V8 - Lots

Lot tracking, a feature available to Plus and Pro plan subscribers, is used to track batches or groups of a specific item. Lots work similarly to serialized inventory, except a lot represents a group of items instead of an individual unit. Although all lot items are included on the Items list (Operations menu > Inventory > Items), this list is designed only to provide the characteristics of a lot item. The Lots list (Operations menu > Inventory > Lots), however, provides the in-stock information of the physical items in the warehouse, as well as the lot number and the name of the item to which it corresponds, the quantity in stock, the quantity available to be picked, the lot's expiration date, and whether it has been recalled.

A lot number is assigned to each batch of items, and the number stays with the batch as it goes through the system. You can track when each batch was received, shipped, manufactured, and so on, as well as set an expiration date for the lot. If a customer reports something wrong with the lot, you can mark it for recall.

The Plus and Pro plans of SOS Inventory support lot inventory.

Automating lot numbers

In the Purchasing settings (Settings > Purchasing settings), many settings make lot tracking more powerful. You can enable settings to automate the generation of lot numbers, add a prefix to the number, set the number length, and either generate the numbers randomly or keep them in sequence by providing a starting sequence number.

Enabling lot tracking for a new item

If you need to enable lot tracking for an existing item that is not currently lot tracked, the steps involved are different from those listed here. Refer to Converting a non-lot-tracked item to a lot-tracked item for more information.

To turn on lot tracking for a new item, do the following:

1. Create a new item using either of the following methods:
   1. On the Task bar, go to the Quick add menu and select Item (Quick add > Inventory > Item).
   2. Go to the Items list (Operations menu > Inventory > Items), then select Add new.
       
2. On the item Edit page:
   1. Enable the Track lot numbers setting.
   2. Enter data in other fields as needed. (Do not enter any data in the Starting inventory fields.)
   3. Save.
       
3. Load stock into inventory. Load quantities with an item receipt (Operations menu > Purchasing > Item receipts) or an adjustment transaction (Operations menu > Inventory > Adjustments). If you use an adjustment, you must first create the lot from the Lot list (Operations menu > Inventory > Lots).
    
   warningIMPORTANT: You MUST create the item first and set it as lot tracked before loading quantities. A bulk edit cannot be used to change the quantity or value of lot items.  

Converting a non-lot-tracked item to a lot-tracked item

The steps required to convert an existing non-lot-tracked item to a lot-tracked item depend upon whether its current stock level is at zero.

If the item has a stock level of zero  

1. On the Items list (Operations menu > Inventory > Items), choose Edit on the item's Actions menu. 

2. Enable Track lot numbers on the item's Edit page. 

3. Select Save and close. 

4. No further action is needed.  
    

If the item has a stock level other than zero 

1. Disable syncing between SOS Inventory and QuickBooks Online.

   1. Go to the QuickBooks sync settings page (Settings > QuickBooks setup). 

   2. Set the Directional sync field to Do not send data in either direction. 

   3. Scroll to the bottom of the page and select Update.
       

2. Run the Inventory stock status report (Operations menu > Reports > Inventory > Inventory stock status).

   1. Under the Filters section:

      1. Select All for the Location.

      2. Enter the name of the item in the Item name contains filter.

   2. Under the Actions section, select Display report. 

   3. In the report results, note the locations where the item is present and the quantities at each location. 
       

3. For each location with quantities of that item, create an inventory adjustment (Quick add > Inventory > Adjustment). Change the quantity to zero for each adjustment, noting the value of the adjustment for that location.
    

4. Go to the Sync queue (Sync > Preview Sync). Scroll to the bottom of the list and delete the adjustment transactions from the queue. (This does not affect QuickBooks since lots are merely added to existing stock in SOS Inventory.)
    

5. Go to the item’s record in the Items list (Operations menu > Inventory > Items) and select Edit on the item's Actions menu.

   1. Enable Track lot numbers.

   2. Select Save and close. 
       

6. Create an item receipt (Quick add > Purchasing > Item receipt) for each location in which you adjusted the item.  
    

   warningIMPORTANT: You MUST edit the item and set it as lot tracked before loading quantities. A bulk edit cannot be used to change the quantity or value of lot items.  

    

   1. Select the vendor from which the items were purchased.

   2. Select the location to which you are reloading the now lot-tracked item.

   3. Add the lot-tracked item to the line items table and include for that location the following information. (Refer below to the Methods for adding lot numbers on transactions section, if needed.)

