Batch and Serial Number Tracking: Complete UK Guide

When you have hundreds or thousands of products moving through a warehouse, knowing how many units you have is only part of the picture. You also need to know which products they are, where they came from, when they were produced and where they have gone.

This is particularly important for UK businesses selling food, cosmetics, supplements, pet products and other goods where expiry dates, product quality and traceability matter.

This is where Batch and Serial Number Tracking becomes valuable.

Batch tracking allows businesses to identify groups of products that were produced or received together, while serial number tracking identifies individual units. Used correctly, these systems can improve inventory visibility, stock rotation, product recalls, quality control and fulfilment accuracy.

For eCommerce businesses, tracking becomes even more important as products move between suppliers, warehouses, fulfilment centres, marketplaces and customers.

In this guide, we explain what Batch and Serial Number Tracking means, how batch numbers differ from serial numbers, how batch tracking works in a warehouse, why it matters for Amazon FBA and eCommerce fulfilment, and how to put an effective tracking process in place.

What is Batch and Serial Number Tracking?

Batch and Serial Number Tracking refers to the process of identifying and monitoring products using either a batch number or a unique serial number.

Although the two methods are related, they serve different purposes.

A batch number identifies a group of products that share common characteristics. These products may have been manufactured during the same production run, received from the same supplier or produced using the same raw materials.

A serial number identifies one individual product.

For example, imagine a UK cosmetics brand receives 2,000 bottles of face serum from its manufacturer.

The entire production run could be assigned batch number SERUM2609.

Every bottle in that production run would therefore belong to the same batch.

If each bottle also has its own serial number, such as SER000001, SER000002 and SER000003, the business can identify individual units as well as the wider batch.

This gives the business two levels of traceability.

Batch tracking tells you which group of products a unit belongs to.

Serial number tracking tells you exactly which individual unit it is.

The appropriate approach depends on the product, industry, customer requirements and level of traceability required.

What is a batch number?

A batch number is an identifier assigned to a group of products.

Products within the same batch generally share a common production or supply history.

Depending on the business, a batch may relate to:

• A specific manufacturing run

• A production date

• A particular supplier delivery

• A particular raw material source

• A particular expiry date

• A specific production facility

• A defined quantity of stock

  
  

For example, a supplement company might manufacture 10,000 bottles of vitamins in March.

The company could assign the production run the batch number VIT2603.

When those products arrive at a fulfilment warehouse, the batch number can be recorded against the inventory.

The warehouse can then identify how much stock from VIT2603 is available, where it is stored and which customer orders have been fulfilled using that batch.

This becomes extremely useful if a problem is later discovered.

Rather than potentially recalling every bottle the business has ever sold, the company can investigate the affected batch and identify the relevant inventory.

What is serial number tracking?

Serial number tracking works at individual product level.

Each unit receives its own unique identifier.

This means two products from the same manufacturing batch can still be distinguished from one another.

Serial number tracking is particularly common for products such as:

• Electronics

• Computers

• Mobile devices

• Medical equipment

• Machinery

• Industrial equipment

• High value products

• Products requiring individual warranties

  
  

Consider a business selling 500 commercial printers.

All 500 printers could belong to the same production batch, but every printer could have its own serial number.

If a customer reports a fault with one printer, the business can identify the exact unit involved.

The serial number may also be used to record warranty information, repairs, returns and replacement history.

Batch tracking vs serial number tracking

The simplest way to understand the difference is to consider the level at which products are being identified.

Some businesses use both systems.

For example, a business could record that a particular product has serial number ABC123 and belongs to batch BATCH2609.

This provides both individual and batch level traceability.

How does batch tracking work in a warehouse?

Batch tracking starts before products reach the warehouse.

The business needs to establish what information should be recorded and how that information will follow the inventory throughout its journey.

A typical process could look like this.

1. The supplier creates the batch

The manufacturer produces a defined quantity of goods and assigns a batch number.

The batch may also have a manufacturing date and expiry date.

2. The stock arrives at the warehouse

When inventory reaches the fulfilment centre, warehouse staff record the relevant batch information during the goods in process.

This may include:

• Product SKU

• Batch number

• Quantity

• Manufacturing date

• Expiry date

• Supplier

• Delivery reference

• Storage location

  
  

3. The inventory is stored

The warehouse management system records where the stock is located.

This gives the fulfilment team visibility of both the quantity and the batch associated with that stock.

4. Orders are received

When a customer places an order through an eCommerce website or marketplace, the fulfilment system determines which stock should be picked.

For products with expiry dates, the business may use an appropriate stock rotation method such as FEFO, meaning first expired, first out.

5. The product is picked and packed

Warehouse staff pick the correct stock and prepare the order for dispatch.

