Items with Lot and Serial Numbers: To Purchase and Sell Serialized Items

In the following activity, you will learn how to create and process purchase and sales documents for a stock item with a serial number that is entered manually into each shipment that includes units of the item.

Attention: This activity is based on the U100 dataset. If you are using another dataset, or if any system settings have been changed in U100, these changes can affect the workflow of the activity and the results of the processing. To avoid any issues, restore the U100 dataset to its initial state.

Story

In this activity, you will act as sales and purchasing manager Pam Brawner in the Service and Equipment Sales Center of the SweetLife Fruits & Jams company.

Suppose that you have received an order for two juicers with a production rate of 0.5 liter per minute from the Thai Food Restaurant customer. You do not have these juicers available in the warehouse for equipment storage, so you will purchase the juicers from the Squeezo Inc. vendor. The vendor provides juicers with serial numbers, which you do not need to track when the items are in the warehouse. But you need to track these numbers when the juicers are sold so that if a customer wants to return the juicer or request services, you can make sure that the juicer is one that the customer bought from your company.

You will process the sales order and the related purchase order in the system and enter serial numbers manually when processing the shipment.

Configuration Overview

In the U100 dataset, for the purposes of this activity, the following tasks have been performed:

  • On the Enable/Disable Features (CS100000) form, the following features have been enabled:
    • Inventory and Order Management, which provides the standard functionality of inventory and order management
    • Inventory, which gives you the ability to maintain stock items by using forms related to the inventory functionality and to create and process sales and purchase documents that include stock items
  • On the Warehouses (IN204000) form, the EQUIPHOUSE warehouse has been created.
  • On the Stock Items (IN202500) form, the JUICER05С stock item has been created.
  • On the Lot/Serial Classes (IN207000) form, the SRNJCR serial class (a class for tracking juicers by serial numbers) has been created.
  • On the Vendors (AP303000) form, the SQUEEZO vendor has been created.
  • On the Customers (AR303000) form, the TOMYUM customer has been created.

Process Overview

In this activity, you will do the following:

  1. On the Sales Orders (SO301000) form, prepare a sales order and mark all items to be purchased for sale.
  2. On the Purchase Orders (PO301000) form, prepare a purchase order to order the items from the vendor.
  3. On the Purchase Receipts (PO302000) form, prepare a purchase receipt when you receive the items from the vendor.
  4. On the Shipments (SO302000) form, create a shipment.
  5. On the Shipments form, enter the serial numbers of the units of the items to be sold.
  6. On the Shipments form, confirm the shipment, and on the Invoices (SO303000) form, process the related invoice.

System Preparation

Before you start preparing the purchasing and sales documents for items with serial numbers, you should do the following:

  1. Launch the MYOB Advanced website with the U100 dataset preloaded, and sign in as sales and purchasing manager Pam Brawner by using the brawner username and the 123 password.
  2. On the Enable/Disable Features (CS100000) form, make sure that the Lot and Serial Tracking feature is enabled.

Step 1: Creating a Sales Order

To create the sales order for two juicers from the TOMYUM customer, do the following:

  1. On the Sales Orders (SO301000) form, add a new record.
  2. In the Summary area, specify the following settings:
    • Order Type: SO
    • Customer: TOMYUM
    • Description: Sale of juicers with the 0.5 production rate
  3. On the table toolbar of the Details tab, click Add Row.
  4. In the row, specify the following settings:
    • Inventory ID: JUICER05C
    • Warehouse: EQUIPHOUSE
    • Quantity: 2
    • Unit Price: 700
    • Mark for PO: Selected

      By selecting the Mark for PO check box, you have marked the order line for purchasing, and it will be available for adding to a purchase order.

    • PO Source: Purchase to Order
  5. On the form toolbar, click Save. The sales order is saved with the Open status.

You have created a sales order for the juicers and marked the item to be purchased for sale; now you will create a purchase order.

Step 2: Creating a Purchase Order

Now you will create a purchase order for two units of the JUICER05C item from the SQUEEZO (Squeezo Inc.) vendor. To create a purchase order for the items that are marked for purchase, do the following:

  1. While you are still viewing the sales order on the Sales Orders (SO301000) form, click Create Purchase Order on the More menu.
  2. On the Create Purchase Orders (PO505000) form, which opens, in the row with SO to Purchase specified as the Plan Type, do the following:
    1. In the unlabeled column, select the Included check box to include this row in processing.
    2. In the Warehouse column, make sure that EQUIPHOUSE is selected.
    3. In the Vendor column, select SQUEEZO.
  3. On the form toolbar, click Process to process the purchase request.

