Back to TidyStock Guides

How to use batches

Batches are groups of items created from the same production run. The batch function in Tidy enables you to assign batch numbers against material items, assign batch numbers when receiving items, and sell items with a batch number.

Want to view this guide all at once?

Download PDF

Step 1

Head to Materials under Global Settings and click the edit icon on one of your managed items.

Let’s use the Medium Welding Glove in this example.

Step 2

At the bottom of the item, you’ll see the Serials & Batches section.

Click on the checkbox next to Batches Enabled. You can also select Production Date and/or Expiry Date if you require this information.

Step 3

Once you save, you can see that a new Batches icon has appeared for this item. Click on it.

Step 4

Your batches will appear here after you've created them.

Currently, there are 25 out of 25 Medium Welding Gloves not yet assigned to a batch at the location Main Warehouse. To create one, click on New Batch.

Step 5

Enter the quantity of items you want to add to this batch, along with the optional production and expiry dates.

The batch number is automatically generated but can be edited.

Optionally, you can add information about the serial numbers in the notes section.

Please note that currently there is no mechanism to limit the quantity of items you can assign to a batch/serial number. This means that you can potentially add more than one item to the same batch/serial number.

Step 6

Once you save, you can see the batch just created.

There are 10 items in this batch, so the number of unassigned items has decreased to 15 out of 25.

Step 7

Under your Company Settings, there are two batch settings:

Show Batches with No Stock by Default means that batches with no stock assigned will be displayed at the top of the item’s batch list.

Batch Assignment on PO Receipt means that when you receive purchase orders, you must assign them to a batch.

Step 8

For example, when we receive a purchase order for the Medium Welding Gloves, the batch clipboard icon appears. Click on it.

You can add these items to an existing batch, or create a new batch using the items in this order.

Then continue receiving the purchase order as usual.

Step 9

Similarly, when you create a sales order for this item, you can choose which batch/es to sell from.

Related Guides

Want to learn more? Check out these related guides.

All TidyStock Written Guides

Setup

Set up your account in the global settings of Tidy
Set up your tax rates

If your business trades internationally, it's helpful to set different tax rates to fulfil regional requirements. In this module, learn how to add sales tax rates, to your TidyStock account. Please note that the multiple tax rates option is only available under certain plans.

Set up your users

Users are the people in your organisation who will be using TidyStock. In this module, learn how to set up their logins and permissions. Also learn how to act on behalf of other users.

User types and permissions

When setting up your users, you must select which roles and permissions they have. In this module, learn about different users roles and what areas they can view or edit in TidyStock.

Set up your material items

In TidyStock, stock items are referred to as Material Items. Sometimes, they're simply called "materials" or "items". In this module, learn how to set up and add material items to your TidyStock account. You'll use them to make sales, purchases, create assemblies, and more.

Set up your suppliers

In this module, learn how to add suppliers to your TidyStock account. These are the people or organisation's that you purchase stock from.

Set up your locations

In this module, learn how to add new material locations. Locations are where your material items or stock is stored. These might be distribution centres, warehouses, retail stores, or something else.

Set up your company settings

Company settings are general settings that will affect what you see in your TidyStock account. In this module, learn how to set up your organisation settings, understand the sales and purchases settings, and learn about automatic numbering.

Set up your currencies

When initially signing up for TidyStock, you selected a base currency. This is the currency that you transact and do business in. If you trade internationally, it is useful to set up additional currencies. Please note that multiple currencies are only available under certain plans.

Set up your customers

In this module, learn how to add customers to your TidyStock account. These are the individuals or companies who purchase stock from you.

Set up your countries

When creating a customer or supplier, you can add countries to their information profile. In this module, learn how to set up your countries available for selection.

Set up your accounting

Tidy's integration with Xero accounting means that when you make sales, purchases, and adjustments to your stock in Tidy, your Xero financial records are automatically updated. In this module, learn how to set up the connection to Xero from your Tidy account.

Set up your custom templates

Learn how to create custom templates for sales quotes, packing slips, project proposals, project quotes, and purchase orders. Use our template codes to add fields to your document template.

Migrating stock from Xero to Tidy

When you migrate stock from Xero to Tidy, you no longer need to maintain stock levels in Xero. Tidy tracks and manages inventory and uses Xero for financial accounting but does not integrate its inventory with Xero's inventory.

How to update payment card information

Learn how to update your payment card information with us.

Bulk Imports

Learn how to import data in bulk to your Tidy account
How to do a bulk import of suppliers

Previously, we learnt how to add suppliers to your account manually. However, this can be very time consuming if you have a lot of data to enter. In this module, learn how to import suppliers to your TidyStock account in bulk.

How to do a bulk import of customers

Previously, we learnt how to add customers to your TidyStock account, manually. However, this can be very time consuming if you have a lot of data to enter. In this module, learn how to import customers to your TidyStock account in bulk.

How to do a bulk import of pricing

Previously, we learnt how to add pricing to your account manually. However, this can be very time consuming if you have a lot of data to enter. In this module, learn how to import material prices to your TidyStock account in bulk.

