Difference between revisions of "Serial, Lot Number and Expiration Date Tracking"

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You can also use a ''barcode scanner'' for serial number entry. Set the cursor in the ''Scan Serial/Lot'' field and scan barcodes containing your serial numbers. They will be added to the list.
 
You can also use a ''barcode scanner'' for serial number entry. Set the cursor in the ''Scan Serial/Lot'' field and scan barcodes containing your serial numbers. They will be added to the list.
  
In the end, if you've entered as many new serial numbers as the current quantity on hand for this item, the ''Unassigned Qty'' field will disappear, meaning that every piece in your inventory is now accounted for in terms of serial number tracking.
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In the end, if you've entered as many new serial numbers as the current quantity on hand for this item and site, the ''Unassigned Qty'' field will disappear, meaning that every piece in your inventory is now accounted for in terms of serial number tracking.
  
 
When done, click ''Save'' to record entered tracking data and leave the page.
 
When done, click ''Save'' to record entered tracking data and leave the page.
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[[File:Web-sled-assign-lot&exp.png|thumb|none|800px|Serial/Lot/Expiration Dates for Item page of the web app (tracking by lot number and expiration date)]]
 
[[File:Web-sled-assign-lot&exp.png|thumb|none|800px|Serial/Lot/Expiration Dates for Item page of the web app (tracking by lot number and expiration date)]]
 
</p>
 
</p>
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This case is more complex, since there are three fields to fill in: the lot number, the expiration date and the quantity.
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First, choose the [[Multi-Location | inventory site]] that has the stock you want to add tracking information for (or leave it set to ''Main'' if you don't have any extra sites).
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Next, enter a lot number in the respective column and click [[File:Web-icon-plus-gray.png]]. The number you entered will be "locked in", and the rest of the row will become available for editing. Also, a field for another lot number will appear below.
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Enter the expiration date, then enter the quantity of items that have this lot # and expiration date.
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Fill in more rows by repeating the same steps, as necessary.
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In the end, if the quantities in all rows add up to the current quantity on hand for this item and site, the ''Unassigned Qty'' field will disappear, meaning that every piece in your inventory is now accounted for in terms of lot # and expiration date tracking.
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When done, click ''Save'' to record entered tracking data and leave the page.
  
 
== Viewing Tracking Information for Products on Hand ==
 
== Viewing Tracking Information for Products on Hand ==

Revision as of 17:25, 28 January 2020

This article describes the capabilities Serial/Lot Number and Expiration date tracking for products in HandiFox.

Warning-sign.png This article is a work in progress. If you are interested in its contents, keep an eye out for the removal of this notice.


We also have a video on the subject, if you wish to see these features in action:


Overview


Serial/Lot Numbers page of the web app

Capabilities

HandiFox now allows to record tracking information for stock entering or leaving your inventory (e.g. when it is sold). As stated, serial numbers, lot numbers and expiration dates can be tracked for products, as well as certain combinations of the above (not all combinations are possible).

Tracking can be selectively enabled only for specific products, without complicating the work with other items for which it is not required.

Once tracking is enabled for a product, the users can enter tracking information for the existing stock as well as for any new stock arriving or leaving (e.g. when receiving inventory or fulfilling orders). Also, at any moment a list of serial/lot numbers and/or expiration dates currently on hand can be viewed both in the web app and mobile app.

Barcode labels can be printed containing both the product code and all tracking information applicable to this product.

When counting, receiving or selling inventory, both manual input and barcode scanning can be used to enter tracking information.

Prerequisites

Tracking can be enabled for items of type Inventory (a.k.a. Inventory Part), but not for Non-Inventory or Service items, since quantity on hand is not tracked for them.

In order for tracking to be enabled for an item, its quantity on hand must not be negative on any of your inventory sites.

Enabling Tracking for Products

Tracking must be enabled for each product individually. To do so, go to Inventory → Serial/Lot Numbers. In the left part of this page you will be shown a list of all Inventory type items for which tracking could be enabled.

