Lot, Bin, Serial Allocations

Toolbar and menu

Field	Description
Save	Select this to save adjustments made in the grid. You typically use this function when the Remaining quantity is zero, but you need to make adjustments in the grid. You should very rarely need to select this option, as the program automatically prompts you to Post when it determines that the required Lots, Bins and Serials have been allocated. See also: Notes and warnings.
Quantity to be Allocated	Displays the total quantity of the stock item for which lots, bins and/or serials must be allocated to the job. The quantity to be allocated can be reduced when issuing to jobs. It is recommended that this is done before capturing values in the grid. If this quantity is reduced after values have been entered into the grid, then the value entered in this field must equal the total quantities entered into the grid to be able to select the Save option. The ability to reduce the Quantity to be Allocated is useful when you only want to partially allocate items at this stage, or when the full quantity to allocate is not currently available. The quantity cannot be: increased changed when negative issuing materials to a job changed when allocating a serialised ECC stock code to a job. ECC items have dummy lots and the quantity issued from the dummy lot would be different to the rest.
Cancel	Ignores any entries made and returns to the previous screen.
Create Serials	Select this to use the SO Add Serial Numbers program to capture serial numbers that you want to allocate to the job.
Browse Reserved Lots/Serials	Enable this to load: the WIP Reserved Lots Browse for Allocations program instead of the Browse on Lots program when browsing on the Lot field. the WIP Job Reserved Serial Query program instead of the Browse on Serial Numbers program when browsing on the Serial field. This only applies when lots or serials were reserved at Job creation (WIP Reserve Lots & Serials Maintenance).

Allocations

All lot, bin and serial allocations are performed in this listview.

The level of detail you are required to specify depends on whether the item is serialized, traceable, stored in a specific bin, or a combination of all three.

Minor checks are made as you enter the allocations in the grid but no information is updated. All validation checks are performed when you post the allocations.

See Lot Allocations, Serial Allocations and Bin Allocations for individual allocation details.

Field	Description
Ok to post allocations	This prompt is displayed once all allocations have been entered in the Allocations grid.
OK	Select this to validate all entries in the grid post the allocations. The relevant tables/files are updated at this point.
Cancel	Select this to return to the grid. You can manually change the entries in the grid, but doing so may cause the values to go out of balance. In that case you will need to get the Remaining Lots Allocation and the Remaining Qty to zero before you will be allowed to post.

Lot Allocations

If the material allocation being issued is defined as traceable (Stock Codes) then you need to indicate the lot number from which the item must be issued.

Field Description

Lot

Indicate the lot number from which the item must be allocated to the job.

Stock can only be issued from more than one lot when the Allow issues from multiple lots option is enabled against the stock item (Stock Codes).

If you reserved lots for the component, then you must allocate the reserved lots, unless the option: Component substitution of lots/serials (Work in Progress Setup) is enabled or the activity: WIP changing reserved lots/serials for allocation (Security Activities) is allowed against your operator code.

When issuing to a job, the lot expiry date is checked against the job start date and not the date of issue.

This means that it is possible to issue from an expired lot.

An error message is displayed if the lot expiry date is before the job start date.

This does not apply to negative issues, as the lot expiry date is not checked for negative issues.

Lot quantity

Indicate the quantity to allocate from the Lot.

You must distribute quantities from the correct lot(s) until the entire Quantity to be Allocated is allocated.


	After entering the lot quantity, you need to TAB or press ENTER for the grid to recalculate and determine if any additional allocations (Lots, Bins or Serials) must be allocated.

The quantity to issue is greater than the quantity reserved for the lot. Do you want to maintain the reserved quantity for the lot?

This message is displayed when you enter a quantity greater than the quantity originally reserved. This typically occurs when you select to kit issue more to the job than originally required in the Job Issues program.

