Batch Number Tracking FAQs
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George Sutton
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Where do you enable Batch Tracking?
Navigate to Settings> Company > Configuration tab and switch the "Batch Tracking" toggle ON. Click on 'Save'.
Why can't I enable Batch Tracking against my Company Settings?
This functionality requires Order Management and Invoicing to be enabled first.
How can I record batch numbers against a product?
You can mark your products as batch tracked on the product record level itself OR do this in bulk so long as these are not in any open transactions.
- When updating a single product record to batch tracked, if you have existing Stock On Hand then a batch tracking pop-up box is presented. You will need to enter the batch tracking numbers to cover all Stock On Hand before the Save icon becomes available.
- When updating products in bulk to batch tracked, there are two ways of actioning this depending on whether or not you have stock on hand.
If your products have 0 Stock On Hand:
1. Export the current Products list from Inventory> Products> Import/Export (we highly recommend you save a copy of the original Products CSV file as a backup before making any changes)
2. Update only the products that you wish to turn on Batch Tracking for. You can remove any other products and their relevant rows from the file.
3. Under the "Is Batch Tracked" column type YES and save your CSV file.
4. Once done, import back the CSV file under Inventory> Products> Import/Export> Products tab.
5. Products will then be set as Batch Tracked automatically for you.
If your products have Stock on Hand:
1. Click on the Download the empty Batch Numbers Template File from within Inventory> Products> Import/Export> Batch Numbers tab.
2.Fill in the mandatory fields and save the file.
3. Import the Batch Numbers back into Inventory> Products> Import/Export> Batch Numbers tab.
4. Product will be set to Batch Tracked automatically.
I have saved a incorrect Expiry Date against a Batch number, how can I correct this?
- Go to Reports | Inventory | Batch Numbers Enquiry.
- Enter the batch number and click Run.
- Click on the Expiry Date field and specify the correct value.
Can I switch "Batch Tracking" OFF?
Once enabled, the Batch Tracking function under Settings>Company>Configuration cannot be disabled. However, you can turn the Batch tracked toggle OFF on a product by product basis.
I no longer need my products to be batch tracked. How do I do that?
Your product(s) need to be removed from any open transactions. You can use the Product record's References Tab to identify which transactions the product is against, including BOMs.
You will then need to remove its current Stock on Hand. This can be achieved by creating a stock adjustment* to put the stock on hand of the product to 0 ((i.e. by performing a negative stock adjustment adding a '-' in front of the quantity). Once that is completed, you can then disable the "Batch tracked" toggle in the Product record and click on Save OR in bulk via Inventory> Products > Import / Export> Export Products> add 'No' under the 'Is Batch Tracked?' column. Save and re-import.
* after performing a negative stock adjustment to remove all stock against the product, you may need to create another stock adjustment to re-add the stock in if that product and its stock are still in use.
How does Unleashed define the "Oldest Batch"?
Unleashed uses the date the batch was added to your product's Stock on Hand to identify the oldest batch, regardless of the batch's Expiry Date.
If your batch's stock depletes to 0 and more stock is later added to that same batch, the batch's original added date will still be used to calculate the oldest batch.