Serials

Exploring

SYSPRO's Serial Tracking system lets you capture and maintain serial numbers for existing stock items held in the Inventory system. It is designed to provide full tracking at transactional level for items that have serial numbers assigned for warranty or compliance purposes.

Companies best suited to benefit from a serial tracking system are those in industries such as electronics, food, pharmaceutical, electrical goods and computer hardware.

Serial numbers are held on file against each warehouse and can be defined as either manual or batch. A manual serial number must be unique for each individual item, while a batch serial number describes a group of items that have the same serial number (i.e. a product defined with batch serial numbering allows the same serial number to be allocated to more than one individual item per stock code and warehouse).

You can capture serial numbers at the time of receipting serialized items into stock or at the time of processing a sales order for the serialized item. If the latter, then other programs that normally request serial numbers ignore the fact that the item is serialized.

You can automatically create serial number ranges with a prefix set at company or stock code level to save time and reduce errors.

You can reserve serials for parent parts and components in Work in Progress. You can also trace a serial from the time it was purchased or manufactured, through to its issue to a job.

Several reports are available to assist in tracking and balancing serial numbers and serial numbers can be printed on inventory and sales documents.

Topics

Lots

Bins

Bin to Serial Linkage

Starting

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

Controls whether an operator can use the Inventory Movements and Bins, Lots & Serial Capture programs to:

  • return an existing manual serial number back into stock,
  • process a negative issue of an existing manual serial, or
  • process a positive adjustment transaction for a manual serial that was sold (providing the quantity available for the serial is zero).

When this activity is not allowed, a message is displayed indicating that the serial has already been used.

This is providing that the Retain all serial information setup option is enabled (Setup Options > Configuration > Distribution > Inventory) and that the following applies:

  • The last transaction for the serial was for a negative receipt.

  • There is no stock on hand available against the existing serial.

This is providing that the following applies:

  • The last transaction for the serial was for a positive issue.

  • There is no stock on hand available against the existing serial.

This is providing that the quantity available for the serial is zero.

In addition, if the warehouse is not the same as the original warehouse for the sold serial, then the serial can be transferred.

  • Serialized items cannot be defined as floorstock or bulk issue items.

  • You won't be able to allocate a serial number if it has expired or has been scrapped.

  • The Record serial numbers during order entry stock code setup option is not available for serialized items that are also lot traceable.

  • When the consumption method for an ECC-controlled item is Deplete oldest, the allocation serials cannot be reserved. If any serials are reserved, the ECC consumption method is changed from Use current to Specified and the current revision / release at that point is used.

  • Serials reserved for a parent item are reserved until you use either the Job Receipts or WIP Inspection Maintenance programs to receipt the item into stock. Serials reserved for allocations are reserved until the allocations are issued to the job.

  • A maximum of 1000 serial numbers per receipt can be processed against a single stock code.

  • You won't be able to save a purchase order line for a Kit type parent if a component is serialized and you require serials to be entered at the time of processing receipts.

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

This records serial number information when processing transactions for serialized stock items. Once selected, you can only deselect this option when no active orders exist for any serialized item and there is no allocated quantities of serialized items.

This retains the history of header and transaction details for manual serial numbers against which a negative receipt has been processed (i.e. reversing a receipt processed against the wrong serial number). You won't be able to re-use the serial number for the same stock item. If this option is not enabled, serial history is removed if the only other transaction for the serial was a receipt (i.e. the system assumes you are reversing a receipt done against an incorrect serial number).

This allows the same serial numbers to be used for different stock codes when accepting items into stock. When receipting batch serialized items (and you have not enabled the Multiple batch serial receipts allowed option) the existing serial numbers must be stocked in the warehouse in which the receipt is being processed. This does not apply to manual serials. If this option is not selected, then you cannot receipt reserved serials into an alternate stock code from inspection.

Setup Options > Preferences > Distribution > Inventory

Select this to allow a batch serial number that exists against a stock code in one warehouse to be receipted against the same stock code in another warehouse. Otherwise, a batch serial can only exist in one warehouse and subsequent receipts against the serial number must occur in the warehouse in which it is stocked.