If you highlight an item that is not being tracked yet, you will see the following settings in the right pane:

Web-sled-not-enabled.png

Here you can choose how the item will be tracked and enable tracking for it. A product can be tracked by:

  • Serial number,
  • Serial number and expiration date,
  • Lot number,
  • Lot number and expiration date,
  • Expiration date alone.

Also, you can choose how the Auto-Pick function will work for this product:

  • "First In - First Out" — the system will try to auto-pick items in the order they entered your inventory.
  • "First Expired - First Out" — HandiFox will try to auto-pick items that expire the earliest.
  • "None" — items will be auto-picked at system's discretion (typically in the alphabetical order of their serial/lot numbers).

Once you've made these two choices, click Enable Tracking to start tracking this item as configured.

Warning-sign.png Once tracking is enabled for a product, you cannot turn it back off, nor can you change how it is tracked. If you need to stop tracking this product in the future or track it differently, we suggest creating a new inventory item to represent this product and making the old one inactive.

Now you can repeat this procedure for your other products that require tracking.

Initial Entry of Tracking Information

After enabling tracking for a product, you will see this notice when highlighting it in Inventory → Serial/Lot Numbers:

Web-sled-none-assigned.png

This means the item is being tracked, but there isn't any tracking information in the system yet — no serial/lot numbers or expiration dates are known for any of the stock currently on hand.

For such items the Unassigned Qty field will show how many pieces are missing this tracking information.

It is a good idea to enter this information next after enabling tracking for an item. To do so, click Assign Numbers.

You will be taken to the Serial/Lot/Expiration Dates for Item page which will look differently depending on how the item is tracked. We will look at two examples: a) tracking by serial numbers and b) tracking by lot numbers and expiration dates.

Example 1. Items tracked by Serial Number

Serial/Lot/Expiration Dates for Item page of the web app (tracking by serial number)

This is the simplest possible case, since there is only one field to fill, and the quantity for each row will always be 1.

First, choose the inventory site for which you will be entering serial numbers in the Site dropdown (if you don't have any extra sites, just leave it set to Main).

Next, type a new serial number into the field in the Serial Number column and click Web-icon-plus-gray.png. The number you entered will be added to the list, and a new row will appear below, which you can use to add another serial number.

Ideally, your goal is to provide a serial number for every piece listed as Unassigned Qty, but this is not necessary to start using the tracking features in your workflow.

You can also use a barcode scanner for serial number entry. Set the cursor in the Scan Serial/Lot field and scan barcodes containing your serial numbers. They will be added to the list.

In the end, if you've entered as many new serial numbers as the current quantity on hand for this item and site, the Unassigned Qty field will disappear, meaning that every piece in your inventory is now accounted for in terms of serial number tracking.

When done, click Save to record entered tracking data and leave the page.

Example 2. Items tracked by Lot Number and Expiration Date

Serial/Lot/Expiration Dates for Item page of the web app (tracking by lot number and expiration date)

This case is more complex, since there are three fields to fill in: the lot number, the expiration date and the quantity.

First, choose the inventory site that has the stock you want to add tracking information for (or leave it set to Main if you don't have any extra sites).

Next, enter a lot number in the respective column and click Web-icon-plus-gray.png. The number you entered will be "locked in", and the rest of the row will become available for editing. Also, a field for another lot number will appear below.

Enter the expiration date, then enter the quantity of items that have this lot # and expiration date.

Fill in more rows by repeating the same steps, as necessary.

In the end, if the quantities in all rows add up to the current quantity on hand for this item and site, the Unassigned Qty field will disappear, meaning that every piece in your inventory is now accounted for in terms of lot # and expiration date tracking.

When done, click Save to record entered tracking data and leave the page.

Viewing Tracking Information for Products on Hand

Products with Tracking in Transactions