Lot, Bin, Serial Allocations

Lot Allocations

If the stock item you are selling is defined as traceable (Stock Code Maintenance) then you need to indicate the lot number from which the item must be issued.

If you indicated that you require the automatic depletion of lots and bins in sales orders (Inventory Setup - Depletion tab) then stock is issued automatically from the oldest and smallest available lot first.

When automatically depleting lots, the lot information is sorted in the following sequence:

Date of expiry or receipt date (depending on the setup option: Automatic depletion of lots by – Receipt date or Expiry date (Inventory Setup – Depletion tab).

If automatic depletion of lots is set to Expiry date and there is no expiry date on the lot, then the receipt date is used.

If there is more than one lot with the oldest date then stock is allocated/reserved from the smallest lot first.
Quantity available (calculated as Quantity on hand less Quantity to ship less Quantity reserved)

If issues are not permitted from multiple lots (Stock Code Maintenance – Tracking), then a single lot must satisfy the full ship quantity or the whole quantity is placed on back order. Stock is taken from the first lot that can satisfy the quantity. If more than one lot can satisfy the quantity then the lot with the earliest expiry or receipt date (whichever is applicable) is depleted first.

If you subsequently reduce the order or ship quantity against an existing sales order line or after invoicing you process a partial credit note to the invoice, then you will be required to de-allocate the lots, bins and serials manually. However, if you cancel an order line or the entire order or, after invoicing you credit the entire invoice, all allocations are automatically de-allocated.

If you do not allow stock to go negative (Inventory Setup) and there is insufficient stock available, then a warning message is displayed indicating that the remaining quantity will be placed on back order. If back orders are not required (Sales Order Setup) then the order line is canceled.
Lot number
Bin number

The lot number and bin number are used to preserve the sequence of receipt when you receive two lots on the same day or when two lots have the same expiry date.

When automatic depletion is applied, a lot is ignored if:

it has been archived
it is on hold
there is no available stock
it expires before the ship date
the stock item is ECC controlled, but the lot revision and release does not match the revision and release against the sales order line

To be able to allocate a lot that is on hold when processing a Supply Chain Transfer using the Sales Order Entry program or processing a GIT Transfer Out transaction using the Inventory Movements program, the following must apply:

The activity: GIT transfer of lots on hold is allowed against your operator code (Operator Maintenance)
You selected the preference: Give warning if lot is on hold (SCT) (Sales Order Entry)
You selected the preference: Give warning if lot is on hold (Inventory Movements)

Field	Description
Stock code	This indicates the stock item for which you must allocate lot numbers.
Lot	Indicate the lot number from which you are issuing stock for the order line.
Quantity	Indicate the quantity of items you want to allocate or reserve from the selected lot. You must distribute quantities of traceable items from the correct lot(s) until the quantity to distribute reaches zero. When processing a credit note, you cannot receipt in more than the Total Original Quantity received minus the Total Quantity on hand for all bins for the specific lot. The bin can be changed when doing a credit note from an invoice for a lot traceable item.
Certificate	Indicate the certificate number that was issued for the lot that you selected.
Add	Select this to add the allocation to the list. This activity: SO Serial allocation add new numbers when serials were required on receipt applies to this option (Operator Maintenance - Security tab))
Change	Select this to make changes to the currently highlighted allocation.
Delete	Select this to delete the currently highlighted allocation.
First Entry	Select this to navigate to the first entry in the list of lot numbers allocated/reserved.
Previous Page	Select this to navigate to the previous page in the list of lot numbers allocated/reserved.
Next Page	Select this to navigate to the next page in the list of lot numbers allocated/reserved.
Last Entry	Select this to navigate to the last entry in the list of lot numbers allocated/reserved.
Bins	Select this function to view/maintain bin allocations for the item (see Bin Allocations).
Serial Numbers	Select this to view/maintain serial allocations for the item (see Serial Allocations).
Close	Select this to accept all lot allocations entered.

Bin Allocations

If the option: Multiple bins in use is selected against the warehouse (Browse on Warehouses), then you need to indicate the bin location from which the item must be issued.

If you reduce the order or ship quantity against an existing sales order line or, after invoicing, you process a partial credit note to the invoice, then you will be required to de-allocate the lots, bins and serials manually. However, if you cancel an order line or the entire order or, after invoicing you credit the entire invoice, then all allocations are automatically de-allocated.

If you indicated that you require the automatic depletion of lots and bins in sales orders (Inventory Setup - Depletion tab) then stock is issued automatically from the oldest and smallest available bin first as follows:

The bin information is sorted in the following sequence:
1. Date of receipt.
  
  The oldest bin is determined by examining its receipt date.
  
  If there is more than one bin with the oldest date then stock is allocated/reserved from the smallest bin first.
  