This allows the transfer of a serial (currently selected for stock take) out of the stock take warehouse into another warehouse using the Bins, Lots & Serial Capture program.

This does not apply to serials created in the current stock take.

This allows you to view details of actual costs used in Inventory Movements and on lot or serial transactions. Otherwise the unit cost displayed is the warehouse cost based on the costing method applied to that warehouse. If the Lot traceable or Batch serial option is selected at the Actual costing field together with this option, then it applies to all modules and a movement record is output per actual cost bucket per lot/actual cost bucket per serial.

Setup Options > Configuration > Distribution > Sales Orders

This requires the entry of lot, bin and serial information when reserving stock (unless the Capture serial numbers for orders option is not selected; multiple bins is not in use; and the item is not traceable, in which case you are only prompted when the items are shipped). The Automatic deplete in Inventory preference option takes precedence over this option (i.e. lots are allocated automatically from the first lot that can fully satisfy the requirement).

Setup Options > Preferences > Distribution > Sales Orders

This prompts you to enter serial numbers when processing order lines for serialized items. Otherwise you'll need to supply the serial numbers at the time of releasing the order for invoicing. If multiple bins is in use and the stock code is lot traceable, then you have to capture serial numbers regardless of your selection here. If the Request lots/bins/serials Reserving stock option is enabled, then you are only prompted for serials if multiple bins is not installed and the item is not traceable.

Setup Options > Configuration > Manufacturing > Work in Progress

This allows the capture of lots numbers for jobs requiring inspection only once the item is received into stock after the inspection phase. Otherwise, you can capture lots at the time the item is received into inspection. You cannot deselect this option once WIP inspection references for traceable items are in progress. You can, however, generate a report to identify the inspection references that must still be completed.

This tracks serials from the components through to the parent part. This enables you to track which component serial numbers were used in the production of a particular parent serial number. (i.e. one-to-one tracking between component serials and parent item serials).

Setup Options > Preferences > Distribution > Sales Orders

This allows a job to be receipted into stock using different lots/serials to the ones that were reserved for the parent at the time the job was confirmed.

This allows components to be issued to a job using different lots/serials to the ones that were reserved for the material allocations at the time the job was confirmed.

This lets you choose whether you want to reserve serials for parent parts and co-products when confirming a job.

This captures serial numbers only when the job is receipted into stock.

This reserves serial numbers for serialized parent parts and co-products. The WIP Reserve Lots & Serials Maintenance program is loaded for each serialized parent part and co-product when the job is confirmed.

This prompts the operator once only to reserve serials for parent parts and co-products upon job confirmation.

This lets you choose whether you want to reserve serials for material allocations when confirming a job.

This captures serial numbers only when the materials are issued to the job.

This loads the WIP Reserve Lots & Serials Maintenance program for each serialized component when the job is confirmed.

This prompts the operator once only to reserve serials for material allocations upon job confirmation.

Setup Options > Configuration > Distribution > Return Merchandise Authorization

This prompts you to enter serial numbers when processing a cross-shipment. Otherwise you only need to supply the serial numbers at the time of invoicing (i.e. when the order goes to a status of 8). If multiple bins is installed in the warehouse, or the stock code is lot traceable or ECC-controlled, then you have to capture serial numbers regardless of your selection here.

Setup Options > Keys > Distribution - Inventory

This lets you create ranges of manual serial numbers that are sequential within the company - created according to the prefix and suffix defined against the company (the combined prefix and suffix cannot exceed 20 characters).

This lets you track the last serial number range created for a specific stock code (you define the prefix and next suffix against each individual stock item).

This is the character(s) that must form the start of the serial number when you add a range of manual serial numbers within this company.

This number is appended to the prefix and together they form the serial number. The system automatically increments the next suffix for each new serial number created in the range, providing the number was created using the prefix. The number of numeric characters entered for the suffix must cater for the total quantity of serial numbers you want to add using the defined prefix.

