Items with Lot and Serial Numbers: Lot and Serial Attributes

Your company may need to specify and track attributes for individual units of items that are assigned lot or serial numbers. An attribute is a quality or characteristic that provides information that is important to your company. For example, for lot-controlled textiles, you may need attributes such as length, thickness, and style. Similarly, for serial-tracked items, such as digital cameras, you may need attributes such as manufacturer, year, and model.

In MYOB Acumatica, you can track additional information about units of stock items by specifying attribute values for a unit with a particular serial number or for units with a particular lot number. You can define attributes for a lot or serial class and manage the set of the attributes for a unit of a stock item with a lot or serial number. Also, you can add the necessary units to a sales order, issue, adjustment, and transfer.

Attention: This functionality is available only if the Lot/Serial Attributes feature is enabled on the Enable/Disable Features (CS100000) form.

Setup of Lot and Serial Attributes

Before you begin using lot or serial attributes, you need to define each attribute on the Attributes (CS205000) form. Then you define the attributes to be used for the items of a lot or serial class by adding the attributes on the Attributes tab of the Lot/Serial Classes (IN207000) form.

You can add attributes for an item of a lot or serial class only if the tracking method of the class is either Track Serial Numbers or Track Lot Numbers and the assignment method is When Received. If the class has a different tracking method or assignment method (or both), you cannot add attributes on the Attributes tab.

If you add or delete attributes for a lot or serial class on the Lot/Serial Classes form, the system adds or deletes them for each existing item of this class. Also, if you change the state of the Active or Required check box for an attribute in the lot or serial class, the system changes the state of the respective check box for all the items of this class.

On the Attributes tab of the Stock Items (IN202500) form, the Lot/Serial Attributes table shows the attributes for the selected lot- or serial-tracked item. By default, the table has the lot or serial attributes specified for the lot or serial class assigned to the item. You can add and delete attributes for the item. If the lot or serial class has the Not Tracked tracking method or the When Used assignment method (or both), you cannot add attributes to the table.

Important: You cannot delete a lot or serial attribute from the Stock Items or Lot/Serial Classes form if at least one unit with a lot or serial number has been added to an unprocessed sales order.

Specification of Values for Lot and Serial Attributes

When a unit of a stock item with a lot or serial number has been purchased, you can specify attribute values for this unit in the Lot/Serial Attributes table of the Line Details dialog box on the Purchase Receipts (PO301000) or Receipts (IN301000) form. You open this dialog box by clicking the line on the Details tab of the form and clicking Line Details on the table toolbar. The table contains the attributes and attribute values that are specified for each unit of the stock item selected in the line.

Attention: In the Line Details dialog box, you must enter the lot or serial number first; then you can specify attributes for the lot or serial number in the Lot/Serial Attributes table.

For each lot or serial number, you can specify different attribute values. If the values for all listed units are the same, you can assign all the attribute values from the first line to all the units in the table by clicking Use Attributes from First Line on the table toolbar. Also, for each lot or serial number, you can specify the manufacturer's lot or serial number in the Manufacturer Lot/Serial Nbr. column.

Viewing and Modification of Lot or Serial Details for a Unit of a Stock Item

On the Lot/Serial Details (IN209600) form, you can view the settings of a particular unit of a stock item with a lot or serial number, such as the lot or serial class, the expiration date, and the manufacturer's lot or serial number. You can view a unit on this form only if the unit either is in stock or has been issued from the warehouse and has the following settings specified on the Lot/Serial Classes (IN207000) form:

Tracking Method: Track Lot Numbers or Track Serial Numbers
Assignment Method: When Received

On the Attributes tab of the Lot/Serial Details form, you can view and modify the attribute values of a unit and upload its image. On the Description tab, you can add or update an extended description of the item. On the History tab, you can review the history of the related inventory documents.

Specification of a Sales Price and Description for a Unit of a Stock Item

Different units of a stock item may have different prices depending on each unit's attribute values. If the Specify Lot/Serial Price and Description check box is selected for the lot or serial class of an item on the Lot/Serial Classes (IN207000) form, you can define the sales price, MSRP, and description for a particular unit in the Summary area of the Lot/Serial Details (IN209600) form.

Attention:

The following apply to each item of the class:

The item cannot be added to a sales price list or sales price worksheet.
The item must have a lot or serial number specified in a sales order line. The Mark for PO check box cannot be selected for this line.
Each unit of a stock item with a lot or serial number must be added to a separate sales order line because each unit may have a unique description and price.

When a unit of a stock item with a particular lot or serial number is created, the system copies the default price and MSRP of the item from the Default Price and MSRP boxes of the Stock Items (IN202500) form to the Sales Price and MSRP boxes of the Lot/Serial Details form. In the Description box, the system inserts the description from the related purchase receipt on the Purchase Receipts (PO302000) form.

When you add a unit of a stock item to a line on the Details tab of the Sales Orders (SO301000) or Invoices (SO303000) form, the system inserts the sales price of the unit in the Unit Price column and the description in the Line Description column.

Attention: This capability is available for an order on the Sales Orders form as long as the order type does not have Blanket Order or Quote specified as its automation behavior on the Template tab of the Order Types (SO201000) form.

Selection of a Lot- or Serial-Tracked Item in Documents

You can select a unit of a stock item with a lot or serial number in the following documents:

An order on the Sales Orders (SO301000) form
An inventory issue on the Issues (IN302000) form
An inventory adjustment on the Adjustments (IN303000) form
An inventory transfer on the Transfers (IN304000) form

To select the unit, you click Add Lot/Serial Nbr. on the table toolbar of the Details tab. In the Add Lot/Serial Nbr. dialog box, which opens, you can view item availability and select units. The table in the dialog box displays columns with the attribute values of each unit with a particular lot or serial number. In the Search box, you can search for units with lot or serial numbers by typing text strings that may be included in attribute values or other columns with information about the item.

When you add a unit with a lot or serial number to a sales order, the system inserts each unit with a lot or serial number in a separate line on the Details tab. Also, the system allocates the unit with this lot or serial number for this order.