PMU Knowledge · 23 July 2026 · 7 min read

PMU Stock Control, Expiry and Batch Traceability

Create a practical PMU stock-control system for expiry dates, opened products, batch traceability, quarantine, reordering and treatment records.

By Powdrr Academy, PMU Education & Business Team

Stock control in PMU is a client-safety and evidence system, not just a purchasing task. You should be able to identify what is approved for use, what was used for a specific treatment and which clients may be affected by a supplier notice.

The short answer: keep an approved-product register, record supplier and batch details at receipt, use first-expire-first-out rotation, mark opened dates where required, quarantine uncertain stock and connect every relevant product to the client treatment record.

Build an approved-product register

Buy from traceable suppliers and retain invoices and supplied documentation. “PMU pigment” on a marketplace listing is not enough provenance. Check the rules and insurer requirements applying to the products and location where you practise.

Receive, store and rotate stock

1. Inspect packaging, seals, condition, batch and expiry at receipt.
2. Match the delivery to the ordered product and approved register.
3. Record discrepancies and quarantine anything uncertain before it reaches the treatment area.
4. Store under the manufacturer’s conditions with clean separation and controlled access.
5. Place the earliest suitable expiry at the front and check it before use.
6. Mark opening information when the instructions require it; never extend life by guesswork.

Use a scheduled weekly quick check and monthly full count. The person counting should be able to distinguish unopened, opened, expired and quarantined items immediately.

Connect every treatment to its batch

Record the exact pigment or relevant product, shade, manufacturer and batch in the dated client record, along with device and cartridge details required by your process. If colours are mixed, record each component and the working ratio or formula at an appropriate level.

A photograph of bottles is not a complete system if it cannot be searched later or linked reliably to the client. Test retrieval: choose a batch and confirm you can identify affected treatments; choose a treatment and confirm you can identify the batch.

Use a clear quarantine and recall process

Quarantine means physically and digitally preventing use while a concern is assessed. Label the item, separate it, record who acted and contact the supplier, manufacturer, insurer or relevant authority as appropriate. Do not quietly return uncertain stock to the shelf.

Run an annual recall drill:

• select a batch from the register;
• find the remaining units and stop their use;
• identify treatment records connected to it;
• confirm contact and decision routes;
• record the time taken and any missing data.

If a real notice or adverse event occurs, follow the issuer’s instructions and relevant professional pathways rather than inventing a client message from memory.

Link products to risk assessment

Safety data sheets can inform an assessment, but HSE says they are not a substitute for a COSHH assessment. Consider how products are actually received, stored, decanted if permitted, used, spilled and disposed of. Review HSE’s COSHH assessment guidance and your local waste arrangements.

Connect inventory review to the PMU health and safety guide and Powdrr’s incident-response guide.

Reduce waste without risking safety

Set reorder points from average use, delivery lead time and a sensible safety margin. Avoid bulk buying shades that rarely move. Review expired stock to identify purchasing errors, but never use an expired or uncertain product to protect margin. Forecast purchases alongside the PMU cash-flow plan.

Frequently asked questions

What is FEFO in PMU stock control?

First-expire-first-out means using the suitable product with the earliest expiry first, while still checking condition, opening limits and manufacturer instructions.

What should I record for a PMU pigment batch?

At minimum, preserve the exact product, shade, manufacturer or responsible supplier, batch or lot, expiry and treatment link, plus other details required by your process.

Can I use pigment after its expiry date?

Do not override manufacturer instructions or applicable requirements. Quarantine expired or uncertain stock and follow approved disposal arrangements.

How long should PMU stock records be kept?

Set retention with current legal, council, insurer, manufacturer and clinical-record requirements in mind. Keep the rationale and review it when requirements change.

Test your traceability today

Pick one item and prove the full path from supplier to treatment record in under ten minutes. To develop the wider standards behind safe PMU practice, explore Powdrr’s PMU training or take the Powdrr quiz.

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