The relevant batch information can be recorded against the order where required.

6. The order is dispatched

The business now has a record showing which batch was supplied to the customer.

This creates a traceable link between incoming inventory and outgoing orders.

Why is Batch and Serial Number Tracking important for eCommerce?

eCommerce businesses often have more complex supply chains than they realise.

A product might travel from a manufacturer in Asia to a UK importer, then to a third party logistics provider, followed by a customer order placed through Shopify, Amazon or another marketplace.

Without suitable tracking, it can become difficult to determine exactly which stock has been distributed.

Batch and Serial Number Tracking provides greater visibility across this process.

For example, suppose a beauty brand discovers a manufacturing problem affecting one production run.

Without batch information, the company may have to investigate every unit currently held in stock and potentially every unit already sold.

With batch tracking, the business can identify the affected production run and establish:

• How much affected stock is in the warehouse

• How much has already been dispatched

• Which orders contained the affected products

• Which stock remains available

• Whether marketplace inventory may be affected

• Whether a recall or customer communication is required

  
  

This can significantly simplify the investigation.

Batch tracking and expiry dates

Expiry management is one of the most important reasons businesses use batch tracking.

Products with limited shelf lives require more careful inventory management than products that can remain in storage indefinitely.

This includes:

• Food

• Drinks

• Supplements

• Cosmetics

• Skincare

• Pet food

• Certain healthcare products

  
  

A warehouse should ideally know not just how many units are available, but also the expiry information associated with those units.

For example:

If all 2,250 units are treated as identical stock, there is a greater risk of picking newer stock while older inventory remains in storage.

Batch tracking allows warehouse teams to make more informed picking decisions.

For suitable products, combining batch tracking with FEFO stock rotation can help reduce waste caused by products approaching their expiry dates.

Batch tracking and FIFO inventory management

Batch tracking also works closely with FIFO inventory management.

FIFO means first in, first out.

The principle is that stock received first should generally be dispatched before newer stock, where appropriate.

However, FIFO is not always the same as FEFO.

FIFO is based primarily on when inventory was received or entered the stock system.

FEFO is based on which inventory expires first.

For products with expiry dates, FEFO can therefore be more appropriate than relying on FIFO alone.

A good warehouse system should allow the business to establish the stock rotation rules that are appropriate for the products being handled.

Batch tracking and Amazon FBA

Batch tracking can also be relevant to businesses selling through Amazon.

Amazon sellers may have stock moving between their own warehouse, a third party fulfilment provider and Amazon fulfilment centres.

For sellers using FBA prep services, maintaining accurate records before inventory is sent to Amazon can be particularly useful.

Depending on the product and requirements, a fulfilment provider may need to manage tasks such as:

• Receiving inventory

• Checking quantities

• Recording batch information

• Checking expiry dates

• Applying labels

• Repackaging products

• Bundling units

• Preparing cartons

• Preparing pallets

• Sending inventory to Amazon

  
  

The exact preparation requirements depend on the product and Amazon's current requirements.

For products where batch or expiry information is important, the fulfilment provider should have processes that prevent different stock records from becoming mixed unnecessarily.

This is one reason choosing a fulfilment partner with suitable warehouse systems and documented receiving processes matters.

Batch tracking and FBA prep

FBA prep is not simply about putting a label on a product.

A reliable FBA preparation process needs to ensure that inventory is correctly identified, prepared and accounted for before it reaches Amazon.

For businesses handling batch controlled products, this may involve recording batch information when stock arrives and ensuring that the correct products are prepared for shipment.

For example, imagine an Amazon seller receives 1,000 units of a skincare product.

The stock contains two batches:

• Batch A contains 400 units

• Batch B contains 600 units

  
  

If the warehouse treats the entire quantity as one undifferentiated stock figure, important information can be lost.

A suitable fulfilment system can maintain separate inventory records so the business knows what it actually holds.

This becomes particularly valuable when stock has different expiry dates.

What are the benefits of Batch and Serial Nu

mber Tracking?

There are several practical benefits to introducing structured tracking.

Better inventory visibility

Businesses can see more than just total stock levels.

They can identify which batches are available and, where appropriate, which individual serialised units are in stock.

Faster recalls

If a particular batch is affected by a quality problem, warehouse teams can locate the relevant stock more efficiently.

Better stock rotation

Batch information can be used alongside expiry dates and warehouse picking rules to help reduce ageing inventory.

Improved quality control

When problems occur, businesses can investigate specific production runs rather than treating all inventory as potentially affected.

Greater accountability

Tracking creates an audit trail showing what happened to inventory throughout its journey.

Reduced waste

Better visibility of expiry dates can help businesses identify ageing inventory earlier.

