Back to D200: Inventory Order Management Extended Scenarios

Lesson 4: Managing Items with Lot and Serial Numbers

Part 1: Extended Inventory Scenarios

This lesson explains how you can create lot and serial classes for stock items that are tracked by lot and serial

numbers, how you can track these items, and how you can process sales and purchases of these items.

Items with Lot and Serial Numbers: General Information

Lot numbers and serial numbers are used to track certain types of inventory items as they are received, stored, manufactured, and shipped. Some products, such as food products and chemical compounds, are tracked by lot because they have expiration dates, while other products, such as medications, are tracked because laws require manufacturers to keep accurate records about their distribution. Still other products—such as electronics, appliances, and cars—must be tracked individually from the manufacturer to the consumer because of safety and warranty issues, so serial numbers are used for tracking them. If the Lot and Serial Tracking feature is enabled on the Enable/Disable Features (CS100000) form, you can set up the tracking of stock items by lot or serial number, as well as by expiration date.

Learning Objectives

In this lesson, you will do the following:

Configure the tracking of items with lot and serial numbers
Process purchase and sales documents that contain lot- and serial-tracked items

Applicable Scenarios

You may need to use items with lot or serial numbers in the following cases:

Your organization purchases items with serial numbers provided by vendors and you need to track these items by the serial numbers in a warehouse.
Your organization accepts returns or replacements of serialized items that it has sold.
Your organization provides services (such as installation or repair) for serialized items that it has sold.
A vendor from which your organization buys items sells them in lots and provides lot numbers and expiration dates for each lot, which you want to track for the items.
Your organization sells items in lots and it is important to keep the assigned lot number tracked in the sales documents.
Your organization sells items with an expiration date and issues items based on this date.

Items with Serial Numbers

A serial number is a unique number that identifies a single item of stock, such as a camera, laptop, or bicycle.

          Serial numbers can be tracked only for quantities of items in base units.

Serial numbers can be generated by the system. This can be useful if items to be assigned to serial numbers are produced by your organization or are supplied by a vendor and the items do not have serial numbers assigned by the vendor. Alternatively, you can manually assign a serial number to each item so that the system reflects the numbers provided by a vendor. The settings that control the tracking of a serialized item are specified by the serial class assigned to the item.

Items with Lot Numbers

A lot number is a unique identification code assigned to a specific quantity or lot of items. The same lot number is assigned to every item of the particular lot. You can either enter a lot number manually (if it is provided by a vendor) or configure the automatic generation of lot numbers for items that are produced by your organization or are not supplied by vendor's lot numbers. The settings that control the tracking of items by lots are specified by the lot class assigned to the items.

Lot and Serial Classes

The settings that control the tracking of items by lot and serial numbers are specified for a lot or serial class on the Lot/Serial Classes (IN207000) form. When the Lot and Serial Tracking feature is enabled on the Enable/Disable Features (CS100000) form, the preconfigured DEFAULT class is displayed on the Lot/Serial Classes form. This item class is used for items that are not tracked by lot and serial numbers. For item classes and items that have been created before the feature was enabled, the system inserts this class automatically. When you are creating a lot or serial class, you specify the following:

Tracking method: This method defines whether the class provides settings for non-tracked items, for serialized items, or for items tracked by lot numbers.
Whether an expiration date must be tracked: You can configure the system so that it requires an expiration date to be entered for an item of the class when it is received.
Assignment method: This method defines when the lot or serial number should be assigned to an item of the class: on item receipt or on item issue.
Issue method: This method defines the order in which items of the class must be issued from a warehouse.
Settings for the generation of lot or serial numbers: You can configure the system so that it generates lot or serial numbers automatically for items of the class; you can also specify the structure of automatically generated numbers. For more information on the settings of a lot or serial class, see Items with Lot and Serial Numbers: Tracking Settings and Items with Lot and Serial Numbers: Numbering Settings.

Assignment of a Lot or Serial Class to Item Classes and Stock Items

Aer you have configured lot and serial classes according to the business processes of your organization, you need to assign these classes to the item classes that will be assigned to stock items. If the stock items were created before you assigned lot or serial classes to these item classes, you also need to assign lot or serial classes to these stock items. You specify a lot or serial class for each item class in the Lot/Serial Class box on the General tab of the Item Classes (IN201000) form. When you create stock items and select a particular item class for which a lot or serial class is assigned, the system will copy the lot or serial class specified for the item class to the settings of the stock item. It will also insert the appropriate settings that have been specified for both the item class and the lot or serial class.

Items with Lot and Serial Numbers: Tracking Settings

You define lot or serial classes on the Lot/Serial Classes (IN207000) form and specify the appropriate settings to be used for lot- or serial-tracked items of the class. You then assign the appropriate lot or serial class to specific item classes and items on the Item Classes (IN201000) or Stock Items (IN202500) form, respectively. (The lot or serial class assigned to an item class is assigned by default to all items of the class, but it can be overridden.) A lot or serial class contains settings that define the tracking method, the method of assignment of the number, and the issue method, as well as an indicator of whether items of this class must be tracked by expiration date.

Tracking Methods

With regard to lot and serial numbers, your company may track diﬀerent items diﬀerently. Some stock items may not need to be tracked by lot or serial number, other items may be tracked by lot number, and still other items may be tracked by serial number. To specify which method of tracking you will use for a lot or serial class, you select the method in the Tracking Method box on the Lot/Serial Classes (IN207000) form as follows:

If you are creating a class for items that should not be tracked by lot number or serial number and you do not need to track an expiration date, you select Not Tracked. For a class with this method selected, the system ignores all other settings of the lot/serial class. The DEFAULT class, which has this tracking method, is predefined in the system and can be used for all non-tracked items.
If you are creating a class for tracking items by lot numbers, you select Track Lot Numbers.

If you are creating a class for tracking items by serial numbers, you select Track Serial Numbers.