Option	Description
Yes	Select this to use the WIP Reserve Lots & Serials Maintenance program to maintain the reserved quantity for the lot.
No	Select this if you only want to allocate the initially reserved quantity to the lot. The quantity you entered is changed to equal the quantity reserved for the lot.

Remaining Qty Indicates the quantity that still has to be allocated. This is only recalculated after you press TAB or ENTER at the Lot quantity field.

Certificate Indicate the certificate number issued for the lot.

Lot Allocations

If you indicated that you require automatic depletion in kit issues (Inventory Setup) then stock is issued automatically from the oldest and smallest available lot first.

You must not use auto depletion (Inventory Setup) if you want to be able to post to different lots.

Depending on the selection made against the option: Automatic depletion of lots by - Receipt date or Expiry date (Inventory Setup) the oldest lot is determined by examining either its receipt date or expiry date. If there is more than one lot with the oldest date then stock is allocated from the smallest lot first.

If lots were reserved for the allocation, then the rules of automatic depletion are followed except that they are only applied to the lots that were reserved. Therefore, the oldest/smallest reserved lot that is depleted first.

If the item may not be issued from multiple lots (Stock Codes) then the program searches for the first lot that can fully satisfy the requirement.

If no single lot has sufficient quantity to satisfy the requirement, the quantity to kit is reduced to the quantity that can be manufactured using the lot with the highest quantity.

If the kit is accepted, then the quantity to manufacture on the job header is reduced to this figure.

If you subsequently process a negative issue against a material allocation, you have to de-allocate the lots, bins and serials manually.

If there is insufficient stock for the quantity to issue, stock cannot go negative even if negative stock is permitted. In this case, stock is issued to the maximum available. If lots have been reserved then stock can only be issued to the maximum reserved even if there is additional available stock.

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 job start date
the stock item is ECC controlled but the lot revision and release does not match the revision and release against the material allocation.

Serial Allocations

If the stock item you are issuing is defined as serialized (Stock Codes) then you need to indicate the serial number(s) that must be allocated.


	The entry of serial numbers is not requested if serial numbers must be recorded at the time of order entry (Stock Codes). Even if stock is allowed to go negative (Inventory Setup) you cannot issue more than is available against a serialized item. Stock is only issued to the maximum available. When you subsequently process a negative issue against a material allocation, you need to de-allocate the lots, bins and serials manually.

Field

Description

Serial

Indicate the serial number to issue to the job.


	The serial Expiry date is checked against the planned job start date or, if SYSPRO Factory Scheduling is installed, the scheduled start date. You cannot allocate a serial number that has expired or been scrapped before this date. The system does not check the expiry/scrap date against the current system date, because you may be backflushing an item which was issued within the valid time. When processing job allocations, you can only negative issue a serialised item that was previously physically issued to the job. This is because allocations are items required to make the parent item, according to the Bill of Materials. You can process a negative (specific) issue to a job for a serialised item which is not in the Bill of Materials for the job (i.e. not an allocation against the job). In this case, the item issued is treated as a co-product (an item that comes into existence in the creation of another item). When issuing a negative allocation, the serial numbers supplied do not have to exist. You can create them at this point by selecting the Create Serials option. However, you can only create a serial number that exists against another stock code when the option Use same serial for multiple stock codes is enabled (Inventory Setup). If you reserved serials for the component, then you must allocate the reserved serials, unless the option: Component substitution of lots/serials (Work in Progress Setup) is enabled or the activity: WIP changing reserved lots/serials for allocation (Security Activities) is allowed against your operator code.

Enter range

Select this to indicate a range of manual serial numbers to allocate.

Quantity

Enter the quantity to allocate to the serial number.

This applies to batch serialized items.

Remaining Qty

Indicates the quantity that still has to be allocated. It is updated whenever the Quantity changes and you press TAB or ENTER from the Quantity field.

Expiry date

This indicates the expiry date defined against the manual Serial.

This date can be maintained using the Browse on Serial Numbers program.

