Manage Product Lots in GRN

This guide explains how to enable and allocate product lots when receiving goods via a GRN (Goods Receipt Note) in O2VEND.

What is a Product Lot?

A Lot is a batch identifier assigned to a group of products. It helps you track:

• Which batch a product belongs to
• Manufacturing date and Expiry date of the batch
• Stock levels per lot in your warehouse

Lot tracking is useful for products like medicines, food items, cosmetics, or any product with an expiry date.

Step 1 — Enable Lot for a Product

Before allocating lots in GRN, you must first enable the Lot option on the product.

1. Go to Catalog → Products
2. Open the product you want to enable lots for
3. In the General tab, find the Lot? field
4. Set it to true
5. Click Save

Step 2 — Open the Goods Receive Screen

1. Go to Back Office → Voucher → Purchase
2. Open the purchase invoice that contains the lot-enabled product
3. Click Add Goods Received from the right panel

The Goods Receive screen opens with the product listed in the table.

Product Table Columns (for Lot Products)

Column	Description
Index	Row number
Product Name	Name of the lot-enabled product
Product SKU	SKU code of the product
Quantity	Original ordered quantity
Quantity to Receive	Enter how many units you are receiving
Units	Unit of Measure
Lot Number	Shows Allot Lot button for lot-enabled products
Expiry Date	Filled automatically after lot is allocated
Available Quantity	Current stock in the selected warehouse

Step 3 — Click Allot Lot

Click the Allot Lot button next to the product row.

The Lot dialog box opens.

Lot Form Fields

Field	Description
Sub Location	Search and select the sub-location within the warehouse where this lot will be stored
Lot Number	Enter a unique lot number (e.g., Lot001) or search for an existing lot
Manufacturer Batch	Enter the manufacturer's batch code (e.g., Mf001)
Mfg Date	Enter the manufacturing date of this batch
Expiry Date	Enter the expiry date of this batch
Qty	Enter the quantity to receive
Adjusted Qty	Enter the adjusted quantity for this lot if different

💡 You can add multiple lot rows for the same product — useful when a single delivery contains items from different batches.

After filling in all the details, press Enter to save the lot row, then click OK to confirm.

Step 4 — Save the GRN

After allocating the lot, click the Save button at the top right of the Goods Receive screen.

• The lot is allocated to the product
• Stock is added to the selected warehouse and sub-location
• The purchase invoice status updates to GoodsReceived

Step 5 — Verify in Stock History

After saving, verify the lot update in Stock History.

1. Go to Back Office → Stock History
2. Look for the GRN reference (e.g., GRN1010dem-POINVC1017dem)
3. The entry will show:
   • Movement: In
   • Lot Number: Lot001
   • Adjusted Quantity: 25
   • Branch / Location: Your selected warehouse

Stock History Columns

Column	Description
Created On	Date and time the stock movement was recorded
Reference	GRN reference number linked to the purchase invoice
Product Name	Name of the product received
SKU	Product SKU code
Price	Product cost price
Created By	Admin who created the GRN
Movement	In = stock added, Out = stock removed
Lot Number	The lot number allocated during GRN
Serial Number	Serial number if applicable
Adjusted Quantity	Enter the actual quantity received for this lot (this will be added to stock)
Sub Location	Sub-location within the warehouse
Branch / Location Name	Warehouse branch where stock is stored

Quick Summary

Step	Action
1	Enable Lot? = true on the product in Catalog → Products
2	Open the Purchase Invoice and click Add Goods Received
3	Click Allot Lot — fill in Lot Number, Batch, Mfg Date, Expiry Date, Enter Adjusted Qty for the lot-enabled product
4	Click OK then Save — lot is allocated and stock is updated
5	Verify the update in Stock History