    The Processing dialog box opens. Wait for the system to complete the operation. The system creates a purchase order for the SQUEEZO vendor and opens it on the Purchase Orders (PO301000) form.

  4. In the Description box of the Summary area, type Purchase of juicers with the 0.5 production rate.
  5. On the Details tab, in the Unit Cost column, type 500 in the line.
  6. On the form toolbar, click Remove Hold. The system saves the purchase order and the status of the purchase order changes to Open.

You can now print the purchase order and send it to the Squeezo Inc. vendor by mail. In this activity, we will skip this step.

Step 3: Creating a Purchase Receipt

Suppose that the Squeezo Inc. vendor has delivered the juicers to the EQUIPHOUSE warehouse. To prepare the needed documents to reflect the receipt of the juicers, do the following:

  1. While you are still viewing the purchase order on the Purchase Orders (PO301000) form, click Enter PO Receipt on the form toolbar. The system opens the Purchase Receipts (PO302000) form with the new receipt, which has the Balanced status and the data copied from the linked purchase order.
  2. In the Summary area, select the Create Bill check box to make the system generate the bill automatically on release of the purchase receipt.
  3. On the form toolbar, click Release to release the purchase receipt. Notice that the system has not required you to add serial numbers to the document; based on the SRNJCR serial class settings, serial numbers are entered when items are issued rather than when they are received.
  4. On the Inventory Allocation Details (IN402000) form, in the Selection area, do the following:
    1. In the Inventory ID box of the Selection area, select JUICER05C.
    2. Make sure that the quantity of juicers you have received (2) is displayed in the On Hand box.
    3. On the Item Plans tab, review the only line in the table, which shows that two JUICER05C units are allocated directly for the sales order for which you have processed the purchase.
    4. Double-click the line to open the sales order on the Sales Orders (SO301000) form in a pop-up window.

The ordered juicers are ready for shipment.

Step 4: Creating a Shipment

To create a shipment with the ordered and received juicers, do the following:

  1. While you are still viewing the sales order you have created on the Sales Orders (SO301000) form, on the form toolbar, click Create Shipment.
  2. In the Specify Shipment Parameters dialog box, which opens, make sure that today's date and the EQUIPHOUSE warehouse are selected, and click OK. The system creates a shipment and opens it on the Shipments (SO302000) form in a pop-up window.

Notice that the system displays a warning on the Details tab that serial numbers are not specified for the juicer units and displays the ordered quantity of juicers in the Unassigned Qty. column. This means that you need to specify serial numbers for the ordered juicers manually.

Step 5: Specifying Serial Numbers for the Shipped Items

To manually specify the serial numbers in the shipment for the juicers to be sold, do the following:

  1. While you are still viewing the shipment on the Shipments (SO302000) form, on the Details tab, click the only line.
  2. On the table toolbar, click Line Details.
  3. In the Line Details dialog box, which opens, do the following:
    1. On the table toolbar, click Add Row. The system adds a line for one unit of the JUICER05С item.
    2. In the Location column, select MAIN. Notice that the value in the Unassigned Qty. box has been changed to 1.
    3. In the Lot/Serial Nbr. column, type JCR050000333.
    4. Add a row for the second juicer.
    5. In the Location column, select MAIN. Notice that the value in the Unassigned Qty. box has been changed to 0.
    6. In the Lot/Serial Nbr. column, type JCR050000168.
    7. Click OK to save your changes and close the dialog box.
  4. On the form toolbar, click Save.

You have entered the serial numbers of the juicers. Notice that the warnings on the Details tab and the Unassigned Qty. column on this tab are no longer shown. Now you can confirm the shipment and process the related invoice.

Step 6: Confirming the Shipment and Processing the Invoice

To confirm the shipment and process the related invoice, do the following:

  1. While you are still viewing the shipment on the Shipments (SO302000) form, review the line on the Details tab. Make sure that the shipped quantity in the line is equal to the ordered quantity.
  2. On the form toolbar, click Confirm Shipment. The status of the shipment has been changed to Confirmed.
  3. On the form toolbar, click Prepare Invoice. The system prepares the invoice and opens it on the Invoices (SO303000) form in a pop-up window. The invoice has the Balanced status.
  4. On the form toolbar, click Release to release the invoice. The system changes the status of the invoice to Open and the statuses of the shipment and sales order to Completed. Close the pop-up window.
  5. On the Inventory Allocation Details (IN402000) form, do the following:
    1. In the Inventory ID box of the Selection area, select JUICER05C.
    2. In the Warehouse box, select EQUIPHOUSE.
    3. In the On Hand box, make sure that the quantity of juicers is 0.

You have successfully processed the shipment and the invoice related to the sale of the two juicers with serial numbers.