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Record Bin Locations on Batch or Serial Items

Article Number: 2152 | Rating: Unrated | Last Updated: Thu, Jun 22, 2023 at 10:28 PM

Diamond and Premier Only

This feature allows for the recording of stock holding locations against individual batch/serial entries for stock codes.

Batch Code Selection

When entering a transaction where you are prompted for Batch Codes a new input/display item is shown for the Location.

When selecting a Batch/Serial then, subject to configuration, F4-Select is available to select and you may have the location as one of the search/list items within the batch selection displays. When selecting a batch the system returns the current location to be amended or viewed.

Depending on configuration the location item maybe view-only. If input is allowed then you can press F4-Select to change the location of this batch/serial item. Note that when receiving goods into an existing batch (or issuing goods out of a batch) if you update the location you are updating this for all items within the current batch.

If receiving stock into a new batch the system will default the location to that set within the Stock System Profiles and you can amend this as required. Any further batches created within the same entry for the stock code will default to this amended batch.

Maintain Locations

A new option is available within the Batch Tracking application menu to allow for the maintenance of Batch Locations.

Locations must exist (including the default location) for selection when booking/issuing serial items.

Transfer Batch between Locations

A new option within the Batch Tracking application is available to record the location for existing batches or to transfer a batch between locations.

When you transfer a batch from one location to another a type 7-transfer transaction is created. Note the transaction qty on this transaction is 0 (for batch statement purposes) but the from/to locations will be recorded and the quantity moved will be recorded within the Batch-Quantity ‘copy’ item.

Installation

Database Changes

Changes are required to the Batch, Batch Transaction and, optionally, the Stock Records database. To add these items select Installationfrom the main menu followed by Application Manager and then Restructure A Database. Select the Batch Tracking application. Elect to update the Live Files and then select the Batch Code File. The existing data items are then displayed on screen, scroll-down to the next available blank entries and create the following items:

To insert a new item press <Enter> against a blank entry, enter the title as required and press <Enter>, select the item type (using the drop-down list if required), and depending on item type select the size required.

Once the required items have been recorded press the <ESC> key and select the UPDATEbutton to save the database changes. When prompted respond ‘Y’ to the prompts to ‘Extract Existing Data to New Database Structure’ and, if appropriate, ‘Copy Table Entries from Old Database to New Database’. Final prompts ask to ‘Remove (.OLD) Database’ and to ‘Carry Out the Same Restructure on the BASE File as well’ – respond as required. If you select to update the base file you need to manually insert the new items at the same data item positions as on the live file.

Once you have updated the Batch File you need to repeat the process for the Batch Transaction and, if required Stock Files.

File Item Name Type Description

BAT LOCATION X (10) Holds the current location for the batch/serial item. You may want to make this a secondary index or extra selection item to enable location searches when selecting a batch code.

BTT FROM-LOC X (10) Holds the location of the batch/serial item before the current transaction.

BTT TO-LOC X (10) Holds the location of the batch/serial item after the current transaction

BTT BATCH-QTY K, L, M Holds the quantity remaining in the batch/serial item after the current transaction.

STA LOCATION-TRK ? Optional flag item indicating whether the current stock item which, if set, is to record locations for its batch/serial items. If not referenced then all batch/serial items will record their location (if feature enabled)

In addition a new database is required - ???-BTL.DFD - to hold the available bin locations.

As part of the update the installation procedures will install a BASE structure for the file and you can use the Datafiler ‘Create / Amend Database’ tools to create live equivalents of these databases. Note that apart from when adding your own items to the location file the system uses a fixed structure for the database and the system items must be in set item positions.

The base structure for the bin location database includes:

File No Item Name Type Description

BTL 1 LOCATION X (10) Prime-Index. Holds the location code for the batch location.

BTL 2 LOCATION-DESC X (30) Secondary-Index. Holds a description for the location code.

Location of Files

The new Batch Location file needs to be added to the Location of Files for the company. To update the file pathname select Installation from the main menu followed by Application Managerand Location of Database Files. Against the prompt ‘Change the Live Files’ respond Nto update the base files and leave blank the prompt for Global File Name Changes Required. Move through to screen 4 of the Location of Files and reference the pathname for the base Batch Locations file.

After referencing the Base File repeat the process to update the Live file pathnames.

Note

Once referenced within the Location of Files options are activated within Controls & Audit Manager to allow auditing, expanding and setting auto-expand limits for the Batch Location file.

