Serial/Lot Number Module
16.10.1 Serial/Lot Number Tracking Overview
NOTE: If you have the Optional Serial/Lot Number module and the Serialized Item (serialitem) check box is checked on the MISC tab of the part’s Inventory screen, pc/MRP will display a window allowing you to enter or pick serial numbers when issuing, receiving, or invoicing for this part number.
pc/MRP's optional Serial/Lot Number module will store current on hand quantities of each serial/lot number in its snlot.dbf file. It also keeps records of all transactions adjusting the serial/lot number quantities in its snlotdet.dbf file. Entering an invoice (I type transaction), or issuing a part(s) to manufacturing (S type transactions), will decrease the on hand quantity of the serial/lot number. Entering a receiver (R type transaction), receive back completed assembly (M type transaction) or entering a new serial lot number (J type transaction) will increase the on hand quantity of the serial/lot number.
The master snlot.dbf contains one record for every serial or lot number along with its current on hand quantity. The detail snlotdet.df contains one record for every transaction that would effect the on hand quantity of a serial or lot number. The file structure for these two databases can be printed/displayed using Settings and Utilities, Option 39.
16.10.2 New (Entering a Serial/Lot Number Record Manually)
You can use this option to create serial lot numbers on the fly. The Enter Serial/Lot Number option will prompt, "Enter a Master record only, Detail record only, or Both". If you wish to create a record in the master data base file, and no initial quantity, select Master record only. If you wish to enter a transaction record, select Detail only. A master record contains the total on hand quantity for that serial/lot number. A transaction record contains the transaction record adjusting the on hand quantity of that serial number.
If you wish to enter a serial number and initial quantity for a part or assembly, select ‘Both Master and Detail’. pc/MRP will create a record of that part and serial number in the master file making it available for invoicing or issuing. It will also create a detail record of how and when this serial number was created.
Entering both a master record and a detail transaction record will prompt for the part number and then display the next available serial/lot number. pc/MRP will automatically create the next available 15-character serial/lot number or users can type in their own serial/lot number. However, if users choose to enter alphanumeric characters pc/MRP will no longer be able to automatically generate the next available serial/lot number. Users consequently would be required to manually enter unique serial/lot numbers.
When this record is entered, pc/MRP will create a master record consisting of the Lot/Serial NO, PARTNO, and QUANTITY. It will also create a detail record consisting of the fields shown below:
The Part Number field (partno) contains the part number of the for that serial/lot number.
The Lot/Serial Number field (snlotno) contains your serial or lot number.
The Quantity field (detqty) contains the quantity issued, invoiced, adjusted, or received.
The Revision field (revision) contains the revision level of that of that part number when the serial/lot number was received or created.
The Correction Factor was created for Inhale Therapeutics. It was designed to automatically adjust stock room BOM issue quantities based on concentration. Unless you are Inhale Therapeutics, leave the correction factor setting at 0. If a chemical were 90% pure, you would enter 10 as the correction factor. If a chemical were 95% pure, you would enter 5 as the correction factor. If you were issuing a lot number to manufacturing that has a correction factor, you would issue the corrected amount instead of the exact amount required by the BOM. The corrected amount would appear at the bottom of the issue screen.
The Document Number field contains the related document number for this detail record. It would contain the receiver number if this record were created when this serial/lot number was received. It would contain the sales order number if this record were created when this serial/lot number was issued to manufacturing. It would contain the invoice number if this record were created when this serial/lot number was invoiced. It would be blank if this record were created manually.
The Doc Type field (doctype) contains the document type; J type in this case indicates an adjusting entry. Other Doc Types include, I for Invoice, R for Receiver, M for Receive back completed assemblies from manufacturing, and S for an issued to manufacturing stock transaction.
The Cust/Vendor field (sncv) contains the customer/vendor's ID code.
The Date field contains the date of the transaction.
The Vendor Lot Number field (vendlotno) contains the vendor's serial/lot number, which may or may not be the same as your serial/lot number.
The Expiration Date field (expirdate) contains the date when this serial/lotnumber is set to expire. Leave this field blank if there is no expiration date.
The Documentation Link contains the location and name of any document related to this serial or lot number. For example, the serial or lot number certification document could be stored here.
16.10.3 Entering serial lot numbers when receiving parts
After entering a receiver, pc/MRP will prompt, "Enter a serial lot number
for this part number". If you answer "Y”,
the following screen will be displayed.
The part number, document type, R for receiver, document number (receiver number), vendor id number, date received, and revision level will be inserted automatically. If you are recording lot numbers, enter your lot number, the quantity in the lot, the vendor’s lot number, and the expiration date (if any). If you are recording serial numbers, enter your serial number, the quantity as 1, vendor’s serial number, and expiration date (if any). If there is more than one lot or serial number, press ok and answer "Y" to enter additional serial or lot numbers. . This will create a serial lot number detail record in the snlotdet.dbf with the vendor’s id code in the sncv field, R (Receiver) in the doctype field, and the receiver number in the docno field.
16.10.4 Entering serial lot numbers when issuing parts to manufacturing.
When issuing parts from the stockroom to manufacturing for a sales order, you will be asked if you wish to record serial numbers. If you answer "Yes", a screen displaying the serial/lot numbers available for that part number will allow you to issue the part(s) by serial/lot numbers.
