Lot Maintenance

Exploring

This program lets you capture details of new lot numbers for specific stock items.

Things you can do in this program include:

  • Create new lot numbers to assign to stock codes.
  • Assign bins to which lot must be allocated.
  • Apply an expiry date to a lot.

This program is accessed from the Program List of the SYSPRO menu:

  • Program List > Lot Traceability > Setup

Engineering Change Control in SYSPRO helps you better manage engineering changes to your products and/or associated data. This is achieved through user-defined workflow, steps and processes, and can augment or replace the paper trail that usually accompanies any changes to product design data.

This refers to a number or code within a Revision and is typically used to track minor engineering changes to items that are regulated by the Engineering Change Control system.

Once defined, the release for a stock item can only be changed using the Engineering Change Control module.

Engineering changes are typically tracked at release level when many changes are made to the Bills of Materials for ECC-controlled items before the next major design change or revision. Stock on hand can be held within different release levels within a revision level.

Release numbering can be numeric or alphanumeric (Setup Options > Keys > Manufacturing).

By default, the words Rel and Release are the descriptions assigned to the Release field in SYSPRO, but you can tailor this to suit your own requirements (Setup Options > User Defined Fields > Manufacturing > Bill of Materials).

This refers to a number or code that is typically used to track major engineering or design changes to items that are regulated by the Engineering Change Control system.

Once defined, the revision for a stock item can only be changed using the Engineering Change Control module.

Engineering changes are typically tracked at revision level when few changes are made to the Bills of Materials for ECC-ontrolled items before the next major design change. Stock on hand can be held within different revision levels.

Revision numbering can be numeric or alphanumeric (Setup Options > Keys > Manufacturing).

By default, the words Rev and Revision are the descriptions assigned to the Revision field in SYSPRO, but you can tailor this to suit your own requirements (Setup Options > User Defined Fields > Manufacturing > Bill of Materials).

A stock code is a number that uniquely identifies an inventory item that is bought or manufactured and which is typically stored in one or more warehouses.

All activity relating to the forecasting, purchasing, manufacturing, stocking and selling of a stocked item is tracked by means of the stock code.

A stock code can be linked to one or more lot numbers if the item is defined as lot traceable. If there is a warranty, the stock code can be defined as serialized and linked to one or more serial numbers.

Within SYSPRO, a warehouse represents an actual warehouse containing your inventory items (i.e. a physical warehouse) or a grouping of your inventory according to specific characteristics of the item (i.e. a logical warehouse).

For example:

You may want to split your inventory raw materials and finished goods into different logical warehouses even though they are located in the same physical warehouse.

You maintain warehouses using the Warehouse Maintenance program.

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PDF and Video Resources

Feature Guides

Starting

You restrict operator access to activities within a program using the Operator Maintenance program.

You can restrict operator access to the fields within a program (configured using the Operator Maintenance program).

You can restrict access to the eSignature transactions within a program at operator, group, role or company level (configured using the eSignature Setup program). You can restrict access to the eSignature transactions within a program at operator, group, role or company level (configured using the Electronic Signature Configuration Setup program). Electronic Signatures provide security access, transaction logging and event triggering that gives you greater control over your system changes.

Controls access to the New Lot or Add functions in the following programs:

  • Lot Maintenance
  • Browse on Lots
  • Lot Number Maintenance

You can restrict operator access to programs by assigning them to groups and applying access control against the group (configured using the Operator Groups program).

You can restrict operator access to functions within a program using passwords (configured using the Password Definition program). When defined, the password must be entered before you can access the function.

The following configuration options in SYSPRO may affect processing within this program or feature, including whether certain fields and options are accessible.

The Setup Options program lets you configure how SYSPRO behaves across all modules. These settings can affect processing within this program.

Setup Options > Configuration > Distribution > Inventory

  • Multiple bins
  • Automatic depletion of lots by

Setup Options > Keys > Distribution - Purchasing

  • Use same lot on multiple stock codes

Solving

When the Automatic depletion of lots by setup option is defined by Expiry date, then lots are depleted in the following order:

  • The expiry date for lots with an expiry date of 00/00/00 is calculated by adding the shelf life days (Stock Code Maintenance) to the creation date of the lot (the shelf life days may be zero).

  • Lots with an expiry date prior to the current date are ignored.

  • All lots are sorted according to their expiry dates.

  • The lot with the oldest expiry date is depleted first.

