Overview

This article provides a step-by-step guide to creating and managing batch numbers in iVendNext.

What is a Batch Number?

A Batch Number is a unique identifier assigned to a group of items that share the same properties. Batch numbers are commonly used for:

• Expiry Date Tracking: Managing items with a limited shelf life, such as pharmaceuticals or food products.

• Quality Control: Tracking items produced in the same production run for quality assurance.

• Inventory Management: Grouping items for easier stock movement and reporting.

Step 1: Enabling Batch Number Tracking

Before creating batch numbers, you need to enable batch number tracking for the item in the Item Master. Here’s how:

1. Navigate to Home > Stock > Items to access the Item Master.

2. Select the item you want to enable for batch number tracking.

3. In the item details, check the box for Has Batch No.

4. If you want the system to automatically create batches during stock transactions, check the box for Automatically Create New Batch.

5. Optionally, you can set a Batch Number Series to define the format for batch numbers.

6. Save the changes.

Step 2: Creating Batch Numbers

Batch numbers can be created automatically during stock transactions or manually through the Batch List. Here’s how to do both:

2.1 Automatic Creation of Batch Numbers

• When creating a Purchase Receipt or Stock Entry for a batched item, the system will automatically generate batch numbers based on the Batch Number Series defined in the Item Master.

• Simply enter the quantity of the item in the transaction, and the system will create the corresponding batch numbers upon submission.

2.2 Manual Creation of Batch Numbers

1. Navigate to Home > Stock > Batch to access the Batch List.

2. Click on the Add Batch button to open the New Batch Creation screen.

3. Enter a Batch ID manually.

4. Select the Item Code for which the batch number is being created. The system will fetch the item details automatically.

5. Optionally, set an Expiry Date for the batch if applicable.

6. Save the batch number.

Step 3: Managing Batch Numbers in Stock Transactions

Once batch numbers are created, they can be used in various stock transactions. Here’s how to manage them:

3.1 Purchase Receipts

• When receiving goods, select or create a batch number in the Batch No column of the Purchase Receipt.

• If the item is configured for auto-creation, the system will generate the batch numbers automatically.

3.2 Delivery Notes

• During sales, assign the relevant batch numbers to ensure that the correct items are delivered to customers.

• The system will update the stock levels for the batch once the transaction is completed.

3.3 Stock Entries

• For internal stock movements, such as transfers between warehouses, include the batch numbers to maintain accurate tracking.

Step 4: Tracking Batch Expiry Dates

For batched items with expiry dates, iVendNext allows you to track and manage these dates effectively. Here’s how:

1. When creating a batch number, enter the Expiry Date in the batch details.

2. The system will automatically update the status of the batch to Expired once the expiry date is reached.

3. You can filter batches based on their expiry status (e.g., Not Expired, Expired, or Not Set) in the Batch List.

Step 5: Splitting and Moving Batches

iVendNext provides flexibility in managing batches by allowing you to split and move them. Here’s how:

5.1 Splitting Batches

• Open the batch you want to split from the Batch List.

• Click on the Split button.

• Enter the quantity you want to split into a new batch.

• The system will create a new batch with the specified quantity, and the remaining quantity will stay in the original batch.

5.2 Moving Batches

• Open the batch you want to move from the Batch List.

• Click on the Move button.

• Select the destination warehouse and confirm the move.

• The system will update the warehouse details for the batch.

Step 6: Generating Batch-wise Reports

iVendNext provides detailed reports to help you track the history and status of batch numbers. Here are some key reports:

6.1 Batch-wise Stock Balance Report

• This report provides a detailed view of stock levels for each batch.

• To generate the report, navigate to Stock > Standard Reports > Batch-wise Balance History.

6.2 Batch Expiry Report

• This report shows batches that are nearing their expiry date, helping you manage stock levels and reduce waste.

Best Practices for Managing Batch Numbers

1. Use Auto-Creation Whenever Possible:

• Automating batch number creation reduces manual errors and saves time.

2. Regularly Review Batch Expiry Dates:

• Periodically check the expiry dates of batches to avoid stock obsolescence.

3. Optimize Batch Splitting and Moving:

• Use the split and move features to manage stock levels efficiently across warehouses.