        You cannot change the tracking method of a lot or serial class aer the class has been assigned to at
        least one item class or stock item.

Assignment Methods

The assignment method of a lot or serial class defines when the lot or serial number is assigned to a stock item of the class; it can be assigned manually by a user or automatically by the system based on the lot or serial class setting. You select an assignment method in the Assignment Method box of the Lot/Serial Classes (IN207000) form as follows:

To begin tracking items of the class by lot or serial numbers as soon as they enter a warehouse, you select When Received. With this method, lot or serial numbers should be assigned to items on receipt. When you select this assignment method, you need to specify an issue method. For details, see Issue Methods.
To begin tracking items of the class by lot or serial numbers when the items are issued or shipped from a warehouse, you select When Used. On the issue or shipment of an item of the class, a lot or serial number is assigned to all units of the items in the inventory issue or shipment based on the numbering settings. For details, see Items with Lot and Serial Numbers: Numbering Settings.
```
        You cannot change the assignment method selected for the lot or serial class in any of the following
        cases:
```
Historical inventory transactions include any item of the class in the system.
Any unreleased documents include an item of the class in the system.
A nonzero quantity of any item of the class is stored in a warehouse.

Issue Methods

If you have selected the When Received assignment method for a lot or serial class, you need to specify the order in which the system issues units of items of this class by selecting an issue method. You specify this setting in the Issue Method box of the Lot/Serial Classes (IN207000) form as follows:

If units should be automatically picked for issue by receipt date so that the unit that has been in the warehouse the longest is picked first, you select the FIFO (first-in-first-out) method. When the system is issuing units from a particular location, it picks the units with the earliest receipt date.
If units should be automatically picked for issue by receipt date so that the unit in the warehouse the least time is picked first, you select the LIFO (last-in-first-out) method. When the system is issuing units from a particular location, it picks the units with the latest receipt date.
If units should automatically be picked for issue in sequential order of their lot or serial numbers, you select the Sequential method. When the system is issuing units from a particular location, it selects them in ascending order based on their lot or serial number.
If units should automatically be picked for issue by expiration date (earliest date first), you select the Expiration method. When the system is issuing units from a particular location, it picks them based on their expiration dates, starting with the earliest.
If a user should select items for issue manually, you select the User-Enterable method.

Tracking the Expiration Date of Items

If you need to track items in a warehouse along with their expiration date (for example, to ship or issue items expiring soonest first), you can select the Track Expiration Date check box for a lot or serial class on the Lot/Serial Classes (IN207000) form. When this check box is selected, a user who enters a receipt with the item of this class must specify an expiration date in the receipt.

          The Track Expiration Date check box is cleared and unavailable for classes with the Not Tracked
          tracking method.

Items with Lot and Serial Numbers: Numbering Settings

Your organization may assign lot and serial numbers to the items that it stores and sells. As such, the organization may have internal requirements for the structure of the lot and serial numbers to be assigned. In Acumatica ERP, these requirements can be supported through the use of lot and serial classes. When lot and serial numbers are provided by vendors and entered by users, the appropriate settings need to be specified for the applicable lot or serial classes. The rules for assigning lot and serial numbers are specified on the Lot/Serial Classes (IN207000) form, as described in this topic. The appropriate lot or serial class is then assigned to each inventory item whose units have lot or serial numbers, and the class provides the default numbering settings for new items of the class.

Structure of Lot or Serial Numbers

For each lot or serial class, in the table of the Lot/Serial Classes (IN207000) form, you can specify the structure to be used for lot or serial numbers for items of the class, so that the numbers correspond to the numbering policies of your organization. The number may consist of multiple segments, each of which can be any of the following:

Constant: This segment is a predefined alphanumeric string to be used in all lot or serial numbers generated for items of the class.
Date: A date-related segment is generated based on the relevant date (of receipt or usage). The part of the date to be used may be the day, the month number, the month name, a two- or four-digit year value (that is, the last two digits or all four), or a date in a custom format.
Auto-incremental value: This segment is automatically generated when a new lot or serial number is assigned to an item. You can specify settings for the generation of the automatically incremented values, as described in the following section.

Auto-Incremental Values If you want to ensure the uniqueness of lot and serial numbers in the system, we recommend that in the table on the Lot/Serial Classes (IN207000) form, you add a segment of the Auto-Incremental Value type to the structure of the lot or serial numbers to be used for the lot or serial class. When segments with auto-incremental value are used, you can specify the initial number to be used. You can configure the uniqueness of the initial auto-incremental value of a lot or serial number as follows:

To make the initial value shared by all items assigned to the lot or serial class: In the Summary area of the Lot/Serial Classes form, you select the Share Auto-Incremental Value Between All Class Items check box; you also specify in the Auto-Incremental Value box the initial value to be used for generating new values (incremented by 1) in the segment.
To make the initial value specific for each stock item of the lot or serial class (that is, the initial value can be the diﬀerent for stock items of this class): You clear the Share Auto-Incremental Value Between All Class Items check box in the Summary area of the Lot/Serial Classes form. Then on the General tab of the Stock Items (IN202500) form for each item of the class, you specify the lot or serial class in the Lot/Serial Class box and the specific initial value for the item in the Auto-Incremental Value box.

