This guide explains how to use inventory tracking with manufacturer lot numbers. It is intended for general users.
To increase accountability and traceability for inventoried line item codes (LICs), you can track them with manufacturer lot numbers. Lot tracking helps trace multiple units which all have a single ID. This is most useful for products where a problem found with a single item will likely affect all items in the batch (e.g. food items, medicine, vitamins / supplements, chemicals, etc). Lot tracking also helps you easily review all inventory transactions for a batch of products.
Setting Lot Tracking
You must configure lot tracking for an LIC before you begin using that LIC. You should mark the needed flag when you first create the line item code records. This is because after you associate an LIC with other records (e.g. sales orders, GJ/GL entries, inventory transactions, etc), you cannot mark the lot tracking flag.
The flag to Track by Mfr Lot is located on different tabs for different LIC types:
- Inventoried Items — LIC detail view > Inventory Management tab > Inventory Setup section
- Inventoried Assembly Items — LIC detail view > Replenishment tab > Inventory Setup section
Lot tracked items often decrease in value over time (e.g. food items get old, chemicals lose effectiveness, etc). Because of this factor, when you mark the Track by Mfr Lot flag, aACE automatically marks the Item Info flag for Perishable goods. An expiration date will be required on the Lot Entry. If the Perishable flag is not relevant for the product, clear that flag.
Receiving Lot-Tracked Inventory
When you receive a shipment that includes items marked as Track by Mfr Lot, the shipment record's Packing List section displays the lot tracking Ref #s icon (
) for each lot-tracked item. To receive the shipment, you must enter manufacturer lot numbers (as well as expiration dates for any items flagged as Perishable). Click the Ref #s icon to display the Mfr Lot Entry dialog.
At this dialog, enter the needed lots, each with varying expiration dates and quantities. After you save the lot info, aACE highlights the Ref #s icon (
). Proceed with receiving the shipment normally.
Tracking Inventory Lots
For lot-tracked products, the Inventory Lots module also shows the Track by Mfr Lot flag. The list view of this module displays the reference numbers. This enables you to search lots by the manufacturer lot numbers.
The detail view of the inventory lot provides more information. Lot numbers are listed in the Reference #s field and the Ref #s icon is highlighted (
). Click the icon to display a popup with details about each lot's expiration dates, quantities received, and current quantities in stock.
Shipping Lot-Tracked Inventory
When you ship lot-tracked items for an order, the Shipping Log's Packing List section again displays the Ref #s icon (
). You can edit the shipment and save changes; however, you must specify a Mfr Lot # and Quantity for the shipment to be marked as shipped.
Handling Returns for Lot-Tracked Inventory
Beyond the regular steps for making inventory adjustments for returned product, adjustments for lot-tracked items require additional details.