How to: Assign Serial Numbers and Lot Numbers During Inbound Transactions

Companies may want to keep track of items from the moment they enter the company. In this situation, the purchase order is often the central document, although item tracking may be handled from any inbound document and its posted entries displayed in the related item ledger entries.

The exact rules for handling item tracking numbers across your company are governed by the setup in the Item Tracking Code Card window.


To use item tracking numbers in warehouse activities, the Lot Warehouse Tracking and SN Warehouse Tracking setup fields must be selected, as they define the special principles in handling serial and lot numbers in warehouse activities.

To assign serial or lot numbers during an inbound transaction

  1. In the Search box, enter Purchase Oders, and then choose the related link.

  2. Select the relevant document line and on the Lines FastTab, choose ActionsAction Menu icon, choose Line, and then choose Item Tracking Lines.

    You can assign serial or lot numbers in the following ways:

    • Automatically, by choosing Assign Serial No. or Assign Lot No. to assign serial/lot numbers from predefined number series.

    • Automatically, by choosing Create Customized SN to assign serial/lot numbers based on number series you define specifically for the arrived items.

    • Manually, by entering serial or lot numbers directly, for example, the vendor's numbers.

    • Manually, by assigning a specific number to each item unit.

  3. To assign automatically, on the Actions tab, in the Functions group, choose Create Customized SN.

  4. In the Customized SN field, enter the starting number of a descriptive serial number series, for example S/N-Vend0001.

  5. In the Increment field, enter 1 to define that each sequential number increases by one.

    The Quantity to Create field contains the line quantity by default, but you can modify it.

  6. Place a check mark in the Create New Lot No. field to organize the new serial numbers in a distinct lot.

  7. Choose the OK button.

A lot number with individual serial numbers is created according to the item quantity of the document line, starting from S/N-Vend0001.

The matrix of quantity fields in the header displays dynamically the quantities and sums of the item tracking numbers you define in the window. The quantities must correspond to those of the document line, which is signified by 0 in the Undefined fields.

When the document is posted, the item tracking entries are carried to the associated item ledger entries.

See Also

Other Resources

Lot Warehouse Tracking
SN Warehouse Tracking
Item Tracking Code Card
Setting Up Item Tracking Codes