Rotation No's / Serial, Lot & Package Tracking

Use rotation, serial, lot, and package tracking to manage traceability and stock control.

Bevica has specific functionality to manage and track both warehouse Rotation numbers and production Serial / Lot numbers.

Rotation numbers are assigned against inbound documents, on receipt they are recorded against their Item Ledger Entry.

Through the use of Reservations all outbound document lines can be assigned a rotation number.

You can assign Serial numbers and Lot numbers to any outbound or inbound document, its posted item tracking entries are displayed in the related item ledger entries. Tracking numbers are assigned on the Item Tracking Lines page, which you can open from an inbound or outbound document.

Prerequisites

Ability to create and manage purchase, sales, transfer and assembly documents.

Recording Rotation numbers on inbound movements

Rotation numbers can be assigned if necessary to inbound movement lines from the following documents:

• Purchase Order
• Sales Return Order
• Transfer Order
• Item Journal (Purchase/Positive Adjmt.)
• Assembly Order header

From any of these documents navigate to the lines or Assembly Order header and populate the Rotation No. field (New Rotation No. on Transfer Order line) with the reference provided by your warehouse. On Receipt or Posting the document, the resulting Item Ledger Entry will display the rotation number entered.

If you have Warehouse Integration and are sending rotation numbers to a UK Vision warehouse (see Bevica Warehouse Integration), the rotation number format needs to be in the format of YY/Dnnnnnn, where:

• YY = year
• D = Duty Paid indicator either T or P or D or 0 (number)
• nnnnnn = sequential number

Best Before Dates and Rotation Ref.

Best Before Dates and miscellaneous references can accompany Rotation numbers. After entering a Rotation No. on an inbound movement line you can enter a Best Before Date and Rotation Ref. This will be recorded alongside the rotation number in the Item Ledger and visible when reserving against rotation numbers on outbound movements.

Rotation Ref. is a 50 character text field that can be used to store any other miscellaneous information associated to the receipt, i.e. import references, why stock was ordered, additional legal/fiscal references.

If the warehouse has assigned two or more rotation numbers or multiple best before dates exist for one document line you will need to create additional document lines and assign each one their own rotation number / best before date.

The following posted documents display the rotation number entered: Posted Purchase Receipt, Posted Sales Return, Posted Transfer Receipt, Posted Assembly Order.

Assigning Rotation numbers to outbound movements

Rotation numbers can be assigned on outbound movement lines via Reservations, where you want to specify a particular tranche or parcel of stock (Item Ledger Entry). This can be done from the following documents:

• Sales Order
• Purchase Return
• Transfer Order
• Assembly Order line

Navigate to the document required and item line, select the Show More Options and Bevica Reserve.

From here select the line you want to Reserve against the document line. If this line has a rotation number it will be displayed back on the document line.

To apply a rotation number to a Sale or Negative Adjmt. Item Journal line select the appropriate Item Ledger from the lookup on the Applies-to Entry field.

If you have one document line that you want to assign to multiple rotation numbers, assign the first then create further additional lines for each rotation number.

If you are using Warehouse Integration to send Sales Order details to your warehouse then the rotation number on the sales line will be sent with the order details (where the warehouse supports this feature).

If you choose not to select a rotation number manually, on posting, Bevica will select the appropriate Item Ledger Entry on a FIFO basis and with it its rotation number if it has one.

Correcting receipted Description and Rotation numbers

Item Ledger Entry list

If you need to correct a rotation number or description that has already been receipted, navigate to the Item Ledger Entry page and highlight the specific Entry. From here, on the ribbon select Item Ledger Entry Edit (formerly called Rotation No. Edit) and change the reference. To see the editable description field select Show More.

Item Ledger Entry Edit List

It is possible to edit the above fields in bulk, directly on a list page instead of one by one. Navigate to Bevica Setup, Related, Operations, Item Ledger Entry List Edit. On this page the fields can be edited manually or Edit in Excel used. Configuration Packages will not work on this data. We recommend the list is filtered to the records needed before selecting Edit on Excel.

Changing a Rotation No. does not update any other existing Item Ledger Entries.

Serial and Lot Number tracking

Bevica allows you to track Serial and Lot numbers across all or selected system transactions. The Item's Item Tracking Code defines if the item is Lot or Serial number tracked and on what transactions that tracking is mandatory.

Where tracking is set to mandatory, the system will ask the user to confirm any new Serial or Lot number or assign an existing tracking number prior to posting.

If you intend to keep track of Lot numbers across all inventory movements the Item Tracking Code set against the item must have Lot Specific Tracking set to Yes.

For more Lot number tracking see Working with Serial and Lot Tracking