Assignment of Lot or Serial Numbers

For the items of a particular lot or serial class, the lot or serial numbers can be assigned to items in any of the following ways:

When items are received or issued, users enter numbers manually for each serialized item or for each quantity of items in a lot. This way is used when the lot or serial numbers are provided by the vendors from which your organization purchases the items, and it is important to track these items along with the assigned lot or serial numbers in the warehouse where they are stored and in the documents that track their sales and any sales returns. To configure a lot or serial class so that users enter lot or serial numbers manually for items of the class, on the Lot/Serial Classes (IN207000) form, you make sure that the Auto-Generate Next Number check box is cleared in the Summary area and that no segments are added to the table.
When items are received or issued, users generate numbers manually, based on a predefined structure. To configure a lot or serial class so that users can generate lot or serial numbers manually on a receipt or shipment (depending on the class settings) for items of the class, on the Lot/Serial Classes form, you make sure that the Auto-Generate Next Number check box is cleared in the Summary area, and you add the segments of the lot or serial number to the table. With these settings, users will be able to generate numbers in the Line Details dialog box on the following forms:
The Purchase Receipts (PO302000) form for items being received
The Shipments (SO302000) form for items being shipped On both forms, users open this dialog box by clicking Line Details on the table toolbar of the Details tab.
The system generates lot or serial numbers when a user releases a purchase receipt or a shipment that includes items of the class. To configure a lot or serial class so that the system generates lot or serial numbers for items of the class, on the Lot/Serial Classes form, you select the Auto-Generate Next Number check box in the Summary area and add the segments of the number to the table. Additionally, in the Summary area of the form, you can specify the maximum number of lot or serial numbers to be assigned at once in the Max. Auto-Generate Numbers box. If a larger quantity of the item is specified in a document, only the maximum number of lot or serial numbers will be generated, with the excess quantity remaining with unassigned numbers.

Items with Lot and Serial Numbers: Implementation Activity

In the following implementation activity, you will learn how to create a serial class, review the settings of existing lot and serial classes, and specify lot and serial classes for item classes and stock items.

Story

Suppose that managers in the Service and Equipment Sales Center branch of the SweetLife Fruits & Jams company have decided to track the parts for juicers that the branch purchases from the Squeezo Inc. vendor by the parts’ serial numbers in the warehouse used for equipment storage. These parts are used internally by service engineers for repairing juicers. Further suppose that you are an implementation manager. To prepare the system for the tracking of these parts by serial numbers, you will create a serial class for tracking juicer parts, specify this class in the appropriate item class and stock item settings, and test the processing of documents with these stock items. You will also review the settings of a predefined serial class for tracking juicers, a lot class for fruits, and a lot class for jams.

Configuration Overview

In the U100 dataset, for the purposes of this activity, the following tasks have been performed:

On the Enable/Disable Features (CS100000) form, the following features have been enabled:
Inventory and Order Management, which provides the standard functionality of inventory and order management
Inventory, which gives you the ability to maintain stock items using forms related to the inventory functionality and to create and process sales and purchase documents that include stock items
On the Warehouses (IN204000) form, the EQUIPHOUSE warehouse has been created.
On the Item Classes (IN201000), the OTHERPARTS (an item class for juicer spare parts) item class has been created.
On the Stock Items (IN202500) form, the EJECTOR05 stock item (a peel ejector kit for a juicer) has been created.
On the Lot/Serial Classes (IN207000) form, the following lot and serial classes have been created:
SRNJCR (a class for tracking juicers by serial numbers)
LTFRT (a class for tracking fruits by lot number and expiration date)
LTJAM (a class for tracking jams by lot number on sale)

Process Overview

In this activity, you will do the following:

On the Enable/Disable Features (CS100000) form, enable the Lot and Serial Tracking feature.
On the Lot/Serial Classes (IN207000) form, create a serial class to be used for the EJECTOR05 stock item.
On the Item Classes (IN201000) form, select the created serial class for the OTHERPARTS item class.
On the Stock Items (IN202500) form, select the serial class that you have created for the EJECTOR05 stock item.
On the Receipts (IN301000) form, test the creation of an inventory receipt with the serialized items to make sure that the serial class has been defined correctly.
On the Issues (IN302000) form, test the creation of an inventory issue with the serialized item to make sure that the serial class has been defined correctly.
On the Lot/Serial Classes form, review the settings of the SRNJCR serial class.
On the Lot/Serial Classes form, review the settings of the LTFRT lot class.
On the Lot/Serial Classes form, review the settings of the LTJAM lot class.

System Preparation

Before you start working with lot and serial classes, you should launch the Acumatica ERP website with the U100
dataset preloaded, and sign in as implementation manager Kimberly Gibbs by using the gibbs username and the
123 password.

Step 1: Enabling the Feature To be able to configure tracking of items by lot or serial classes, you enable the Lot and Serial Tracking feature as follows:

Open the Enable/Disable Features (CS100000) form.
On the form toolbar, click Modify.
In the Inventory and Order Management group of features, select Lot and Serial Tracking.
On the form toolbar, click Enable.

Step 2: Creating a Serial Class The serial class you are creating will be used for tracking juicer parts by serial numbers from the time they are received in the warehouse. The serial numbers are provided by the vendors that supply the parts; therefore, purchasing managers will enter the numbers manually in the inventory receipt. These parts do not have an expiration date, and staﬀ members who will use and issue the parts must select the exact part manually in documents. To create this serial class, you do the following:

On the Lot/Serial Classes (IN207000) form, add a new record.
In the Summary area, specify the following settings:

Class ID: SRNPARTS
Description: Class for tracking juicer parts by serial numbers
Tracking Method: Track Serial Numbers
Track Expiration Date: Cleared
Required for Drop-Ship: Cleared
Assignment Method: When Received
Issue Method: User-Enterable
Share Auto-Incremental Value Between All Class Items: Cleared
Auto-Generate Next Number: Cleared

On the form toolbar, click Save.
You have created the serial class for tracking juicer parts. Now you can specify this serial class in the settings of the item class that provides default settings for stock items that are juicer parts. Step 3: Specifying the Serial Class in the Item Class Settings To specify the created serial class in the settings of the OTHERPARTS item class so that all new juicer part items have this setting by default, perform the following instructions:
Open the Item Classes (IN201000) form.
In the Item Class Tree pane, click the OTHERPARTS item class.
In the Lot/Serial Class box on the General tab of the right pane, select SRNPARTS.
On the form toolbar, click Save.
You have specified the new serial class in the settings of the item class.

