Lot Number Maintenance

Exploring

This program lets you maintain expiry dates and the hold status against lots.

Things you can do in this program include:

  • Change the expiry date of a lot.
  • Place a lot on hold.
  • Release the hold against a lot.
  • Capture informational dates related to the lot.

This program can't be run standalone and is accessed from the following program(s):

  • Browse on Lots (select the Change icon from the toolbar).

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.

During a product recall, stock items which are spoiled, hazardous or of inferior quality are isolated and placed into quarantine. This can be done at serial, lot, bin or stock code level.

A quarantined stock item can't be invoiced, distributed, delivered or allocated to a job or any stock movement. Once inspection of the item is complete, it can be released back into stock (if it's usable) or scrapped.

Topics

Recall Management

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

Controls access to the maintenance of lots in the following programs:

  • 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.

This password restricts access to the Lot on hold option in the Lot Number Maintenance program.

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
  • Associate serials by bin
  • You can't release the hold status against a lot if it was placed on hold during a product recall quarantine process. The product recall takes precedence.

Solving

You can place a lot on hold using the Lot Number Maintenance program (accessible from within the Browse on Lots program) as follows:

  1. Open the Browse on Lots program (Program List > Lot Traceability > Browses).

  2. Select the lot you want to place on hold from the Lots list view.

  3. Select the Change icon from the toolbar.

    The Lot Number Maintenance program is displayed.

  4. Tick the check-box at the Lot on hold field.

    If the Lot on hold field is already ticked, it means the lot is currently on hold.

  5. Enter the reason for placing the lot on hold at the Reason code field.

  6. Save your changes.

You can't release a lot from hold if it was placed on hold during a product recall quarantine process, as the product recall takes precedence.

A lot number is assigned to a group of products, whereas a serial number is assigned to a single product. Therefore, when placing a lot on hold, you actually place a hold on several products at once. Whereas placing a serial on hold only affects a single product.

In SYSPRO, the process differs slightly between placing a serial and a lot on hold:

  • You can place a serial on hold using the Serial Number Maintenance program as follows:

    1. Open the Serial Number Maintenance program (Program List > Inventory > Serial Tracking Sysptem > Setup).

    2. Indicate the serial number required to be placed on hold at the Serial field.

    3. Tick the check-box at the Serial on hold field.

      If the Serial on hold field is already ticked, it means the serial is currently on hold.

    4. Enter the reason for placing the serial on hold at the Reason code field (using the Browse on Reason codes program).

      The description of the reason code is displayed at the On hold reason field.

    5. Save your changes.

  • You can place a lot on hold using the Lot Number Maintenance program (accessible from within the Browse on Lots program) as follows:

    1. Open the Browse on Lots program (Program List > Lot Traceability > Browses).

    2. Select the lot you want to place on hold from the Lots list view.

    3. Select the Change icon from the toolbar.

      The Lot Number Maintenance program is displayed.

    4. Tick the check-box at the Lot on hold field.

      If the Lot on hold field is already ticked, it means the lot is currently on hold.

    5. Enter the reason for placing the lot on hold at the Reason code field.

    6. Save your changes.

To change the lot expiry date in all bins, in all warehouses:

  • Enable the Change expiry date for all bins option in the Lot Number Maintenance program.

  • Enable the Change expiry date for all warehouses option in the Lot Number Maintenance program.

To change the lot expiry date for all bins in the current warehouse:

  • Enable the Change expiry date for all bins option in the Lot Number Maintenance program.

To change the lot expiry date in all warehouses for the default bin against the stock code and warehouse:

  • Enable the Use default warehouse bin location preference option in the Inventory Movements program.

  • Disable the Change expiry date for all bins option in the Lot Number Maintenance program.

  • Enable the Change expiry date for all warehouses option in the Lot Number Maintenance program.

To change the lot expiry date in all warehouses for the default bin defined in the Bin location to use field of the Inventory Movements program (Preferences):

  • Disable the Use default warehouse bin location preference option in the Inventory Movements program.

  • Define the Bin location to use preference in the Inventory Movements program.

  • Disable the Change expiry date for all bins option in the Lot Number Maintenance program.

  • Enable the Change expiry date for all warehouses option in the Lot Number Maintenance program.

To change the lot expiry date for the selected Lot number and Bin number only:

  • Disable the Change expiry date for all bins option in the Lot Number Maintenance program.

  • Disable the Change expiry date for all warehouses option in the Lot Number Maintenance program.

Using

  • For tracking purposes, separate transaction records are generated for each change in expiry date or hold status.

  • The following date fields are for informational purposes only and let you capture data against the lot being maintained.

    • Use by Date
    • Sell by date
    • Internal expiry date
    • Manufacture date
    • Dispatch date
    • Best before date

    The dates captured here are stored in the LotDetail table.

Referencing

Field Description

Save

This saves the details you entered or changed.

Close

This returns you to the previous screen.

Additional lots

This option is only available if the Associate serials by bin setup option is enabled.

This lets you add additional references for the lot you are maintaining (e.g. you could add the supplier's lot number for ease of searching at a later stage).
Field Description

Lot number details

 

Stock code

This indicates the code of the stock item for which you are maintaining the lot details.

Lot number

This indicates the number of the lot you are maintaining.

Warehouse

This indicates the warehouse location of the lot you are maintaining.
Bin number This indicates the bin number assigned to the lot you are maintaining.

On hold

These fields are disabled when the lot being maintained was placed on hold during a product recall process.

Lot on hold
This only applies to the selected lot and bin number combination when Multiple bins are enabled.

This places the currently displayed lot on hold.

You typically place a lot on hold to prevent issues being made from the lot during processing in the Inventory, Work in Progress, Sales Orders or Accounts Receivable modules.

Reason for hold

This indicates the reason for the hold being placed on the lot.

Your entry here can be free-form or you can select a coded reason that automatically updates the field with a description.
Reason code

Select a reason code for placing this lot on hold.
Status
This field is only available when using the Product Recall functionality.

This indicates the current hold status of the lot from the product recall process.

Expiry details

 

New expiry date
This only applies to the selected lot and bin number combination when Multiple bins are enabled.

Enter a new expiry date for the currently displayed lot.

References

Enter text to explain the lot expiry date change. This will reflect against your lot transaction details.

Change expiry date for all bins
This only applies when Multiple bins are enabled.

This option (together with the Change expiry date for all warehouses) is used to update the lot expiry date where the lot quantity on hand is greater than zero.

You can change the lot expiry date in various ways:

  • In all bins in all warehouses.

  • For all bins in the current warehouse.

  • In all warehouses for the default bin.

  • For the selected Lot number and Bin number only.

Change expiry date for all warehouses

This updates the lot expiry date in all warehouses where the lot quantity on hand is greater than zero.

Use by date

This is the date by which the lot must be used.

Sell by date

This is the date by which the lot must be sold.

Internal expiry date

This is the lot's internal expiry date.

Manufacture date

This is the lot's date of manufacture.

Dispatch date

This is the lot's date of dispatch.

Best before date

This is the lot's best before date.