For example:

A suffix of 1 character will allow 9 serials to be added for the prefix you defined.

Program List > Inventory > Setup

This indicates no serials are not tracked.

This indicates that each serial number represents an individual item.

This indicates that a group of items have the same serial number.

This captures numbers when receiving a serialized item into stock. This must be selected if you chose to apply actual costing to batch serialised items.

This captures numbers when you order a serialized item. This is requested either at line level or when releasing an order for invoicing (depending on your selection at the Capture serial numbers for orders setup option (Setup Options > Preferences > Distribution > Sales Orders).

Solving

If you have enabled the stock code option to record serial numbers during order entry, then the warehouse's stock on hand will probably not balance to the total serials on hand. The Serial File Balance Report program will also not indicate an imbalance between the stock on hand and the serial quantities on hand for those items where serial numbers are being recorded during order entry.

This message is displayed / printed from the Cost Implosion program if the system detects a serialized item defined with a part category of planning bill, phantom part, or kit part.

You are prompted to enter serial numbers when reserving stock if the following setup options are enabled:

  • Request lots/bins/serials

    (Setup Options > Configuration > Distribution > Sales Orders)

  • Capture serial numbers for orders

    (Setup Options > Preferences > Distribution > Sales Orders)

You're prompted to enter serial numbers when:

  • The Capture serial numbers for orders setup option is enabled (Setup Options > Preferences > Distribution > Sales Orders).

  • You have changed the warehouse, but serials were already allocated to the previous warehouse (regardless of your selection at the Capture serial numbers for orders setup option).

  • Multiple bins are enabled for the specific warehouse. You are then prompted for serial numbers regardless of whether the item is traceable.

  • If the item is non-traceable and multiple bins is not enabled for the specific warehouse, then you are not automatically prompted for serial numbers at line level for new orders.
  • If the order is linked to a job and multiple bins is in use and/or the item is traceable and requires inspection, then serials are requested in the WIP Inspection program.
  • If the order is linked to a job (with or without inspection) and multiple bins is in use and/or the item is traceable, then serials are requested in the Job Receipts program.

You won't be able to allocate serial numbers when they have been scrapped or have expired.

The Record serial numbers during order entry stock code setup option is not available for serialized items that are also lot traceable.

When the consumption method for an ECC-controlled item is Deplete oldest, the allocation serials cannot be reserved. If any serials are reserved, the ECC consumption method is changed from Use current to Specified and the current revision / release at that point is used.

Serials reserved for a parent item are reserved until you use either the Job Receipts or WIP Inspection Maintenance programs to receipt the item into stock. Serials reserved for allocations are reserved until the allocations are issued to the job.

A maximum of 1000 serial numbers per receipt can be processed against a single stock code.

You might not have the permission to return an existing manual serial number back into stock.

This permission is controlled by the Inv Allow reuse of existing serial number operator activity.

You may not be authorized to process a negative issue of an existing manual serial number.

This permission is controlled by the Inv Allow reuse of existing serial number operator activity.

You may not be authorized to return an existing manual serial number back into stock.

This permission is controlled by the Inv Allow reuse of existing serial number operator activity.

For manual serials only, custom form fields defined against a serial are transferred when processing any of the following transactions:

  • Immediate transfer

  • Transfer in (with Full goods in transit transfers facility enabled)

  • Transfer in (with Full goods in transit transfers facility disabled)

For batch serial items, custom form fields defined against a serial are transferred when processing any of the following transactions:

  • Immediate transfer

  • Transfer in (with Full goods in transit transfers facility enabled)

Custom form fields are not transferred for batch serial items when using the normal warehouse Transfer in transaction (i.e. when the Full goods in transit transfers facility setup option is disabled) because the system doesn't know which warehouse the specific quantity was transferred from. This information is only available in the InvTransFifoLifo table if FIFO is in use.

This is a limitation of batch serials in a non-GIT company.