Step 4: Specifying the Serial Class in the Item Settings Although specifying the SRNPARTS serial class in the item class settings will cause the system to insert the serial class for all new juicer part items of the OTHERPARTS item class, the serial class must be specified in the settings of all existing items that must be tracked according to the settings of this serial class. For simplicity, you will specify the serial class in the settings of only the EJECTOR05 item; all other items can be modified similarly. Do the following:

On the Stock Items (IN202500) form, open the EJECTOR05 stock item.
In the Lot/Serial Class box on the General tab, select SRNPARTS.
On the form toolbar, click Save.

Step 5: Creating an Inventory Receipt with the Serialized Item Now you need to make sure that users are able to add an item of the serial class you defined to an inventory receipt and that serial numbers can be added for each unit of the item. To create an inventory receipt with the serialized item, do the following:

On the Company and Branch Selection menu, in the top pane of the Acumatica ERP screen, select the Service and Equipment Sales Center branch.
On the Receipts (IN301000) form, add a new record.
In the Description box of the Summary area, type Receipt of serialized parts.
On the Details tab, do the following: a. On the table toolbar, click Add Row. b. In the Branch column, select SWEETEQUIP. c. In the Inventory ID box, select EJECTOR05. d. In the Quantity box, type 2 and press Ctrl+Enter to confirm the row. The system displays a warning message. e. On the table toolbar, click Line Details. f. In the Line Details dialog box, which opens, do the following: a. On the table toolbar, click Add Row. b. In the Lot/Serial Nbr. column, type EJ0000327. c. Press Ctrl+Enter to confirm the line. d. On the table toolbar, click Add Row. e. In the Lot/Serial Nbr. column, type EJ0000330. f. Press Ctrl+Enter to confirm the line. g. In the Unassigned Qty. box of the Summary area, make sure that the value is 0.00. This means that you have entered serial numbers for all units of the line being allocated. h. Click OK to save your changes and close the dialog box.
On the form toolbar, click Release to release the inventory receipt you have created.
You have tested the creation of an inventory receipt that includes the item with a serial number. In the next step, you will test the creation of an inventory issue that includes this item.

Step 6: Creating an Inventory Issue with the Serialized Item To test whether users will be able to manually add to an inventory issue an item of the SRNPARTS serial class and that you can select its serial number from the list of previously entered numbers, do the following:

On the Issues (IN302000) form, add a new record.
In the Description box of the Summary area, type Issue of an ejector.
On the Details tab, do the following: a. On the table toolbar, click Add Row. b. In the Branch column, select SWEETEQUIP. c. In the Tran. Type column, make sure that Issue is selected. d. In the Inventory ID box, select EJECTOR05. e. In the Quantity box, type 1. f. In the Lot/Serial Nbr. column, select EJ0000330.

On the form toolbar, click Release.
You have successfully issued the ejector with the EJ0000330 serial number.

       In a production system, an inventory issue is created automatically when a user releases a shipment.

Step 7: Reviewing the Settings of the SRNJCR Serial Class The SRNJCR serial class has been predefined in the dataset to be used for juicers. Serial numbers for juicers are entered in a shipment because you do not need to track juicers by serial numbers in your warehouse. However, you need to record that a juicer with the particular serial number has been issued from the warehouse. The serial numbers for juicers are provided by the vendor, so sales managers enter the numbers manually. To review the settings of the serial class, do the following:

On the Lot/Serial Classes (IN207000) form, open the SRNJCR class.
Review the following settings of the serial class:

Tracking Method: Track Serial Numbers This means that this class is used for items that are tracked by serial numbers in the system.
Track Expiration Date: Cleared Serialized items usually are not tracked by their expiration dates.
Required for Drop-Ship: Cleared The Service and Equipment Sales Center sells only juicers stored in the warehouse; these items are not drop-shipped from the vendor to the customer.
Assignment Method: When Used With this setting, the system requires the user to enter the serial number of each unit of an item of the class, when it is used. In this case, the user will enter the number when creating shipments that include the item.
Share Auto-Incremental Value Between All Class Items and Auto-Generate Next Number: Cleared Users enter serial numbers manually for units of each item of the class.

Step 8: Reviewing the Settings of the LTFRT Lot Class The LTFRT lot class has been predefined in the dataset to be used for fruits. The fruit vendors provide fruits in lots, each of which has an expiration date. When selling fruits, the sales managers of the SweetLife company want to ship fruits with the earliest expiration date first. Also, within the warehouse, warehouse managers need to track the movements and locations of fruits by lots. To review the settings of the lot class, do the following:

On the Lot/Serial Classes (IN207000) form, open the LTFRT class.
Review the following settings of the lot class:

Tracking Method: Track Lot Numbers This indicates that the class is used for tracking items by lot numbers.
Track Expiration Date: Selected This indicates that fruits are issued by their expiration dates.
Required for Drop-Ship: Cleared With this setting, fruits are not drop-shipped from the vendor to the customer.
Assignment Method: When Received With this setting, the system requires users to specify lot numbers and expiration dates when they enter purchase receipts.
Issue Method: Expiration When items assigned to this class are sold, the system will select the units of items with the earliest expiration date first.
Share Auto-Incremental Value Between All Class Items and Auto-Generate Next Number: Cleared Users will enter lot numbers manually for units of items of the class.

Step 9: Reviewing the Settings of the LTJAM Lot Class The LTJAM lot class has been predefined in the U100 dataset to be used for jams produced by the SweetLife company. These jams are sold in lots. The lot number of an item of the class is generated automatically when a sales manager creates shipments. To review the settings of the lot class, do the following:

On the Lot/Serial Classes (IN207000) form, open the LTJAM class.
Review the following settings of the lot class:

Tracking Method: Track Lot Numbers This indicates that the class is used for tracking items by lot numbers.

Track Expiration Date: Cleared With this setting, lot numbers are generated only when jams are sold.

