---
title: How to Track Batch Stock, Doses and Expiry Dates
description: Use Batch Management to see doses left and expiry dates for every batch, log usage and wastage, and record the batch used in a treatment note.
---

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# How to Track Batch Stock, Doses and Expiry Dates

**Batch Management** tracks remaining volumes, doses and expiry dates for every batch you hold, across all your locations. Use it to see at a glance which vials are running low or close to expiry, to log what you use or waste, and to record the exact batch used on a client from their treatment note.

**NOTE:** This feature is being rolled out to clinics gradually. If you don't see it in your account yet, message us via the in-app chat.

**NOTE:** Batches are created when you receive a purchase order and record its batch numbers and expiry dates. You need the **Can access inventory page** permission to open the **Batches** tab.

**Step 1: Open Batch Management**

Click **Stock** in the sidebar and open the **Batches** tab. Across the top, **Total remaining volume**, **Requiring attention** (open batches that aren't **OK**) and **Approx. doses remaining** sum up your open batches.

1. Filter by status: **All**, **OK**, **Low** or **Critical**.
2. Narrow the list further with the **Expiring soon** menu (**This month**, **Next month**, **Next 90 days** or **Custom…**) and the location menu, and change the sort order (by status, expiry, name or remaining). You can also search by name, batch or location.
3. Switch between **Cards** and **Table**, or the **List** and **Daily** views described below.
4. Use **Open batches** and **Closed batches** to move between batches still in use and batches that are used up.

![Batch Management with the status filters, expiry and location menus, view switch and Open batches tab marked](https://support.pabau.com/hubfs/Pabau%202%20Knowledge%20Base/kb/gap-2026-10/490794933472-01-overview.png?v=2)

*Batch Management with its filters and views*

Each batch has a status:

- **OK**: plenty left.
- **Low**: 30% or less of the batch left.
- **Critical**: 10% or less left.
- **Expiring soon**: the batch expires within 30 days (or has expired), or an opened vial has passed its usable period after first use.
- **Finished**: nothing left. Finished batches move to **Closed batches**.

**Step 2: Open a Batch**

Click a batch to open its details. The **Summary** shows its status, whether it's opened, and when it expires.

1. **Remaining volume** shows how much is left, as a share of the bottle and as doses left. Below it are the dose size, location, quantity, batch number, supplier, opened date and expiry date.
2. Click **Log usage** to record what you've used.
3. Click **Mark opened** when you open a sealed vial. A sealed batch must be marked opened before you can log usage. You can still **Mark unopened** by mistake until usage has been recorded.
4. Open **Activity** to see the batch's ledger.

![A batch's Summary with Remaining volume, Log usage, Mark unopened and the Activity tab marked](https://support.pabau.com/hubfs/Pabau%202%20Knowledge%20Base/kb/gap-2026-10/490794933472-02-drawer.png?v=2)

*A batch's summary, with Log usage and Mark opened/unopened*

**Step 3: Log Usage or Wastage**

In the **Record usage** window:

1. Choose **Administered** for stock used on a client, or **Wastage / breakage** for stock that was lost.
2. Set the **Doses used**. Pabau shows what each dose is (for example **Each dose = 1 ml**), how much is being deducted, and the remaining amount **Now** and **After**.
3. For an administered dose, search for the **Patient** and choose the **Appointment**. For wastage, give a **Reason for wastage** instead.
4. Click **Record administration** (or **Record wastage**). You'll see **Usage recorded**.

![The Record usage window with Administered, Doses used, Patient and Appointment, and Record administration marked](https://support.pabau.com/hubfs/Pabau%202%20Knowledge%20Base/kb/gap-2026-10/490794933472-03-log.png)

*Record what was administered or wasted*

Every delivery, opening and use is listed on the **Activity** tab, newest first, with the amount added or used, the running total and who recorded it. Made a mistake?

1. Hover over an **Administered** or **Wastage / breakage** entry and click **Revert**. Confirm with **Revert entry**: the entry is removed and the stock goes back to the batch.

