You use this program to issue stock to customer orders. The level of detail that you are required to specify depends on whether the item is serialized, or traceable or stored in specific bins.
If the stock item you are selling is defined as traceable (Stock Codes) then you need to indicate the lot number from which the item must be issued.
If you indicated that you require the automatic depletion in sales orders (Inventory Setup) 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:
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Date of expiry or receipt date (depending on the setup option: Automatic depletion of lots by - Receipt date or Expiry date (Inventory Setup).
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.
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Quantity available (calculated as Quantity on hand less Quantity to ship less Quantity reserved)
If issues are not permitted from multiple lots (Stock Codes) 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, then the order line is canceled.
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Lot number
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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 (Operators)
- 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 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. Refer to the Original Quantity Received for Lots section in Notes and warnings for additional information. When processing a credit note in the RMA Issues and Receipts program, the quantity of the lot being credited cannot be greater than the quantity of the lot originally received. |
| Certificate | Indicate the certificate number that was issued for the lot that you selected. |
| Add | Select this to add the allocation to the
list. See Activity considerations in Notes and warnings. |
| 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. |
If the option: Multiple bins in use is enabled for the warehouse (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 in sales orders (Inventory Setup) then stock is issued automatically from the oldest and smallest available bin first as follows:
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The bin information is sorted in the following sequence:
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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.
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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 Orders Setup) then the sales order line is canceled.
However, if you selected the option: Negative on hand deplete out default bin (Inventory Setup) then the rules governing that option apply.
Therefore, if you selected Negative on hand deplete out default bin (Inventory Setup) 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 Sales Order 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) 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). 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 out default bin must be selected (Inventory Setup)
- 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
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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, then 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 Inventory Browse on Bins. For traceable items see Browse on Bin Numbers for Lot). |
| 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. |
If the stock item you are selling is defined as serialized (Stock Codes) then you need to indicate the serial number(s) that must be issued, unless the option: Capture serial numbers for orders (Sales Orders Setup) 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 (Warehouses) or the stock code is either traceable or ECC controlled (Stock Codes) then you have to allocate serial numbers regardless of your setting against the option: Capture serial numbers for orders (Sales Orders Setup).
![[Note]](images/note.png)
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| 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. The Expiry date is not updated when this is set to zero. This prompt is only displayed if the option: Dates used in serial number entry is set to Expiry date required (Sales Orders Setup). |
| 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), providing the expiry date is not entered as 00/00/00. You can use the Serial Number Maintenance program to change the expiry date if it was incorrectly entered and saved. This prompt is only displayed if the option: Dates used in serial number entry is set to Expiry date required (Sales Orders Setup). |
| 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 Orders Setup). |
| 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 Codes) then you can supply a serial number that already exists against another stock code if the option: Use same serial for multiple stock codes is selected (Inventory Setup). |
| Add Serials | Select this to use the SO 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:
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| Change Dates | Select this to update the expiry and/or scrap dates supplied. |
| 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 Codes) then you can supply a serial number that already exists against another stock code if the option: Use same serial for multiple stock codes is enabled (Inventory Setup). |
| 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 SO 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:
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| Close | Select this to accept all serial allocations/reservations entered. |
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. |
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. |
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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.
The OrigQtyReceived column in the LotDetail table is used as a control when receiving in lot traceable items to ensure that you cannot credit or return more than originally received when, for example, processing a credit note in Sales Order Entry or processing a negative material issue using the WIP Job Issues program.
When the quantity being credited exceeds the quantity in the OrigQtyReceived column, you will be unable to process the credit transaction, irrespective of the Quantity available or the Quantity on hand for the lot.
The OrigQtyReceived column should only be updated when receiving in stock using from an Inventory receipt, a Job receipt or a Purchase order receipt. However, it can be manually updated when adding a new lot using the Lot Maintenance program by entering a positive quantity in the Original qty received field. It can also be updated by enabling the Update original quantity received option when processing adjustments using the Stock Take Confirmation program or the Inventory Movements program.
It is important to note the following when processing adjustments for lot traceable items using either the Inventory Movements or Stock Take Confirmation program:
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If you do not enable the Update original quantity received option, then you may not be able to process credit notes or negative material issues at a later stage, as the OrigQtyReceived will be insufficient to do so.
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The option to update the original quantity received was only introduced into the Inventory Movements and Stock Take Confirmation programs in SYSPRO 7 Update 1, so adjustments processed prior to this will not be included in the OrigQtyReceived.
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The Update original quantity received option must be consistently applied when processing adjustments in these programs. You should not sometimes enable the option and sometimes not enable it, especially when processing negative adjustments, as this can result in inconsistent results in the OrigQtyReceived column, which could lead to problems when you try to return an item to the lot.
Note that the Update original quantity received option is disabled by default.
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It is possible for the original quantity received column in the LotDetail table to contain a zero or even a negative quantity when you do not consistently enable the Update original quantity received option.
For example:
The following steps will result in a negative value in the OrigQtyReceived column of the LotDetail table:
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Using the Lot Maintenance program, you add a new lot and you leave the Original qty received field as zero.
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Using the Inventory Movements program, you process a positive Adjustment for a lot traceable item using this new lot and you do not enable the Update original quantity received option.
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Using the Inventory Movements program, you process a negative Adjustment for the same lot traceable item and lot number, but this time you enable the Update original quantity received option.
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The quantity entered exceeds the maximum credit allowed for this lot. Use the maximum allowed?
This message is displayed when processing a Credit note for a lot traceable item and Quantity entered is greater than the OrigQtyReceived column in the LotDetail table for the lot.
Refer to the Original Quantity Received for Lots section in Notes and warnings for additional information.
Operator access to the following activities within this program can be restricted. You configure this using the Operators program.
| Activity | Description |
|---|---|
| SO Serial allocation add new numbers when serials required on receipt | This enables you to prevent an operator from using the SO Lots, Bins, Serials Allocations program to add new serial numbers for a stock item when
the option: Record serial numbers - During receipt is
enabled (Stock Codes) and the operator is processing a sales
order for the item. The Add Serials function of the SO Lots, Bins, Serials Allocations program is disabled. This activity also applies to receipting using the RMA Issues and Receipts program. |
Password access to the following functions in this program may be defined in the Password Definition program. When defined, the password must be entered before you can access the function.
| Field | Description |
|---|---|
| SO Adding serial numbers in Sales Order entry | This password restricts access to the Add Serials function of the SO Lots, Bins, Serials Allocations program which allows you to add new serial numbers to allocate/reserve against the order line. This password applies when the SO Lots, Bins, Serials Allocations program is called from the Sales Order Entry program. It does not restrict the allocation of existing serials. |