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Procedure documentationDefining and Selecting Batches on Release Only

 

You can define and manage batch numbers on release only (if you work with batch number-managed items). Therefore you do not have to define batch numbers immediately on receipt, but only when you release batch number-managed items.

This option is convenient for users that enter large amounts of documents containing batch number-managed items, and who do not want to enter the batch numbers manually while generating documents.

You can select batches for items while generating inventory issue documents.

You can open the Batch Number Selection window when generating any of the following documents:

  • Delivery

  • A/R Invoice

  • A/R Invoice + Payment

  • Returns

  • A/R Credit Memo

  • Goods Return

  • Goods Issue

  • Inventory Transfer

  • Issue for Production

In addition, you have to select batches in inventory receipt documents that include a negative quantity of batch number-managed items. These documents include goods receipt purchase orders and A/P invoices.

Prerequisites

  • You have chosen the On Release Only 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 Release Only is displayed by default; however, you can change the value of the field for a particular item.

    End of the note.

Procedure

  1. Add an inventory issue document (excluding sales orders and A/R reserve invoices).

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

    The Batch Number Selection window appears. Since you have not yet defined any batch numbers for the item, the window is empty.

    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

  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:

    • Select the required row number.

    • To select additional rows, press 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 field.

    Note Note

    When you manage batch numbers on release only, the batch numbers are not created automatically in inventory receipt documents for batch number-managed items. If you cannot select any batch numbers you must first create the batch numbers for the batch number-managed items; this is known as completing batch numbers. For more information, see Completing Batch Numbers on Issue.

    End of the note.

  5. After selecting the required rows, choose 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 in time.

    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 release document appears.

  8. To add the document, choose the Add button.

More Information

Managing Batch Numbers on Release Only

Batch Number Selection Window