Improved customer service

If a customer has an issue with a particular product, the business may be able to identify the relevant batch or serial number and investigate the issue more efficiently.

Better fulfilment control

For third party logistics providers, batch information gives warehouse teams additional information when receiving, storing and picking stock.

Which industries use batch tracking?

Batch tracking is particularly valuable in industries where traceability is important.

Food and beverage

Food businesses need accurate information about products, production runs and expiry dates.

Batch tracking can help support stock rotation and investigations where quality or safety concerns arise.

Beauty and cosmetics

Cosmetics brands may have multiple production runs with different manufacturing dates and shelf lives.

Batch tracking helps maintain visibility across those production runs.

Supplements

Vitamin and supplement businesses often handle products with expiry dates, making stock rotation and traceability particularly important.

Pet products

Pet food and other consumable pet products can benefit from batch tracking where product freshness and traceability are important.

Electronics

Electronics businesses often benefit from serial number tracking because individual units may need to be associated with warranties, repairs or returns.

Manufacturing

Manufacturers can use batch tracking to connect finished products with production runs, materials and suppliers.

How to implement Batch and Serial Number Tracking

Introducing tracking does not have to mean completely rebuilding your operation.

A structured approach can make the process much easier.

Step 1: Decide what needs to be tracked

Start by identifying the products that require tracking.

Ask:

• Do products have expiry dates?

• Are products subject to recalls?

• Do customers require traceability?

• Are products high value?

• Do individual units have serial numbers?

• Are there regulatory requirements?

• Does the manufacturer already provide batch information?

  
  

Not every product necessarily needs serial level tracking.

Step 2: Establish your data requirements

Decide which information needs to be recorded.

For batch controlled inventory, this could include:

• SKU

• Batch number

• Quantity

• Manufacturing date

• Expiry date

• Supplier

• Goods in date

• Warehouse location

  
  

For serialised products, the system may need to record:

• SKU

• Serial number

• Batch number where applicable

• Warehouse location

• Goods in date

• Customer order

• Dispatch date

• Return information

• Warranty information

  
  

Step 3: Create consistent batch numbering

Your numbering system should be consistent and easy to interpret.

There is no single batch numbering format that every business needs to follow.

The important thing is that your internal system can identify the relevant stock accurately and that staff understand how the numbering works.

Step 4: Capture information at goods in

This is one of the most important stages.

If batch information is not captured when stock arrives, it can become much harder to reconstruct the history later.

Warehouse staff should have a clear receiving procedure covering what information must be checked and recorded.

Step 5: Connect your warehouse and fulfilment systems

Where possible, batch information should flow between the systems used by the business.

This might include:

• eCommerce platforms

• Inventory management software

• Warehouse management systems

• ERP systems

• Marketplace integrations

• Fulfilment software

  
  

The objective is to minimise manual data entry and reduce opportunities for errors.

Step 6: Train warehouse staff

Technology alone will not solve a tracking problem.

Warehouse staff need to understand how stock should be received, stored, picked and dispatched.

They should also know what to do if the batch number on physical inventory does not match the information in the system.

Step 7: Audit the process

Regular stock checks can identify problems before they become serious.

Compare the physical stock with system records and investigate discrepancies.

This is particularly important for businesses handling products with expiry dates or products that may be subject to recall requirements.

Can a 3PL manage batch and serial number tracking?

Yes, a suitable third party logistics provider can manage batch and serial number tracking as part of its fulfilment operation, depending on its warehouse systems and processes.

This can be particularly useful for growing eCommerce businesses that do not want to build their own warehouse operation.

A 3PL can potentially manage the process from goods in through to storage, picking, packing and dispatch.

For example, at Blue30, fulfilment and FBA prep can be structured around the requirements of the products being handled.

For a brand selling cosmetics or supplements, the requirements may include batch information and expiry dates.

For another business selling higher value products, serial number tracking may be more appropriate.

The key is to establish the required tracking process before stock starts moving through the warehouse.

Common mistakes with batch tracking

Even businesses that use batch tracking can encounter problems.

Treating all stock as identical

Two products may have the same SKU but belong to different batches with different expiry dates.

The warehouse system needs to distinguish between them where required.

Recording batch information too late

Trying to identify batches after stock has already been mixed can create unnecessary work and reduce traceability.

Relying entirely on spreadsheets

Spreadsheets can work for small operations, but they can become difficult to manage as order volumes and inventory levels increase.

Failing to train staff

A sophisticated warehouse system is only useful if the people using it follow the correct procedures.

Ignoring expiry dates

Recording a batch number without recording relevant expiry information may limit the usefulness of the system.