                   The expiration date is used only with lot numbers entered when items are received.

Required for Drop-Ship: Cleared These jams are not drop-shipped from the vendor to the customer.
Assignment Method: When Used With this setting, the system generates lot numbers when a user creates shipments.
Share Auto-Incremental Value Between All Class Items: Selected This indicates that lot numbers should be unique within all items assigned to this class.
Auto-Incremental Value: 0001 This means that the first lot number to be used in the segment is 0001 and that the system can generate 9999 auto-incremental values in the lot number.
Auto-Generate Next Number: Selected This indicates that the system generates lot numbers automatically.
In the table, the following segments of a lot number for an item of the class have been added:
A segment of the Constant type with the JM value. This segment is included in all lot numbers and does not change.
Segments of the Year, Month, and Day types: The values of these segments indicate the date when the items have been sold.
The segment of the Auto-Incremental Value type: The system increases the value of this numeric segment for each new lot. You have created the SRNPARTS serial class for tracking juicer parts by serial numbers, made sure the class settings work as intended, and reviewed the settings of the predefined lot and serial classes.

Items with Lot and Serial Numbers: To Purchase and Sell Serialized Items

In the following activity, you will learn how to create and process purchase and sales documents for a stock item with a serial number that is entered manually into each shipment that includes units of the item.

Story

In this activity, you will act as sales and purchasing manager Pam Brawner in the Service and Equipment Sales Center of the SweetLife Fruits & Jams company. Suppose that you have received an order for two juicers with a production rate of 0.5 liter per minute from the Thai Food Restaurant customer. You do not have these juicers available in the warehouse for equipment storage, so you will purchase the juicers from the Squeezo Inc. vendor. The vendor provides juicers with serial numbers, which you do not need to track when the items are in the warehouse. But you need to track these numbers when the juicers are sold so that if a customer wants to return the juicer or request services, you can make sure that the juicer is one that the customer bought from your company. You will process the sales order and the related purchase order in the system and enter serial numbers manually when processing the shipment.

Configuration Overview

In the U100 dataset, for the purposes of this activity, the following tasks have been performed:

On the Enable/Disable Features (CS100000) form, the following features have been enabled:
Inventory and Order Management, which provides the standard functionality of inventory and order management
Inventory, which gives you the ability to maintain stock items by using forms related to the inventory functionality and to create and process sales and purchase documents that include stock items
On the Warehouses (IN204000) form, the EQUIPHOUSE warehouse has been created.
On the Stock Items (IN202500) form, the JUICER05С stock item has been created.
On the Lot/Serial Classes (IN207000) form, the SRNJCR serial class (a class for tracking juicers by serial numbers) has been created.
On the Vendors (AP303000) form, the SQUEEZO vendor has been created.
On the Customers (AR303000) form, the TOMYUM customer has been created.

Process Overview

In this activity, you will do the following:

On the Sales Orders (SO301000) form, prepare a sales order and mark all items to be purchased for sale.
On the Purchase Orders (PO301000) form, prepare a purchase order to order the items from the vendor.
On the Purchase Receipts (PO302000) form, prepare a purchase receipt when you receive the items from the vendor.
On the Shipments (SO302000) form, create a shipment.
On the Shipments form, enter the serial numbers of the units of the items to be sold.
On the Shipments form, confirm the shipment, and on the Invoices (SO303000) form, process the related invoice.

System Preparation

Before you start preparing the purchasing and sales documents for items with serial numbers, you should do the following:

Launch the Acumatica ERP website with the U100 dataset preloaded, and sign in as sales and purchasing manager Pam Brawner by using the brawner username and the 123 password.
On the Enable/Disable Features (CS100000) form, make sure that the Lot and Serial Tracking feature is enabled.

Step 1: Creating a Sales Order To create the sales order for two juicers from the TOMYUM customer, do the following:

On the Sales Orders (SO301000) form, add a new record.
In the Summary area, specify the following settings:

Order Type: SO
Customer: TOMYUM
Description: Sale of juicers with the 0.5 production rate

On the table toolbar of the Details tab, click Add Row.
In the row, specify the following settings:

Inventory ID: JUICER05C
Warehouse: EQUIPHOUSE
Quantity: 2
Unit Price: 700
Mark for PO: Selected By selecting the Mark for PO check box, you have marked the order line for purchasing, and it will be available for adding to a purchase order.
PO Source: Purchase to Order

On the form toolbar, click Save. The sales order is saved with the Open status.
You have created a sales order for the juicers and marked the item to be purchased for sale; now you will create a purchase order.

Step 2: Creating a Purchase Order Now you will create a purchase order for two units of the JUICER05C item from the SQUEEZO (Squeezo Inc.) vendor. To create a purchase order for the items that are marked for purchase, do the following:

While you are still viewing the sales order on the Sales Orders (SO301000) form, click Create Purchase Order on the More menu.
On the Create Purchase Orders (PO505000) form, which opens, in the row with SO to Purchase specified as the Plan Type, do the following: a. In the unlabeled column, select the Included check box to include this row in processing. b. In the Warehouse column, make sure that EQUIPHOUSE is selected. c. In the Vendor column, select SQUEEZO.
On the form toolbar, click Process to process the purchase request. The Processing dialog box opens. Wait for the system to complete the operation. The system creates a purchase order for the SQUEEZO vendor and opens it on the Purchase Orders (PO301000) form.
In the Description box of the Summary area, type Purchase of juicers with the 0.5 production rate.
On the Details tab, in the Unit Cost column, type 500 in the line.
On the form toolbar, click Remove Hold. The system saves the purchase order and the status of the purchase order changes to Open.
You can now print the purchase order and send it to the Squeezo Inc. vendor by mail. In this activity, we will skip this step.