Select the serial/lot number and enter the quantity required. Select Skip, to not issue any serial numbers. Select Manual, to manually enter serial numbers that do not presently exist in pc/MRP. . If a serial/lot number is selected that is past its expiration date pc/MRP will display a warning and allow you to deselect or use that serial lot number. This will create a serial lot number detail record in the snlotdet.dbf with the customer’s id code in the sncv field, S (Stockroom) in the doctype field, and the sales order number in the docno field. If you were issuing a lot number to manufacturing that has a correction factor, you would issue the corrected amount instead of the exact amount required by the BOM. The corrected amount would appear at the bottom of the issue screen. The code for the above screen and correction formula is located in prsndscr.prg. The corrected amount is: (Required qty - Total corrected qty issued)/ (1-(The correction factor/100))
16.10.5 Entering serial lot numbers when receiving back completed assemblies from manufacturing
After receiving back completed assemblies from manufacturing, pc/MRP will prompt, "Enter a serial lot number for this part number". If you answer "Y”, the following screen will be displayed.
16.10.6 Entering serial/lot numbers when invoicing.
When invoicing parts marked as serialized (in the inventory module), you will be asked if you wish to record serial numbers. If you answer "Yes", a screen displaying the serial/lot numbers available for that part number will allow you to invoice the part(s) by serial/lot numbers.
Select the serial/lot number and enter the quantity required. Select Skip to not issue any serial numbers. Select Manual to manually enter serial numbers that do not presently exist in pc/MRP. This will create a serial lot number detail record in the snlotdet.dbf with the customer’s id code in the sncv field, I (Invoice) in the doctype field, and the Invoice number in the docno field. If a serial/lot number is selected that is past its expiration date pc/MRP will display a warning and allow you to deselect or use that serial lot number.
16.10.7 Printing out Invoices with Serial Numbers.
Invoice can be set to include Serial Numbers as shown on the screen below;
pc/MRP will print out all serial lot numbers issued to this sales order and all serial lot numbers created when entering this invoice in the invoices comment field provided:
§ Option 22 in the configuration settings and utilities menu is not set to automatically insert the inventory memo field into the invoice.
§ Option 55 in the configuration settings and utilities menu has been set to import "Invoiced items only" or "Invoiced items and sub-components".
16.10.8 Edit, View, Scroll, and Query Serial/Lot Tracking Records
This option allows users to scroll, edit, delete, undelete, or run queries against Serial/Lot Tracking records.
1. Selecting an Indexed Search allows users to search on indexed fields. This allows pc/MRP to find the information much faster. To perform an Indexed Search:
2. select the Indexed Search tab
3. Desired Sort
Order, Lot/Serial Number, Part Number, Customer/Vendor #, Document #, and
Vendor
4. Enter the applicable data in the Begin Scrolling At: field
5. Select the desired Action, View or Edit
6. Press Search
pc/MRP will automatically scroll to the desired record or the nearest match. Select the correct record by scrolling and press Ok to proceed to the edit screen for that record.
Selecting to run a Queried Search allows users to build, run, save, and load queries for the Serial/Lot Tracking tables. For further details, see chapter 15.14.
Every field within the Serial/Lot Tracking tables is editable. Users must understand several key things before editing Serial/Lot Tracking data.
Note:
If the quantity field is edited in a Serial/Lot Tracking record, inventory quantities are not automatically changed. Users would have to also manually change the inventory quantity if applicable.
16.10.9 Reports (Serial/Lot Number Reports)
Selecting Optional, Serial Lot Number, Reports, Detail Report, All Serial Lot # records for a Serial Lot Number Record, will provide a Serial Lot Number Report as shown below.
The are two type of sn/lot number reports in pc/MRP's optional Serial Lot Number module, Master Reports (keeps total quantity on hand for each serial/lot number) and Detail Reports (print/displays transactions that adjusted the on hand quantity of the serial/lot number on hand quantity.
The Detail Reports list the sn/lot#, part#, document # (sales order, receiver, etc), document date, customer/vendor, id, document, quantity, and type of activity ( r = receive, s = stockroom issue transaction, m = receive back completed assembly from manufacturing, I = invoice, j = adjusting and or and initial entries)
16.10.10 Audit Serial/Lot Numbers
The purpose of Serial Lot Number Audit report is to compare the quantities of the part numbers and serial/lot numbers based on the serial/lot number detail database file, the serial/lot number master database file, and the inventory file. The format of the report is displayed below:
With the above information in hand, you could use the stockroom module to adjust the inventory on hand quantities to match the quantities in the Serial/Lot Module Master file. You could also enter adjusting transactions into the detail file to match the Master Serial/Lot quantities.
The Audit Serial Number option creates a temporary database file containing a record for every part and the quantity found in the master serial/lot database file. It then goes through each serial/lot number detail record and decreases the detail quantity field for each "I" (Invoice) or "S" (Stockroom) issue record and it will add the quantity for all other types of transactions. A negative adjustment record will decrease the detail quantity field. It then sets a one-to-one relationship into the inventory report to print out the standard (auditsn.frx) or custom (cauditsn.frx) report. The quantity in the inventory column is the sum of the quantity in stores (onhand), and area2 through area6 (area2qty-area6qty).