![The Activity ledger with the Revert option marked on an Administered entry](https://support.pabau.com/hubfs/Pabau%202%20Knowledge%20Base/kb/gap-2026-10/490794933472-04-activity.png?v=2)

*Revert an entry from the Activity ledger*

**Step 4: See Stock per Product in the List View**

1. Click **List**.
2. Check the totals: **Products tracked**, **Below minimum**, **Out of stock** and **Expiring within 30 days**.

![The List view with its totals marked and products grouped by location](https://support.pabau.com/hubfs/Pabau%202%20Knowledge%20Base/kb/gap-2026-10/490794933472-05-list.png?v=2)

*Stock per product, grouped by location*

Products are grouped by location, with their open batches, stock, doses left, minimum level, status (**In stock**, **Below minimum** or **Out of stock**) and next expiry. Switch on **Below minimum only** to see what needs reordering. Stock here is worked out from received batches minus logged usage, and minimum levels come from each product, or its location override.

**Step 5: Review the Daily Log**

1. Click **Daily** for a day-by-day record of deliveries and usage.
2. Choose the period (**Last 7 days**, **Last 30 days**, **This month**, **Last month** or **Custom range…**), and pick one product or keep **All products**. Switch on **Show days with no activity** to include quiet days.
3. Click **Export CSV** to download the view you're looking at.

![The Daily view with the date range and Export CSV marked](https://support.pabau.com/hubfs/Pabau%202%20Knowledge%20Base/kb/gap-2026-10/490794933472-06-daily.png)

*Deliveries and usage, day by day*

Each row shows what was used or added, the balance after that entry, who recorded it, the batch, its expiry and a note such as **Delivery from** the supplier or **Administered**. Quantities are in doses.

**Step 6: Record the Batch Used From a Client's Treatment Note**

You can also record usage while you write up a treatment in the client card. Open the client, click the blue **+** and choose **Treatment note**, then pick your template. In the bar at the bottom of the note, click the **Record usage** icon (the vial).

1. Search by product or batch number.
2. Filter by **All**, **In use** or **Sealed**. Opened stock is listed first, then whatever expires soonest, and the batch to use first is labelled **Use first**.
3. Click the batch you used.

![The Record usage panel in a treatment note with search, filters and a batch marked](https://support.pabau.com/hubfs/Pabau%202%20Knowledge%20Base/kb/gap-2026-10/490794933472-07-picker.png?v=2)

*Which batch did you use?*

The batch opens with the same **Log usage** button as on the Stock page. Set the **Doses used** and click **Add to note**.

1. The usage appears as a chip in the note's bottom bar, for example **HBVAXPRO · HBV-26K317 · 1 dose**. Click its **×** to remove it.
2. Click **Save Form**. The usage is recorded against the client and the note's linked appointment, and you'll see **Batch usage recorded**.

![The treatment note bottom bar with the batch usage chip and Save Form marked](https://support.pabau.com/hubfs/Pabau%202%20Knowledge%20Base/kb/gap-2026-10/490794933472-08-chip.png)

*The staged batch usage, recorded when you save the note*

**NOTE:** Usage is recorded whenever you save the note yourself, including **Save as draft**, but not by automatic draft saves. An expired batch can't be used. In a prescription, the same **Record usage** button adds the usage to the prescription (**Add to prescription**), and it is recorded when you issue it. If the note saves but the usage doesn't, Pabau tells you so you can log it from **Stock → Batches**.

**What's next?**

- [How to Receive a Purchase Order](https://support.pabau.com/en/pabau2/how-to-recieve-a-purchase-order?hsLang=en)
- [How to Write a Treatment Note From the Client Card (New Client Card)](https://support.pabau.com/en/pabau2/how-to-write-a-treatment-note-from-the-client-card-0?hsLang=en)
- [How to Administer a Vaccine for a Client (New Client Card)](https://support.pabau.com/en/pabau2/how-to-administer-a-vaccine-for-a-client-0?hsLang=en)
- [How to Use Inventory Movement Report](https://support.pabau.com/en/pabau2/how-to-use-inventory-movement-report?hsLang=en)

