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Quantum VS Help: File Maintenance |
To set up and operate Quantum VS for batch traceability you must do the following:
To set up product 'batch traceability' the System Administrator must enable the appropriate flag in the Product record of each product required to be traceable by its Batch Number, Serial Number and/or Bin Location.
There are three available 'batch traceability' methods. One of the following options must be enabled in the Batch Bin Serial Flag field, in the Issues & Stock tab of the Product record, depending on how the product is to be classified/traced:
Batch Trace (i.e. 'Batch Ref' is selected in the Batch Bin Serial Flag field): This enables each batch of stock received to be allocated a unique batch number when it is booked in. Stock can then be traced according to its batch number, both within and after it has left the warehouse.
Serial Numbering (i.e. 'Serial No' is selected in the Batch Bin Serial Flag field): This is similar to Batch Trace (above), except each individual item of stock will be allocated its own unique Serial Number.
Multi-Binning (i.e. 'Multi-Bin' is selected in the Batch Bin Serial Flag field): This option is used when you require a record to be kept of the locations (or 'bins') where stock is held, but where traceability of the stock once it has left the warehouse is not required.
Additional fields may be defined in the Product record to apply default settings when the product is booked into stock (see 3).
For further details see Product Batch Traceability System Settings, Entering Stock Details and Creating A New Product Record.
Note: At present product 'batch traceability' is not supported for Length Stock or Pack products. It is supported for all other product types, including Timber and Kit products.
Note: FIFO functionality is not available for products flagged for Batch/Serial Number/Bin Location traceability.
As well as setting up Product records for 'batch traceability', the System Administrator will need to configure various system settings in the following records:
Price Book Flags > Batch Trace tab
Price Book General > Other tab
Supplier Record > Main tab
For further details see Product Batch Traceability System Settings.
When goods flagged for 'batch traceability' (see 1 above) are ordered from a supplier, they must be associated with a Batch Number, Serial Number and/or Bin Location when received into stock on a Goods Received Note (see note below).
When ordered 'batch traceable' goods are 'booked in' on a Goods Received Note, the standard procedure - subject to your pre-defined system settings - is for the goods to be assigned a Batch Number and/or Bin Location and other details automatically by the system, meaning minimal user action is required. However:
The user responsible for booking goods in may optionally review or amend this automatic allocation.
In situations where it is impossible to apply pre-determined 'batch' values at 'goods in' - such as when goods must be assigned a Serial Number - the user is forced to manually enter 'batch traceability' details for the received goods.
Received 'batches' may optionally be assigned a Certificate Number, Sell By Date and Shelf Life Date. It is also possible to hold incoming 'batches' for inspection - and release them as necessary.
Note: Although Batch/Bin/Serial Number details are typically assigned at 'goods in', there is an option to assign these details after the stock has been received; for example, if stock is discovered in your warehouse which was not assigned Batch/Bin/Serial No. See Adding Product Inventory Stock.
For further details see:
A Product Inventory record is created when batch traceable products are allocated a Batch, Serial or Bin number during the 'booking in' procedure - see above - enabling the goods to be tracked through their Batch Number, Serial Number and/or Bin Location.
You may open a Product Inventory record by retrieving it from the Finder, or by retrieving the GRN and clicking View Batches on the product line. You may retrieve and view Product Inventory records for a particular product by retrieving the Product record and selecting the Inventory History tab.
When a Product Inventory record is open you may:
Edit its details, including Cost Price and Status (e.g. to make stock held for inspection available again). See Editing A Product Inventory Record.
Adjust the stock balance of a Product Inventory record to ensure that the stock figures recorded on Quantum VS match the actual physical stock in your warehouse/shop/office.
Transfer a quantity of Product Inventory stock from the current bin location to one or more alternative bins.
Reject a quantity of Product Inventory stock and append the items to a Supplier Return Note if required.
When 'batch traceable' goods are sold and invoiced, this is reflected in the product's Product Inventory records, which can be viewed using the methods described above. You may view details of 'batches' which have been sold (and invoiced) to a particular customer in the Invoiced Batches tab of the Customer record.
For further details see Tracking Batch Traceable Goods.
Note: The Batch Bin Discrepancies report can be used to fix, or simply report on, discrepancies between the stock balances on the Batch Stock record and the stock balances on the Product record, for all products flagged for batch traceability.
