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When you enter an inventory transaction in any Greentree Desktop module, you can add or assign a serial or lot number to the items in the transaction on the Serial/Lot Number Entry form.
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If you cancel the transaction, you can't save the transaction until you assign it a serial or lot number, or until you put the quantity into suspense. Click the Serial/Lot button on the Line Item tab to open the Serial Lot and Entry Number form to view, assign, or edit serial/lot number details.
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Options Reference
Each option and field on the form is described below. Mandatory options and fields are highlighted in red.
Inventory Item
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The default value is the code and description of the line item.
This field is read only.
Location
The default value is the line location.
This field is read only.
Unit of measure
The default value is the line's unit of measure.
This field is read only.
Required Quantity
The default value is the quantity entered into the transaction line.
This field is read only.
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Entered Quantity
This field displays the quantity that you have entered into the table on the form.
This field is read only.
Difference
This field displays the difference between the quantity and the entered quantity. It equals zero when you have entered or assigned all serial/lot numbers required to support the transaction.
This field is read only.
Details Table
Enter or assign the serial/lot numbers for the item in this table. To assign a number, select from the dropdown list in the table. This field displays all serial/lot numbers that are set up for the line item, and the quantity available against each number. For serial items, this will always be 1.
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These numbers are set up on the Serial/Lot Maintenance form, or when entering a transaction. Enter the quantity to select in the Quantity field. Add as many lines as needed, until you have assigned numbers for the full quantity.
If the transaction you are entering has a positive effect on inventory increases inventory), you can also create new serial/lot numbers by entering a number, or by clicking the Add button. The Add Serial/Lot form opens.
Note: If the Inventory Module Control option Serial/Lot number is unique is selected, numbers must be unique across all items. If you don't select this option, the same number can be used for more than one item, but not more than once for the same item. To delete a line in the table, click the line and press Shift-F2.
If you are using serial/lot trees, you can assign tree branches and user fields (if applicable) when you enter a transaction, if new serial/lot numbers are being created.
Expiry dates
Expiry dates display (if selecting an existing serial/lot), or entered (if receiving a new serial/lot) if the option to Use expiry dates is selected on the Serial Lot Maintenance form. If there are date controls defined for the purchase and/or sale of items, a warning displays if the expiry date falls outside the acceptable boundaries for the purchase and/or sale of the item.
Note: Use the expiry date option on the Serial and Lot Details tab to specify whether to warn or stop the sale of a serial/lot controlled item if the item has already expired.
Auto Allocate
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This button is enabled if the transaction you are entering has a reducing effect on inventory or no effect (for example, location transfer).
Click Auto Allocate to assign serial/lot numbers, and default the details into the table.
When you click this button, all the existing selections are deleted, and Greentree Desktop will then select serial/lot numbers in expiry date order (if in use), or in alphabetic order (if expiry dates are not in use). Greentree Desktop allocates the serial/lot quantity to the first serial/lot number, and remaining quantities go the next serial/lot number, and the like, until the full transaction quantity is allocated. You can edit or delete the detailed lines that display following this process if you must make changes.
Auto Generate
Click this button to system to generate serial or lot numbers for you, if you are creating new numbers. The button is enabled if the transaction you are entering has an increasing effect on inventory. If the item is controlled by serial numbers, the Auto Generate Serial/Lot Numbers form displays when you click the Auto Generate button.
Enter the first serial number, prefix if applicable, and increment; then click OK. Greentree Desktop generates serial numbers using the quantity required of the transaction line the number of serial numbers generated will equal the quantity). The numbers updates to the Serial/Lot Number Entry table (one line for each new number, with a quantity of 1), with a description of Auto generated. The detailed lines that are generated can be edited or deleted following this process if you must make changes.
If the item is controlled by lot numbers, the same form displays when you click Auto Generate. The form also contains the Lot Quantity field.
Enter the first lot number, prefix if applicable, and increment (only applicable if more than one lot number is being created). The lot quantity defaults to the quantity of the transaction line. If there is only one lot number for the complete quantity, leave this as it defaults. If there are multiple lot numbers, enter the quantity to assign to each lot created. For example, if the line quantity is 10, and five items have Lot Number 001, and five items have Lot Number 002, enter 001 as your first number, an increment of 1, and a lot quantity of 5.
When you click OK, two lines update to the Serial/Lot Number Entry form — Lot 001 with a quantity of 5, and Lot 002 with a quantity of 5. The description for automatically-generated lot numbers is always automatically-generated. If you are using expiry dates, enter an expiry date to apply to the lots generated. If more than one lot is generated, the date applies to all of them. The detailed lines that are generated can be edited or deleted following this process if you must make changes.
Note: If the item is also dimension controlled and the Inventory Module Control option Assign dimensions by individual serial/lot is selected, you can't select the Auto Generate option on the Serial/Lot Entry form.
Suspense
This button is enabled if you have selected the option to Use Serial/Lot Suspense Account on the Module Control form. You can save the transaction without assigning serial/lot numbers. You can use this feature if you do not know the serial/lot numbers when you are entering the transaction. You can put the full transaction quantity into suspense, or a part quantity.
If you know some of the serial/lot numbers, add them to the table first, and then click Suspense to transfer any remaining quantity into suspense. When a quantity is put into suspense, Greentree Desktop generates a line in the serial/lot entry details table, which is highlighted in red.
When serial/lot numbers later become known, you can use the Serial Lot Suspense Allocation form to allocate serial/lot numbers to quantities that were put into suspense when you enter a transaction.
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Note: To allocate a new serial/lot number to a suspense item (whether using the Transaction Entry form or the Serial Lot Suspense Allocation form), first delete the suspense line by pressing Shift-F2. Then you can enter or automatically generate the serial/lot number.
OK
When the Difference quantity is zero, click OK to save the details and close the form to return to the transaction line. If the Difference quantity is not zero, the only way you can close this form is by putting the outstanding quantity into suspense, or by clicking Cancel.
Cancel
Click this button to close the form without saving any details entered.
Note: If a serial/lot item is also dimension-controlled, dimension details must be entered following the entry of serial/lot details.
- Tree and User Field Assignment
- Serial/Lot/Dimension Transaction Entry