Key takeaways
- Expiry is tracked per received batch.
- Stock movements name the batch they came from.
- Returns credit the specific order.
- Temperature readings are logged and checked.
Frozen food distribution has one cost that never stops and one loss that arrives without warning. The cost is electricity; the loss is a batch that reached its expiry date in the freezer. Both are invisible in a business that records only what was sold. FrozenDesk PH records the batch, the temperature and the return alongside the sale.
Batches expire, products do not
Stock is received as a batch with a supplier, quantity, unit cost and expiry date. Days to expiry counts down and the status reads Good, Near expiry or Expired.
Two weeks of warning is enough to discount a batch to a reseller, which is the difference between a thin margin and a total loss.
Stock that matches the van
Every sale is a stock movement against the product and the batch it came from, so on hand is what should physically be in the freezer.
Negative stock on hand is a check for a reason: in this trade it usually means goods left without an order.
Returns are normal and must be credited
Frozen goods come back. A return records the quantity, the reason and the price billed, and its credit amount reduces the order's balance.
Crediting against the order rather than the customer's running total is what keeps a disputed delivery from becoming a disputed month.
The cold chain is the product
Freezer and van temperatures are logged with a time and a name, and anything warmer than minus fifteen reads Above limit.
A van running at minus twelve on the morning that six pieces of bangus came back thawed is a record, not an argument.
Review exceptions every week
Resolve duplicate IDs, missing links, overdue balances, negative amounts, and open operational items in CHECKS before using the dashboard for decisions.
FrozenDesk PH Private Google Sheets Web App is designed for use with a Google account, Google Sheets, and Apps Script, using owner-only deployment by default.
No FDA or local health permit filing, no temperature sensor or data logger integration, no barcode scanning, no route optimisation or GPS, and no supplier purchase ordering or import documentation.
Frequently asked questions
How far ahead does it warn about expiry?
A batch reads Near expiry once it is within fourteen days, and the dashboard counts near-expiry and expired batches together.
How should I record an expired batch?
Record an Adjustment Out stock movement for the quantity with the reason. The loss stays visible instead of disappearing from the count.
Does it read temperature sensors?
No. The log is a written record with a time, temperature and the name of whoever checked. Any data logger you use stays separate.
Does this replace official records?
No. No FDA or local health permit filing, no temperature sensor or data logger integration, no barcode scanning, no route optimisation or GPS, and no supplier purchase ordering or import documentation.
