Updated: October 2, 2020 9:23am

Lot Numbers

A lot number is an identification number assigned to a particular quantity or group of material from a single manufacturer. Lot numbers can typically be found on the outside of packaging. The lot number enables tracing of the constituent parts or ingredients as well as labor and equipment records involved in the manufacturing of a product (lot numbers can be used when contacting the manufacturer about goods received). Unlike serial numbers, lot numbers do not have to be unique for each unit.  You can optionally assign an expiration date to each lot number.
When adding a lot number item to Inventory, be sure to set the Lot Type field to Full Control or Partial. Entry of a lot number is required for Full Control. Entry of a lot number is required for Partial Control items if the document type is selected in preferences as requiring entry.
Lot numbers are typically entered when an item is received into inventory. For accuracy, enter lot numbers by scanning whenever possible (instead of typing). You can add/edit lot numbers in the item's Inventory record, provided the item's Lot Type field is set to Full or Partial.

Lot Number Preferences
Preferences & Settings > Transactions > Serial and Lot Numbers

In the Lot Numbers Tracking area, select a prompt level for individual document types. By default, Prism will display a prompt (drop-down = "Promp") when a user lists a lot number item. Alternatively, you can select None and no prompt will be displayed. If Prompt and Require is selected, a prompt will be displayed and entry is required. Select which document types will display the "Enter Lot Number" prompt when a user adds a lot number item and which will require entry of a number: Sales, Returns, Orders, Send Sale, Vouchers, Transfer Slips and/or Adjustment Memos.

Setting Description
[Document Type]

This area enables you to customize the behavior when a lot number item is listed on different document types. For example, some document types you might want to require entry of a number while making it optional for other document types.

Prompt: Prompt is displayed; entry of lot number is optional.
Prompt and Require: Prompt is displayed; entry of lot number is required.
None: No prompt is displayed; entry of lot number is optional.

Display alert when item's lot number expiration date has passed. If selected, when a lot number's Expiration Date is passed, and a user lists the item, a warning will be displayed.
Prevent sale of items with expired lot number If selected, when a lot number's Expiration Date is passed, and a user lists the item, an error is displayed.
Deactivate lot number item when quantity reaches zero If selected, when the OH Quantity of a lot number item reaches zero, the item's Active flag will be cleared, making the item inactive.

Lot Number preferences

 

Add Lot Number Item to Inventory
You can add a lot number item just like any other item. Make sure to select Full or Partial in the Lot Type field.
item record lot type field

Order Lot Number Item on Purchase Order
When ordering a lot number item on a purchase order, you do not enter a number. The number(s) will be entered during the receiving process.

Receive Lot Number Item on Voucher
When entering a lot number item on a voucher, by default a prompt will be displayed so the user can enter a lot number. If the preference is set to "Prompt and Require," then entry of a number will be required.

Sell Lot Number Item on Transaction
When you enter a lot number item on a transaction, by default a prompt will be displayed so the user can enter a lot number. If the preference is set to "Prompt and Require," then entry of a number will be required.
lot number required

If you don't enter a lot number and a number is required, then an orange triangle will appear next to the item.
lot number item in item list

Return Lot Number Item
When you enter a lot number item on a return, by default a prompt will be displayed so the user can enter a lot number. If the preference is set to "Prompt and Require," then entry of a number will be required on the return.

Lot Numbers on Adjustment Memos
The process of entering lot numbers on quantity adjustment memos is different from other documents. This is because the user could be adjusting the quantity up or down.

  1. Scan the item's UPC to list it on the adjustment memo.    
  2. Select the item and click Item Details.    
  3. Select the Lot Numbers tab.    
  4. Click the Add button.     
  5. Scan or type the number. The Orig Qty is displayed. Enter the current quantity for the number in the Adj Qty field. Click the Add button again to add more numbers.    
  6. Click OK after you have added numbers for each quantity being adjusted.    
  7. Navigate to Memo Details and make sure a Reason for the memo is entered.    

Entering Adjusted Quantity on Details tab
On the Details tab, users can enter the Adjusted Quantity for the item. Users can then click the Lot Numbers tab and enter the number(s) for the units being adjusted.

Adjustment Quantities for Serial and Lot Numbers
In Item Details on the Serial tab, you can view information about the item and serial number quantities added and/or deactivated on the quantity memo.
Serial number quantity on adjustment memo

Lot Number fields on Memos

Field Description
Old Quantity The quantity for the item at the time of memo creation.
Adjusted Quantity The quantity for the item after the current adjustment is made.
Quantity Difference The difference between the Old Quantity and Adjusted Quantity.
Inserted SN Quantity The quantity added on this adjustment for the item.
Deactivated SN Quantity The quantity deactivated on this adjustment for the item.
SN Quantity Differences The difference between the Inserted SN Quantity and the Deactivated SN Quantity.

 

 

 

 

 

Lot Number Lookup
Display the item's inventory record.
Click the Edit button.
Click the Lot Numbers button.
A list of existing lot numbers for the item is displayed. You can search for a specific lot number, edit an existing number, or add a new number.
In the Lot Number Lookup screen, select Lot No in the Search By drop-down,  type the desired lot number and click Search. When you select an item, the Edit button is enabled so you can edit the number's information, if needed.
Lot number lookup
Add Lot Number
Click the New button. In the displayed dialog, enter the lot number information:

Field Description
Lot Number Scan (or type) the item's lot number. Maximum 25 characters.
Qty Lot number quantity.
Expiry Date Expiration Date. Depending on preferences, a warning can be displayed when a user tries to sell an item with a lot number past its expiration date.
Active Active status. Only active lot numbers can be listed on documents.
Notes Optional note to describe the lot number Maximum 255 characters.

