Products with Tracking in Transactions

Products with Tracking in Transactions

You can track Serial/Lot numbers and Expiration dates across the following transactions: Invoice, Pick Invoice, Pick Order, Sales Receipt, Credit Memo, Item Receipt, Transfer, and Inventory Counting.
When creating transactions, extra steps are required to enter tracking information for products that support it. These steps are very similar for all transaction types, so we will talk about all of them in general.

 If you want to avoid a situation where tracking numbers/dates haven't been selected for some of your tracked stock in transactions, you can enable "Do not allow saving transactions with unassigned serial/lot numbers" checkmark in Settings → Inventory. If the setting is enabled, you will not be able to save a transaction if for any tracked items, entered serial/lot numbers and/or expiration dates do not account for the whole total quantity specified.

  In the Web app

An example inventory counting session where the first two items are tracked by serial or lot numbers, and the last one is not.

Whenever a tracked product is present in a transaction, you can click  to reveal the tracking details where you can enter or edit the serial/lot numbers and/or expiration dates. 

Expanded tracking details for an inventory counting item that is tracked by lot number and expiration date.


When working with such items, it is recommended to first enter the total quantity for the item in the "main" row (where the item name and description are shown), if this quantity is already known. You can also enter it later.

Then, proceed to populate the serial/lot numbers and/or expiration dates for the item. You can choose the numbers and dates from a list or add new ones (when applicable) by typing in the search field and then selecting the option that says "new". By clicking on  you can change the expiration date of the existing lot number, essentially creating a new one. You can check the available quantity of the existing number or date by clicking .

Alternatively, you can click Add From List to get a list of all present serial/lot numbers for which the quantity is not 0, where you can mark multiple records and add them all at once. For convenience, you can sort the list by clicking on the column headers.

You can also use a barcode scanner to select or create Lot or Serial numbers by setting the cursor in the Scan Serial/Lot field and scanning, then hitting the Enter key on the keyboard. Each consecutive scanning will increase the quantity by 1.

Below the tracking information you will be able to see the Total Quantity for all serial/lot numbers entered, as well as the Unassigned Quantity remaining based on the overall item quantity entered earlier in the "main" field.

For transactions that result in items leaving your inventory (e.g. invoices, pick lists, sales receipts), the Auto-Pick button will be shown below the tracking details. You can use it to have the system automatically fill in the tracking information with the most suitable serial/lot numbers, according to the item quantity entered and the tracking settings for this product (e.g. FIFO). Another Auto-Pick button is located above the item list - this one will allow you to let the system automatically pick numbers for all applicable items in the transaction.

To give you an indication of whether entered tracking information is consistent with the overall item quantity, the background is highlighted in green when the quantities match, and in red otherwise. 


 In the Android app


When tracked items are present in a transaction on an Android device, you will see the icon next to them: 
Tracked items on an example sales receipt


When adding a tracked item to a transaction, first enter its total quantity in the Qty column, and then tap to go to the Item Details screen and add serial/lot numbers used. 

The Item Details screen

here are several ways to populate this list:

  • Scan barcode labels containing the right serial or lot numbers.
  • Tap Add Line and select a single serial/lot number from a list of all numbers in stock, repeat if needed. Here you can also add new serial/lot numbers, if applicable, by tapping Add New.
  • Tap Add From List to mark multiple numbers with checkmarks and add them all at once.

You can use the Auto-Pick function either to auto-pick all applicable items at once, or to do this selectively. If you tap   in the Create/Edit Transaction screen - all applicable items' tracking will be populated. If you want to auto-pick only a certain item, tap  to go to the Item Details screen, and then tap . The list will be populated with one or more serial/lot number records that constitute the correct quantity, based on this product's Auto-Pick preference (e.g. FIFO).

When finished, tap OK. If the added tracking information adds up to the total quantity on the transaction, the  icon will turn green to indicate that. Otherwise, you will receive a warning. 


In the iOS app

When tracked items are present in a transaction on an iOS device, you will see a dot next to them:
Tracked items on an example invoice

 

When adding a tracked item to a transaction, first enter its total quantity in the Qty column, and then tap the item and tap Serial/Lot. Here you can add serial/lot numbers.
The Serial/Lot screen (iOS)
 

There are several ways to populate this list:

  • Scan barcode labels containing the right serial or lot numbers by tapping .
  • Tap to add serial or lot numbers manually:
    • Tap Add Line and select a single serial/lot number from a list of all numbers in stock, repeat if needed.
    • Tap Add From List to mark multiple numbers with checkmarks and add them all at once.
    • Tap Add New to add a new serial or lot number.

You can use the Auto-Pick function either to auto-pick all applicable items at once, or to do this selectively. If you tap  in the Create Transaction screen and then tap   - all applicable items' tracking will be populated. If you want to auto-pick only a certain item, tap the item and tap Serial/Lot, and then tap . The list will be populated with one or more serial/lot number records that constitute the correct quantity, based on this product's Auto-Pick preference (e.g. FIFO).

When finished, tap . If the added tracking information adds up to the total quantity on the transaction, the previously red dot near the tracked item will turn green to indicate that. Otherwise, you will receive a warning. 




























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