Step 3: Creating a Purchase Receipt Suppose that the Squeezo Inc. vendor has delivered the juicers to the EQUIPHOUSE warehouse. To prepare the needed documents to reflect the receipt of the juicers, do the following:

While you are still viewing the purchase order on the Purchase Orders (PO301000) form, click Enter PO Receipt on the form toolbar. The system opens the Purchase Receipts (PO302000) form with the new receipt, which has the Balanced status and the data copied from the linked purchase order.
In the Summary area, select the Create Bill check box to make the system generate the bill automatically on release of the purchase receipt.
On the form toolbar, click Release to release the purchase receipt. Notice that the system has not required you to add serial numbers to the document; based on the SRNJCR serial class settings, serial numbers are entered when items are issued rather than when they are received.
On the Inventory Allocation Details (IN402000) form, in the Selection area, do the following: a. In the Inventory ID box of the Selection area, select JUICER05C. b. Make sure that the quantity of juicers you have received (2) is displayed in the On Hand box. c. On the Item Plans tab, review the only line in the table, which shows that two JUICER05C units are allocated directly for the sales order for which you have processed the purchase. d. Double-click the line to open the sales order on the Sales Orders (SO301000) form in a pop-up window.
The ordered juicers are ready for shipment. Step 4: Creating a Shipment To create a shipment with the ordered and received juicers, do the following:
While you are still viewing the sales order you have created on the Sales Orders (SO301000) form, on the form toolbar, click Create Shipment.
In the Specify Shipment Parameters dialog box, which opens, make sure that today's date and the EQUIPHOUSE warehouse are selected, and click OK. The system creates a shipment and opens it on the Shipments (SO302000) form in a pop-up window.
Notice that the system displays a warning on the Details tab that serial numbers are not specified for the juicer units and displays the ordered quantity of juicers in the Unassigned Qty. column. This means that you need to specify serial numbers for the ordered juicers manually.

Step 5: Specifying Serial Numbers for the Shipped Items To manually specify the serial numbers in the shipment for the juicers to be sold, do the following:

While you are still viewing the shipment on the Shipments (SO302000) form, on the Details tab, click the only line.
On the table toolbar, click Line Details.
In the Line Details dialog box, which opens, do the following: a. On the table toolbar, click Add Row. The system adds a line for one unit of the JUICER05С item. b. In the Location column, select MAIN. Notice that the value in the Unassigned Qty. box has been changed to 1. c. In the Lot/Serial Nbr. column, type JCR050000333. d. Add a row for the second juicer. e. In the Location column, select MAIN. Notice that the value in the Unassigned Qty. box has been changed to 0. f. In the Lot/Serial Nbr. column, type JCR050000168. g. Click OK to save your changes and close the dialog box.
On the form toolbar, click Save.
You have entered the serial numbers of the juicers. Notice that the warnings on the Details tab and the Unassigned Qty. column on this tab are no longer shown. Now you can confirm the shipment and process the related invoice.

Step 6: Confirming the Shipment and Processing the Invoice To confirm the shipment and process the related invoice, do the following:

While you are still viewing the shipment on the Shipments (SO302000) form, review the line on the Details tab. Make sure that the shipped quantity in the line is equal to the ordered quantity.
On the form toolbar, click Confirm Shipment. The status of the shipment has been changed to Confirmed.
On the form toolbar, click Prepare Invoice. The system prepares the invoice and opens it on the Invoices (SO303000) form in a pop-up window. The invoice has the Balanced status.
On the form toolbar, click Release to release the invoice. The system changes the status of the invoice to Open and the status of the shipment to Completed. Close the pop-up window.
On the Inventory Allocation Details (IN402000) form, do the following: a. In the Inventory ID box of the Selection area, select JUICER05C. b. In the Warehouse box, select EQUIPHOUSE. c. In the On Hand box, make sure that the quantity of juicers is 0.
You have successfully processed the shipment and the invoice related to the sale of the two juicers with serial numbers.

Items with Lot and Serial Numbers: To Sell Items in Lots

In the following activity, you will learn how to create and process purchase and sales documents for a stock item with a lot number generated automatically when the item is shipped.

Story

Suppose that you are a sales manager in the SweetLife Fruits & Jams company. You have received an order from the HM's Bakery & Cafe customer for 14 jars of cherry jam, each of which is 32 ounces. Cherry jam is a new item that SweetLife has started to produce recently. You have decided that a lot number should be assigned on issue of sold jam, so that you can track the sold packs of jam in case any jars are returned. Acting as sales manager Grace Norman in the SweetLife Head Oﬀice and Wholesale Center, you will create and process the appropriate documents to complete the sales order and record the lot number. You will use quick processing to illustrate expedited processing of the sales order.

Configuration Overview

In the U100 dataset, for the purposes of this activity, the following tasks have been performed:

On the Enable/Disable Features (CS100000) form, the following features have been enabled:
Inventory and Order Management, which provides the standard functionality of inventory and order management
Inventory, which gives you the ability to maintain stock items by using forms related to the inventory functionality and to create and process sales and purchase documents that include stock items
On the Warehouses (IN204000) form, the WHOLESALE warehouse has been created.
On the Stock Items (IN202500) form, the CHERJAM32 stock item has been created.
On the Lot/Serial Classes (IN207000) form, the LTJAM serial class (a class for tracking jams by lot number on sale) has been created.
On the Customers (AR303000) form, the HMBAKERY customer has been created.
On the Order Types (SO201000) form, the SO order type has been configured to allow expedited multistep processing of appropriate sales orders, which will be illustrated in this example. The Allow Quick Process check box has been selected on the Template tab. On the Quick Processing tab of the form, the appropriate settings have been specified to configure the sequence of order processing actions to be used by default when orders of this type are quickly processed.

