Skip to main content

Expiration Dates in VendSoft

Updated this week

VendSoft allows you to track and update expiration dates for your products at different stages of your workflow. To activate the expiration dates functionality for your account you need to click on your name in the upper right corner of the screen when you are logged into your account on VendSoft and select the Profile section from the drop-down menu. Once there, check the box next to "Expiration Dates" in the Advanced Functionality section:

Here’s how you can manage expiry dates through purchases, the mobile app, and the web interface:

🛒 1. Enter Expiration Dates When Creating a Purchase

You can add expiration dates for products at the time of purchase entry.

Follow these steps:

  1. Go to the Purchases screen.
    ​

  2. Click Create Purchase.
    ​

  3. Fill in the relevant purchase details (e.g. supplier, date, invoice number). You can watch our tutorial on creating Purchases here.

  4. Click Add Product
    ​

  5. In the product entry window, you’ll see a field to enter the Expiration Date.
    ​

  6. After entering all the necessary product information, click Save.

    This ensures the expiration date is tracked from the moment stock enters your system.

    📱 2. Update Expiration Dates in the Mobile App

    You can also adjust or add expiration dates while servicing a machine in the field using the VendSoft mobile app:

    1. While servicing a machine, proceed to the Confirm Ending Inventory screen.
    ​

    2.Tap the product you want to update.
    ​

    3. Tap the Menu button at the bottom of the screen.
    ​

    4. Select Change Expiry Date.

    5.Choose the correct expiration date from the calendar view.
    ​

    6. Tap Save.


    ​

    This method is ideal for real-time updates during restocking visits.

💻 3. Edit Expiration Dates via the Web Interface

You can manually update expiration dates at any time through the web interface:

  1. Go to the Machines tab.
    ​
    ​

  2. Select the machine where the product is located.
    ​
    ​

  3. Click on the product in the Planogram or product list.
    ​
    ​

  4. Click Edit.
    ​
    ​

  5. Change the Expiration Date in the product details.

6. Click Save.
​
​

You’ll now see the updated date in the Expiry Date section of the Planogram tab.

⚠️ 4. Monitor Expiring Products

VendSoft also highlights the earliest upcoming expiration date for each machine directly in the Machines tab. This helps you proactively manage spoilage risk and prioritize servicing where it’s most needed.

For more guidance, visit our Help Center.

If you need assistance, feel free to reach out to our support team.

Did this answer your question?