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SHOPIFY  LOGISTICS

LOT CONTROL - WAREHOUSE AUTOMATION|NATIVE APP

2023

SUMMARY

Lot control is a service, functionality or feature provided by a fulfillment centre (ex Shopify Logistics) that uses lot codes and/or expiration dates provided by a merchant or vendor in an inbound shipment.

These lot codes and dates are verified through the input, reading, confirmation or scanning of lot values during the receiving process When Heatonist requested distribution services for their famous hot sauces, Shopify needed to build in lot control capabilities into its fulfillment centre to accommodate lot tracked products.

PROBLEM + OPPORTUNITY

Problem
The warehouse had to meticulously record lot codes and expiration dates on a spreadsheet. While this enabled lot control to be provided as a service, the method was susceptible to human error, labor-intensive, and burdensome for our staff. Importantly, inaccurate data entry could lead to expired items being shipped to customers or products with later expiration dates being given precedence in fulfillment over those with closer expiration dates.

Opportunity
The feature would greatly reduce the risk of error inputing lot code and expiration date. Our warehouse associates would being able to work more efficiently and be a lot happier with a much less cumbersome task.

Also, with this feature, Shopify Logistics is able to expand the business by being able to provide services to a significantly large segment of mechants.  

SOLUTION

To address this issue, we automated the capture and validation of lot codes and expiration dates. This involved creating a workflow that allowed users to enter lot and date values accurately, considering variations in date formats across different regions such as the US and Canada. Accuracy in reading and capturing date formats was a key focus.

1

Lot and date capture
To ensure accurate data entry, we provided scanning and manual input options. In cases where scanning was unavailable, users could manually enter data, but to minimize errors, I incorporated multiple confirmation checkpoints in the workflow. Additionally, a final step required a badge scan to confirm entries, promoting thorough review before submission.

2

Date format
The main challenge in the project arose from the absence of a standardized method for capturing expiry dates upstream. Our focus was on establishing an efficient approach to read, capture, and validate dates accurately. Ultimately, we decided that implementing a standardized date entry format at the source (the merchant) would streamline the process, ensuring a consistent and validated date format in the database

mm-dd-yyyy
Upon realizing that standardizing date formats was a significant task affecting design across various teams, we decided to proceed with using US date formatting for the Minimum Viable Product (MVP).

3

Monitoring
In addition to validating and capturing lot-tracked shipments, it proved beneficial for our operations teams to receive notifications and have clear visibility of non-compliant products (e.g., mismatched lots) or expired items in the 'bridge system'. This functionality enables operations managers to promptly report discrepancies to merchants, initiating the necessary steps for handling such goods.

Expired badge

The Bridge
Operated and monitored by operation managers, the Bridge is able to capture and display the activities of each scan event within the warehouse. Once a box/pallet, SKU or location is scanned, the action is reflected here for visibility and overall assessment of warehouse productivity. The Bridge then displays  the contents of the package. 

THE BRIDGE | LOT CONROL DESIGN

IMPACT

Improved effeciency:
By automating the receiving process of lot tracked products, the receiving processing time reduced significantly by 80%

Business growth:
The implementation this feature also allowed the warehouse accept a much wider variety of merchants and products for distribution, which expanded service reach and revenue.

Reduced effort:
The benefit to the user is a significant reduction in the effort required to complete the task of inducting lot-controlled goods, thanks to the streamlined automation process. 

© 2026 by Delekè Mobee Aromolaran. 

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