Lots, DLUO and date contracts: the invisible puzzle of logistics

In a warehouse, behind each shipment lies a complex mechanism where each product must be perfectly identified, monitored and managed.
The notions of set, BBD (Best-before date) and Contract date are part of these essential but often underestimated requirements, which transform logistics into a real balancing act.

Chez Stockoss, these constraints are the daily life of many brands that we support: food manufacturers, cosmetics manufacturers, pharmaceutical laboratories or even retail chains.
All share the same challenge: to ensure flawless traceability, while maintaining operational fluidity.

1. The lot number: the cornerstone of traceability

The lot number is a unique identifier assigned to each production series.
It makes it possible to follow a product from its factory to its point of distribution.
In the event of a product recall or quality control, it should be possible, in a few seconds, to indicate Which lot went to which recipient and What products remain in warehouse.

This requirement involves two levels of management:

• The computer quarantine, which instantly blocks a batch in the system so that it is no longer available to order.
• Physical quarantine, which consists in concretely isolating the products concerned in the warehouse, to avoid any handling error.

This double security is based on a robust logistics information system, capable of executing these operations in real time and guaranteeing the reliability of the data throughout the chain.

2. BBD, UBD and dated contracts: when each customer imposes their rules

Products subject to a BBD or UBD are not managed uniformly.
Each customer or distribution network imposes its own reception conditions, called Contracts date.
Some will require a BBD of at least 18 months upon delivery, others will accept 6 months depending on their product rotation.

These requirements depend directly on the business model and the sales cycle:

• Large retail chains require a long lifespan to maximize linear rotation.
• Pharmacies and parapharmacies often impose regulatory safety margins.
• Cosmetics and wellness players adjust their requirements according to seasonal campaigns or promotional lots.

This diversity of constraints creates additional complexity: it is no longer enough to manage a single expiry rule, but dozens of different customer rules, all of which must live together in the same warehouse.

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3. Why it's a logistical headache

This is where everything gets complicated.
On paper, the management logic seems simple: apply a type of rule FIFO (First In, First Out) or FEFO (First Expired, First Out).
But in practice, the piling up of rules specific to each customer creates paradoxical and error-prone situations.

What should normally be processed is no longer processed, because customer information contradicts inventory flow logic.

In other words, an older product may get stuck, while a newer lot is shipped, simply because it better matches a specific contract date.
The result: stock imbalances, value losses and increasing complexity in order preparation.

This puzzle extends to all levels:

• Organizational, because teams need to know, at all times, which rules apply to which customer.
• Operational, as each batch assignment error can have an impact on product compliance.
• Technological, because without a WMS that can automatically orchestrate these constraints, manual management becomes untenable.

For a logistician, this means:

• maintaining consistency between physical flows and distribution rules,
• precisely follow the dates and status of each product,
• and ensure traceability in the event of an inspection or recall, without slowing down operations.

It is a permanent balance between rigor and agility.
A configuration error, bad data or a simple oversight to update can be enough to make a lot unavailable or to ship a non-compliant product.

4. How digital tools transform constraints into performance drivers

Faced with this complexity, technology is becoming an indispensable ally.
A logistics platform like Stockoss allows you to:

• trace each lot and each expiration date in real time,
• automate product quarantines and blockages,
• and automatically apply customer rules during preparation.

This control transforms a regulatory constraint into operational advantage : fewer errors, fewer losses, more reliability.
Brands can then focus on their commercial development, with full confidence in the conformity of their flows.

Conclusion

Batches, BBDs and date contracts embody one of the most demanding realities of modern logistics: where each product must be managed individually, in compliance with a set of changing rules.
But with the right tools and a data-driven approach, this headache becomes a source of differentiation and performance.

Logistics is not only a support: it is a guarantor of quality, traceability and trust between brands and consumers.

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