Edit Lot Number
Select the check mark for the desired lot number and click Edit Lot Number. In the Edit Lot Number dialog, you can change the quantity, expiration date, active status, or edit notes. You cannot edit the lot number.
Edit lot number

 

 

Grid Formats
Lot number fields can be included in the grids on various document and record types. To configure grid format preferences, go to Preferences & Settings > Grid Formats. Lot number fields can be added to grid formats for the following areas:

  • Advanced Item Search
  • Inventory
  • PI Sheet Filters
  • Transfer Order Items
  • Transfer Slip Items
  • Vouchers

Permissions for Lot Numbers
The following permissions enable you to control employee access to serial/lot numbers in Prism.

Permission Description
Serial and Lot Numbers - Allow Use Before Receiving Allow group members to use a serial/lot number before the item has been received on a voucher. This permission is useful if Associates sometimes have to sell serial or lot number items before the voucher for the items has been updated.
Serial and Lot Numbers - Allow Use When Already Received Allow group members to use a serial or lot number that has already been received.
Serial and Lot Numbers - Allow Use When Not In Inventory Allow group members to use a serial or lot number that is not assigned to the item's inventory record.
Serial and Lot Numbers - Allow Use When on Another Order Item Allow group members to use a serial or lot number that has already been assigned to an order item. For example, perhaps a number was assigned to an order item but the customer never fulfilled the order, or didn't fulfill the order in a timely fashion. This permission will allow the number on the order to be used for a sale.
Inventory - Edit OH Qty Without S/LN Allow group members to change the OH Qty for a serial/lot item without entering a number for the quantity. If a user has this permission, the user can leave the number empty and simply click "Save" in the Enter Serial Number prompt.
Inventory - Update PI without S/LN Allow group members to update physical inventory when not all serial/lot numbers have been entered for the quantity on the PI.


About the "Edit Item Detail" permission
The POS > Edit Item Details permission controls a user's ability to use the Details button to edit line items on transactions. The Edit Item Details permission enables a user to edit OH Qty and serial/lot numbers in Item Details on transactions, but the permission does not grant permission to edit serial and lot numbers in Inventory. To edit numbers in Inventory, the user must have those specific Inventory permissions.

Entering Lot Numbers on Documents
Users can enter lot number on documents in two ways:

  • Via a prompt displayed when the item is first listed
  • Via Item Details dialog

A prompt will be display if the item is under full-control, or if the item is under partial control and preferences are configured to display a prompt for the current doc type. The user can scan (or type) the number into the prompt and click OK. Note: Purchase orders and transfer orders, as planning documents, do not allow users to enter serial or lot numbers

Entering Multiple Numbers
If the customer is purchasing multiple units of a lot number item, the displayed dialog will allow the user to scan/type a number for each quantity listed.

Adding a New Lot Number on Document
If you enter a number that is not found in the item's Inventory record, then Prism will ask if you want to add the item. You have three options in this dialog:

  • Yes: Adds the number to the store's database.
  • No: Does not add the number to the store's database.
  • Lookup: Takes the user to the Lot Number lookup screen so the user can search among the numbers assigned to the item.

Note: If you originally entered the number by typing and you see the message above, confirm you typed the correct number.

Entering Serial and Lot Numbers in Item Details
Users with the required permission can edit Item Details and change the serial or lot number currently assigned to an item. You can use this method if the item is partial control item and a number is available but wasn't entered in the prompt when the item was first listed.

  1. Select the item in the item list and then click the Details button.
  2. Select the Item Details tab.
  3. In the Serial No or Lot No field, scan or type the number. Alternatively, to open the Lot Number Search dialog, click the Search icon.
  4. Save the changes.

Item Details Lot Number field

Lot Numbers on Send Sale Transactions
When listing lot items on a send sale, the user is not required to enter a number at the selling store, even for full control items. The lot number will be entered by the user at the fulfillment store when the customer picks up the merchandise. When you create a send sale, the quantity will become a negative quantity at the selling store. When the send sale is fulfilled, the quantities will balance out and ECM Communication will update the store quantities accordingly.
 
Lot Numbers in Inventory
Lot Type
Lot Type fields indicate whether an item uses full control or partial control. Full control requires entry of a number; partial makes entry of a number required only on the document types selected in preferences.

Search for a Number

  1. Navigate to Inventory > Item Detail for the item and click the Lot Numbers button.   
  2. A list of numbers for the item is displayed. In the Search By dropdown, select Serial No.    
  3. Enter search criteria (e.g. the first few characters of the number).    
  4. Click Search.    
  5. The results are filtered to match the entered criteria.    


Deactivating Numbers
You cannot delete lot numbers in Prism; however, you can deactivate numbers. This might be necessary if the original number was entered incorrectly.  To deactivate a number, click the Edit button, clear the Active check box and save the changes. Although users can delete lot numbers in RIL, the best practice is to simply deactivate the numbers.

Editing On Hand Quantity of Lot Numbers
To edit the OH Qty of serial and lot number items, a user must have the permission:
Inventory - Edit OH Qty without S/LN. If a user does not have the permission, the user will be required to enter a number when editing the OH Qty.
If you edit the OH Qty of a full or partial control item, a prompt is displayed to enter a number (in addition to the dialog for selecting an adjustment reason). When adding a quantity, the Adjustment Reason dialog is displayed first, and then the Enter Number prompt. When removing a quantity, the Enter Number prompt is displayed first, and then the Adjustment Reason dialog.

  1. Display the item in Inventory > Item Detail view. Click the Edit button.    
  2. Click in the OH Qty field and type a new quantity.    
  3. Click the Save button.     
  4. Select a Quantity Reason. Enter a Comment, if desired.    
  5. Click Continue.  Scan or type the number. Enter a Note, if desired.    
  6. Save the changes.