Serial/Lot Number Module

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16.10.1 Serial/Lot Number Tracking Overview

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) or entering a new serial lot number (J type transaction) will increase the on hand quantity of the serial/lot number. The main menu for the serial/lot number optional module is shown below:

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.

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.

Detail Transaction Data Entry Screen

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 are 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 was created when this serial/lot number was received. It would contain the sales order number if this record was created when this serial/lot number was issued to manufacturing. It would contain the invoice number if this record was created when this serial/lot number was invoiced. It would be blank if this record was 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, 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 this serial/lotnumber is set to expire on. Leave this field blank if there is no expiration date.

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 vendorís lot number, and the expiration date (if any). If you are recording serial numbers, enter your serial number, the quantity as 1, vendors 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 vendorís 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 "Y", a screen displaying the serial/lot numbers available for that part number will allow you to issue the part(s) by serial/lot numbers as shown below.

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 customerís id code in the sncv field, S (Stockroom) in the doctype field, and the sales order number in the docno field.† If you are 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 basically: (Required qty - Total corrected qty issued)/(1-(The correction factor/100))

16.10.5 Entering serial/lot numbers when invoicing.

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 customerís 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. 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:

16.10.6 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.

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 select the:

         Indexed Search tab

         Desired Sort Order, Lot/Serial Number, Part Number, Customer/Vendor #, Document #, and Vendor Lot Number

         Enter the applicable data in the Begin Scrolling At: field

         Select the desired Action, View or Edit

         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.† There are several key things users must understand† before editing Serial/Lot Tracking data.

         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.

16.10.7 Reports (Serial/Lot Number Reports)

The are two type of sn/lot number reports in pc/MRP's optional sn/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.

16.10.8 Serial/Lot Number Master Report Options


 

A master report shows the total quantity on hand for a sn/lot. An example of a master report for all sn lot records is shown below:


 

 

16.10.9 Serial/Lot Number Detail Report Options

Prints out reports listing the sn/lot#, part#, document # (sales order, receiver, etc), document date, customer/vendor, id, document, quantity, and type of activity ( r = receive, i = invoice, s = stockroom transaction j = adjusting and initial entries)

 

Example of a detail sn/lot number report :

16.10.10 Serial/Lot Number File Structure

The Sn/Lot program has two databases.

The master database named SNLOT.DBF contains the quantity available for each serial/lot number. The SNLOT.DBF file contains the following fields:

The second database file named SNLOTDET contains all the transaction records that were used to increase or decrease the quantity onhand of each serial/lot number. It contains the following fields:

16.10.11 Audit Serial/Lot Numbers

pc/MRP version 6.91H and higher contain the option to print/display a Serial/Lot number Audit report. The purpose of this 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 as follows.

04/04/00
 
PARTNO†††† SN/LOT NO†††† QTY IN SN/LOT†††† QTY IN SN/LOT†††† QTY IN INVENTORY/
†††††††††††††††††††††††† ††† DETAIL††††††††††† MASTER†††††††††††† PARTMASTER
______________________________________________________________________________
 
003333 †† 403†††††††††††††† 10††††††††††††††† 12†††††††††† ††† 0
003333 †† 504†††††††††††††† 20††††††††††††††† 20†† †††††††† ††† 0
003333 †† 320†††††††††††††† 15††††††††††††††† 15†††††††††† ††† 0
______________________________________________________________________________
 
††††††††††††††† TOTALS†††††† 45††††††††††††††† 47†††††††††††††††††† 48
 
003340 †† 444†††††††††††††† 100†††††††††††††† 100††††††††† ††† 0
003340 †† 990†††††††††††††† 100†††††††††††††† 100††††††††† ††† 0
______________________________________________________________________________
 
††††††††††††††† TOTALS†††††† 200†††††††††††††† 200††††††††††††††††† 120
†††††† 

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.

Basically, 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).