V9 - Converting the lot- and serial-tracked status of existing master and variant items

For general information on using master and variant items, see Working with item variants.

edit_noteNOTE: When converting variants to serial- or lot-tracking, you must complete a physical inventory of the variants at each location before you start this process. This allows you to compile the serial numbers to be assigned, as well as lot numbers and their expiration dates. You may need to see your accountant to get vendor information and costs from your vendor invoices.

The steps required to enable or disable lot or serial tracking for existing master and variant items are as follows:

Disable syncing between SOS Inventory and QuickBooks Online.
1. Go to the QuickBooks settings page (Tools & settings > Configuration > Connections > QuickBooks).
2. Uncheck the boxes for Sync SOS Inventory to QuickBooks and Sync QuickBooks to SOS Inventory.
3. In the top right corner, select Save.
If your master and variant items are not currently lot or serial tracked, run an Inventory value report (Operations > Reports > Inventory > Inventory value). If they are lot or serial tracked, skip to Step 3.
1. Under the Filters section:
  1. Select All for the Location.
  2. Enter the name of the master item in the Item name contains filter.
2. Under Retrieve your report, select Download. The recommended report type is Excel.
3. In the downloaded spreadsheet, note the locations where the variant items are present, as well as the quantities and values at each location. Keep this information handy, as you will need it to complete later steps.
4. For each location with quantities of one or more variants, create an adjustment (Quick add > Inventory > Adjustment). Change the quantity to zero for each variant with quantities at that location. Values are calculated automatically for you and should match the spreadsheet.
If your master and variant items are currently lot or serial tracked:

edit_noteNOTE: Please be aware that completing the following steps will remove all warranty information for serial items and all expiration dates for lot items. If you currently have serial items in the possession of customers that are still under warranty, you will need to add them individually under the Serial inventory list after the conversion is complete.
1. Run an Inventory value report as described in Steps 2a through 2c.
2. Create an adjustment (Quick add > Inventory > Adjustment) for each location with quantities of one or more variants.
  1. Change the quantity to zero for each variant with quantities at that location.
  2. For serial inventory, select all serial numbers in the Description block using the serial number (format_list_bulleted) icon.
  3. For lot inventory:
    1. If only one lot has quantity at this location, select the lot in the Description block.
    2. If the variant has more than one lot, you must create a new line item for each lot. Then select the lot in the Description block.
Go to the Sync queue (Sync > Preview Sync). Scroll to the bottom of the list and delete the adjustment transaction(s) from the queue. (This does not affect QuickBooks since lot and serial numbers are merely added to or removed from existing stock in SOS Inventory.)
Go to the master item record in the Items list (Operations > Inventory > Items) and click its name to open its Edit page.

warningIMPORTANT: A bulk edit cannot be used to edit master or variant items.
1. Enable (or disable, if desired) Track serial numbers and/or Track lot numbers.
  
  edit_noteNOTE: Changing the master item's Track serial numbers or Track lot numbers settings will not change those settings for existing variants. For existing variants, you must manually edit the serial or lot tracking settings in their item definitions. However, the system will automatically give any new variants you create after the conversion the same serial or lot tracking status as the master item.
2. If you are using serial numbers and have defined warranties, select the appropriate warranty for this master item, if applicable.
  
  edit_noteNOTE: This will not add the warranty to existing variants, but warranties will be added automatically to any new variants you create after the conversion. For any existing variants, you must add the warranty to their item definitions.
3. Select Save and close.
Reload the variant items that you adjusted out.

warningIMPORTANT: A bulk edit cannot be used to edit variant items or add lot or serial numbers.
1. You must reload your variant items with either an item receipt (Quick add > Purchasing > Item receipt) or an adjustment for each location in which you adjusted out the inventory.
  1. If you have disabled lot and serial tracking, use an adjustment for each location to add the total variant quantities and values, as you noted in Step 3.b.iv.
  2. If you have enabled lot tracking, use either adjustments or item receipts to reload your lot inventory.
    1. Using adjustments (this option requires more steps to complete)
      1. Using the lot information you gathered before you started, create blank lots in the Lots list.
        
