Encompass Automated Expiring Lot FEFO Alerts
Every morning, WebRun scans lot records in Encompass for stock expiring within 14 days, ranks each lot by days to expiry and quantity on hand, logs the full FEFO alert list to Google Sheets, and posts a prioritized Slack message to your warehouse team so the oldest lots are picked first and waste is minimized.
How do I automatically get FEFO alerts for expiring lots in foodservice distribution?
WebRun scans every lot record in Encompass each morning for stock expiring within 14 days, ranks each lot by days to expiry and quantity at risk, and posts a prioritized FEFO alert to your warehouse Slack channel before picking begins. Critical lots expiring within 3 days appear at the top. A 30-day audit log in Google Sheets supports food safety compliance.
- Critical lots expiring within 3 days surfaced before picking starts each morning
- Warehouse team picks in FEFO order without manually reviewing lot records
- 30-day audit trail in Google Sheets ready for food safety and compliance reviews
Built for foodservice distributors · broadline distributors · warehouse managers · food safety compliance teams
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
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WebRun signs in and gets to work
Opens
app.encompasstech.comin a real browser with your saved login - no setup, no API keys. -
1
Encompass - scan lots expiring within 14 days
encompasstech.com
WebRun opens Encompass to scan lots expiring within 14 days. - Open Encompass and navigate to the lot or batch management screen
- Filter to all lots with an expiry date within the next 14 days
- Capture lot number, item code, item description, expiry date, quantity on hand, and storage location for each
- Flag any lot expiring within 3 days as critical
- Sort by expiry date ascending so the nearest-to-expire lots appear first
Done when All lots expiring within 14 days are captured with item, expiry date, quantity, and urgency flag.
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2
Google Sheets - log expiring lots with days to expiry and quantity
google.com
WebRun opens Google Sheets to log expiring lots with days to expiry and quantity. - Append each expiring lot to the FEFO alert tracking sheet with today's date, item, lot number, expiry date, days remaining, quantity, and location
- Mark lots expiring within 3 days in red and those expiring within 7 days in amber
- Retain 30 days of history for audit and food safety compliance review
Done when All expiring lots are logged in the FEFO tracking sheet with color-coded urgency and audit trail.
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3
Slack - post FEFO alert to warehouse team
slack.com
WebRun opens Slack to post FEFO alert to warehouse team. - Post the FEFO alert to the warehouse Slack channel with critical lots (under 3 days) listed first
- Include lot number, item, expiry date, days remaining, quantity, and storage location for each lot
- Summarize total quantity at risk and mention the warehouse manager if any critical lots are present
Done when Warehouse team has today's FEFO alert in Slack with critical lots flagged and location details included.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Will it change picking priorities or lot assignments in Encompass automatically?
No. WebRun surfaces the expiring lots and their locations but does not modify pick rules or lot assignments in Encompass. Your warehouse team reviews the FEFO alert and applies the correct picking order.
Can the 14-day look-ahead window be changed?
Yes. Set the window to match your product mix. Short-shelf-life categories like fresh produce may need a 3-day window while ambient goods might run a 30-day scan. You can use different thresholds per category.
How does the Google Sheet help with food safety compliance?
The sheet retains 30 days of daily FEFO alerts with lot numbers, expiry dates, quantities, and timestamps. This audit trail can be exported for HACCP records or supplier traceability reviews.
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