Process Overview

In this activity, to perform a sale of stock items with automatic assignment of lot numbers, you will create a sales order on the Sales Orders (SO301000) form, select an order type that supports quick processing, select the customer to which the items are being sold, and add items to the order. You will use quick processing to streamline the processing of the sales order. You will click Quick Process on the form toolbar, review the quick processing settings, and correct them. Then you will run quick processing, during which the system processes the sales order to completion and generates all needed documents. When the quick processing completes, in the shipment on the Shipments (SO302000) form, you will make sure that the system has generated a lot number for the line with the stock item that has the lot class with auto-generation settings specified.

System Preparation

Before you start performing a sale of stock items with automatic assignment of lot numbers, you should do the following:

Launch the Acumatica ERP website with the U100 dataset preloaded, and sign in as sales manager Grace Norman by using the norman username and the 123 password.
On the Enable/Disable Features (CS100000) form, make sure that the Lot and Serial Tracking feature is enabled.

Step: Creating and Processing Sales Documents To prepare the sales order and the related sales documents (which will be created through quick processing of the sales order) from the HMBAKERY customer for 14 jars of the CHERJAM32 jam, do the following:

On the Sales Orders (SO301000) form, add a new record.
In the Summary area, specify the following settings:

Order Type: SO
Customer: HMBAKERY
Description: Sale of cherry jam

On the Details tab, add a row, and specify the following settings for it:

Inventory ID: CHERJAM32
Warehouse: WHOLESALE
Quantity: 14
Unit Price: 16.89

On the form toolbar, click Save. The sales order is saved with the Open status.
On the More menu, click Quick Process.
In the Process Order dialog box, which opens so that you can review (and change, if needed) the settings before quickly processing the order, do the following: a. In the Warehouse ID box, make sure that WHOLESALE is selected. b. In the Shipment Date section, make sure that Today is selected. c. In the Shipping section, make sure that the following check boxes are selected:

Create Shipment
Confirm Shipment
Update IN d. In the Invoicing section, do the following: a. Make sure that the Prepare Invoice check box is selected. b. Select the Release Invoice check box. e. Click OK. The Processing Results dialog box opens. Wait for the system to create the documents. f. Close the dialog box. Notice that the sales order now has the Completed status.

On the Shipments tab, click the link in the Document Nbr. column. The system opens the shipment on the Shipments (SO302000) form in a pop-up window.
In the Lot/Serial Nbr. column of the Details tab, make sure that the system has generated the lot number for the line, as shown in the following screenshot. Figure: The generated lot number
You have created the sales order for items with a lot number that was generated automatically for the shipment, and you have used quick processing to automatically generate the related sales documents.

Items with Lot and Serial Numbers: To Purchase and Sell Lot-Numbered Items that

Expire

In the following activity, you will learn how to create and process purchase and sales documents for a stock item for which the lot number and expiration date are entered manually on receipt.

Story

In this activity, you will act as sales and purchasing manager Regina Wiley in the SweetLife Head Oﬀice and Wholesale Center branch of the SweetLife Fruits & Jams company. As the purchasing manager, you will buy two boxes (10 pounds each) of guavas with diﬀerent expiration dates from the Glory Fruit Case vendor. The vendor supplies each box with a lot number that must be used for tracking the enclosed items in the Wholesale warehouse. The lot class is defined so that fruits with the earliest expiration date are issued first when the fruit is sold. Suppose that GoodFood One Restaurant ordered 12 pounds of guavas. As the sales manager, you will create and process the appropriate documents for the purchase and sale of these items with lot numbers and expiration dates. You will use quick processing to illustrate expedited processing of the sales order.

Configuration Overview

In the U100 dataset, for the purposes of this activity, the following tasks have been performed:

On the Enable/Disable Features (CS100000) form, the following features have been enabled:
Inventory and Order Management, which provides the standard functionality of inventory and order management
Inventory, which gives you the ability to maintain stock items by using forms related to the inventory functionality and to create and process sales and purchase documents that include stock items
On the Warehouses (IN204000) form, the WHOLESALE warehouse has been created.
On the Stock Items (IN202500) form, the GUAVAS stock item has been created.
On the Lot/Serial Classes (IN207000) form, the LTFRT serial class (a class for tracking fruits by lot number and expiration date) has been created.
On the Vendors (AP303000) form, the GLORYFRUIT customer has been created.
On the Customers (AR303000) form, the GOODFOOD customer has been created.
On the Order Types (SO201000) form, the SO order type has been configured to allow expedited multistep processing of appropriate sales orders, which will be illustrated in this example. The Allow Quick Process check box has been selected on the Template tab. On the Quick Processing tab of the form, the appropriate settings have been specified to configure the sequence of order processing actions to be used by default when orders of this type are quickly processed.

Process Overview

In this activity, you will do the following:

On the Purchase Orders (PO301000) form, prepare a purchase order to order the dated, lot-numbered items from the vendor.
On the Purchase Receipts (PO302000) form, prepare a purchase receipt when you receive the items from the vendor, and specify the lot number and expiration date for each unit of the items.
On the Sales Orders (SO301000) form, prepare a sales order, select an order type that supports quick processing, select the customer to which the items are being sold, and add items to the order.
On the Sales Orders form, click Quick Process on the form toolbar to use quick processing of the sales order, and review the quick processing settings. Then you run quick processing, during which the system processes the sales order to completion and generates all needed documents. When the quick processing completes, you can review the generated documents.
Review that the items included in the shipment have been allocated according to the settings of the lot class assigned.

System Preparation

Before you start preparing the purchasing and sales documents for items with lot numbers and expiration dates, you should do the following:

Launch the Acumatica ERP website with the U100 dataset preloaded, and sign in as sales and purchasing manager Regina Wiley by using the wiley username and the 123 password.
In the info area, in the upper-right corner of the top pane of the Acumatica ERP screen, make sure that the business date in your system is set to 1/30/2025. If a diﬀerent date is displayed, click the Business Date menu button and select 1/30/2025 on the calendar. For simplicity, in this activity, you will create and process all documents in the system on this business date.
On the Enable/Disable Features (CS100000) form, make sure that the Lot and Serial Tracking feature is enabled.