To process negative issues against a lot (without performing an actual receipt transaction) you must ensure that you enter a quantity in the Original qty received field of the Lot Maintenance program.

To process credit notes against the lot based on the credit note quantity entered, ensure to enter a quantity in the Original qty received field of the Lot Maintenance program.

For example:

You are using the Sales Order Entry program to generate a credit note for a lot traceable item.

The credit note is for a quantity of 10 and is not linked to the original invoice.

When you create a new lot number for the credit note, you need to enter the full credit note quantity in this field (i.e. 10 in this example).

If you enter any quantity less than 10, you won't be able to credit the full credit note quantity against this lot.

The OrigQtyReceived column of the LotDetail table is used as a control when receipting lot traceable items.

This ensures that you can't 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 Job Issues program.

When the quantity being credited exceeds the quantity in the OrigQtyReceived column then you won't be able to process the credit transaction, regardless of the quantity available or the quantity on hand for the lot.

The OrigQtyReceived column should only be updated when receipting stock using one of the following:

  • Inventory receipt
  • Job receipt
  • 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.

When processing adjustments for lot traceable items (using either the Inventory Movements or Stock Take Confirmation programs) you need to note the following:

  • The Update original quantity received option is disabled by default.

  • If you don't enable the Update original quantity received option, then you may be unable to process credit notes or negative material issues at a later stage (the OrigQtyReceived will be insufficient).

  • The Update original quantity received option must be consistently applied when processing adjustments in these programs (i.e. you shouldn't enable the option sometimes and then not enable it at other times).

    This applies especially when processing negative adjustments, as it can cause inconsistent results in the OrigQtyReceived column of the LotDetail table which could lead to problems when you try to return an item to the lot.

  • It is possible for the OrigQtyReceived column of LotDetail table to contain a zero (or even a negative quantity) when you don't 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 don't 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.

Using

  • You can re-use the same lot number for different stock codes if the Use same lot on multiple stock codes setup option is enabled.

  • If you are depleting lots manually, then a lot with an expiry date of 00/00/00 never expires.

Referencing

Field Description

New

Add a new lot.

Save

Save the information you have entered.

Stock code

Indicate the stock item for which you want to add a new lot.

Warehouse

Indicate the code of the warehouse in which the new lot must be allocated.

You cannot use warehouses to which you have been denied access (Operator Maintenance).

Edit

Once you enter a lot number, you can select this to use the Multimedia program to view or maintain multimedia objects for the lot.
Field Description

Lot number details

 

Stock code

Indicates the stock item to which the new lot must be assigned.

Stock code description

Indicates the description of the stock code.

Warehouse

Indicates the warehouse in which the new lot must be created.

Warehouse description

Indicates the description of the warehouse.

Lot

Assign a lot number to the stock item.

You can reuse the same lot number for different stock codes if the Use same lot on multiple stock codes setup option is enabled.

Bin

This only applies if Multiple bins is enabled.

If Multiple bins is not required for the warehouse in which the new lot must be created, then this field is set to equal the warehouse (based on the InvMultBin record) and cannot be changed.

Indicate the specific bin to which the lot must be allocated.

The Expiry date you enter applies only to this bin in the Warehouse selected above.

Rev/Rel

This information is only applicable if the stock item is defined as ECC-controlled (Stock Code Maintenance).

Revision

Indicate the revision number of the stock item to which you want to assign the lot number.

Release

Indicate the release of the stock item to which you want to assign the lot number.

Lot information

Some of these dates are hidden by default, as they aren't used by all industries. You can display them using the Show Captions option from the context-sensitive menu (displayed by right-clicking on a pane).

These dates default to 00/00/00.

The dates only apply to the lot/bin number combination selected when using Multiple bins.
Original qty received

Indicate the original quantity of the stock item assigned to the lot.

Although the lot can be created with no stock quantity on hand, you need to enter a quantity in this field if at a later stage you want to process either of the following:

  • Credit notes against the lot based on the credit note quantity entered

  • Negative issues against the lot without performing an actual receipt transaction.

If you are depleting lots manually, then a lot with an expiry date of 00/00/00 never expires.
Expiry date

Indicate the expiry date of the lot.

Use by date

Indicate the date by when the lot should be used.
Sell by date

Indicate the date by when the lot should be sold.
Internal expiry date

Indicate the date by when the lot should be expire internally.
Manufacturing date

Indicate the date when the lot was manufactured.
Dispatch date

Indicate the date by when the lot should be dispatched.
Best before date

Indicate the best before date of the lot.