Batch/serial numbers (stock record)

This tab is only displayed if the product group for this stock item uses batch or serial numbers.

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.

Note: This only applies to sales orders. It is not applied when recording stock in and out of Sage 200 using the Stock Control module. Items set to supply from a single batch are not included when purchase orders are generated automatically. You cannot use negative stock on these items.

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.

To enter batch/serial number details

Open: Stock Control > Stock Records > Enter New Stock Item | Batch/Serial Nos.

  1. Choose whether the stock item uses Batch numbers or Serial numbers.

    You cannot use serial numbered items in conjunction with trade units of measure.

    A sale may only be from a single batch

    Select this 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.

    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 SOP Settings and have enabled Numbers selected when despatching stock in Stock Control Settings.

    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.

    Allow duplicate numbers

    Select this to allow duplicate batch or serial numbers.

  2. 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.

    Automatic number generation

    Select the format of the batch/serial number. You can use a sequence number, date and sequence number or the order number and sequence number.

    Separator character

    Select a separator for the batch/serial number. For example if you select the date and sequence number and the forward slash character, the batch number would be 200070707/0001.

    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.

    Next available number

    You can choose to start on a specific sequence number, by entering it here. By default it is set to 1.

    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.

  3. Select the Stock item also uses options:

    These appear as additional columns when entering or amending batch/serial numbers.

    Alternative References

    Select this if you want record an additional reference code or description.

    Sell by dates

    Select this if you want to record a sell by date for this stock item.

    Use by dates

    Select this if you want to record a use by date for this stock item.

    If required enter the Shelf life of the item.

    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 as the fulfilment method.

    Stock items that have Sell by or Use by date set as the fulfilment method cannot be allocated to a sales order once the sell by or use by date has passed.

  4. Select the Processing options:

    Batch & serial numbers must be recorded when goods are received

    Select this to assign batch/serial numbers when the item is recorded as received in Sage 200.

    Clear this option to assign the batch/ 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.

    Include individual batch and serial numbers on count sheets

    Select this to display the batch/serial numbers for this item on stocktake sheets.
See also

Overview

Create a new stock item

Stock items

Other tasks

Analysis details (stock record)

Reference

Generate purchase orders

Stock order fulfilment methods

Assign batch/serial numbers

Traceable Items