Preassigning Lot Numbers

You can preassign lot numbers for items when you create a purchase order, a transfer order line, or a job. Then when the PO or transfer order line is received, or the job completes, the system assigns one of the preassigned lot numbers to each item in the line or job.

Initial Steps

Use these initial steps to preassign lots for items in POs, transfer orders, or jobs:

  1. In the Items form, specify that the item to be used in the PO, transfer or job  is Lot Tracked.
  2. (Optional) If you want to use lot number prefixes for this item, click Lot Definition and define the prefix to use. Alternatively, a global prefix can be defined on the Inventory Parameters form.

Preassign Lots for a Purchase Order

Use these steps to preassign lots for an item in a PO:

  1. Follow the initial steps above.
  2. Create the purchase order using the Purchase Orders form. (The Preassign feature is not available on the Purchase Orders Quick Entry form.)
  3. In the Purchase Order Lines or Purchase Order Blanket Lines/Releases form, for each line item that will use a preassigned lot, select Preassign Lots.

    NOTE: If Preassign Lots is already selected by default for the item on the Items form, you cannot change it here. However, if this field is not selected, and if Qty Shipped is zero, then you can select Preassign Lots here.

  4. In the Purchase Order Lines or Purchase Order Blanket Releases form, select the Lots tab.
  5. Specify the number of predefined lots to generate and click Generate Lots. The next sequential lot numbers available for this item are listed. (The Generate Lots button is enabled only if the Generate Lot field is selected in the Inventory Parameters form. If the button is disabled, specify the new lot numbers in the grid.)
  6. Select the ones you want to use for this PO.
  7. Save the PO line/release record.

Preassign Lots for a Transfer Order

Use these steps to preassign lots for an item in a transfer order:

NOTE: In order to preassign lots for a transfer order, the item must be lot tracked in the "To" site and not lot tracked in the From site.

  1. Follow the initial steps above.
  2. Create the transfer order using the Transfer Orders form.  (The Preassign feature is not available on the Transfer Orders Quick Entry form.)
  3. In the Transfer Order Lines form, for each line item that will use a preassigned lot, select Preassign Lots.

    NOTE: If Preassign Lots is already selected by default for the item on the Items form, you cannot change it here.  However, if this field is not selected, and if Qty Shipped is zero, then you can select Preassign Lots here.

  4. In the Transfer Order Lines form, select the Lots tab.
  5. Specify the number of predefined lots to generate and click Generate Lots. The next sequential lots available for this item are listed. (The Generate Lots button is enabled only if the Generate Lot field is selected in the Inventory Parameters form. If the button is disabled, specify the new lot numbers in the grid.)
  6. Select the ones you want to use for this transfer order.
  7. Save the transfer order line record.

Use this chart to understand when the Preassign Lots fields are enabled, and how the default value is set:

From Site To Site Preassigned Lots Check Box
Use Existing Lots? Lot Tracked? Lot Tracked? Preassigned? Ship Qty Enabled? Value
Yes -- -- -- -- No Not Selected
No Yes -- -- -- No Not Selected
No No Yes No No Yes Not Selected
No No Yes No < > 0 No Not Selected
No No Yes Yes -- No Selected

 

Preassign Lots for a Job

Use these steps to preassign lots for an item when you create a job that includes the item:

  1. Follow the initial steps above.
  2. Create the job using the Job Orders form.
  3. For each item that will use a preassigned lot, select Preassign Lots.

    NOTE: If Preassign Lots is already selected by default for the item on the Items form, you cannot change it here. However, if this field is not selected on that form, then you can select Preassign Lots here.  When the job status is changed from Firm, this field is disabled.

  4. Select the Lots tab.
  5. Specify the number of predefined lots to generate and click Generate Lots. The next sequential lots available for this item are listed. (The Generate Lots button is enabled only if the Generate Lot field is selected in the Inventory Parameters form. If the button is disabled, specify the new lot numbers in the grid.)
  6. Select the ones you want to use for this transfer order.
  7. Save the job order.

If you rework a job, the preassigned lots/serials fields are disabled. See Creating a Rework Order for more information.

Printing Preassigned Lot Labels

To print preassigned lot labels so that you can have them ready to attach when the lots are created, use the Preassigned Lot Labels Report form.

Data Collection Transactions and Preassigned Lot Numbers

If you are populating the data collection tables with transactions that use preassigned lot numbers:

  1. When you print a report for a specific type of DC transaction (for example, PO Receiving List), select the option to print preassigned lot numbers where appropriate.
  2. Use the document to scan (or manually enter) the preassigned lot numbers. At the time the DC transactions are entered, you can choose to enter a value other than the preassigned lot number.

What Happens to Unused Preassigned Lot Numbers?

Preassigned lot numbers are allocated and cannot be reused until the PO line, job or transfer order line status is set to Complete.  

Related Topics

Creating Lot Tracked Inventory Items

Defining Intelligent Lot and Serial Numbers

Tracing Lot-Controlled Materials