Step 1: Creating a Purchase Order You will begin the process of ordering two boxes of guavas, 10 pounds each, from the GLORYFRUIT vendor by creating a purchase order. To create the purchase order, do the following:

On the Purchase Orders (PO301000) form, add a new record.
In the Summary area, specify the following settings:

Type: Normal
Vendor: GLORYFRUIT
Description: Purchase of guavas, 20 lb

On the table toolbar of the Details tab, click Add Row.
In the row, specify the following settings:

Branch: HEADOFFICE
Inventory ID: GUAVAS
Warehouse: WHOLESALE
Order Qty.: 20
Unit Cost: 9.95

On the form toolbar, click Remove Hold to save the purchase order, which is assigned the Open status.
You can now print the purchase order and send it to the Glory Fruit Case vendor by mail. In this activity, we will skip this step.

Step 2: Creating a Purchase Receipt and Entering Lot Numbers Suppose that the Glory Fruit Case vendor has delivered the guavas to the Wholesale warehouse. The order contains two boxes with separate lot numbers and diﬀerent expiration dates. To prepare the needed documents to reflect the receipt of the guavas, do the following:

While you are still viewing the purchase order on the Purchase Orders (PO301000) form, click Enter PO Receipt on the form toolbar. The system opens the Purchase Receipts (PO302000) form with the new receipt, which has the Balanced status and the data copied from the linked purchase order.
In the table of the Details tab, click the only line of the order.
On the table toolbar, click Line Details.
In the Line Details dialog box, which opens, do the following: a. Notice that the value of the Unassigned Qty. box in the Summary area is 20. b. On the table toolbar, click Add Row. c. In the Location column, select MAIN. d. In the Lot/Serial Nbr. column, type FRT000862. e. In the Quantity column, type 10. f. In the Expiration Date column, select 2/20/2025. g. On the table toolbar, click Add Row to add a second row. Notice that the value of the Unassigned Qty. box was changed to 10. h. In the Lot/Serial Nbr. column, type FRT000877. j. In the Quantity column, type 10. k. In the Expiration Date column, select 2/13/2025. l. Click OK to save your changes and close the dialog box. Notice that the value of the Lot/Serial Nbr. column for the GUAVAS line is , which means that units of the item with diﬀerent lot numbers have been included in the line of the purchase receipt.
In the Summary area, select the Create Bill check box.
On the form toolbar, click Release to release the purchase receipt. The system automatically creates and releases the inventory receipt. On the Other tab, you can view the reference number of the created inventory receipt; you can also click the reference number link to view the inventory receipt on the Receipts (IN301000) form.
Open the Inventory Allocation Details (IN402000) form.
In the Selection area, do the following: a. In the Inventory ID box of the Selection area, select GUAVAS. b. In the Warehouse box, select WHOLESALE. Make sure that the quantity in the On Hand box is 20. You have processed the purchase receipt and inventory receipt to reflect that the guavas have been received in the Wholesale warehouse. In these documents, you have entered lot numbers and expiration dates, and now sales managers can sell these guavas to customers.

Step 3: Creating a Sales Order In this step, you will act as the sales manager. To create a sales order reflecting that the GOODFOOD customer has ordered 12 pounds of guavas, do the following:

On the Sales Orders (SO301000) form, add a new record.
In the Summary area, specify the following settings:

Order Type: SO
Customer: GOODFOOD
Description: Sale of 12 pounds of guavas

On the table toolbar of the Details tab, click Add Row.
In the row, specify the following settings:

Inventory ID: GUAVAS
Warehouse: WHOLESALE
Quantity: 12
Unit Price: 12.99

On the form toolbar, click Save. Notice that the sales order has the Open status.
You have created the sales order for the guavas, and now you will create the other related shipment, issue, and invoice.

Step 4: Creating and Quickly Processing Sales Documents To create and process the sales documents related to the sales order through quick processing of the sales order, do the following:

While you are still viewing the sales order you have created on the Sales Orders (SO301000) form, on the More menu, click Quick Process.
In the Process Order dialog box, which opens so that you can review (and change, if needed) the settings before quickly processing the order, do the following: a. In the Warehouse ID box, make sure that WHOLESALE is selected. b. In the Shipment Date section, make sure that Today is selected. c. In the Shipping section, make sure that the following check boxes are selected:

Create Shipment
Confirm Shipment
Update IN d. In the Invoicing section, make sure that the Prepare Invoice check box is selected. e. Select the Release Invoice check box. f. Click OK. g. Aer the system creates the shipment, issue, and invoice, close the Processing Results dialog box. Notice that the sales order now has the Completed status.
By using quick processing, you have created the sales documents related to the sales order. Now you will review how the system has allocated units of the item in the shipment. Step 5: Reviewing the Item Allocations in the Shipment To review how the system has allocated units of the item in the shipment, do the following:

While you are still viewing the sales order you have created on the Sales Orders (SO301000) form, on the Shipments tab, click the link in the Document Nbr. column. The system opens the shipment on the Shipments (SO302000) form.
In the Lot/Serial Nbr. column on the Details tab, notice that the value is specified. This means that units of the item with diﬀerent lot numbers have been included in the shipment line.
Click the only shipment line, and, on the table toolbar, click Line Details.
In the Line Details dialog box, which opens, review how the system has selected guavas from warehouse as follows (see the screenshot below):

In the first line, notice that the system selected 10 pounds of guavas from the FRT000877 lot with the earlier expiration date.
In the second line, notice that the system selected two pounds of guavas from the FRT000862 lot with the later expiration date.
```
    Figure: The generated lot numbers
```

Click OK to close the dialog box.
You have prepared the documents for purchasing items with lot numbers and expiration dates, and you have prepared the sales documents for selling the lot-numbered items, making sure that the system has selected the items by using the expiration date. Part 2: Sales with Insuﬀicient Stock | 49