  If the stock code is also lot traceable then only bins linked to the depleted lot are considered.
2. Quantity available
  
  If stock is not allowed to go negative (Inventory Setup) and insufficient stock is available, then a warning message is displayed indicating that the remaining quantity will be placed on back order. If back orders are not required (Sales Order Setup) then the sales order line is canceled.
  
  However, if you selected the option: Negative on hand – deplete remainder from default bin (Inventory Setup - Depletion tab) then the rules governing that option apply.
  
  Therefore, if you selected Negative on hand – deplete remainder from default bin (Inventory Setup - Depletion tab), then stock is first depleted from the bins with available stock and the remainder is then depleted from the default bin. This is only applicable for transactions processed in Sales Order Entry and Quick Entry. In addition, if the stock item is part of a kit, then this does not apply and stock cannot go negative.
  
  Regardless of whether negative stock is permitted (Inventory Setup - General tab), you cannot ship more than is available against a traceable, ECC controlled or serialized item.
  
  It is, however, possible to ship more than is available if the stock item has none of these characteristics, but multiple bins are in use (Inventory Setup - General tab). In this case, any shortage in quantity is depleted from the warehouse's default bin. To deplete stock from the default bin when there is insufficient stock, the following must apply:
  - the stock item is not defined as serialized and/or traceable and/or ECC controlled
  - negative stock must be permitted
  - the option: Negative on hand – deplete remainder from default bin must be selected (Inventory Setup - Depletion tab)
  - the default bin defined against warehouse for the sales order line's must exist
  - some stock must be available in one of the bins against the stock item
A bin is ignored if:
- it is on hold
- it has a negative quantity on hand
- it has no available stock

If automatic depletion is not being applied and the stock code is not traceable, ECC controlled or serialized, then stock can go negative when insufficient stock is available, providing negative stock is permitted against the warehouse. If you do not complete the allocations for the full ship quantity against the sales order line, then the quantity not allocated/reserved is placed on back order. If back orders are not allowed, the order line is cancelled.

Field	Description
Stock code	This indicates the stock item for which you must indicate the bin allocation.
Lot	This indicates the lot number from which you are issuing stock for the order line (for traceable items only).
Bin	Indicate the bin from which stock must be allocated/reserved (see Multiple Bins for Stock Code. For traceable items see Browse on Bins for Stock Code).
Quantity	Indicate the quantity of items you want to allocate or reserve from the selected bin. You must distribute quantities of items from the correct bin(s) until the quantity to distribute reaches zero.
Add	Select this to add the allocation to the list.
Change	Select this to make changes to the currently highlighted allocation.
Delete	Select this to delete the currently highlighted allocation.
First Entry	Select this to navigate to the first entry in the list of bin numbers allocated/reserved.
Previous Page	Select this to navigate to the previous page in the list of lot numbers allocated/reserved.
Next Page	Select this to navigate to the next page in the list of lot numbers allocated/reserved.
Last Entry	Select this to navigate to the last entry in the list of lot numbers allocated/reserved.
Close	Select this function to accept all bin allocations entered.

Serial Allocations

If the stock item you are selling is defined as serialized (Stock Code Maintenance) then you need to indicate the serial number(s) that must be issued, unless the option: Capture serial numbers for orders (Sales Order Setup – Details tab) is not selected. In that case, you only have to supply the serial numbers at the time of invoicing (i.e. when the order goes into a status of 8 or when entering a billing, credit note or debit note). However, if multiple bins are installed in the warehouse (Browse on Warehouses) or the stock code is either traceable or ECC controlled (Stock Code Maintenance), then you have to allocate serial numbers regardless of your setting against the option: Capture serial numbers for orders (Sales Order Setup – Details tab).


	If a credit note is processed for a serialized item, then the credit note must be printed before the serial number can be re-allocated. Regardless of whether negative stock is permitted (Inventory Setup - General tab), you cannot ship more than is available against a serialized item. If you do not complete the allocations for the full ship quantity against a non-kit item sales order line, then the quantity not allocated/reserved is placed on back order. If back orders are not allowed, then the order line is cancelled. For a kit item, you must complete the allocations for the kit components and then, if required, place the entire kit parent into back order. You cannot allocate a serial that has expired or been scrapped. If you reduce the order or ship quantity against an existing sales order line, you are required to de-allocate the lots, bins and serials manually against the lines for which you originally processed allocations. Likewise, if after invoicing, you process a partial credit note to the invoice, then you will be required to de-allocate the lots, bins and serials manually. However, if you cancel an order line or the entire order or after invoicing you credit the entire invoice, then all allocations are automatically de-allocated. If you require serials to be captured during order entry (Stock Code Maintenance – Tracking), then the serials are deleted from the system when deleting an allocation, canceling a line or canceling an order. If the entire ship quantity is placed on back order, then the serial numbers are retained.

