What Is Lot Selection in SellStack 365 Cannabis? Print

What Is Lot Selection in SellStack 365?

Lot selection is the process SellStack 365 Cannabis uses to determine which Product Lot to allocate when a customer purchases a lot-tracked item. This allocation is based on rules configured by administrators, most often FIFO (First In, First Out), FEFO (First Expired, First Out), or FAFO (First Active, First Out), combined with attribute-based filtering.

Why Use FIFO, FEFO, or FAFO?

• FIFO ensures older received inventory is sold first, helping reduce holding time.
• FEFO prioritises lots with the earliest expiry date, which is important for regulatory compliance and freshness.
• FAFO uses the activation date in 365 Cannabis — the date when a product lot is first made available for online storefront sale. This ensures lots are sold in the order they are activated for e-commerce, regardless of their received date.

What Are Lot Attributes?

Lot attributes are data points stored in Business Central 365 Cannabis for each Product Lot. Examples include expiry date, harvest date, THC/CBD percentage, and territory restrictions. These attributes can be used to control which lots are eligible for allocation.

How Does Attribute Filtering Work?

Before choosing a lot by FIFO, FEFO, or FAFO, SellStack filters lots that meet all required conditions:

• Sale jurisdiction matches the customer’s shipping address.
• Expiry date meets minimum shelf-life requirements (if configured).
• Lot is not expired, quarantined, or on hold.
• Lot matches the specific item and variant being purchased.

Allocation Order

• FIFO: Sort by received date (oldest first).
• FEFO: Sort by expiry date (soonest first). If no expiry date exists, FIFO order is used as a fallback.
• FAFO: Sort by activation date (oldest activation first) based on the date the lot was activated for online sale in 365 Cannabis.

Partial Allocations

If a single lot does not have enough stock to fulfil the order, SellStack will split the allocation across multiple lots in order of priority. The number of splits allowed can be limited by an admin setting.

Reservation During Checkout

When a customer reaches checkout, SellStack reserves the selected lot(s) for a set period to prevent other orders from taking the same inventory. If the payment fails, the reservation is released immediately.

How to Configure Lot Selection

• In the Admin Panel, go to Inventory > Policies.
• Set the Lot Selection Mode to FIFO, FEFO, or FAFO.
• Optional: Set a Minimum Shelf Life (days).
• Optional: Set Max Lot Splits per Line.
• Save changes and verify settings per Business.

Common Allocation Errors

• LOT_FILTER_EMPTY: No lots match the configured filters.
• LOT_EXPIRED: All lots are past the allowed expiry date.
• UOM_MISMATCH: The product’s unit of measure does not support lot allocation.

Lot Attributes and Storefront Visibility

Product Lots in 365 Cannabis ERP may include attributes such as expiry date, strain, package size, or compliance fields. These attributes can be mapped into SellStack and displayed on the storefront, but they are not always shown by default.

• Attributes marked as visible in ERP will sync into SellStack and can appear on storefront product pages.
• Attributes marked as internal only will remain in ERP but are hidden from the storefront.
• SellStack Admin allows enrichment of product descriptions and media, but core lot attributes remain ERP-controlled.

Correct Field Location in 365 Cannabis ERP

Administrators must enter laboratory test results at the Product Lot level in 365 Cannabis ERP. The correct field for THC is <THC Value>. Do not manually enter values in <THC %>, as that field is calculated by 365 Cannabis.

Where to Enter THC and CBD Values

1. Open the Lot No. Information Card for the Product Lot in question.
2. Locate the Lot Attributes section.
3. Enter lab results in:
   • <THC Value> for THC test result
   • <CBD Value> for CBD test result
4. Save the Lot. These Lot Attributes will sync to SellStack for storefront and Admin display.

Field Behaviour and Sync

Common Mistakes

• Entering THC in <THC %> instead of <THC Value>.
• Entering THC/CBD on the Item Card or compliance setup tables and expecting those values to appear in SellStack.
• Updating the wrong Lot when multiple Product Lots are active.

Impact on SellStack

• SellStack displays Lot Attributes sourced from the Lot level. If <THC Value> and <CBD Value> are empty, storefront values will be blank or outdated.
• Automated FIFO/FEFO and customer-facing Lot Attribute display rely on correct Lot-level data.

Troubleshooting

• Verify values exist in <THC Value> / <CBD Value> on the target Lot.
• Confirm you are updating the Lot associated with the SellStack-visible inventory.
• Re-run or wait for the next ERP-to-SellStack sync and refresh the SellStack Admin view.

Troubleshooting Lot Visibility

If a Product Lot is missing from the storefront, administrators should verify the following in order:

1. Confirm that the Lot exists in 365 Cannabis ERP and is linked to an active Product SKU.
2. Check the Lot’s inventory status — Lots with zero quantity or expired Lots will not display.
3. Verify the visibility flag for the Lot in ERP. Only Lots marked visible can sync to SellStack.
4. Ensure that the product itself is visible in SellStack Admin (catalogue visibility flag).
5. Review sync logs for errors. If a Lot failed to sync, check ERP configuration or re-sync the product.

Customer-Facing Lot Selection Behaviour

Customers may experience different behaviours depending on Lot configuration:

• Automated FIFO/FEFO: The system automatically selects the appropriate Lot. Customers do not see Lot choices.
• Manual Lot Selection: Customers are presented with available Lots at checkout and may choose a specific one (if enabled).
• Hidden Attributes: Some Lot details (such as expiry date) may not be shown even when multiple Lots are available, depending on attribute visibility settings.