Creating Serial and Batch Items

Creating Serial and Batch Items

Introduction

In iVendNext, Serial Items and Batch Items are specialized item types designed for products that require detailed tracking. Serial items are tracked individually using unique serial numbers, while batch items are tracked in groups or batches, often with attributes like production or expiration dates. These item types are essential for businesses dealing with high-value products, perishable goods, or items that require quality control.


This article provides a step-by-step guide to creating and managing serial and batch items in iVendNext, along with their use cases and best practices.



Understanding Serial and Batch Items

What is a Serial Item?

A Serial Item is a product that requires tracking by a unique serial number. Each unit of the item has a distinct serial number, which helps in tracking its movement throughout the supply chain. Examples include high-value electronics like laptops or smartphones.



What is a Batch Item?

A Batch Item is a product that is managed and tracked in groups or batches. Each batch has a unique identifier and is associated with specific attributes like production date, expiration date, or quality details. Examples include pharmaceuticals, food products, or cosmetics.




Prerequisites

Before creating serial or batch items, ensure that the following are set up in iVendNext:


  1. Item Group: Categorize your items for better organization.

  2. Warehouse: Define where the item will be stored.

  3. Unit of Measure (UOM): Specify how the item will be measured (e.g., pieces, liters, kilograms).

  4. Serial/Batch Number Series: Define the numbering series for serial or batch numbers.



Step-by-Step Guide to Creating Serial Items

Step 1: Access the Retail Module

  1. Log in to your iVendNext account.

  2. Navigate to the Retail Module from the main dashboard.


Step 2: Navigate to the Item List View Screen

  1. In the Retail Module, go to Stock > Items and Pricing > Item List.

  2. Click on the Add Item button to create a new item.


Step 3: Fill in the Basic Details

  1. Item Code: Enter a unique code for the item. This is a mandatory field and helps in identifying the item in the system.

  2. Item Name: Enter the name of the item. The name will auto-fill with the same value as the item code if left blank.

  3. Item Group: Select the appropriate item group from the dropdown menu.

  4. Default Unit of Measure (UOM): Select the unit of measure for the item (e.g., pieces, liters, kilograms).


Step 4: Enable Serial Number Tracking

  1. Tick the Has Serial No checkbox to enable serial number tracking for the item.

  2. Once the checkbox is ticked, a new section for Serial Number Series will appear.


Step 5: Define Serial Number Series

  1. Serial Number Series: Specify the numbering series for the serial numbers (e.g., SN-001, SN-002).

  2. You can also set up automatic serial number generation if the series is predefined.


Step 6: Save the Item

  1. Once all the required fields are filled in, click the Save button to create the item.

  2. The item will now be available in your item list and can be used in sales, purchases, and inventory transactions.



Step-by-Step Guide to Creating Batch Items

Step 1: Access the Retail Module

  1. Log in to your iVendNext account.

  2. Navigate to the Retail Module from the main dashboard.


Step 2: Navigate to the Item List View Screen

  1. In the Retail Module, go to Stock > Items and Pricing > Item List.

  2. Click on the Add Item button to create a new item.


Step 3: Fill in the Basic Details

  1. Item Code: Enter a unique code for the item. This is a mandatory field and helps in identifying the item in the system.

  2. Item Name: Enter the name of the item. The name will auto-fill with the same value as the item code if left blank.

  3. Item Group: Select the appropriate item group from the dropdown menu.

  4. Default Unit of Measure (UOM): Select the unit of measure for the item (e.g., pieces, liters, kilograms).


Step 4: Enable Batch Number Tracking

  1. Tick the Has Batch No checkbox to enable batch number tracking for the item.

  2. Once the checkbox is ticked, a new section for Batch Number Series will appear.


Step 5: Define Batch Number Series

  1. Batch Number Series: Specify the numbering series for the batch numbers (e.g., BATCH-001, BATCH-002).

  2. You can also set up automatic batch number generation if the series is predefined.


Step 6: Configure Batch Attributes

  1. Expiration Date: If the item has an expiration date, tick the Has Expiry Date checkbox and specify the date.

  2. Production Date: Optionally, you can add a production date for quality control purposes.


Step 7: Save the Item

  1. Once all the required fields are filled in, click the Save button to create the item.

  2. The item will now be available in your item list and can be used in sales, purchases, and inventory transactions.



Managing Serial and Batch Items

1. Inventory Management

  • Serial Items: Track individual units by their unique serial numbers. This is useful for warranty management, theft prevention, and quality control.

  • Batch Items: Track items in groups or batches. This is useful for managing expiration dates, production details, and quality assurance.


2. Sales and Purchases

  • Serial Items: When selling or purchasing serial items, you must specify the serial number for each unit.

  • Batch Items: When selling or purchasing batch items, you must specify the batch number and quantity.


3. Reporting and Analytics

  • Serial Items: Generate reports to track the movement of individual serialized items.

  • Batch Items: Generate reports to track the movement and status of batches (e.g., expired batches, batches nearing expiration).



Best Practices for Managing Serial and Batch Items

  1. Regularly Review Serial/Batch Numbers: Ensure that serial and batch numbers are correctly assigned and tracked.

  2. Monitor Expiration Dates: For batch items, regularly check expiration dates to avoid selling expired products.

  3. Use Automatic Numbering: Set up automatic serial and batch number generation to streamline the process.

  4. Train Staff: Ensure that your staff is trained to handle serial and batch items correctly, especially during sales and inventory checks.



Conclusion

Creating and managing serial and batch items in iVendNext allows you to efficiently handle products that require detailed tracking. Serial items are ideal for high-value products that need individual tracking, while batch items are perfect for perishable goods or products that require quality control. By following the steps outlined in this article, you can set up and manage serial and batch items effectively, ensuring accurate inventory tracking and seamless sales operations.



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