Overview

This article provides a detailed guide to handling serial and batch numbers in various stock transactions, including Purchase Receipts, Delivery Notes, and Stock Entries.

Why Handle Serial and Batch Numbers in Stock Transactions?

Handling serial and batch numbers in stock transactions offers several benefits:

• Accurate Inventory Tracking: Ensures that each unit or batch is accounted for during stock movements.

• Regulatory Compliance: Helps businesses comply with industry regulations that require detailed tracking of serialized or batched items.

• Improved Customer Service: Provides customers with accurate information about their purchases, including warranty details and expiry dates.

• Efficient Recall Management: Enables quick identification and isolation of defective or recalled items.

Step 1: Handling Serial and Batch Numbers in Purchase Receipts

Purchase Receipts are used to record the receipt of goods from suppliers. Here’s how to handle serial and batch numbers in Purchase Receipts:

1.1 For Serialized Items

1. Navigate to Home > Stock > Purchase Receipt to create a new Purchase Receipt.

2. Select the serialized item from the Item table.

3. In the Serial Nos column, enter the serial numbers for the received items.

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

4. Submit the Purchase Receipt. The system will update the inventory with the new serial numbers.

1.2 For Batched Items

1. In the Purchase Receipt, select the batched item from the Item table.

2. In the Batch No column, either select an existing batch or create a new batch.

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

3. Submit the Purchase Receipt. The system will update the inventory with the new batch numbers.

Step 2: Handling Serial and Batch Numbers in Delivery Notes

Delivery Notes are used to record the delivery of goods to customers. Here’s how to handle serial and batch numbers in Delivery Notes:

2.1 For Serialized Items

1. Navigate to Home > Stock > Delivery Note to create a new Delivery Note.

2. Select the serialized item from the Item table.

3. In the Serial Nos column, assign the relevant serial numbers to be delivered.

• The system will automatically update the status of the serial numbers to Delivered once the transaction is completed.

4. Submit the Delivery Note.

2.2 For Batched Items

1. In the Delivery Note, select the batched item from the Item table.

2. In the Batch No column, select the batch number to be delivered.

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

3. Submit the Delivery Note.

Step 3: Handling Serial and Batch Numbers in Stock Entries

Stock Entries are used for internal stock movements, such as transfers between warehouses. Here’s how to handle serial and batch numbers in Stock Entries:

3.1 For Serialized Items

1. Navigate to Home > Stock > Stock Entry to create a new Stock Entry.

2. Select the serialized item from the Item table.

3. In the Serial Nos column, enter the serial numbers for the items being moved.

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

4. Submit the Stock Entry. The system will update the inventory with the new serial numbers.

3.2 For Batched Items

1. In the Stock Entry, select the batched item from the Item table.

2. In the Batch No column, either select an existing batch or create a new batch.

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

3. Submit the Stock Entry. The system will update the inventory with the new batch numbers.

Step 4: Best Practices for Handling Serial and Batch Numbers

1. Use Auto-Creation Whenever Possible:

• Automating the creation of serial and batch numbers reduces manual errors and saves time.

2. Regularly Review Serial and Batch Status:

• Periodically check the status of serial numbers (e.g., Available, Delivered) and batch numbers (e.g., Expired) to ensure accurate inventory tracking.

3. Ensure Accurate Data Entry:

• Double-check the serial and batch numbers entered in stock transactions to avoid errors.

Step 5: Reporting and History

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

5.1 Serial No Ledger

• This report provides a complete history of all transactions related to a specific serial number.

• To generate the report, navigate to Stock > Standard Reports > Serial No Ledger.

5.2 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.