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 not designed to provide specific information on each lot. The Lots list (Operations menu > Inventory > Lots), however, provides 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.

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 an item

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

1. If you are creating a new item, perform Step 1a or 1b, then skip to Step 3. (For an existing item, skip Step 1 and go to Step 2.)
   1. On the Task bar, go to the Quick add menu and select Item (Quick add > Inventory > Item) or
   2. Go to the Items list (Operations menu > Inventory > Items), then select Add new.
       
2. If you need to enable lot tracking for an existing item, open the item record for editing by selecting the Edit button for that item on the Items list.
    
   warningIMPORTANT: If you want to convert a current item to being lot tracked, first you must zero out the quantity and value of the item using an adjustment transaction, noting the total value for the adjusted item.
3. On the item Edit page, turn on the Track lot numbers setting, make any other changes if desired, then save the changes.
    
4. Load (or reload, if you completed Step 2) stock levels into inventory.
    
   warningIMPORTANT: You MUST create or edit the item first and set it as lot tracked before loading quantities, which must be done via an item receipt or an adjustment transaction. A bulk edit cannot be used to change the quantity or value of lot items.  

Using lot items on 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 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 transaction 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, and returns, as well as the input items used on builds and processes.

Adding lot numbers and quantities

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

• Scan or manually type a number in each Lot field. This is commonly used when receiving lot items from a vendor.
• Authorize SOS Inventory to assign system-generated lot numbers. This is the most convenient option when using a build or process transaction to manufacture 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.

Do not use the Add new feature on the Lots list (Operations menu > Inventory > Lots) to create a lot. 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 using the Lot list's Add New function. 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 Filters section, choose All as the Location, enter the lot number in the Lot number contains field, and 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 first before they can be selected on the adjustment.

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).