Set up item tracking with serial, lot, and package numbers

Keep track of inventory items even in complex warehouse configurations with numbers that are specific to each item, either as an individual object, as a lot, or as a package. With item tracking, you can trace items across internal warehouse movements, and outbound and inbound documents.

Items with serial and lot numbers can be traced both backwards and forward in the supply chain. This is useful for general quality assurance and for product recalls. For more information, see Trace Item-Tracked Items.

Numbers and item tracking

As part of your warehouse processes, you can bundle your stock in packages, boxes, containers, and so on. But in order to keep track of the items, you assign unique numbers as identification. For example, you manufacture and sell a chair that has the item number 1900-S. Each individual chair has a serial number, 1001, but you also bundle four chairs into a lot, LOT0001, and you ship the chairs in a container with the package number CONTAINER010 that also includes other items, such as LOT0100 with side tables, and LOT200 with lamps.

Depending on your configuration, you use these different numbers to keep track of inventory in Business Central at the various stages of purchasing, sales, warehouse operations, and so on.

To set up item tracking codes

An item tracking code reflects the different considerations a company has regarding the use of serial and lot numbers for items moving through the inventory.

  1. Choose the Lightbulb that opens the Tell Me feature. icon, enter Item Tracking Codes, and then choose the related link.
  2. Choose the New action.
  3. Fill in the fields as necessary. Hover over a field to read a short description.
  4. On the Serial No., Lot No., and the Package Tracking FastTabs, define policies of item tracking by serial, lot, and package numbers respectively.
Note

Note:
If you want to track specific items or specific lots throughout their lifetime, you must choose the SN Specific Tracking, Lot Specific Tracking and Package Specific Tracking fields, respectively. As a result, when you handle an outbound unit of an item with this item tracking code, you must always specify which existing serial number or which existing lot number to handle. This means that when selling a unit of the item, it must be applied against a specific pool of serial numbers or a specific lot number in inventory. Or in other words, a serial, lot, or package number assigned to the item when entering into inventory must follow that item type out of inventory.

Because these setup fields cover all possible transactions with the item, the individual inbound/outbound fields are selected. However, the individual inbound/outbound fields have nothing to do with application across inventory. They merely define your company's work flow concerning when to assign item tracking numbers.

Note

Note:
To assign item tracking numbers in warehouse activities, the SN Warehouse Tracking and Lot Warehouse Tracking fields must be selected on the item's item tracking code card.

To set up expiration rules for serial or lot numbers

For some items you might want to set up specific expiration dates and rules in the item tracking code. This functionality allows you to keep track of when specific serial numbers and lot numbers expire.

  1. Choose the Lightbulb that opens the Tell Me feature. icon, enter Item Tracking Codes, and then choose the related link.

  2. Select an existing item tracking code, and then choose the Edit action.

  3. On the Misc. FastTab, select the following fields:

    Field Description
    Strict Expiration Posting Specifies that an expiration date assigned to the item tracking number as it entered inventory must be respected when it exits inventory.
    Require Expiration Date Entry Specifies that you must enter an expiration date on the item tracking line.
    Use Expiration Dates Specifies that you want to calculate expiration dates.

To set up warranties for serial or lot numbers

For some items, you might want to set up specific warranties in the item tracking code. This functionality allows you to keep track of when the warranties on specific serial or lot numbers in your inventory will run out.

  1. Choose the Lightbulb that opens the Tell Me feature. icon, enter Item Tracking Codes, and then choose the related link.

  2. Select an existing item tracking code, and then choose the Edit action.

  3. On the Misc. FastTab, fill in the Warranty Date Formula field, and then select the fields as follows:

    Field Description
    Warranty Date Formula Specifies the last day of warranty for the item.
    Require Warranty Date Entry Specifies that you must manually enter a warranty date on the item tracking line.

To set up items for tracking with the correct item tracking codes

To enable item tracking, you first have to assign the item tracking codes to an item. There are two ways to add item tracking codes, by selecting the code from a predefined list or by assigning a new unique code. Hover over the fields to read a short description.

  1. Choose the Lightbulb that opens the Tell Me feature. icon, enter Item, and then choose the related link.
  2. Select an existing item from the list, and open the Item Card page.
  3. On the Item Tracking FastTab, assign the appropriate item tracking codes and choose the Item Tracking Code, the Serial Nos., and the Lot Nos..
    1. Alternatively you can also create a new item tracking code by selecting the New action.

To specify opening balances for the items you track

You can create opening balances for the items you track. Because you can choose different warehouse configurations, there are two options:

  • Enable specific batches on the Item Journal page to let people enter serial, lot, and package data directly on journal lines.
  • For locations where the Directed Put-away and Pick toggle is turned on, use the Warehouse Physical Inventory Journal page to make all item tracking fields available. The fields that are available include the Warranty Date and Expiration Date fields.

Item journals

  1. Choose the Lightbulb that opens the Tell Me feature. icon, enter Item Journals, and then choose the related link.
  2. Choose the Name field to open a list of item journal batches.
  3. Choose New to create a new batch, and then turn on the Item Tracking on Lines toggle.
  4. Choose OK to select the batch you created.
  5. Fill in the fields on the item journal line as necessary. Note that the Lot No., Serial No., Expiration Date, Warranty Date, and Package No. fields are available (if the feature is enabled).
  6. Choose the Post action to adjust inventory.
Note

Business Central does a few minor validations when you enter or import data. A more comprehensive check happens when you post or transfer data from journal lines to the Item Tracking page. The latter happens automatically when you open the Item Tracking page from the item journal line or if you choose the Update Item Tracking Lines action.

Warehouse physical inventory journal for locations where directed pick and put-away is turned on

  1. Choose the Lightbulb that opens the Tell Me feature. icon, enter Warehouse Physical Inventory Journal, and then choose the related link.
  2. Fill in the fields on the item journal line as necessary. Note that the Lot No., Serial No., Expiration Date, Warranty Date, and Package No. fields are available (if the feature is enabled).
  3. Choose the Register action to make the inventory adjustments. Remember, you'll need to synchronize the adjusted warehouse entries with the related item ledger entries. To learn more, go to synchronize the adjusted warehouse entries.

For bulk imports, use configuration packages to import data to the journals.

Note

Note:
You can't use Edit in Excel to create journal lines with tracking information.

See also

Work with Serial and Lot Numbers
Trace Item-Tracked Items
Inventory
Design Details: Item Tracking
Design Details - Item Tracking and Reservations
Reserve Items
Work with Business Central

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