Serial and Lot Number Entry

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When you enter a transaction in any Greentree module (as long as it relates to an inventory line), you can add or assign a serial or lot number to the items in the transaction on the Serial/Lot Number Entry form that displays.

If you cancel the transaction, you cannot save the transaction until you assign it a serial or lot number, or until you put the quantity into suspense. Click the Serial/Lot button on the Line Item tab to open the Serial Lot and Entry Number form to view, assign or edit serial/lot number details.

Inventory Item

The default value is the code and description of the line item.

This field is read only.

Location

The default value is the line location.

This field is read only.

Unit of measure

The default value is the line's unit of measure.

This field is read only.

Required Quantity

The default value is the quantity entered into the transaction line.

This field is read only.

Entered Quantity

This displays the quantity that you have entered into the table on the form.

This field is read only.

Difference

This displays the difference between the required quantity and the entered quantity. It equals zero when you have entered or assigned all serial/lot numbers required to support the transaction.

This field is read only.

Details Table

Enter or assign the serial/lot numbers for the item in this table. To assign a number, select from the dropdown list on the table. This displays all serial/lot numbers that are currently set up for the line item, and the quantity available against each number. For serial items, this will always be 1.

These numbers are set up in the Serial & Lot Maintenance form, or during transaction entry. Enter the quantity to select in the Quantity field. Add as many lines as you need to, until you have assigned numbers for the full quantity required.

If the transaction you are entering has a positive effect on inventory increases inventory), you can also create new serial/lot numbers by entering a number, or by clicking on the Add button. The Add button opens the Add Serial/Lot form, where you enter a new, unique serial/lot number and description.

Expiry dates

Expiry dates will only be displayed (in the case of selecting an existing serial/lot), or entered (in the case of receiving a new serial/lot) if the option to Use expiry dates is selected in Inventory Serial Lot Maintenance. Where there are date controls defined for the purchase and/or sale of items, you will also be warned during transaction entry if the expiry date falls outside the acceptable boundaries for the purchase and/or sale of the item.

Auto Allocate

This button is enabled if the transaction you are entering has a reducing effect on inventory, or no effect (for example, location transfer). Click Auto Allocate if you want Greentree to assign serial/lot numbers, and default the details into the table.

When you click this button, all the existing selections are deleted, and Greentree will then select serial/lot numbers in expiry date order (where in use), or in alphabetic order (where expiry dates are not in use). Greentree allocates the serial/lot quantity to the first serial/lot number, and remaining quantities will go the next serial/lot number, and the like, until the full transaction quantity is allocated. The detailed lines that display can be edited or deleted following this process if you must make changes.

Auto Generate

Click this button to system to generate serial or lot numbers for you, where you are creating new numbers. The button is enabled if the transaction you are entering has an increasing effect on inventory. If the item is controlled by serial numbers, the Auto Generate Serial/Lot Numbers form displays when you click the Auto Generate button.

Enter the first serial number, prefix where applicable, and increment; then click OK. Greentree generates serial numbers using the quantity required of the transaction line the number of serial numbers generated will equal the required quantity). The numbers updates to the Serial/Lot Number Entry table (one line for each new number, with a quantity of 1), with a description of Auto generated. The detailed lines that are generated can be edited or deleted following this process if you must make changes.

If the item is controlled by lot numbers, the same form displays when you click Auto Generate. The form also contains the Lot Quantity field.

Enter the first lot number, prefix if applicable, and increment (only applicable if more than one lot number is being created). The lot quantity defaults to the required quantity of the transaction line. If there is only one lot number for the complete quantity, leave this as it defaults. If there are multiple lot numbers, enter the quantity that you want to assign to each lot created. For example, if the line quantity is 10, and five items have Lot Number 001, and five items have Lot Number 002, enter 001 as your first number, an increment of 1, and a lot quantity of 5.

When you Click OK, two lines update to the Serial/Lot Number Entry form - Lot 001 with a quantity of 5, and Lot 002 with a quantity of 5. The description for automatically-generated lot numbers is always automatically-generated. If you are using expiry dates, you will also enter an expiry date to apply to the lots generated. If more than one lot is generated, the date applies to all of them. The detailed lines that are generated can be edited or deleted following this process if you must make changes.

Suspense

This button is enabled if you have selected the option to Use Serial/Lot Suspense Account in Module Control. You can save the transaction without assigning serial/lot numbers. You can use this feature if you do not know the serial/lot numbers when you are entering the transaction. You can put the full transaction quantity into suspense, or a part quantity.

If you know some of the serial/lot numbers, add them to the table first, and then click Suspense to transfer any remaining quantity into suspense. When a quantity is put into suspense, Greentree generates a line in the serial/lot entry details table, which is highlighted in red.

When serial/lot numbers later become known, the Serial Lot Suspense Allocation process can be used to allocate serial/lot numbers to quantities that were put into suspense during transaction entry.

To allocate a new serial/lot number to a suspense item (whether using transaction entry, or using the Serial Lot Suspense Allocation process), first delete the suspense line using Shift-F2. Then you can enter or automatically generate the serial/lot number.

OK

When the Difference quantity is zero, click OK to save the details and close the form to return to the transaction line. If the Difference quantity is not zero, the only way you can close this form is by putting the outstanding quantity into suspense, or by clicking Cancel.

Cancel

Click this button to close the form without saving any details entered.

• Serial/Lot Transaction Entry for Trees/User Fields
• Serial/Lot/Dimension Transaction Entry

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