Database Profiles

The new data items need to be referenced within the Database Profiles. To update these settings select Installation from the main menu followed by Application Manager and Set Database Profiles. Choose the Batch Tracking application as required before firstly selecting theBatch Optional 2 parameter screen.

On the left of the screen is the prompt Batch Location– against this item reference the data item number of the equivalent item created above, <F4-Select> is available if required. After referencing the Batch Location select the Trans Mandatory parameter screen.

On the left of the screen are the prompts From Location and To Location – against each item reference the data item number of the equivalent item created above, <F4-Select> is available if required. After referencing these items select the Batch Location parameter screen.

On the left of the screen are the prompts Location Code and Location Name – against each item reference the data item number of the equivalent item created above, <F4-Select> is available if required. After referencing the location items select the Copy BAT to BTX parameter screen.

Here you define the ‘copy item’ to update the new ‘BATCH-QTY’ item on the Batch Transaction file – this allows the transaction to record the quantity of the batch item within that location after the transaction. Copy the PHYSICAL item from the Batch File to the new BATCH-QTY item.

System Profiles

A new parameter has been added to screen 1 of the Batch Tracking parameters to enable the location recording options. To update the profiles select Installation from the main menu and lock out the system before selecting the System Profiles option and the Batch Tracking application.

Prompt for Item Location on Batch Movements – set to enable the prompt for Batch Location recording when a batch/serial item is selected. When set a pop-up parameter screen is displayed allowing the setting of further parameters.

Mandatory Prompt for Item Location – set whether for (selected) batch/serial tracked stock items the recording of the item location is mandatory or whether it can be left blank.

Code Format for Batch Location – set the prime-index code format for the batch location record. Usual format options of A-Alpha, 9-Numeric, and U-Uppercase Alpha-Numeric are available with usual delimiter characters. A typical format might be UUUUUU to allow a location of up to six alpha numeric characters.

Default Location for New Batches – if receipt of stock creates a new batch/serial item record the default location for new items here.

Stock Item to Enable Batch Locations – if you wish to control by stock item whether location recording is enabled reference the Stock flag data item created earlier here.

If Location Tracking is enabled a new Optional 5 parameter screen is available to control whether the batch location item is view only for nominated transaction types.

Against each transaction type set whether the location code item is view-only as required. You may typically wish to set the ‘issue’ items for view-only unless you require the ability to change the location for the ‘balance’ of a batch/serial item after issue.

Note

The additional Location item displays after the quantity input in batch pop-ups but before display/input of any extra batch items. Display limitations may mean that when location recording is enabled some previously defined extra items are no longer available for display/input – the batch code, location code and extra item sizes can all affect the display of these items.

Select Key Definition

The list items available when you press <F4-Select> on the location input are defined within the Select Key Definition for Batch Tracking. To update the list items select Installation from the main menu followed by Application Manager and then Select Key Definition. Select the Batch Tracking application before moving through the list items for each database in turn (use the PAGE-DOWN key) until the Batch Location items are displayed.

Reference the list items required and set whether list items are to be displayed in LIFO sequence, automatically sorted in the order of one of the display columns or whether F4 selection focuses on entry of the location or location description items (assuming primary and secondary index respectively). Once items set here they apply to the location input throughout the applications.

Note

You may also wish to update the Batch File list items to include the location code.

Application Screen Layouts

A new maintenance screen is available for Batch Tracking to maintain the Batch Location file. To update the screen layout users can select the Installationoption from the main menu followed by Application Manager and then Application User Facilities. Select the Batch Tracking application before selecting the Maintain Batch Location screen.

Screen Design is in the usual manner - To insert text labels such as ‘Location Code’ use the mouse to position the cursor where required and then type the required text. To insert the data items position the cursor where required and press the <F4-Select> key and choose the data item required. Set whether items are view-only, mandatory or require uppercase input as required. Once the layout is complete choose File and then Save & Exit.

Note

You may also wish to update the Batch Code Enquiry display to include the Batch Location – this screen is used for the ‘Transfer Batch between Locations’ action.

Menu Design

Options to Maintain Batch Locations and to Transfer Batch between Locations need to be added as required to the Batch Tracking menu. To add a new menu option sign-on as the CONFIG user and select Application Menu Design, choose the menu to update (the main Batch menu is BT.D03) and then select to update either the left or right-hand menu. Move down to a blank menu entry and enter the title required then press <Enter> to enter the menu parameters.