Scrap Date

This indicates the scrap date defined against the manual Serial.

This date can be maintained using the Browse on Serial Numbers program.

Allocate a Range of Serial Numbers

This screen is displayed when you select the Enter range option in the Serial field of the Allocations grid.

Field	Description
OK	Select this to populate the Allocations grid with the serial range entered.
Cancel
From serial number	Indicate the first serial number to allocate.
Reserved	Select this to use the WIP Job Reserved Serial Query program to view the serial numbers that were reserved for the item (see WIP Reserve Lots & Serials Maintenance).
To serial number	Indicate the last serial number to allocate.
Reserved	Select this to use the WIP Job Reserved Serial Query program to view the serial numbers that were reserved for the item (see WIP Reserve Lots & Serials Maintenance).
Quantity to allocate	Indicate the number of serial numbers that must be allocated.

Bin Allocations

When the option: Multiple bins in use is enabled against the warehouse (Warehouses) you need to indicate the bin location from which the item must be allocated.

Field	Description
Bin/Serial	Indicate the bin from which stock must be allocated. You can only supply a bin that does not exist if you are issuing a negative allocation and the option: Create bins at inventory transaction is enabled (Inventory Setup). Note that once this new bin is accepted, it cannot be changed.
Quantity	Indicate the quantity of the item you want to allocate from the selected bin. You must distribute quantities of items from the correct bin(s) until the Remaining quantity reaches zero. Quantities entered in the grid are always displayed as positive, even when processing a reversal. The Remaining quantity indicates the quantity as positive or negative.
Remaining quantity	Indicates the quantity not yet allocated. It is updated whenever the Quantity changes and you press TAB or ENTER from the Quantity field. This must be zero to complete the bin allocation.

Field

Description

Bin/Serial

Indicate the bin from which stock must be allocated.

You can only supply a bin that does not exist if you are issuing a negative allocation and the option: Create bins at inventory transaction is enabled (Inventory Setup). Note that once this new bin is accepted, it cannot be changed.

Quantity

Indicate the quantity of the item you want to allocate from the selected bin.

You must distribute quantities of items from the correct bin(s) until the Remaining quantity reaches zero.

Quantities entered in the grid are always displayed as positive, even when processing a reversal. The Remaining quantity indicates the quantity as positive or negative.

Remaining quantity

Indicates the quantity not yet allocated. It is updated whenever the Quantity changes and you press TAB or ENTER from the Quantity field.

This must be zero to complete the bin allocation.

Bin Allocation Details

If you require automatic depletion of lots and bins in kit issues (Inventory Setup) then:

stock is issued automatically from the oldest and smallest available bin first.

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 from the smallest bin first. If the stock code is also traceable then only bins linked to the depleted lot are considered.
If you subsequently process a negative issue against a material allocation, you will be required to de-allocate the lots, bins and serials manually.
If there is insufficient stock for the quantity to issue, stock cannot go negative even if negative stock is permitted. In this case, stock is issued to the maximum available.
When automatic depletion is applied, a bin is ignored if:
- it is on hold
- there is 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.

Details

This displays job and allocation information for the item you are currently processing.

Column	Description
Source details	This displays parent information from the job (Job Entry).
Allocation details	This displays material allocation information.
Stock code	Indicates the code of the stock item being allocated.
Description	Indicates the description of the stock code.
Long description	Indicates the long description of the stock code.
Warehouse	Indicates the warehouse from which the item is being allocated.
Revision/Release	Indicates the revision and release of the item when it is ECC controlled.
Total quantity to be allocated	Indicates the total quantity that needs to be allocated to the job.
Remaining lots allocation	Indicates the quantity not yet allocated to the job.

Notes and warnings

Processing considerations

The program is designed to allow for swift entry of the information required in a single grid.
Recalculation takes place whenever you TAB or press ENTER at an entry field.
Generally, you would browse for, or manually enter a Lot, Bin or Serial and press TAB or ENTER.