How to do a bulk import of materials

Previously, we learnt how to add material items to your account manually. However, this can be very time consuming if you have a lot of stock and data to enter. In this module, learn how to import materials to your Tidy account in bulk.

Inventory

Learn how to store, manage, and do more with stock and material items in Tidy
How to use the stock level warnings screen

The Stock Level Warnings Screen displays current stock levels, sales and purchases on order, and calculates recommended reorder levels for you. Purchase orders can be quickly created from here, which simplifies reordering and prevents stock shortages.

How to use material categories

Material categories are used to group and help identify material items. In this module, learn how to set them up and use them to track materials. Also learn how material categories are linked to the chart of accounts in your Xero accounting system.

How to use batches

Batches are groups of items created from the same production run. The batch function in Tidy enables you to assign batch numbers against material items, assign batch numbers when receiving items, and sell items with a batch number.

How to use catalogue pricing

When you create a purchase order for a managed item, the price you pay to suppliers may differ from the current unit cost. This allows you to use the current supplier price at the time of purchase. You can also use catalogue pricing to edit the currency when you buy items in foreign currencies.

How to transfer materials between locations

If you store stock in more than one location, you may need to move material items between them for sales. In this module, learn how to transfer materials between locations.

How to use the bulk stock adjustment tool

Learn how to use the stock adjustment tool. This can be used to complete stock adjustments in bulk if you have done a stock take and need to update a list of stock levels for material items.

How to use barcodes

Barcodes are used in TidyStock to quickly search for and identify material items. In this module, learn how to add items by scanning the barcode, search for items using their barcode, and add items to sales using barcodes.

How to disable, archive, or delete items

In this module, learn how to disable, archive, and delete material items. If you are no longer selling or keeping stock of certain items, you can choose to archive or disable them. If there is no sales or purchase history against a specific item, you can also delete it.

How to run a stock on hand report

Stock on hand reports show you the stock levels of your material items. They show a breakdown and total cost value of current stock on hand.

How to create an assembly

An assembly is a top-level finished product compromised of individual material item components. They can also be referred to as a "bill of materials". In this module, learn how to set up an assembly, how to use them, and what wastage in an assembly is.

How to complete a stock adjustment

In this module, learn how to complete a stock adjustment. Stock adjustments are done to manually modify the stock level or value of managed items.

How to allocate service expenses

Service expenses are third-party landing costs which are allocated to purchase orders and distributed across the items within those purchase orders. These costs are added to the items' unit cost. They also affect the value of stock on hand in Xero.

How to complete a material conversion

In this module, learn how to complete a material conversion. Material conversions are used when you sell or consume items in a different form or unit, to which you purchased it in.

Difference between managed and unmanaged items

When setting up material items, you can choose to make them "managed" or "unmanaged". This module explains the difference between the two, the benefits of each, and when they are most appropriate to use.

Sales & Pricing

Learn how to create and credit sales, and use different types of custom pricing in Tidy
How to add quantity breaks

In this module, learn how to add quantity breaks to materials. This is a type of custom pricing where discounts are given to customers based on the quantity of an item purchased. This is particularly useful when customers make bulk purchases.

How to invoice without dispatching stock

In this module, learn how to send an invoice without dispatching stock. You will be able to send an invoice and take payment from the customer first, then order the goods in and dispatch the stock to the customer later.

How to credit a sale

In this module, learn how to credit a sale when customers return items they have purchased from you, or ask for a refund

How to create a backorder

Backorders are created when you want to enter a sale, but not invoice the customer at this stage. You can also create backorders to just get the sale into the system for further details to be added later.

How to create a sales order

Sale orders are created when you want to sell stock to a customer. In this module, learn how to create a new sales order and what different sales order statuses mean.

How to add price levels

In this module, learn how to set up pricing levels. These are used when you want to sell items at different prices to the unit charge you set up in the material items' details

How to add customer override pricing

In this module, learn how to add customer override pricing. This is used to set custom prices for specific customers.

Creating backorders with insufficient stock

Learn how to create a backorder when you have insufficient available items in stock. You'll be able to sell available stock in the order while putting the rest on backorder.

Purchasing

Learn all about sending and receiving purchase orders in Tidy
How to receive a purchase order

Previously, we created and sent a purchase order to a supplier. In this module, learn how to receive the items on the purchase order when stock has arrived. Once the items have been received, a bill payable is created in your connected Xero account.

How to credit or refund a purchase order

You can credit/refund Purchase Orders that have been receipted. This takes the goods out of stock and returns them to the supplier. A Supplier Credit Note is also created in Xero to that Supplier.

How to create a purchase order

Purchase orders are created when you want to purchase stock from a supplier. In this module, learn how to create a new purchase order and what different purchase order statuses mean.

Create and receive purchase orders from an assembly

If you want to purchase components to create an assembly, the "Purchase Order from Assembly" feature in Tidy makes it easy to ensure you order all of the material items required. In this module, learn how to create and receive purchase orders from an assembly.