Manual Serial Numbers

Field	Description
Warranty/expiry period (in days)	Enter the number of days to use to calculate an expiry date to apply to the serials allocated/reserved to the order line. This prompt is only displayed if the option: Dates used in serial number entry is set to Expiry date required (Sales Order Setup – Details tab).
Expiry date	Enter an expiry date to apply to the serials allocated/reserved to the order line. When the order line is invoiced, the expiry date supplied overwrites any expiry date currently held against the serial(s). This prompt is only displayed if the option: Dates used in serial number entry is set to Expiry date required (Sales Order Setup – Details tab).
Scrap date	Enter a scrap date to apply to the serials allocated/reserved to the order line. When the order line is invoiced, the scrap date supplied overwrites any scrap date currently held against the serial(s). This prompt is only displayed if the option: Dates used in serial number entry is set to Scrap date required (Sales Order Setup – Details tab).
Stock code	This indicates the stock item for which you must indicate the serial allocation.
Lot	This indicates the lot number from which you are issuing stock for the order line (for traceable items only).
Expiry date	This indicates the expiry date to apply to the serials allocated/reserved to the order line.
Scrap date	This indicates the scrap date to apply to the serials allocated/reserved to the order line.
Serial number	Indicate the serial number(s) that you want to sell. If the option: Record serial numbers is set to During order entry against the stock item (Stock Code Maintenance - Tracking), then you can supply a serial number that already exists against another stock code if the option: Same serial to be used for multiple stock codes is selected (Inventory Setup – Options tab).
Add Serials	Select this to use the Add Serial Numbers program to capture serial numbers that you want to allocate to the order line. This function is disabled when you are processing a sales order for a serialised item if: the option: Record serial numbers - During receipt is selected against the stock item (Stock Code Maintenance) you are denied access to the activity: S/O Serial Allocation, add new numbers when serials were required on receipt (Operator Maintenance). This activity also applies to receipting using the RMA Issues and Receipts program.
Change Dates	Select this to update the expiry and/or scrap dates supplied.

Batch Serial Numbers

Field	Description
Stock code	This indicates the stock item for which you must indicate the serial allocation.
Lot	This indicates the lot number from which you are issuing stock for the order line (for traceable items only).
Serial number	You use this field to indicate the serial number(s) that you want to sell. If the option: Record serial numbers is set to During order entry against the stock item (Stock Code Maintenance - Tracking), then you can supply a serial number that already exists against another stock code if the option: Same serial to be used for multiple stock codes is selected (Inventory Setup – Options tab).
Quantity	This indicates the quantity that you want to allocate or reserve from the serial supplied.
Add	Select this to add the allocation to the list.
Change	Select this to change the quantity allocated/reserved from the serial.
Delete	Select this to delete the currently highlighted allocation.
First Entry	Select this to navigate to the first entry in the list of serial numbers allocated/reserved.
Previous Page	Select this to navigate to the previous page in the list of serial numbers allocated/reserved.
Next Page	Select this to navigate to the next page in the list of serial numbers allocated/reserved.
Last Entry	Select this to navigate to the last entry in the list of serial numbers allocated/reserved.
Add Serials	Select this to use the Add Serial Numbers program to capture serial numbers that you want to allocate/reserve against the order line. This function is disabled when you are processing a sales order for a serialised item if: the option: Record serial numbers - During receipt is selected against the stock item (Stock Code Maintenance) you are denied access to the activity: S/O Serial Allocation, add new numbers when serials were required on receipt (Operator Maintenance)
Close	Select this to accept all serial allocations/reservations entered.

Bin / Serial Number Allocation Imbalance

This screen is displayed if the bin and serial allocations/reservations do not balance. You will be required to amend the allocations/reservations until they balance.

Field	Description
Bins allocated	This indicates the quantity of the item allocated/reserved against the a bin.
Serial numbers allocated	This indicates the quantity of serialized items allocated/reserved.
Maintain Bins	Select this to amend the bin allocations to match the serials allocated/reserved.
Maintain Serial Numbers	Select this to amend the serial allocations to match the bins allocated/reserved.

Allocate a Range of Serial Numbers

You use the Allocate a Range of Serial Numbers function to indicate a range of manual serial numbers that you want to allocate/reserve.

Field	Description
From serial number	Indicate the serial number from which you want to start allocating/reserving items.
To serial number	Indicate the serial number at which allocations/reservations must end.
Quantity to allocate	Indicate the number of serial numbers that must be allocated/reserved.

Notes and warnings

Restrictions and limits

You cannot exit this program until you complete all required allocations when processing Lot, Bin and/or Serial allocation information for a Credit Note order type (Sales Order Entry), because quantities on credit notes cannot be placed on backorder.