After entering the required quantity and pressing TAB or ENTER, the grid is recalculated to determine if further allocations need to be entered (additional Lots, Bins or Serials).

The program automatically jumps to the next field you need to enter.

If further allocations are required, then lines are automatically added to the grid.

Once all allocations have been entered, you are prompted to Post.
Nothing is updated until the grid is submitted (i.e. Posted or Saved).

For example, the Qty on hand, Qty available, Qty allocated, Qty remaining, etc, columns are only depleted and updated in SYSPRO once the stock selected against the bin has been posted/issued from the bin to the relevant job.

Therefore, when you browse on Bins during the run of the program, the quantities already entered against the bins (but not yet posted/saved) are not taken into consideration.

Processing limitations

When you have already entered a lot and lot quantity, and tabbed off, and you selected the first bin and tabbed off, and at this stage you decide to change the quantity against the first lot (because, for example, you want to issue from multiple lots) then the program does not handle this gracefully and you are actually forced to allocate from one lot number.

Rather than going back to make changes, you should cancel out of the Lot Bin Serial Allocation window, and restart the allocations, this time entering the correct lot quantities. If you enter the correct lot quantity from the beginning, you will be able to allocate multiple lots to the issue.

The limitations in this program have been recognised and the program has been re-written in SYSPRO 8.

Original Quantity Received for Lots

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:

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.

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.

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.

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:
1. Using the Lot Maintenance program, you add a new lot and you leave the Original qty received field as zero.
2. 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.
3. 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.

Error messages

The quantity allocated to bins does not equal the quantity allocated to the lot

This message can be displayed for any of the following reasons:
- you are processing a negative issue (to reverse a previous allocation) and you are not processing the negative issue to the same lot and bin combination from which the original allocation was made.
- you did not press Tab or Enter after entering a lot quantity for the grid to be recalculate to determine if there is anything else that needs to be allocated (additional Lots, Bins or Serials).
  
  Although the Save option is available, you must Tab or Enter off the quantity fields to recalculate and not select Save immediately. The Save option is always enabled to allow you to make adjustments on the grid and be able to save them. Pressing Save immediately only works when the Remaining Qty is zero and there are adjustments on the grid.
  
  In most cases, you would browse for, or manually enter, a Lot, Bin or Serial, then Tab or Enter, then enter a quantity and press Tab or Enter. The program prompts you for what needs to occur next.
  
  Once a Lot is entered and a line is added for the Bin, the Remaining Qty is 1 until you Tab or Enter from the Bin quantity field when the Remaining qty is recalculated and if 0, and no further allocations are required, you are prompted to Post. This is by design and allows for swift entry in a single, highly visible grid format, where recalculation takes place on the Tab or Entry of a line.
  
  You should very rarely need to select Save, since the program automatically prompts you to Post when it determines that everything has been allocated.
Bin - not on file

This message is displayed when you are processing a negative lot or serial allocation and you are not using the same bin from which the original issue was made.
The quantity entered exceeds the maximum credit allowed for this lot.

This is displayed in the Allocations grid when processing a negative Kit issue for a lot traceable item and the quantity entered is greater than the OrigQtyReceived field in the LotDetail table.

Refer to the Original Quantity Received for Lots section in Notes and warnings for additional information.
The quantity entered exceeds the quantity available for this lot. The available quantity will be used.

This is displayed when processing a negative Specific issue for a lot traceable item and the quantity entered is greater than the OrigQtyReceived field in the LotDetail table.

Refer to the Original Quantity Received for Lots section in Notes and warnings for additional information.
The quantity entered exceeds the quantity available for this lot/bin. Use the quantity available?

This is displayed when processing a negative Kit issue for a lot traceable item and the quantity entered is greater than the OrigQtyReceived field in the LotDetail table.

Refer to the Original Quantity Received for Lots section in Notes and warnings for additional information.