For recalls and audits, you need to be able to trace when a particular product batch arrived in the warehouse, where it's stored, and which customers it was shipped to. Pickware supports you with tracking profiles, so you can consistently record and fully trace batches and expiry dates (best-before dates) throughout the warehouse process.

Open the relevant product in the admin and scroll to General → Inventory management. Select the desired tracking profile (Batch only / Expiry date only / Batch & expiry date) and save.

If you work with variant products, the tracking profile must be configured per variant.

For bill-of-materials products, no separate tracking profile is maintained on the bill-of-materials main product. Tracking is configured at the level of the sub-products. If sub-products are tracked, the mechanisms apply automatically during shipping.

In the admin, navigate to Warehouse management → Batches. Click Create batch here.

Here, you enter the product, the batch number, the expiry date (if relevant), the production date, as well as comments and tags. In the interface, a small asterisk shows you which fields are required for the selected tracking profile (e.g. batch number and/or expiry date). These required fields must be filled in before you can save or complete the process.

A product can have multiple batches, while a batch always belongs to exactly one product.

Our custom fields are also available for individual information, and you can access their configuration directly from this view.

In the batch overview, you'll then find all created batches and can open and edit them at any time.

In the batch details, you can also see which tracking profile is assigned to the associated product. This lets you quickly check, in the context of the batch, whether for example only an expiry date is tracked, or batch & expiry date.

In the batch overview under Warehouse management → Batches and expiry dates, you can import and export batches via CSV.

Click Export to download the batches currently shown in the overview as a CSV file. The export takes into account the visible columns and active filters — so you export exactly the data you see in the overview. You can also add a user comment directly, which is stored on the export detail page.

Click Import to create new batches via a CSV file. You can drag and drop the file into the popup or upload it via Select file. Use Download minimal CSV template to get a template with the available columns.

The following information can be imported: batch number, expiry date (in the format DD.MM.YYYY), product number, production date, and tags. If you want to import multiple tags for a batch, separate them with the | character (e.g. Bio|Kühlware|Charge 2025). Tags that don't yet exist in the system will be created automatically.

The same rules apply during import as when creating manually: the required fields for the product's tracking profile must be provided, and the combination of batch number and expiry date must be unique per product.

If errors occur during import (e.g. an unknown product number, missing required fields, or an already existing batch/expiry date combination), the import is not aborted. The faulty rows are documented with an error message in the import log, and all valid rows are processed. You can find the import and export logs under Import/Export (Pickware).

For traceability, it's crucial that you record the batch (and, depending on the tracking profile, also the expiry date) before putaway. In practice, this often happens directly during goods receipt, since you have the information