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Procedure documentationDefining and Selecting Batches on Every Transaction

 

When you create inventory receipt documents, a window for receiving or creating batch numbers opens automatically for all the document items defined for batch management.

Inventory receipt documents are forms used to report the physical movement of items from a location, for example, a warehouse. Inventory receipt documents comprise the following types:

  • Goods receipt purchase orders

  • A/R credit memos

  • A/P invoices

  • Goods receipts

  • Receipts from production

Note Note

  • You can leave the non mandatory fields empty and update them later.

  • It is possible to update the Batch column and the Quantity column manually. Providing the batch quantity is not divided equally, it is possible to define a non integer value for the batch quantity.

  • If you select the On Every Transaction checkbox for the item, the total quantity of the document must fully divide among the batches. You cannot add the document if there is an open quantity left to define.

    If the batch in the first row does not contain the entire quantity from the document row, you can define a new batch in the next row.

End of the note.

Note Note

When you add a new batch that already exists in the same or in another warehouse, a system message appears. If you select Yes, the attributes of the newly entered batch, except for the Location attribute, are overwritten by the attributes of the existing batch, including user-defined fields. If the existing batch has no attributes at all, batches created afterwards will have no attributes. Even if you specify new attributes after selecting OK, these attributes are replaced by the attributes of the existing batch.

End of the note.

Prerequisites

  • You have chosen the On Every Transaction option in the General Settings window. For more information, see Defining General Settings for Batch Numbers.

  • You have chosen the Manage Item by Batches option for the item in the Item Master Data window. For more information, see Item Master Data: General Tab.

    Note Note

    The management method On Every Transaction is displayed by default; however, you can change the value of the field for a particular item.

    End of the note.

Procedure

Creating Inventory Receipt Documents with Batch Numbers Managed on Every Transaction

  1. Create an inventory receipt document.

  2. To open the Batches – Setup window, choose the Add button.

    The Batches - Setup window appears.

    Alternatively, choose one of the following methods to open the window:

    • Before adding the document, in the Quantity field, press CTRL, and TAB

    • Before adding the document, right-click the Quantity field and choose the Batch/Serial Numbers option

    • From the Goto menu, choose the Batch/Serial Numbers option

    Note Note

    When you add a document that creates an inventory issue transaction (such as an A/R invoice or delivery) with a negative quantity of the batch numbers-managed item, the Batch Number Selection window opens. To open the Batches – Setup window, choose the Create button.

    End of the note.

  3. To define batch numbers for the items, choose a row in the Rows from Documents table.

    This table displays all the document rows that include batch number-managed items. The values in this table cannot be changed. The row you chose in the document is selected by default. To define batch numbers for a different row, select it.

  4. Define the batch numbers in one of the following ways:

    • To specify the numbers manually, enter them in the Created Batches table.

    • To create multiple batch numbers automatically, choose the Automatic Creation button, if required. For more information about creating batches automatically, see Creating Batch Numbers Automatically.

    Only the field defined as unique is mandatory. The other fields can remain empty and be updated later.

  5. Repeat the steps above until you have defined batch numbers for all items in the Rows from Documents table.

  6. Verify that the list of batches has been created and choose the Update button.

  7. To save the document, choose the Add button.

Selecting Batch Numbers in Inventory Issue Documents with Batch Numbers Managed on Every Transaction

  1. Create an inventory issue document.

  2. Specify the necessary details for the document and choose the Add button.

    The Batch Number Selection window appears, displaying a list of available batch numbers. Alternatively, choose one of the following methods to open the window:

    • Before adding the document, in the Quantity field, press CTRL, and TAB.

    • Before adding the document, right-click the Quantity field and choose the Batch/Serial Numbers option.

    • From the Goto menu, choose the Batch/Serial Numbers option.

    Note Note

    To separately display additional fields for each table, in the toolbar, click Form Settings (Form Settings) and select the desired fields.

    End of the note.

  3. Choose a row in the Rows from Documents table.

    This table displays all the document rows that include batch number-managed items. The values in this table cannot be changed. The row you chose in the document is selected by default. To select batch numbers for a different row, highlight it.

  4. Select the required batch numbers for release in the Available Batches table.

    You can choose rows in the following ways:

    • Highlight the required row number.

    • To select additional rows, use CTRL and SHIFT.

    • Sort one of the columns you would like to use for finding the item, enter the value in the Find field, and press TAB to select the required item. The default sort is by the Batch column.

  5. After selecting the required rows, click the arrow button to move the batch numbers to the Selected Batches table on the right. The reverse arrow button moves the batch numbers to the Available Batches table on the left.

    You can also use the Auto Select button to automatically move rows from the Available Batches table to the Selected Batches table, according to the open quantity in the document rows. The selection is done according to the currently defined sort for the table.

    The Selected Batches table displays the selected batch numbers up to this point.

    Note Note

    The Total Needed field displays how many batch numbers have to be selected for the item.

    If you select fewer numbers than are displayed in the Total Needed field, you cannot add the document.

    End of the note.

  6. To save the link between the document and its batch numbers, and to update the inventory issue transactions of the selected batch numbers, choose the Update button.

  7. To save the selection, choose the OK button.

    The inventory issue document appears.

  8. To add the document in SAP Business One, choose the Add button.

More Information

Managing Batch Numbers on Every Transaction

General Settings: Inventory Tab

Batches - Setup Window