You use this program to assign serial numbers to stock items that are defined as serialized (Stock Code Maintenance - Tracking).
Manual serial numbers or batch serial numbers are captured, depending on the method of serial tracking defined against the stock item (Stock Code Maintenance - Tracking).
- Serial Number Capture
- Manual Serials Capture
- Batch Serials Capture
- Effect of Serial Numbers on Transactions
- Notes and warnings
| Field | Description |
|---|---|
| Accept and Close | Select this to accept the serial numbers you entered, allocate them to the items and exit the program. |
| Cancel | Select this to exit the program. |
| Field | Description | ||||
|---|---|---|---|---|---|
| New | Select this to add a new serial number. | ||||
| Add |
Select this to add the serial number you entered to the list of serial numbers to allocate to the items.
|
||||
| Delete | Select this to remove the serial number currently highlighted in the List of Manual Serials listview from the list of serial numbers to allocate. | ||||
| Range |
Select this to allocate a range of serial numbers to receipt. This function only applies if the serial tracking method for the stock item is set to Manual (Stock Code Maintenance -Tracking). |
||||
| Remaining serials | This indicates the number of items to which serial numbers have not yet been allocated. | ||||
| Remaining serials in inspection | This indicates the number of items in inspection to which serial numbers have not yet been allocated. | ||||
| Serial number |
Indicate the serial number you want to assign to the transaction. You cannot use the same serial number in two different warehouses for a manual serial item, irrespective of the options governing serial tracking. You cannot process an adjustment on a serial that is in transit (i.e. the last transaction for the serial was a transfer out). If you are entering a series of serial numbers and you want to clear this field after each entry, then you must select the preference: Clear serial number field after entry (Inventory Movements - Preferences). This clears the field after you select the Add function. If this preference is not selected, then the previous serial number you entered remains displayed in the Serial number field. Refer to Activity considerations for additional information. |
||||
| Capture into inspection | Select this to capture all or part of the receipt
quantity into inspection. This option is only enabled for items requiring inspection (Stock Code Maintenance - Tracking) and if you are receipting all or part of the item into inspection (Job Receipts). |
||||
| Expiry date |
Indicate the expiry date you want to allocate to the serial number you entered. If you use the Enter Range function, then the expiry date you supply here is applied to each of the serials in the range. The expiry date is checked when any of these serial numbers is sold or issued and you will be prevented from allocating any serial number that has expired. |
||||
| Location |
Indicate where the serialized items must be stored. If you use the Enter Range function, then the location you supply here is applied to each of the serials in the range. If multiple bins are installed in a warehouse (Browse on Warehouses) and only a single bin location is entered against the transaction, then this becomes the default location for the serial number. If a stock item is either traceable or requires inspection, then when you use the Purchase Order Receipts or Shipment Receipt program to accept the item into inspection, then this field is disabled. You enter the required location when you receipt the item into stock from inspection. |
||||
![[Note]](images/note.png)
You use the Range function to allocate a range of serial numbers to receipt.
If you enabled Manual serial number tracking (Inventory Setup - Numbering tab), then you can create sequential ranges of manual serial numbers either at company or stock code level. These serial numbers are created by combining the values in the Prefix and Next suffix fields defined either at company or stock code level.