        To create a lot:
        
        Go to the Lots list (Operations > Inventory > Lots), then select +Add.
        
        Complete the field for the Lot number.
        
        Choose the lot item from the Item dropdown.
        
        Enter an optional Description for the lot. If you know the vendor the lot originated from, add it here.
        
        Select the lot's Expiration date.
        
        Save the lot.
      2. Create adjustments for each location.
        
        Select the location to which you are reloading the variant item(s).
        
        Add each variant item at that location to the line items table. Complete the line items table as you normally would, making sure you provide the following information:
        
        In the Description field, select a Lot from the dropdown.
        
        In the New quantity field, enter the quantity that should be in that lot.
        
        If you are adjusting more than one lot of the same lot-tracked item, each lot must be entered as a separate line item. (Make sure you select the additional lot and enter the appropriate value in the New quantity column for each line.)
        
        For each line item, enter the value of the lot in the Adjust cost basis by column.
        
        After all lot items for a location have been added, save the adjustment.
        
        If you have a lot that is spread across multiple locations, you are able to select that same lot from the lot dropdown for each location.
    2. Using item receipts.
      1. Using the Inventory value report and lot details you gathered before you started, create item receipts for each vendor and each location where that vendor's goods need to reside.
        
        Select the location where the lot items will be stored.
        
        Select the vendor from whom the lot items were purchased.
        
        If you don't have a vendor to account for the reentry of existing lot- and serial-tracked items, use the Inline method to add a new vendor (such as In-House) from within the item receipt. After saving the new vendor, any relevant information will be added to the item receipt.
        
        If you already have an in-house vendor (by whatever name you have chosen for it), select it from the Vendor dropdown.
        
        Set the Accounting transaction type to None.
        
        Add each variant lot item at that location to the line items table and provide the following information:
        
        In the Description field, enter the appropriate Lot and Expiration date.
        
        Enter the Quantity for that lot.
        
        Enter the total value of the variant in the Amount column.
        
        If you are receiving more than one lot of the same lot-tracked item, each lot must be entered as a separate line item. Make sure you enter the additional lot(s) and the Lot number, Expiration date, Quantity, and Amount for each.
        
        After all lot items for a location have been added, save the item receipt.
        
        If you have a lot that is spread across multiple locations, you are able to enter that same lot information for each location.
  3. If you enabled serial tracking, it is strongly recommended that you use an item receipt to load serial items. You must use a separate item receipt for each location. On each item receipt:
    1. Select the location where the serial items will be stored.
    2. Select the vendor from whom the serial items were purchased.
      1. If you don't have a vendor to account for the reentry of existing lot- and serial-tracked items, use the Inline method to add a new vendor (such as In-House) from within the item receipt. After saving the new vendor, any relevant information will be added to the item receipt.
      2. If you already have an in-house vendor (by whatever name you have chosen for it), select it from the Vendor dropdown.
    3. Set the Accounting transaction type to None.
    4. Add each variant item at that location to the line items table and provide the following information:
      1. The Quantity of serial numbers to be entered for the item.
      2. In the Description field, click on the serial number (format_list_bulleted) icon. The number of serial numbers must match the variant quantity. For information on how to add serial numbers on an item receipt, refer to Adding serial stock into inventory.
      3. The total value of the variant in the Amount column.
    5. Select Save and close.
Once all locations have been restocked, check the Items list, as well as the Lots list (Operations > Inventory > Lots) and/or Serial inventory list (Operations > Inventory > Serial inventory) to validate that the changes are correct.
Restore syncing between SOS Inventory and QuickBooks Online.
1. Go to the QuickBooks settings page (Tools & settings > Configuration > Connections > QuickBooks).
2. Check the boxes for Sync SOS Inventory to QuickBooks and Sync QuickBooks to SOS Inventory.
3. In the top right corner, select Save, then Exit configuration.