# FEFO stock reviews: make the date basis and exceptions visible

A first-expire-first-out review needs reliable product identity, date information and stock location. A sorted list is useful only if staff understand the date used and can recognise blocked, unidentified or otherwise restricted stock.

> A first-expire-first-out review needs reliable product identity, date information and stock location. A sorted list is useful only if staff understand the date used and can recognise blocked, unidentified or otherwise restricted stock.

Kivloo editorial team · 2026-10-25

## Define the decision behind the record

Define the relevant date fields and status rules for the operation. Avoid mixing different date meanings in one unlabeled column. Keep recorded exceptions visible so rotation instructions do not accidentally promote stock that requires review.

## Compare relevant date information and keep exceptions visible

Define which product group, locations and type of date information the stock review covers. Identify lot, quantity, current status and the basis for ordering stock. Dates with different meanings should not be mixed into a single unexplained sortable field.

Review actual identified stock against the intended sequence and record exceptions under the site procedure. Held or restricted material should remain distinguishable from stock available for use. Keep missing labels, uncertain dates and inventory differences as explicit findings instead of assigning an assumed date to complete the sort.

Test the review with two date types, held stock and a transfer between locations. A colleague should understand the intended order and why particular stock was excluded or referred for decision. Preserve the observation and authorised exception so a later reviewer can explain the action, not merely see that the spreadsheet was sorted.

## Worked example

A stock check finds two lots of the same product and a container with unclear identification. The team reviews the known dates and locations while routing the unidentified item through the appropriate procedure rather than placing it first in the picking order.

## Build a usable record

Use the fields below to capture the facts needed for this particular decision. Keep the actual observation separate from any later correction or approval.

- Product and lot

- Relevant date and its meaning

- Quantity and location

- Restrictions or unresolved identity

- Review and resulting action

## Example record and review decision

Fictional record example: LOT-A and LOT-B: applicable date information, quantities and locations; EXCEPTION-01: reason and authorised decision.

Compare the same type of date information and make held, restricted or otherwise exceptional stock visible.

Sorting an unidentified mixture of date types can create a misleading priority order even if the spreadsheet sorts correctly.

## Test the review, not just the form

Walk the storage area using the list. Confirm that it leads to the actual containers and reflects recorded restrictions. Investigate differences between physical stock and the register instead of assuming a sorted screen establishes correct rotation.

## Is FEFO the same as oldest receipt first?

Not necessarily. Receipt date and the relevant expiry or use information can differ; define the basis explicitly.

## Does sorting all dates automatically produce a valid FEFO order?

Only if the underlying date basis, product identity and stock status are appropriate and understood. A correct spreadsheet sort can still produce a misleading sequence when unlike dates or restricted stock are mixed together.

## Continue reading

- [Food batch traceability: connect deliveries, ingredients and finished products](https://kivloo.com/en/guides/food-batch-traceability-records)

- [Internal food labels: choose fields that connect to the actual record](https://kivloo.com/en/guides/internal-food-label-fields)

- [Relabeling food containers: keep the old and new identities connected](https://kivloo.com/en/guides/food-relabeling-record)

- [Testing a label printer for kitchen workflows before buying it](https://kivloo.com/en/guides/label-printer-acceptance-test)

- [Digital HACCP records: build a temperature log your team can actually use](https://kivloo.com/en/guides/digital-haccp-temperature-records)

- [Workplace safety inspections: turn findings into verified corrective actions](https://kivloo.com/en/guides/workplace-inspections-corrective-actions)

## Sources and further reading

- [GS1 · Global Traceability Standard](https://www.gs1.org/standards/traceability)

- [Codex Alimentarius · CXG 60-2006 / Traceability principles](https://www.fao.org/input/download/standards/10603/CXG_060e.pdf)

Operational guidance, not a certification or a legal assessment. Adapt examples to your site, approved procedures and local requirements. Product links lead to the English website; this guide does not imply a fully translated application or verified hardware compatibility.

Canonical: https://kivloo.com/en/guides/fefo-stock-review