Reconciling Serial and Lot Numbers

Use this feature to reconcile the number of serial numbers and lots you have assigned to existing inventory on hand. You should reconcile your serial/lot numbers after upgrading to version 5.6 from a previous version of Accpac Inventory Control, after deciding to use serials/lots on an item not previously tracked, or when you think there are more numbers assigned than there are items actually in inventory (or vice versa).

There are four transaction types you can select when reconciling numbers with on-hand inventory.

• Receipt is used when you need to add serials/lots to match the number of items you have on hand

• Shipment is used when you need to subtract serials/lots to match the number of items you have on hand

• OE Invoice is used when you want to change the serial/lot numbers assigned when items were sold to a customer or to add the numbers if they were not originally assigned

• PO Invoice is used when you want change the serial/lot numbers assigned when items were received from a vendor or to add the numbers if they were not originally assigned

Do not use the I/C Serial/Lot Reconciliation form to enter original receipts from vendors, shipments to customers or invoices of serialized/lotted items, as this form is intended to be used to adjust numbers on items already processed in inventory.

Before you begin, post all transactions that affect inventory and run Day End Processing.

To Reconcile Serial/Lot numbers:

1. Select I/C Periodic Processing > Serial/Lot Reconciliations to display the I/C Serial/Lot Reconciliations form.

2. Make a selection from the Transaction Type list.

3. If you selected OE Invoice or PO Invoice as the transaction type, enter the document number of the original invoice in the Apply to Document field.

4. Specify what you want to reconcile and where using the Item Number and Location finders.

5. Enter the Stock Date when the serial/lot number was received into inventory. This field defaults to the session date.

6. Enter the Quantity that you want to reconcile.

7. If you selected Receipt or PO Invoice as the transaction type, you can adjust the Unit Cost of the item if desired.

8. Skip this step if you are not working with a serialized item. Depending on the transaction type selection, you will need to add (Receipt or PO Invoice) or subtract (Shipment or OE Invoice) serial numbers.

If adding serial numbers,accept or change the default number that appears in the Next Serial Number field, then click Add to individually add one serial at a time. Or click Auto-Gen to automatically assign the required number of serials. As well, you can press the Insert key with your cursor in the detail grid and manually enter the number, or use the Finder in the Serial Number column to manually select the serials from the list of available numbers for the specified location.

If subtracting serial numbers,press the Insert key with your cursor in the detail grid, or use the Finder in the Serial Number column to manually select the number from the list of available numbers for the specified location. Or select the Auto-Allocate from checkbox, specify a starting value in the field, then click Auto-Alloc to automatically assign the required number of serials.

9. Skip this step if you are not working with a lotted item. Depending on the transaction type selection, you will need to add (Receipt or PO Invoice) or subtract (Shipment or OE Invoice) lot numbers.

If adding lot numbers,use the Make X Lots OR Each Lot has X fields to define the number and quantity of lots you want to work with. Accept or change the default number that appears in the Next Lot Number field, then click Add to individually add lots or click Auto-Gen to automatically assign the required number of lots. As well, you can press the Insert key with your cursor in the detail grid and manually enter the number, or use the Finder in the Lot Number column to manually select the lots from the list of available numbers for the specified location.  

If subtracting lot numbers,press the Insert key with your cursor in the detail grid and manually enter the number, or use the Finder in the Lot Number column to manually select the number from the list of available numbers for the specified location. Or select the Auto-Allocate from checkbox, specify a starting value in the field, then click Auto-Alloc to automatically assign the required number of lots.

Note: When reconciling a shipment, make sure you select lots that are not recalled or in quarantine, as you will not be able to save the transaction.

10. Click Post to complete the reconciliation.