Using

  • Take on serial numbers for stock items that are already held on file using the Serial Number Take-on program. You can also create sales transactions for these serial numbers.

  • Process transactions against specific serial numbers using the Serial Tracking Transaction Posting program.

  • Maintain the header information for serialized items using the Browse on Serial Numbers program. This program allows you to change the description, expiry date and scrap date of existing items held on file.

  • Print a report listing details of all serialized items held on file using the Serial Tracking Report program.

  • Print a report listing any discrepancy between the on hand quantity for a stock code within the serial tracking system and the on hand quantity within the warehouse file using the Serial File Balance Report program.

  • Delete serial numbers and / or serial number transactions from the serial number file using the Serial File Purge program.

The following indicates the interaction points in SYSPRO programs when processing transactions against serialized items.

Program Details

Inventory Movements

Preferences function

  • The Clear serial number field after entry option lets you clear the Serial number field after each entry when entering serial numbers for a receipt. This is typically applicable when using a scanning device to automatically record serial numbers.
 

Bin transfers function

  • There is no link between bins and serials in this program. After processing a bin transfer for serialized items, you need to use the Serial Tracking Transaction Posting program to record the serial numbers.
 

Receipts function

  • You cannot change the revision of serialized ECC-controlled items once you have allocated the serial numbers.
 

Adjustments function

  • You cannot change the revision or release of serialized ECC-controlled items once you have allocated the serial numbers.

  • You can only adjust an existing serial number (i.e. you cannot create a new serial to which to process an adjustment).

  • You can only process a positive adjustment against a manual serialized item if a negative adjustment was previously processed for the item and the item has not yet been sold.
 

Transfers IN function

  • You cannot change the revision or release of serialized ECC-controlled items once you have allocated the serial numbers.

  • You can only adjust an existing serial number (i.e. you cannot create a new serial to which to process an adjustment).

  • Custom form fields defined against a serial are transferred when processing an Immediate transfer and a Transfer in (GIT) for batch and manual serials and when processing a Transfer in (where the full goods in transit transfers facility is not in use) for manual serials only.
 

Expense Issues function

  • You cannot change the revision or release of serialized ECC-controlled items once you have allocated the serial numbers.

  • You can only adjust an existing serial number (i.e. you cannot create a new serial to which to process an adjustment).

Serial Number Maintenance

This program lets you maintain header information for serialized items.

Serial Number Take-on

This program lets you capture serial numbers for existing stock items, as well as create sales transactions for serial numbers that have already been sold.

Serial Tracking Transaction Posting

This program lets you post transactions against specific serial numbers.

Serial File Purge

This program deletes serial numbers and / or serial number transactions from the serial number file.

Purchase Order Inspection

This program lets you capture serial numbers counted for an item, provided you have indicated against the item that you want to record serial numbers during receipt of the item.

Shipment Receipt

When receiving a shipment into stock, this program requires you to enter the correct number of serial numbers. You can enter a range as well as an expiry date for the batch.

Purchase Order Receipts

This program lets you capture serial numbers for an item, provided you have indicated against the item that you want to record serial numbers at the time of receipt (instead of during order entry).

RMA Detail

When adding and maintaining RMA line details, you can choose the Select Serial function to view a list of serial numbers for the stock item entered. You would typically use this function when the invoice number is not known, but the serial number is available (i.e. you can locate the invoice number on which the item was sold. If you use this option to select the required serial number, the Warranty date field is set to the expiry date of the serial number selected.

Job Receipts

The WIP Track Lots and Serials program (which enables you to link lots and serial numbers of component parts to the parent part) is loaded if the Component to parent serial tracking and Capture serials at end of WIP inspection configuration options is enabled.

Browse on Jobs

The Maintain Tracked Serials option from the Edit menu loads the WIP Track Lots and Serials program (which enables you to link lots and serial numbers of component parts to the parent part) if the Component to parent serial tracking configuration option is enabled.

WIP Reserve Lots & Serials Maintenance

This program lets you reserve lots and / or serials for parent parts and components or to maintain previously reserved lots.