| Field | Description |
|---|---|
| Quantity to receive | This indicates the number of items for which you want to generate serial numbers. |
| Prefix |
This indicates the character(s) that must be attached to the beginning of the serial number. The prefix can only be entered if you defined your serial numbers to be alphanumeric (Company Maintenance - Key Types tab). Although you can enter 15 characters at the prefix field, the total number of characters for the serial number cannot exceed 20. If you enabled Manual serial number tracking (Inventory Setup - Numbering tab), then this field defaults to the value defined in the Prefix field against either the Company or the stock code, but can be changed. |
| Suffix |
This indicates the character(s) that must be attached to the end of the serial number. The suffix can only be entered if you defined your serial numbers to be alphanumeric (Company Maintenance - Key Types tab). The number of numeric characters entered for the suffix must allow for the total number of serial numbers specified at the Quantity to receive field. For example: You will be unable to enter a prefix of ABC; a suffix of 1 and a quantity to receive of 11, since only 10 serial numbers could be added. Although you can enter 15 characters at the suffix field, the total number of characters for the prefix and suffix fields combined cannot exceed 20. If you enabled Manual serial number tracking (Inventory Setup - Numbering tab), then this field defaults to the value defined in the Next suffix field against either the Company or the stock code, but can be changed. The system automatically increments the Next suffix for each new serial number created in the range, providing the number was created using the prefix defined in the Prefix field (Inventory Setup or Stock Code Maintenance). |
| Starting serial number |
This indicates the first number that must be used for this range of serial numbers. This field can only be accessed if you are using numeric serial numbers (Company Maintenance - Key Types tab). |
| OK | Select this to accept the information you entered and to return to the previous screen. |
| Cancel | Select this to return to the previous screen without saving any information you entered. |
Details of the serial numbers you allocated to the items are displayed in this listview. The details change each time you select the Add or Delete function from the Manual Serials Capture pane.
The Count displayed at the bottom of the listview indicates the number of serials currently displayed in the listview.
| Field | Description | ||||
|---|---|---|---|---|---|
| New | Select this to enter a new serial number. | ||||
| Add |
Select this to add the serial number you entered to the list of serial numbers to allocate to the items.
If the serial number already exists against another stock code, then an error message is displayed unless the option: Same serial to be used for multiple stock codes is selected (Inventory Setup - Options tab). |
||||
| Delete | Select this to remove the serial number currently highlighted in the List of Batch Serials listview from the list of serial numbers allocated. | ||||
| Remaining quantity | This indicates the number of items to which serial numbers have not yet been allocated. | ||||
| Remaining quantity in inspection | This indicates the quantity of serial numbers still in inspection. | ||||
| Serial number | This indicates the serial number that must be allocated to the batch quantity of the items you are receipting. | ||||
| Quantity |
This indicates the quantity of items to which you want to allocate the serial number entered in the previous field. You can distribute quantities over several serial numbers until the Remaining batch quantity reaches zero. |
||||
| Capture quantity into inspection | Select this to capture all or part of the receipt
quantity into inspection. This option is only enabled for items requiring inspection (Stock Code Maintenance - Tracking) and if you are receipting all or part of the item into inspection. |
||||
| Quantity in inspection | Indicate the quantity of the item which you want to
receipt into inspection. This field is only enabled when you select the Capture quantity into inspection option. This defaults to the quantity entered in the Inspection quantity field (Job Receipts), but can be changed. |
||||
| Expiry date |
This indicates the expiry date you want to allocate to the serial number entered. The expiry date is checked when any of these serial numbers is sold or issued and you will be prevented from allocating any serial number that has expired. |
||||
| Location |
You use this field to indicate where the serialized items must be stored. If multiple bins are installed in a warehouse (Browse on Warehouses) and only a single bin location is entered against the transaction, then this becomes the default location for the serial number. If a stock item is either traceable or requires inspection, then when you use the Purchase Order Receipts or Shipment Receipt program to accept the item into inspection, then this field is disabled. You enter the required location when you receipt the item into stock from inspection. |
||||
The following tables indicate how transactions are affected when using manual and batch serial numbers.
| Receipts |
If you have not selected the setup option: Same serial to be used for multiple stock codes (Inventory Setup - Options tab), then, for a positive receipt, the serial number must not exist on file. You must enter whole numbers. For a negative receipt, the serial number must exist in the relevant warehouse so that it can be credited with the stock (i.e. to credit a serial number that has already been sold, it must be processed as a negative receipt). Processing a positive receipt of an existing manual serial number can only be done when all of the following apply:
|
| Adjustments | If you have not selected the setup option:
Same serial to be used for multiple stock
codes (Inventory Setup - Options tab),
then, for a positive adjustment to increase the quantity of
stock on hand, the serial number must not already exist
(i.e. a unique serial number must be entered ).
