Track several units of a stock item using the same lot or batch number.

Lot Tracking allows you to track several units of a stock item using the same lot or batch number. Expiry dates and user-defined status allow you to further control stock items. Users can determine what can be purchased or sold by Lot Status. You cannot sell stock items that have expired. You can track items simultaneously by Lot Number and by Serial Number.

Lot Tracking is an optional add-on module that you use along with the Inventory module. It lets you track batches of items. For example:

You may manufacture items, and track each batch of items you manufacture for quality control purposes.
You may manufacture, purchase and sell items that have expiry dates, such as food or medicines. Here, you need to track batches and you need to track expiry dates.

Lot Tracking differs from the Serial Number Tracking add-on module. With serial numbers, each individual inventory item has a serial number. With lots, each batch of items has the same lot number, which is unique to that batch. In fact, you can track items simultaneously via a serial number and a lot number.

Since lots contain multiple items of any nature, the system allows you to use decimals when working with lots.

Once you assign an inventory item to be a lot tracking item, each movement of that item within the system requires a lot number. You enter a lot number when you manufacture or purchase the items, when you move them between warehouses, when you sell items, and when you process returns to suppliers and returns from customers.

You can specify per inventory item whether to use expiry dates per lot. If you do use expiry dates, you cannot sell an item if it has expired.

You can optionally create different lot statuses, such as approved or non-approved. You can then require that each lot go through one or more status changes before you can sell or purchase the lot. For example, you may wish to inspect and approve batches of medicines to ensure that their expiry dates are correct, prior to selling the items. The status codes work as follows:

You specify for each status code whether lots with this status can be purchased or sold.
For lots you wish to approve, enable them for purchases and disable them for sales.
For lots that are faulty or expired, disable both purchase and sales.
If you do not wish to use status codes, have a single code that you enable for both purchases and sales.
You specify per lot tracking item which lot status code items initially have. There is a Lot Tracking Status Transfer function, which you use to change the status of each lot.
You can enquire at any time as to the status and whereabouts of each item in a specific lot. This gives you complete management and access control for these items.


Example Screens:


Lot Allocation on Purchase

 Lot Allocation on Purchase


Lot Statuses


Lot Statuses


Lot Approval (optional)


Lot Batch Approval


Lot/Batch assigned at Sale


Lot Assigned at Sale


Lot Enquiry


Lot Enquiry