Marking a Stock Item as Batch/Serial Tracked - Batch Tracking

For a stock item to record batch/serial details it must be flagged accordingly, typically this is done when you add a stock item either through the stock maintenance screen or via a stock extra maintenance screen. Note that you cannot mark an existing stock item as batch/serial tracked whilst it has a non-zero physical quantity.

Batch Type (BSMT)

This item, when set, controls the type of batch tracking applied to the stock item.

B – Batch Tracked is used where several items are part of the same batch and a code is assigned for that batch.

S – Serial Number Tracking is used where each single item has a serial code recorded for it.

M – Matrix Tracking is used where an item is not ‘batch-tracked’ as such but instead is available in different configurations. For example, a particular type of shoe may be available in different colours and sizes. The Matrix defines the colours and sizes available (up to three factors can be defined) and as stock is updated you select the matrix’s appropriate.

T – Template is used where a combination of matrix tracking and batch tracking is required inserting the batch code between the stock code and the matrix factors.

Matrix Lookup (MT)

Only applicable for Matrix/Template stock items this option allows you to select the matrix of available combinations appropriate for this item.

Batch Heading

Whenever physical stock is updated a pop-up form asks for the batch/serials to be updated typically asking for the batch code and quantity. This option allows you to enter a heading to replace the heading ‘Batch Code’ with a description that is more meaningful for the stock item.

Prefix Stock Code

The batch tracking details are held in a separate database and only one batch can have a particular batch/serial number. With differing suppliers for different stock items it is possible that the same serial number may be used on more than one product. When set to ‘Y’ the batch code is prefixed with the stock code so that the combination of stock/batch code is unique.

Auto Gen Batch No

If assigning batch numbers internally then, provided the format is primarily numeric, the batch numbers can be automatically incremented on goods receipt.

Sequence Format (T)

Only applicable for template batch types this option asks for the code format to be appended to the matrix format for the batch number. As with standard code format settings you can use Alpha or Numeric formats – i.e. A999 has the batch code of one letter followed by three numbers.

Batch Format

Automatically set for you on Matrix and Template batch types, for Batch and Serial types you can set the code format that batches/serials must be entered to match. Again the format can be any combination of alpha and numeric characters up to thirty characters in length. If this item is left blank then the format as set in the Code Formats defined in the Installation section is used instead.

Last Batch Code

If set for automatic generation of batch codes then the last batch code is recorded here – on initial set-up you may set this but should be left unchanged once in use.