Positive adjustments cannot be made to manually serialised items, as by default, each manual serial item can only be for a quantity of one. For a negative adjustment to reduce the quantity of stock on hand, the serial number must already exist in the serial number file. Negative adjustments can be made to both batch and manual serial numbers. |
| Backflushing | For a positive backflush of a serialized item, you
must enter the serial numbers for each of the back flushed
items. If one of the components of a back flushed item is
serialized then you must indicate the quantity to issue from
a batch and the batch serial number. The serial number of the component must exist in the serial number file. If the stock on hand quantity will become negative, you can either abort or continue the backflush.For a negative backflush of a serialized item, you must enter the serial numbers of the back flushed item and the serial numbers of the components. The serial number of the back flushed items must exist in the serial tracking file. The serial numbers of the components must exist with a zero quantity on hand. |
| Transfers |
For a transfer out the serial number must exist and must be on hand in the warehouse from which it is being transferred. For a transfer in, the serial number must exist and be in transit. A serial currently selected for stock take can only be transferred when the option: Allow serial numbers to be transferred during stock take is selected (Inventory Setup - Options tab). Note that this does not apply to serials created in the current stock take. When this option is not selected, the message: This serial number exists on the stock take serial number file and it will not be created until the stock take is completed is displayed. |
| Physical Count | This function does not update serial numbers. To update serial numbers you must use the Browse on Serial Numbers program. |
| Issues | For a positive issue to decrease the quantity of
stock on hand, the serial number must already exist in the
serial number file. If you have not selected the setup option: Same serial to be used for multiple stock codes (Inventory Setup - Options tab), then, for a negative issue to increase the quantity of stock on hand, the serial number cannot already exist in the serial number file. Processing a negative issue of an existing manual serial number can only be done when all of the following apply:
|
| Receipts | For a positive receipt, where the batch number
exists, the quantity received is added to the total batch
quantity available against that number. For a negative receipt the serial number must exist in the relevant warehouse so that it can be credited with the stock. |
| Adjustments | For a positive or negative adjustment you can only adjust one batch serial number at a time, and the batch serial number must exist in the warehouse that you are adjusting. |
| Backflushing | For a positive backflush of a serialized item, you
must enter the serial numbers for each of the back flushed
items. If one of the components of a back flushed item is
serialized then you must indicate the quantity to issue from
a batch and the batch serial number. The serial number of
the component must exist in the serial number file. If the
stock on hand quantity will become negative, you can either
abort or continue the backflush. For a negative backflush of a serialized item, you must enter the serial numbers of the back flushed item and the serial numbers of the components. The serial number of the back flushed item and the components must exist in the serial number file. |
| Transfers | For a transfer out you can only transfer items from
one batch serial number at a time. The batch serial number
must exist in the warehouse from which you are transferring
items. For a transfer in you can only transfer items into one batch at a time. The batch number does not have to exist. If the batch number exists in the destination warehouse, the items are added to the existing quantity. You do not have to transfer an item in with the same batch number you transferred it out. |
| Physical Count | The Physical Count function does not update serial numbers. To update serial numbers you must use the Browse on Serial Numbers program. |
| Issues | For a positive or negative issue you can only issue one batch serial number at a time, and the batch serial number must exist in the warehouse from which you are issuing items. |
-
This program is loaded by selecting the Serial Numbers function at the time of processing the receipt of a serialized item using the Inventory Movements program, or when capturing an order for a serialized item. This depends on your selection at the Record serial numbers field against the stock item (Stock Code Maintenance - Tracking).
-
Refer to Custom form fields for serialized items on transfers applicable to the Inventory Movements program.
Operator access to the following activities within this program can be restricted. You configure this using the Operator Maintenance program.
| Activity | Description |
|---|---|
| Inv Allow reuse of existing serial number |
Controls whether an operator can:
When this activity is not allowed, a message is displayed indicating that the serial has already been used. |