Serial/Lot and Dimension Item

You cannot select the Suspense option for items that are serial/lot controlled and dimension controlled because dimension quantities must be matched against serial/lot quantities when the transaction is entered.

Note: The example below assumes the Inventory Module Control option Assign dimension by individual serial/lot is not selected. If this option is selected, the method for data entry varies.

Example of transaction line entry for a lot and dimension controlled item

Enter a transaction line quantity of 1200 metres.
The Serial/Lot Number Entry form displays, and you enter lot details.

The Required quantity is always equal to the line quantity, and you must enter lot quantities which add up to the quantity if the calculated Difference is zero. You cannot enter dimension details unless the Entered quantity is equal to the Required quantity.

Click OK to proceed with entering dimensions.

The form and column headings reflect the dimension type that is assigned to the line item. For example, the dimension type is Length.

The Required quantity defaults from the transaction line quantity. This is converted into the stocking unit of measure if a purchasing or selling unit was used on the line, and an item-specific or generic unit of measure conversion applies. You must enter dimension quantities so that the Entered quantity equals the Required quantity. You cannot save the dimension details (and the transaction) unless this condition is met.

Any dimension quantity entered must also be for a specific lot. For this reason, the lot number must be selected first on the dimension line, before the dimension quantity is entered.

You can only select from a list of lots previously entered using the Serial/Lot Entry form. You cannot save the dimension details (and the transaction) unless the sum of dimension quantities entered for a specific lot is equal to the total quantity for that lot. For example, you must enter a quantity of 600M for Lot 0001 (which may consist of one or more dimension quantities), and a quantity of 600LM for Lot 0002.

After the lot is selected, you must select the dimension. The Qty Avail Units and UOM defaults in read-only format to the current available quantities for the specific item/lot/dimension combination.

Note: If locations are in use, the quantity available uses the location that was entered into the transaction line.

You must enter the Qty Units, which is the number of pieces of the selected dimension. Greentree Desktop applies the dimension conversion to calculate and display, in read-only format, the Qty UOM on the line. In this example, the conversion for 1.2 length = 1.2, so 500 units converts to 600M, if M is the item's stocking unit of measure.

Note: Total units value on the form header updates with the number of pieces entered as each new line is added.

The dimension details can be saved by clicking OK when the Difference is zero, which indicates the sum of the Qty UOM for each dimension in the table is equal to the Required quantity, and lot quantities have also been validated in the transaction line.

You can press Cancel when entering a transaction to close the form without saving changes. You can't save the transaction until both serial/lot and dimension details have been entered and quantities have been validated.

Once the transaction outlined in this example is saved, the item parent and dimension quantities is updated, and can be viewed using the Location Balances by Dimension enquiry.

For a serial/lot and dimension controlled item, a special condition applies for transactions that have a decreasing effect on inventory. If the Quantity entered for a lot (on the Serial/Lot Number Entry form) is equal to the complete quantity available for the item/location/serial/lot combination the entire contents of the lot are being adjusted by the transaction), then when the Enter Dimension Details form displays, it is pre-populated with the dimension details and quantities for that lot.

Data Entry Variations

There are three Inventory Module Control options which allow for a variation in the way dimension details are entered for items that are both serial/lot and dimension controlled:

Assign dimension by individual serial/lot - If you select this option, then after entering a serial/lot number and selecting the quantity (on the Serial/Lot Number Entry form), the Enter Dimension Details form displays automatically, enabling you to enter dimension details specific to the serial/lot line that was entered. You can enter dimension details on a lot (or serial) by lot basis, rather than having to enter them for all lots once all lot quantities are validated.
Display all dimensions during data entry - If you select this option, when the Enter Dimension Details form displays, it is pre-populated with all active dimensions of the item and serial/lot, so you will only have to enter a required quantity for dimensions (leave quantity as zero if the transaction does not involve the dimension). This eliminates the requirement to add dimensions to the table one by one if there are multiple dimensions involved in the transaction. If the transaction has a decreasing effect on inventory, only dimensions of the selected serial/lot number displays (as they are the only ones valid to select for a transaction of that nature).
Enable line quantity calculation/update - If you select this option, the transaction line quantity for a decreasing effect transaction can be determined using a dimension unit calculator, which converts units entered by serial/lot/dimension into a UOM total that can be updated back to the transaction line. This is applicable if you are using dimension conversions, and know the unit quantities you are selling, but do not know how this translates into a UOM quantity to enter into the transaction line in the first instance.