When a product flagged for 'batch traceability' is sold, the system allocates the goods - i.e. selects the Batch/Bin/Serial number(s) of the goods to be sold/picked/despatched - automatically.
Note: The Batch Allocation Sequence field, in the Batch Trace tab of the Price Book Flags control record, determines the sequence in which Batch/Bin/Serial-numbered stock is allocated automatically by the system (and presented for user selection) on the following document types.
Most of the time the user will not need to view or edit this batch allocation. The sales document may be Completed/Confirmed in the usual way.
However, users have the option to view and edit the Batch/Bin/Serial Number allocation for a product line on a sales document if they wish, as follows:
Users may view and edit the Batch/Bin/Serial Number allocation by selecting the product line and clicking Shift + [F4]. See Editing Sales Order Batch Allocations.
Users may view the Batch/Bin/Serial Number allocation by clicking the View Batches link - or edit the Batch/Bin/Serial Number allocation by clicking the Picked Quantity link - on the product line (when the Picking Note has been 'printed'). See Confirming Lines And Recording Variance On Picking Notes.
Users may view the Batch/Bin/Serial Number allocation by clicking the View Batches link - or edit the Batch/Bin/Serial Number allocation by clicking the Confirmed Quantity link - on the product line (when the Despatch Note has been 'printed'). See Confirming Lines And Recording Variance On Despatch Notes.
Users may view the Batch/Bin/Serial Number allocation by clicking the View Batches link on the product line. See Working With Sales Invoices.
The same principle applies when a product flagged for 'batch traceability' is credited and collected back into stock. Users may view and edit the Batch/Bin/Serial Number allocation for a product line as follows:
Users may view and edit the Batch/Bin/Serial Number allocation by selecting the product line and clicking Shift + [F4]. See Editing Credit Note Batch Allocations.
Users may view the Batch/Bin/Serial Number allocation by clicking the View Batches link - or edit the batch allocation by clicking the Collected Quantity link - on the product line. See Confirming Lines And Recording Variance On Collection Notes.
'Batch traceable' products are also allocated automatically by the system, by their Batch/Bin/Serial number, on other documents and records.
Note: As with the sales document types above, the Batch Allocation Sequence field - in the Batch Trace tab of the Price Book Flags control record - determines the sequence in which Batch/Bin/Serial-numbered stock is allocated automatically by the system (and presented for user selection) on the document types listed below.
With some document types (e.g. SRNs; IBT Allocations; IBT Despatches) there is no mandatory requirement to view or edit the Batch/Bin/Serial Number allocation made automatically by the system, although there is the option to manually view - and if necessary edit - the allocation should the user wish to do so. With other document types (e.g. IBT Receipts; Kit Make Up/Make Down) user input is required in allocating stock based on its Batch/Serial Number/Bin Location. The following summarises the user's options:
Users may view and edit the Batch/Bin/Serial Number allocation by selecting the product line and clicking Shift + [F4]. See Editing Supplier Return Note Batch Allocations.
Users at the Issuing Branch may view and edit the Batch/Bin/Serial Number allocation for a product line at the Allocation and Issue/Despatch stages of the IBT by selecting the product line and clicking Shift + [F4]. See Viewing And Editing IBT Batch Allocations.
Note: There is no facility for users at the Receiving Branch to view or edit the Batch/Bin/Serial Number allocation for a product line at the 'IBT Request' stage.
Any 'batch traceable' goods received via an IBT will retain the Batch/Serial Number assigned when they were first received into stock, while their Bin Number will default to whatever it was at the Issue Branch. The user at the Receiving Branch may view - and, if necessary, edit - this batch allocation, perhaps to receive goods into a different or additional Bin Location and/or mark received goods for inspection. See Recording IBT Receipt Variance And Editing Batch Allocations.
If the Kit Product record has been flagged for 'batch traceability' using the 'Batch Reference' or 'Multi-Bin' methods, you must assign a Batch Reference and/or Bin Location when 'making up' the Kits.
When a Kit includes 'batch traceable' component products, the user must specify the Batch/Serial Number/Bin:
from which to take the component stock when Making Up Kits; and
into which to place the component stock when Making Down Kits.