Entering Stock Transactions - Batch Tracking

When entering stock transactions through the Stock application the system prompts for the batch/serial details where appropriate for the stock item and the transaction type.Within stock control only transactions that result in a physical movement of stock will prompt for batch serial details – so reservations, entry of purchase orders and cost/price changes do not prompt for batch details but sales issues, goods received, adjustments, etc. do.

Stock Issues

For batch/serial flagged items then after confirming the transaction update description for the transaction line you are asked for the batch/serial items to be issued.

The quantity of batch/serial items selected must equal the transaction issue quantity entered – you cannot complete this line until this is the case. The system can default to issue the batch/serial details in either a FIFO or a user-defined sequence such as an expiry date, you can select the batch/serial item manually by pressing <F4-Select> on the batch number input, or you can enter/scan in the batch code manually. For serial items the quantity is automatically set to ‘1’, for batch items the quantity defaults to the maximum physically available or the balance of the transaction qty remaining whichever is the smaller. Where issuing on a FIFO/user-defined sequence you can press <End> on the batch number input to automatically accept the default batch details.

In addition to the batch/serial number and quantity the system can give extra items from the batch record for display and/or input. Up to five extra items can be defined (subject to screen limitations) per transaction option via the Batch Tracking System Profiles.

For ‘matrix’ flagged items after entering the stock code you are asked to confirm a ‘pre-selector’ (one of the dimensions of the matrix such as colour) and then the available ‘batches’ are listed for you to scroll up/down entering the quantities required.When you exit from the list the transaction qty is set as per the total batch quantity entered.

For Template items then after confirming the transaction update description you are prompted for the templates ‘pre-selector’ and then asked to select from the batches for that ‘pre-selector’.

Purchase Deliveries / Goods Received

For batch/serial items then after inputting the transaction update description you are prompted for the batch/serial details received. As with issues these can be manually entered or scanned – for serial items the quantity defaults to 1 and you have to enter sufficient numbers that the quantity of serials received equals the transaction qty entered. For batch items the quantity defaults to the transaction qty entered though can be overtyped – again the total quantity of entered batches must equal the transaction quantity. Alternatively, if set to auto-generate batch numbers these will default for you to confirm/amend as required, with the <End> key available to auto-accept.

Matrix items operate in the same manner as per stock issues – you are prompted for the pre-selector and then the available ‘batches’ are listed for you to enter the quantity received against.Pressing the <End> key completes batch input and the transaction quantity is set for you to match the total batch quantities entered.

For Template items you are also asked for the pre-selector on input of the stock code and the system then lists the batches for that item (together with the next sequence number) for you to enter the quantity received against. Pressing the <End> key completes the batch input, defaulting the transaction quantity to the total entered batch quantity, and then continuing to prompt for the remaining transaction detail.

As with Stock Issues you can prompt/display up to five extra items from the batch file for the receipt.

Stock Adjustments

For batch/serial items if you enter a positive transaction quantity, i.e. you are increasing the physical quantity of stock, then the system allows you to create new batch/serial items on entry of batch details (and if auto-generate enabled will default to this). For serial number items you could press <F4-Select> or manually enter an existing serial provided it has a 0 physical quantity, for batch items you can add to any existing batch.

If you have entered a negative transaction quantity, i.e. you reducing the physical quantity of stock available, then you can select from the existing serial/batch items as per the stock issue process.

For matrix items after entry of stock code you confirm the ‘pre-selector’ and the system then lists the available ‘batches’ for entry of the adjustment quantity against. Once complete pressing <End> updates the transaction quantity as per the total entered quantity for the ‘batch’ details.

For template items you enter the quantity and then confirm the pre-selector and select the appropriate ‘batch’ code to adjust.

Transfers / Location Transfers

When transferring from a non-batch item to a batch/serial tracked item then after confirmation of the ‘to’ stock item the system asks for the serial/batch numbers to be updated/created as it does on a goods receipt, auto-generating the numbers if required.Similarly if transferring from a batch/serial tracked item to a non-batch item the system asks you to select the batch/serial items to be transferred after input of the transfer quantity, issuing on a FIFO/user-defined sequence if configured accordingly.

When transferring from matrix items to a non-batch item the system asks you to confirm the ‘pre-selector’ and the system then lists the available batches to enter a transfer quantity against. When transferring to a matrix item from a non-batch item the system again asks you to confirm the pre-selector and lists the available batches to enter a transfer to quantity against.

When transferring from template items to a non-batch item the system asks you to confirm the ‘pre-selector’ and then allows selection of the batch to transfer. When transferring to a template item the system asks for the pre-selector and then allows input/selection of the batches to update.

Special restrictions apply when transferring from one batch tracked item to another batch tracked item to maintain batch traceability.

Generally speaking when transferring to a batch item only one ‘to-batch’ can be updated at a time – the exception to this is where transferring between identically configured items (such as same stock item within different locations) where if transferring the whole of the batch then the system can ‘retain’ the same batch number on the ‘to’ stock item.

When transferring from/to serial items then the system will offer, for identically configured stock items, to retain the same serial number on transfer. Where they are not identical (or you elect not to retain) the system will offer to default the serial number on to ‘to-item’ for you to amend to match the ‘to-stock’ items format. Alternatively you can select/enter the serial numbers required for the ‘from’ item.

Stock Take

For Stock Take processing, when entering the counted quantity for the stock item then allows you to enter the counted quantity for each of associated serial/batch/matrix/template items. If you have counted a batch/serial item that isn’t recorded for that stock item you can enter the code and use the <F7-Option> key to create this item on the ‘unknown’ batch code warning. As an alternative to selecting the stock item and then the batch details, you can (via the F7-Option key on stock code input) enter the counted quantity details of the batch items which will be accumulated for the counted details on the stock item.

If perform the adjustments automatically then the system will generate the adjustments for the discrepancy between the counted and compare quantities on the appropriate batch/serial items. If performing the adjustments manually the system will default the batch adjustment details ensuring that the total adjusted batch details matches that of the stock adjustment quantity.

Stock Assemblies

Where a batch-tracked item is used as a component within an assembly then on build of the assembly you will be prompted for the serial/batch details to be issued, the standard options of F4-Select and issuing in FIFO/user-defined sequence being applied.

Where a batch-tracked item is to be built then you will be prompted for the batch/serial to be updated as part of the build process – defaulting to the next in sequence where appropriate.