How to Create a Lot for Products in Sales

Lot tracking is essential for managing product batches, ensuring quality control, and tracking expiration dates. Follow the steps below to enable and manage lots for products in sales.

Why Use Lot Numbers for Products in Sales?

• Traceability – Easily track products back to their specific production batches, helping identify sources in case of defects, returns, or recalls.

• Quality Control – Isolate and handle issues within a specific lot without impacting the entire inventory crucial for customer satisfaction and operational efficiency.

• Regulatory Compliance – Lot tracking helps meet legal and industry regulations, especially in pharmaceuticals, food, and cosmetics.

• Expiry Management – Monitor and manage expiration dates at the batch level to ensure that only fresh and compliant products are sold or shipped.

Step 1: Enable Lot Tracking for Products

Product Configuration

To enable lot tracking for specific products, follow these steps:

1. Navigate to Catalog → Products in your system.
2. Open the product for which you want to enable lot tracking.
3. Locate the Lots option and toggle it to enable lot tracking for that product.
4. Click the "Save" button to apply the changes.

Once lot tracking is enabled, the system will allow you to assign lot numbers to the product during sales and inventory transactions.

Step 2: Lot Management in Sales

Once a product is configured for lot tracking, users can allocate lot numbers when creating a Sales Order or Sales Invoice.

Assigning a Lot in Sales Transactions

• When processing a sales order or invoice for a lot-enabled product, the system will provide an option to enter the lot number along with:
  • Manufacturer Details
  • Manufacturing Date (MFG Date)
  • Expiration Date

This ensures accurate tracking of batch-wise product movements.

Step 3: Adding a Lot in Goods Issue Note

A lot must be assigned when issuing goods from stock. Follow the steps below to add a lot in the Goods Issue Note:

1. Open the Goods Issue Section

• Click the "Goods Received" button.
• The system will display details such as:
  • Product Name
  • Unit of Measure (UOM)
  • Stock Keeping Unit (SKU)
  • Quantity of the Product

2. Enter the Tracking Number

• Input the Tracking Number for the shipment.
• This helps track the product's movement and delivery status.

3. Select the Location

• Choose the Warehouse or Location where the stock is stored.
• If you need help setting up locations, refer to the Location Management section for details.

4. Allocate the Lot

• Click the "Allot Lot" button to begin lot assignment.
• Enter the required lot details:
  • Lot Number – A unique identifier for the batch.
  • Manufacturer Batch Number – Assigned by the manufacturer for batch tracking.
  • Manufacturing Date (MFG Date) – The date when the product was manufactured.
  • Expiration Date – The date until which the product remains usable.
  • Adjust Quantity – Modify the quantity for the lot if necessary or select an existing lot number from the system.
• Press the Enter key to store the entered lot details.

5. Save the Goods Issue Note

• Click the "Save" button to finalize the lot assignment.
• The allocated lot will now be recorded, and stock will be updated in the designated warehouse.

6. Print Goods Received Document

• Click the "Print Challan" button to generate a document listing the received goods with their lot details.

Step 4: Verify Lot Details in Stock History

Once a lot is assigned, you can review its details in the Stock History section.

Checking Lot Details

• Navigate to the Stock History or View Lot section.
• Here, you can verify:
  • Lot number
  • Assigned warehouse
  • Available stock
  • Expiration details

Adjusting Lot Quantity

• If necessary, lot adjustments can be made in the Stock Quantity section to reflect stock updates.

By following these steps, you can efficiently create, manage, and track lot-enabled products in sales and inventory management.