage takes as much as it can use between arrival (after transit) and expiry, net of its own stock. Stock must arrive with your minimum shelf life left, and a move must be worth more than its cost.

Ship by is the last day you can send the stock and still meet the minimum shelf life on arrival. Sending sooner gives the receiving site more time to use it.

Read the guide: Expiring stock: how to find it early and move it to a site that will use it

From one site to every site

Stock should be managed across the whole network, not site by site.

Bollard tracks lots and expiry dates at every location, checks other sites before suggesting a new purchase, and turns at-risk stock into transfer suggestions that sites approve in a tap.

  • Lot and expiry tracking at receiving
  • Daily expiry-risk alerts by site
  • Transfer suggestions before reorders
  • Write-off and waste reporting by site and item
See Bollard in action

Questions

Frequently asked

How does the planner decide what will expire?+

At each site it uses lots in first-expiry-first-out (FEFO) order at that site’s daily usage. Whatever cannot be used before its expiry date is at risk. For example, 600 units with 40 days left at a site using 3 a day leaves 480 at risk.

How does it choose where to send stock?+

At-risk lots are handled from most to least valuable. A receiving site can take what it would use between the stock arriving and expiring, minus what its own stock already covers. Stock must arrive with at least your minimum shelf life left, and a transfer is skipped if the stock is worth less than the cost of moving it.

What does FEFO mean?+

First expiry, first out: the lot that expires soonest is used first, regardless of when it arrived. It is standard practice for pharmaceuticals, medical supplies and food, and it is how this planner models usage.

What data do I need?+

One row per lot with site, item, lot number, quantity on hand, expiry date (or days left), the site’s average daily usage and unit cost. Most inventory or pharmacy systems can export this, or you can paste from a spreadsheet.

Is my inventory data uploaded?+

No. Everything is calculated in your browser and nothing is sent to a server.

Related tools

All tools

Free tools

Calculators and document builders for organisations that buy across many sites.

Runs in your browser

Free tools, no sign-up. Your figures are processed in your browser and are not uploaded to a server unless you ask us to email you a result. Results are estimates for planning and do not constitute financial, legal or tax advice.