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    - [General](https://support.pabau.com/en/pabau2/memberships?hsLang=en#general)
    - [Selling memberships online & at POS](https://support.pabau.com/en/pabau2/memberships?hsLang=en#selling-memberships-online-at-pos)
- [Activities](https://support.pabau.com/en/pabau2/activities?hsLang=en)
- [App Marketplace (Integrations)](https://support.pabau.com/en/pabau2/app-marketplace-integrations?hsLang=en#main-content)

    - [General](https://support.pabau.com/en/pabau2/app-marketplace-integrations?hsLang=en#general)
    - [Payments & Accounting](https://support.pabau.com/en/pabau2/app-marketplace-integrations?hsLang=en#payments-accounting)
    - [UAE (Emirates ID and NABIDH)](https://support.pabau.com/en/pabau2/app-marketplace-integrations?hsLang=en#uae-emirates-id-and-nabidh)
- [FAQs & Troubleshooting](https://support.pabau.com/en/pabau2/faqs-troubleshooting?hsLang=en#main-content)

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    - [Labs & Pharmacies](https://support.pabau.com/en/pabau2/developer-other?hsLang=en#labs-pharmacies)
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- [Migrating Your Data to Pabau](https://support.pabau.com/en/pabau2/migrating-your-data-to-pabau?hsLang=en)
- [Pabau Account Optimization](https://support.pabau.com/en/pabau2/pabau-account-optimization?hsLang=en)
- [For Patients: How-to Guides](https://support.pabau.com/en/pabau2/for-patients-how-to-guides?hsLang=en#main-content)

    - [Client Portal Guide](https://support.pabau.com/en/pabau2/for-patients-how-to-guides?hsLang=en#client-portal-guide)
    - [Getting started](https://support.pabau.com/en/pabau2/for-patients-how-to-guides?hsLang=en#getting-started)
    - [Appointments](https://support.pabau.com/en/pabau2/for-patients-how-to-guides?hsLang=en#appointments)
    - [Payments and Cards](https://support.pabau.com/en/pabau2/for-patients-how-to-guides?hsLang=en#payments-and-cards)
    - [Packages, Vouchers and Loyalty](https://support.pabau.com/en/pabau2/for-patients-how-to-guides?hsLang=en#packages-vouchers-and-loyalty)
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- [Best Practices](https://support.pabau.com/en/pabau2/best-practices?hsLang=en)
- [Pabau Product Portal](https://support.pabau.com/en/pabau2/pabau-product-portal?hsLang=en)
- [Compliance](https://support.pabau.com/en/pabau2/compliance?hsLang=en)
- [Care Plus Upgrade](https://support.pabau.com/en/pabau2/care-plus-upgrade?hsLang=en#main-content)

    - [Getting started](https://support.pabau.com/en/pabau2/care-plus-upgrade?hsLang=en#getting-started)
    - [Cases](https://support.pabau.com/en/pabau2/care-plus-upgrade?hsLang=en#cases)
    - [Forms & templates](https://support.pabau.com/en/pabau2/care-plus-upgrade?hsLang=en#forms-templates)
    - [Prescriptions](https://support.pabau.com/en/pabau2/care-plus-upgrade?hsLang=en#prescriptions)
- [Marketing Plus upgrade](https://support.pabau.com/en/pabau2/marketing-plus-upgrade?hsLang=en#main-content)

    - [Getting started](https://support.pabau.com/en/pabau2/marketing-plus-upgrade?hsLang=en#getting-started)
- [Labels](https://support.pabau.com/en/pabau2/labels?hsLang=en#main-content)

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- [Engage](https://support.pabau.com/en/pabau2/engage?hsLang=en#main-content)

    - [Getting Started](https://support.pabau.com/en/pabau2/engage?hsLang=en#getting-started)
    - [Inbox & Conversations](https://support.pabau.com/en/pabau2/engage?hsLang=en#inbox-conversations)
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- [Insurance Billing](https://support.pabau.com/en/pabau2/insurance-billing?hsLang=en#main-content)

    - [Insurance Billing (UK)](https://support.pabau.com/en/pabau2/insurance-billing?hsLang=en#insurance-billing-uk)
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- [New Client Card](https://support.pabau.com/en/pabau2/new-client-card?hsLang=en)
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