Flag stock nearing expiry and trace lots
Aging lots get flagged early, with the customers who received them, so a person can decide before dates pass.
Operations · Wholesale and distribution · On a schedule · Updated
Works with
- Slack
- Airtable
- Microsoft 365
Slack
Airtable
Microsoft 365How do you track expiry dates on stock?
To track expiry dates on stock, give Maito access to your inventory records and a schedule. It runs as a Loop, finds lots with a best-before date in your chosen window, and lists what is on hand and which customers received each lot. It posts the list to Slack for a person to decide.
How it's done today
Someone walks the warehouse checking labels and cannot quickly say which customers got a given lot.
What Maito does
- Read lot and best-before dates from the stock records
- Flag lots expiring within 14 days
- List which customers received each lot
- Post the list for a manager to decide
Example
Loop run: Monday 7:00 AM · Weekly lot check
Three lots expire by Nov 2. • GR-2291 yogurt 6 oz, 42 cases, best-before Oct 26. 18 on hand, 24 shipped to Globex Cafe (14) and Initech Canteen (10). • GR-2305 oat milk, 15 cases, Oct 30, all on hand. • SF-118 frozen dumplings, 9 cases, Nov 2, all on hand. Catch: 6 cases on shelf B4 were received under GR-2291 but were scanned as GR-2287, which expires Oct 21. One of the two records is wrong. Source: inventory lot records and receiving scans since Oct 5.
@Maito who got GR-2287?
GR-2287 shipped 40 cases to 3 customers: Globex Cafe 16, Initech Canteen 12, Wonka Foods 12. Last ship date Oct 14. I haven't changed any record. Once you've checked the shelf labels, I'll draft the corrections and a hold list for you to approve.
Maito (7:00 AM):
Three lots expire by Nov 2.
• GR-2291 yogurt 6 oz, 42 cases, best-before Oct 26. 18 on hand, 24 shipped to Globex Cafe (14) and Initech Canteen (10).
• GR-2305 oat milk, 15 cases, Oct 30, all on hand.
• SF-118 frozen dumplings, 9 cases, Nov 2, all on hand.
Catch: 6 cases on shelf B4 were received under GR-2291 but were scanned as GR-2287, which expires Oct 21. One of the two records is wrong. Source: inventory lot records and receiving scans since Oct 5.
Marco (7:12 AM):
who got GR-2287?
Maito (7:13 AM):
GR-2287 shipped 40 cases to 3 customers: Globex Cafe 16, Initech Canteen 12, Wonka Foods 12. Last ship date Oct 14. I haven't changed any record. Once you've checked the shelf labels, I'll draft the corrections and a hold list for you to approve.
How to set it up
- Ask your agent
“Every Monday at 7, check our inventory lots and post in #warehouse anything with a best-before date in the next 14 days, plus which customers received it.”
- Connect inventory system
- Airtable
- Shopify
- Connect spreadsheet
- Airtable
- Microsoft 365
Not connected yet? Your agent sends you a link to sign in.
What it won't do
It's only as accurate as your lot and date records. Lots without a recorded date can't be flagged.
Questions
On the schedule you set, such as every Monday morning, as a Loop. You choose the window, for example 14 or 21 days.
Airtable or Shopify through MCP, plus a spreadsheet in Airtable or Microsoft 365.
No. It reports only. A person decides whether to discount, donate or discard.
