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Creating a Purchase with Batch or Serial Numbers

Last updated 03/10/2017

If you track stock using Batch Numbers or Serial Numbers this article explains how to purchase these items.

Batch and Serial Numbers


Batch Numbers are used to track numbers against groups of stock items, and Serial Numbers track specific inventory items with a unique number. Batch and Serial numbers are applied to stock items when receiving items.

Products must first be set up to track Batch or Serial numbers. For more information on how to set these up, see Batch and Serial Products.

Purchases for Batch or Serial products are initially created in the same way as normal purchases. For more information on this stage of the process, see Creating a Purchase Order.

Receiving Batch Stock


When you have received Batch stock you can enter them as follows:

  1. Click on the Purchase Order to be received.
  2. Click on the Qty Received column, and enter the Batch numbers in the window that appears.
  3. You can adjust the quantities in each Batch.
  4. If you try to fully receive a Purchase Order that has Batch stock before entering numbers, a warning will prompt you to enter Batch numbers first before fully receiving stock.

Receiving Serial Stock


When you have received Serial stock you can enter them as follows:

  1. Click on the Purchase Order to be received.
  2. Click on the Qty Received column, and in the window that appears, enter the Serial numbers.
  3. Each item must have a different serial number.
  4. If you have ordered more than 10 items, it is possible to paste serial numbers in bulk in the large box that appears. Serial numbers must be separated by a line break.
  5. If you try to fully receive a Purchase Order that has Serial stock, before entering numbers, a warning will prompt you to enter Serial numbers first before fully receiving stock.

Viewing Batch/Serial Numbers


There are two ways to view the Batch or Serial Numbers you have created.

In the Products module, click in the SOH column to view your stock holdings. Batch or Serial numbers will be shown in the Batch/Serial column.

In the Stock on Hand and Availability report you can see the batch numbers of each stock item by dragging the Batch/Serial tab into the report.

FAQs

What is the maximum length a serial number or batch number can be?

Serial or Batch Numbers can be a maximum of approximately 250 characters long, though we recommend making your serial numbers as short as possible.