Creating and maintaining serial-batch numbers
Menu path
- Inventory ➔ Serial/batch ➔ Serial (for serial numbers)
- Inventory ➔ Serial/batch ➔ Batch (for batch numbers)
Introduction
Serial and batch numbers are used primarily for tracking items that you bought. A serial number is unique and is used to identify a single piece of item. These items are usually higher in value and have a service warranty. You may want to use serial numbers for items such as microchips and television sets since these items involve a service warranty.
A batch number identifies a group of similar items for a particular production run. They are mostly low in value and are grouped into more than one unit. Furthermore, the items can be produced on different production sessions. You may want to use batch numbers for items such as screws and pens where it is not feasible to assign each unit a number.
Serial and batch numbers are very useful especially for quality tracking purposes. If a complaint is received with regard to the item, the serial or batch number can be used to identify its origins so that investigative measures can be taken. With a serial number, you can identify the exact unit which is giving fault while a batch number identifies which production run that gave problems. For every item created in the system, the item can either have a serial number or a batch number. As such, if the item appears in the serial number list, it will not appear in the batch number list. This is because the serial list only lists items that have serial numbers while the batch number list only lists items that have batch numbers.
What version are you using?
The information in this document is applicable to product update 404 and higher. If you have versions lower than this, certain features explained here will not be applicable.
How do I create serial or batch numbers?
- In the Inventory / Serial/batch / Serial screen (for serial numbers) or Inventory / Serial/batch / Batch screen (for batch numbers), click New.
- At Number, type the serial/batch number of the item. This is mandatory.
- At Description, type the description of the serial/batch number.
- Under the General tab in the Serial/batch section, type or select the code of the item at Item code. Once an item code is selected, information linked to the item will be automatically filled at Supplier, Warehouse, and Location.
- At Warehouse, type or select the warehouse that the item with this serial/batch number will be stored in.
- Click Save.
- Click Close to exit.
How do I edit serial or batch numbers?
- In the Inventory / Serial/batch / Serial screen (for serial numbers) or Inventory / Serial/batch / Batch screen (for batch numbers), select an item code.
- Click Zoom to display the list of serial/batch numbers belonging to the item code.
- Select a serial/batch number, and then click Zoom.
- Make changes to the information required.
- Click Save.
- Click Close to exit.
How do I monitor the changes made to existing serial or batch numbers?
- In the Inventory / Serial/batch / Serial screen (for serial numbers) or Inventory / Serial/batch / Batch screen (for batch numbers), select an item code.
- Click Zoom to display the list of serial/batch numbers belonging to the item code.
- Select a serial/batch number, and then click Zoom.
- Click the Log tab to view a log of the changes made to the serial/batch number.
- Click Close to exit.
Fields
Serial number / Number
Type the serial/batch number as seen on the actual item. This is mandatory. A serial number must be unique for each type of item. Batch numbers need not be unique for each type of item.
Description
Type a description for the serial/batch number. This can be the same as the serial/batch number or left blank.
Blocked
Select this check box to block the serial/batch number from being used. When it is blocked, the item with this particular serial/batch number cannot be sold or used internally.
Tabs
General tab
This tab allows you to fill or edit general information of the serial/batch number.
Serial/batch section
Item code
Type or select an item code for the item. This must be from an item code created previously. This is mandatory.
By specifying the item code, the serial or batch number will be associated with a particular item. This enables subsequent purchases of the item to have a serial or batch number and therefore, traceable.
Lot number
Type or select a lot number for the serial or batch number. Use lot numbers to group serial and/or batch numbered items that were produced or purchased at the same time. This is done for easy tracking. In this aspect, a single lot number can be associated with many different serial and/or batch numbers. This allows lot numbers to be duplicated for different items.
Start date
Type the date the serial or batch number’s validity ends. This can also be used as a validity end date such as for guarantee or warranty periods.
End date
Type the date the serial or batch number’s validity ends. This can also be used as a validity end date such as for guarantee or warranty periods.
Supplier
Type or select the supplier of the item.
Warehouse
Type or select the appropriate warehouse the item will be stored. This is mandatory.
Location
Type or select the appropriate warehouse location where the item will be stored.
Note: This option is available only if you have selected the Warehouse locations check box at System ➔ General ➔ Settings, under Inventory settings. This is mandatory. If the check box is not selected, you will not be able to record the general location within your warehouse where your inventory will be stored.
Quantity received
This shows the quantity received for the item with the serial or batch number. If it is a serial number, the quantity cannot be more than one since one serial number is unique to one item only. If it is a batch number, the quantity can be more than one since more than one item can be associated with a batch number.
Quantity used
This shows the quantity of the item with the serial or batch number that is being used. If it is a serial number, the quantity cannot be more than one since one serial number can be used at any one time only. If it is a batch number, the quantity can be more than one since more than one item within the batch can be used at the same time.
Quantity available
This shows the quantity of the item with the serial or batch number that is available for use. The amount is derived by deducting the quantity used from the quantity received.
Picture
Click this to attach a picture to the serial/batch number.
Notes
Click this to type further remarks about the serial/batch number.
Attachment
Click this to attach a file with the serial/batch number.
Current: In use section
This column displays the dates and time that the production operations actually began. The dates and time can be modified.
Person
This displays the person who is currently using the item with the specified serial or batch number.
Warehouse
This displays the warehouse the item with the specified serial or batch number that is currently in use was originally located at. This information cannot be edited.
Location
This displays the warehouse location the item with the specified serial or batch number that is currently in use was originally located at.
Change
Click this to change the details of the person who is currently using the item. This can happen for instance, in the event the item changes hands and is used by another person.
Supplier: Info section
This section provides information about the main supplier of the item. This is specified under the Purchase/Sales tab at Inventory ➔ Items ➔ Maintain, then select the item and click Open.
Activities tab
This tab is available only if you have the CRM module. It shows the activities related to the item that has the specified serial or batch number. These activities relate to the activities of maintaining customer relationships. The options available allow you to filter the existing search results.
Type
This column displays the component production numbers. You can view the sub-component production of the production order by clicking the plus sign next to the number.
Status
This column displays the levels of the component productions in the assembly structure.
Priority
This column displays the codes of the make items being made on the component productions.
Created
This column displays the descriptions of the production orders.
Communications section
This section lists the activities that fulfill the selected criteria. Where relevant, you can also click the New, Edit, or Delete icons to add, edit or delete the activities respectively.
Extra tab
This tab allows you to use extra fields for your own purposes. The extra fields can be customized at System ➔ General ➔ Free fields.
Log tab
This tab displays a log on certain changes made to the serial/batch number, such as changes to the Block check box and the following fields: Description, Start date, End date, Lot number, and Supplier.
Buttons
MRP
Click this to view the Material Requirements Planning (MRP) of the item with the specified serial or batch number. This shows the requirements and availability of the item. This button is available only if you have the Manufacturing module.
Save
Click this to save the changes made.
New
Click this to create a new serial/batch number. You will be asked if you want to save the current entry.
Close
Click this to exit.
Related documents
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Attachments & notes |
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Online help main |
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Document ID: |
13.803.717 |
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Date: |
26-09-2022 |
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