      1. Appropriate lot number.

      2. Lot expiration date.

      3. Quantity of the lot.

      4. Total value of the lot in the Amount column. 

      5. If that item has more than one lot at that location, add a line for each additional lot, repeating Steps 6.c.i-6.c.iv.

   4. Set the Payment option to None.

   5. Select Save and close. 
       

7. Once all locations have been restocked, check the Items list and the Lots list to validate that the item is correctly lot tracked. 
    

8. Restore syncing between SOS Inventory and QuickBooks Online.

   1. Go to the QuickBooks sync settings page (Settings > QuickBooks setup). 

   2. Set the Directional sync field to Send data in both directions. 

   3. Scroll to the bottom of the page and select Update.

Using lot items in transactions

Once lot tracking has been enabled, whenever you use that item on transactions, the system will prompt you for the lot number. Depending on the type of transaction, the system will prompt you to perform one of the following: 

• Assign a lot number to every lot-tracked item that is added to inventory via an item receipt or is an output of a build or process. A lot number for a lot-tracked item that you receive or manufacture must be specified before SOS will add the stock of that item into inventory.
   
• On other types of transactions that require it, identify the specific lot of a lot-tracked item by its associated lot number. When shipping a lot-tracked item, for example, it is important to indicate on the transaction which lot is being sent to your customer. Pick from the lot dropdown for that item the lot number that matches the one you are shipping. This same principle applies to lot-tracked items on adjustments, transfers, pick tickets, returns to vendors, and returns, as well as the input items used on builds and processes.

Methods for adding lot numbers on transactions

Use any of the following options to assign lots to items:

• S/N fields. Scanning or manually typing the lot numbers is commonly done when receiving lot items from a vendor.
   
• Auto serial/lot numbers. System-generated numbers are the easiest option when using a build or process transaction in the manufacture of lot-tracked items. When you check the Auto serial/lot numbers box on the transaction, the Lot field boxes disappear; so specify the date in the lot Expiration field before selecting Auto serial/lot numbers. When the transaction is saved, the system assigns lot numbers according to the automated lot number specifications established by your company in the Purchasing settings (Settings > Purchasing settings). Open the saved transaction to see the lot numbers assigned and their expiration dates.

Do not create a new lot via the Lots list (Operations menu > Inventory > Lots). The exception to this rule is if you want to add quantities for a lot-tracked item with an adjustment transaction. In this instance, you must first create the lot, then you can access the lot from the dropdown on the adjustment transaction.

Matching a lot on other transactions or on an input of a build or process transaction

After one or more lot numbers have been assigned to a lot-tracked item, you must indicate on transactions which lot(s) you are shipping, adjusting, transferring, etc.  Select from the transaction dropdown in the Description column the number that corresponds to the lot being shipped, adjusted, transferred, etc. Below is a screenshot of the lots available for Argyle Cloth Red:

The dropdown displays not only all existing lot numbers for that item, but also each lot's total quantity on hand at that location (shown within parentheses), as well as its expiration date.

If you have multiple locations, keep in mind that quantities of the same lot may be spread across those locations.

Use the Lot stock status report if you need to know whether any additional quantities of the same lot are in stock at other locations. In the report's Filters section:

1. Choose All as the Location
2. Enter the lot number in the Lot number contains field
3. Select the appropriate option for your transaction in the Status field. 

A transaction that includes multiple lots of the same lot-tracked item needs a separate line item for each lot required. Be sure the quantities entered for each lot are accurate.

Adjusting lot-tracked items

For existing lots, use an adjustment transaction (Quick add > Inventory > Adjustment) if you need to adjust your inventory of items tracked by lot at a specific location. The system will prompt you for the lot number(s).

If the lots are brand new, they must be created before they can be selected on the adjustment. Then you can adjust quantities and values up or down, as needed.

Creating a lot

Lots are normally created in SOS Inventory when they are added via an item receipt. The exception to this rule is when lots are used in an adjustment transaction. If a new lot is needed to add quantity in the adjustment, go to the Lots list (Operations menu > Inventory > Lots), then select Add new. Complete the fields for Lot number and Description, choose the lot item from the Item dropdown, and select the lot's Expiration date. If the lot has been recalled, check the Recalled box. The new lot will then appear in the adjustment's Lot dropdown.

Viewing the history of a lot

To view the history of a lot, go either to: (1) the Lots list (Operations menu > Inventory > Lots) and use the item’s Actions menu to select Transaction history; or (2) the Lot history report (Operations menu > Reports > Inventory > Lot history) to view the history of one or more lots.