Lots and serials reserved for a parent item are reserved until you use either the Job Receipts or WIP Inspection Maintenance programs to receipt the item into stock.

Lots and serials reserved for allocations are reserved until the allocations are issued to the job. When you create a job for a notional part, you reserve the serials against the individual co-products.

SO Lots, Bins, Serials Allocations

If you are selling a serialized stock item then you need to indicate the serial number(s) that must be issued, unless you are capturing serial numbers during order entry (in which case, you only have to supply the serial numbers at the time of invoicing).

If multiple bins is enabled for the warehouse, or the stock code is either traceable or ECC-controlled, then you have to allocate serial numbers regardless of whether you are capturing serial numbers during order entry.

  • If a credit note is processed for a serialized item, then the credit note must be printed before the serial number can be re-allocated.

  • If you do not complete the allocations for the full ship quantity against a non-kit item 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.

    For a kit item, you must complete the allocations for the kit components and then (if required) place the entire kit parent into back order.

  • If you reduce the order or ship quantity against an existing sales order line, you will have to de-allocate the lots, bins and serials manually against the lines for which you originally processed allocations.

    Likewise, if after invoicing, you process a partial credit note to the invoice, then you will have 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 require serials to be captured during order entry then the serials are deleted from the system when deleting an allocation, canceling a line, or canceling an order. If the entire ship quantity is placed on back order, then the serial numbers are retained.

Order Purge

The Balance serial tracking qty available option lets you re-allocate serial numbers from order lines for serialized items as well as re-allocate inventory to any manual serial numbers in stock which are on loan, in for a service, or at the service depot.

If you select the Balance serial tracking qty available option and you are reserving serials for allocations then this program checks for any outstanding material allocation reservations for each serial number and reduces the quantity available by the quantities reserved. This ensures that the quantity available on the serial tracking header is correct.

If the program detects an imbalance between the ship quantity against each order line and the serial / bin / lot allocations, then the quantities are changed to match the lowest quantity as follows:

  • If the lowest quantity is the order line ship quantity, then the lot / serial / bin allocation file quantities are updated to match this total.

  • If the lowest quantity is that allocated to either lots, or bins, or serials, then the allocation quantities against the other numbers are changed to match the lowest quantity, and the order line ship quantity is reduced. The difference is placed on back order (i.e. whatever is reduced from ship quantity is added to back order quantity on the order line).

The following indicates the interaction points in SYSPRO programs when reporting and querying serialized items.

Field Description

Serial File Balance Report

This program generates a report listing any discrepancy between the on hand quantity for a stock code within the serial tracking system and the on hand quantity within the warehouse file.

Serial Tracking Report

This program generates a report listing details of serialized items held on file. You can use this report to track the transactions in which specific serial numbers were used.

Browse on Job Amendment Journals

Amendment journals are not created for Reserving Lots and / or Serials for a Job and/or material allocation transactions processed against jobs (tracking and posting detail records exist for these transactions).

Component to Parent Serial Tracking

This program lets you view all parent serials to which component serials were issued.

Component to Parent Tracking Query

This program traces a serial or lot from the time it was purchased or manufactured, through to its issue to a job. This enables you to establish the parent item in which the component was used and to track the serial or lot number of the component back to the parent item.

WIP Job Serial Query

Selected from within the WIP Material Allocations - Browse program, this lets you view details of material allocations for serialized items.

WIP Job Reserved Serial Query

Selected from within the WIP Material Allocations - Browse program, this lets you view details of reserved serials for the allocations.

WIP Query

The Additional Information pane lets you view information on the serial numbers reserved for a job as well as to trace which component serial numbers were used to produce a particular parent lot.

Track Component Lots and Serials to Parent

This program lets you link the lot and serial numbers of component parts to the parent part. This enables you to later track which serial numbers for the components were used to produce the serialized parent part and to trace which component lot numbers were used to produce a particular parent lot.

Browse on Serial Number Transactions

This program lets you view details of transactions processed against a serial number.