Batch/serial numbers (stock item)
Find this screen
Open: Stock Control > Stock Records > New Stock Item
Open: Stock Control > Stock Records > Amend Stock Item
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Use the Batch/Serial Nos tab to enter details for traceable stock items.
Note: The Batch/Serial Nos tab is only displayed if the product group for this stock item uses batch or serial numbers.
How to
Enter batch or serial number details for a stock item
Open: Stock Control > Stock Records > New Stock Item.
- Select the Batch/Serial Nos tab.
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Set the Traceable type to choose whether the stock item uses batch or serial numbers.
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Select Batch numbered for items using batch numbers.
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Select A sale may only be from a single batch if you want to supply this batch numbered item from a single batch. This ensures the required item quantity all use the same batch number.
Selecting this option will mean the item can't be used for direct delivery, or when automatically generating purchase orders (using Generate Orders
Sales from a single batch only applies to sales orders. It is not applied when recording stock in and out of Sage 200 using the Stock Control.
Note: You can only select this option if the item's product group also has A sale may only be from a single batch enabled. This setting can't be enabled in the product group if it is also set to Allow negative stock.
You will always allocate the batch number for this stock item on order entry, even if you have not enabled Allocate stock on order entry in
To amend the allocation for this item, you must amend the sales order, edit the item line in the order, then select Amend/Batch Serial. You cannot amend an allocation for this item using Amend Stock Allocations (
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Select Serial numbered for items using serial numbers.
Note: You cannot use serial numbers if you have set multiple units of measure on the stock item's product group.
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If you want to allow duplicate batch or serial numbers, select Allow duplicate numbers.
Normally you'd want the batch/serial numbers to be unique, but there may be situations where you cannot be sure the numbers will be unique and need to allow duplicates, such as recording a manufacturer's number.
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Select the Processing options:
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Choose when to record batch and serial numbers for this item.
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Enable Batch and serial numbers must be recorded when goods are received to assign batch or serial numbers when the item is recorded as received in Sage 200.
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Disable Batch and serial numbers must be recorded when goods are received to assign the batch or serial numbers after the goods are received in Sage 200.
This marks the items as unassigned. While an item is unassigned, it can be allocated, but it cannot be issued or despatched until a batch/serial number is assigned to it. You assign the batch/serial numbers separately.
Note: You cannot change this setting if there is stock recorded for the item.
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Include individual batch and serial numbers on count sheets: Select this to display the batch/serial numbers for this item on stocktake lists.
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Select the Stock item also uses options.
Choose if you want to enter additional information about the item when you enter or amend batch and serial numbers.
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Alternative References: Select this to record an additional reference code or description.
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Sell by dates: Select this to record a sell by date for this stock item.
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Use by dates: Select to record a use by date for this stock item.
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If required enter the Shelf life of the item.
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Items that pass their Sell by or Use by date can still be sold or issued, as long as you have not chosen Sell by or Use by in the fulfilment method sequence (set in Stock Order Fulfilment
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Stock items that have Sell by or Use by date set as the fulfilment method sequence cannot be allocated to a sales order once the sell by or use by date has passed.
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Enter your Batch/Serial number automatic generation options.
If you are using you own batch/serial numbers, rather than those of your supplier, choose whether you want to automatically generate your batch/serial numbers.
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To manually enter batch/serial numbers, set Automatic number generation to No automatic number generation.
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To automatically generate your batch/serial numbers, set Automatic number generation to the format of the batch/serial number. You can use a sequence number, date and sequence number, or the order number and sequence number.
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Separator character: Select a separator for the batch/serial number.
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Batch/Serial number prefix: If you want to use a prefix on the batch or serial number, whatever you enter here will be used before any automatically generated number.
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Next available number: By default the sequence will start at 1, but you can change the start number.
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Padding Length: You can choose to leave a gap in the numbers that make up the batch/serial numbers. By default there will be no gaps.
For example, you select to Use date and sequence numbers, and set the Separator character as the forward slash. The batch number would show the date (in yyyymmdd format), the separator, and then the sequence number; such as 20210713/1.
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Amend batch or serial number details for a stock item
- You can change existing stock items from being traceable to non traceable.
You can make a single stock item non traceable by changing it to use a product group that does not use batch or serial numbers (Items use batch or serial numbers is disabled). This removes all the batch or serial numbers for this item.
To do this, amend the Product group on the stock item Details tab.
- If you no longer want to use batch/serial numbers for all the stock items in a product group, you can disable Items use batch or serial numbers for the product group. This removes all the batch or serial numbers for all items in the product group.
- You can't change existing stock items from being non traceable to traceable. You will not be able to change the existing stock item to use a product group that uses batch or serial numbers.
- You can change between using batch and serial numbers for a stock item.
Changing from serial to batch numbers: The existing serial numbers are converted to batches with a quantity of 1.
Changing from batch to serial numbers: This can only be done when there is no stock or allocations for the item.
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You can only change the batch numbered item setting for A sale may only be from a single batch when:
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The option A sale may only be from a single batch is also enabled in the stock item's product group.
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There are no sales orders for the item.
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The item is not set with a fulfilment method of From Stock.
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- You can disable Batch and serial numbers must be recorded when goods are received provided that all items have assigned numbers.
Useful info
About traceable stock items
You can choose whether the stock item uses batch or serial numbers.
For items using batch numbers, you can specify whether the quantity for a customer is supplied from a single batch or supplied from several batches. If you want the item to be supplied from a single batch, you must also have chosen A sale may be only be made from a single batch in the product group.
When there is not enough stock to allocate batch/serial numbered items:
- Batch/serial numbered items can be allocated to an internal area or to a customer free of charge in the Stock Control module.
- You can allocate batch/serial numbered items to sales and purchase orders as long as the item Allows negative stock.
- You cannot issue or despatch batch/serial numbered items unless the stock is available.
To trace items effectively, you usually use unique batch/serial numbers. If required, you can choose to use duplicate batch/serial numbers. This can be useful if you intend to record the manufacturer's batch or serial numbers, marked on the goods you receive, and you cannot be sure the numbers are always unique.