Assigning
Lot Numbers to P/O Receipts and Invoices
When you receive lotted items from vendors in Purchase Orders, the program prompts you to assign lot numbers.
You use the same procedure when entering a vendor invoice, except you start with the Invoice Entry form instead of the Receipt Entry form.
To assign lot numbers when receiving lotted items:
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Open the Receipt Entry form, if you haven't already done so.
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Process the receipt as usual.
Lot numbers are stored and displayed by location. Therefore, you must specify a location before entering the quantity.
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Enter a value in the Quantity Received field, and then press either the Enter key or the Tab key to display the Lot Numbers Generation/ Allocation form.
If the correct number already appears in the Quantity Received field, and you just want to change a lot number already assigned, click the Zoom button in the Quantity column.
Note: You cannot partially invoice receipts of lotted items.
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Specify the number of lots and quantities in each lot using the Make X Lots OR Each Lot Has fields.
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If desired, edit the default value that appears in the Next Lot Number field. The value in this field is the starting point for the lot numbers you will assign.
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Assign lot numbers either automatically or manually:
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Click the Auto Gen button and the lot numbers are automatically generated for the quantities you require. The lot numbers will be sequential to the starting value that appears in the Next Lot Number field.
Or
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Click the Add button for each lot number you need to create. Edit the Next Lot Number value if you don't want the assigned numbers to be sequential.
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Click Close to exit the form. If the Remaining value is not zero, there are still lot numbers to assign and you may not be able to exit the form until the remaining count is zero.
After closing the Lot Numbers Generation/ Allocation form, you can complete and post the transaction.
Assigning Lot Numbers During Receipt Entry or Invoice Entry
You can assign lot numbers when you receive lotted items or when you create the invoice for the items, provided the item does not use the lot costing method and the Allow Lot Quantity To Be Different From The Quantity In The Entries option is selected in the I/C Items form.
Generally, there are not big differences in assigning numbers during receipt or invoicing. However, there can be an impact when using the Inventory Control Lot Inquiry report.
Note that if you chose not to assign numbers in the PO receipt form, but did so using the PO Invoice form, the cost that appears in the Inventory Control Lot Inquiry report will be zero, as this inquiry reports only the net change from the time of receipt to invoice, not the original receipt cost.
For instance, say you enter the cost of a lotted item as two dollars during receipt entry, but you do not assign the lot number. Then, you use the Invoice Entry form to enter the lot number, and you change the cost of the item to three dollars. The value that appears on the I/C Lot Number Inquiry for that transaction is one dollar.
See also