Not testing recall procedures

Businesses should understand how they would identify affected stock before an actual problem occurs.

Batch tracking vs batch picking

Batch tracking and batch picking sound similar, but they solve completely different problems.

Batch tracking is about inventory traceability.

Batch picking is about warehouse efficiency.

With batch picking, warehouse staff combine multiple customer orders into one picking activity.

For example, instead of walking around a warehouse separately for 20 orders that all contain the same skincare product, a picker may collect the required quantity in one operation before the orders are separated and packed.

This can reduce unnecessary warehouse travel and improve productivity.

Batch tracking, meanwhile, ensures the warehouse knows which stock has been picked and which batch it belongs to where that information is required.

The two processes can therefore work alongside each other.

What should you look for in batch tracking software?

If you are considering software for Batch and Serial Number Tracking, look beyond the basic ability to enter a batch number.

Consider whether the system can manage:

• Batch and serial numbers

• Expiry dates

• Stock locations

• Stock movements

• Goods in

• Picking

• Returns

• Order history

• Inventory adjustments

• User permissions

• Reporting

• Warehouse integrations

• eCommerce integrations

• Marketplace integrations

  
  

For a growing eCommerce business, integration is particularly important.

The aim should be to create a consistent flow of information from the supplier through the warehouse and ultimately to the customer.

How does batch tracking help with returns?

Returns are often overlooked when businesses design inventory tracking processes.

Suppose a customer returns a product several weeks after purchasing it.

The warehouse needs to determine whether the product can be returned to sellable inventory or whether it needs to be quarantined.

If the product is batch controlled, the relevant batch information can form part of the assessment.

For serialised products, the individual serial number can help identify the exact item and its history.

This creates greater visibility across the entire product lifecycle rather than only tracking inventory while it is sitting on the warehouse shelf.

Frequently asked questions about Batch and Serial Number Tracking

What is Batch and Serial Number Tracking?

Batch and Serial Number Tracking is a method of identifying and monitoring inventory using batch numbers, serial numbers or both. Batch numbers identify groups of products, while serial numbers identify individual products.

What is the difference between a batch number and a serial number?

A batch number applies to a group of products that share a common production or supply history. A serial number is unique to an individual product.

Why is batch tracking important?

Batch tracking improves product traceability and can help businesses manage expiry dates, recalls, stock rotation, quality control and inventory accuracy.

What products should use batch tracking?

Batch tracking is particularly useful for food, beverages, cosmetics, supplements, pet products and other goods where expiry dates, production runs or product traceability are important.

What products should use serial number tracking?

Serial number tracking is commonly used for products where individual item identification matters, including electronics, machinery, equipment and high value goods.

Can you use batch and serial numbers together?

Yes. A product can belong to a particular batch while also having its own unique serial number. This provides both group level and individual item traceability.

Does batch tracking help with product recalls?

Yes. If affected products can be associated with a specific batch, businesses can use their inventory records to identify relevant stock and investigate where products from that batch have been distributed.

Can a 3PL provide batch tracking?

A 3PL can provide batch tracking where its warehouse management systems and operational processes support it. Businesses should confirm exactly which batch, expiry and serial information the provider can record and report.

Does Amazon FBA support batch tracking?

Amazon sellers need to consider Amazon's current product preparation, labelling, inventory and fulfilment requirements alongside their own internal tracking requirements. Sellers should ensure their own inventory records remain accurate before stock is sent to Amazon.

Is batch tracking the same as FIFO?

No. Batch tracking identifies inventory according to its batch. FIFO is a stock rotation method based on receiving sequence. For products with expiry dates, FEFO may be more appropriate because it prioritises stock according to expiry.

Final thoughts on Batch and Serial Number Tracking

Effective Batch and Serial Number Tracking gives businesses much more control over their inventory than simply knowing how many units are available.

Batch tracking can help businesses understand where products came from, which production run they belong to, when they expire and where they have been distributed.

Serial number tracking goes one step further for products that require individual item identification.

For UK eCommerce businesses, particularly those selling cosmetics, food, supplements, pet products and other traceable goods, having the right process in place can make inventory management, fulfilment and product investigations considerably easier.

The technology is only one part of the solution. Accurate goods in procedures, organised warehouse operations, trained staff and reliable fulfilment processes are equally important.

At Blue30, we provide eCommerce fulfilment and FBA prep services designed to help growing UK brands manage their inventory and fulfil customer orders efficiently.

Whether you need receiving, storage, pick and pack, FBA preparation or a fulfilment process tailored around your inventory requirements, our team can help you build a more streamlined operation.

If your business needs greater control over stock, batch information or fulfilment, contact Blue30 to discuss your requirements and see how our fulfilment services can support your growth.