How to Set Up Batch Tracking for Your Products

Batch tracking records the batch number and expiry date of every delivery of a product. Pabau then keeps a running count of what is left in each batch, flags batches that are about to expire, and lets you record exactly which batch was used on a client. This guide shows you how to switch it on, either for one product at a time or for all your products at once with Quick setup.

Step 1: Set the Measure and Dosage

To set up a single product, click Setup in the sidebar, then Products under Catalogue. Open the product (or click New Product) and scroll the General tab to Measurement & dosage. Pabau uses these settings to work out how many doses each batch holds.

1. Choose the Measure. For injectables this is usually Vial (ml) or Vial (units). Then enter the Vial Size.
2. Enter the Per treatment dosage: how much of the vial one treatment uses.
3. If one vial is used across several treatments, switch on This vial allows multi dosages and enter the Default dose size. Pabau fills in Uses in vial from the vial size and dose size; change it if your vial gives a different number of uses.

A 1 ml vial with four 0.25 ml doses

Step 2: Switch On Batch Tracking

In the Batch tracking section below:

1. Switch on Requires batch # and expiry date recording.
2. Choose the Expiry basis:
   • Days after first use: once a vial is opened, it can only be used for a set number of days.
   • Use expiry date: batches expire on the expiry date recorded when you receive them, with no usable period after opening.
3. For Days after first use, enter the number of days, for example 28.

Batch tracking with a 28-day usable period after opening

Click Save (or Create for a new product) in the top right corner.

Step 3: Open Quick Setup

To set up many products at once:

1. Click Stock in the sidebar and open the Batches tab.
2. Click Quick setup.

Stock → Batches → Quick setup

Step 4: Find Your Products

Quick batch setup lists all your active retail, consumable and injectable products, A to Z, with their batch tracking and dosage settings side by side.

1. Type in Search products or categories, or pick a category from All categories.
2. Choose All, Tracked or Not tracked to see only the products you still need to set up.
3. The count on the right shows how many products are tracked, for example 2 of 45 products tracked.

Search and filter the product list

Step 5: Change Settings Product by Product

Each row has the same settings as the product form, under Batch tracking and Measurement & dosage:

1. Switch on Track batches.
2. Choose the Expiry basis and, for Days after first use, enter the days.
3. For a vial, set the Size and Per treatment dosage, and switch on Multi-dose if the vial is shared across treatments. Scroll right to fill in Default dose size and Uses in vial.

Changed rows are marked Unsaved

Step 6: Change Several Products at Once

1. Tick the box beside each product you want to change. The box in the header row selects every product shown.
2. Use the bar that appears: Turn tracking on, Turn tracking off or Set measure…. Clear selection unticks them all.

Apply one change to every selected product

Step 7: Save Your Changes

Nothing is saved until you save it. The bar at the bottom shows how many changes are waiting, for example 2 unsaved changes.

1. Click Save changes. You'll see Batch setup saved for N products.

Save every change in one go

If some products can't be saved, you'll see Some products weren't saved and those rows are marked Not saved. Hover over the label to see why, fix the row and save again. To undo your edits instead, click Discard changes. If you click Close with changes still unsaved, Pabau asks Discard unsaved changes?: click Keep editing to go back, or Discard.

What's next?

• How to Receive a Purchase Order
• How to Set Up Your Injectables
• How to Create a Product