Lot Tracking
Lot tracking assigns a unique lot number to a batch of items and follows that batch across multiple locations and inventory stages. This is essential for maintaining product quality, managing shelf life, and meeting strict regulatory compliance requirements.
Overview
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Batch Control & Expiry: Maintains batch-level control and real-time expiration date visibility.
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Traceability: Provides end-to-end traceability for quality control, mock recalls, and real-world recall handling.
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Multi-Location Accuracy: Supports accurate lot balances and sub-allocations across multiple facilities.
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Data Integrity: Safeguards inventory data records by capturing comprehensive lot histories and specific adjustment logs.
Where to Access
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Turn on the feature: Settings ▸ General ▸ Tracking Settings ▸ enable Enable Lot Tracking (company-wide, required before any item can use lots).
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Manage lots: Navigate to the left sidebar menu and select Inventory ▸ Lot. Click the Add New button in the top-right corner to manually register a new lot profile inside the system.
Key Attributes
Core Lot Behavior
- Lots are tracked across locations and throughout inventory processes.
⚠️ Important Transition Rule: Turning on lot tracking for an item that already has stock does not erase or require pre-zeroing that stock. When you check Track Lot Numbers on an item with existing quantity, the system detects the stock is not yet lot-initialized and prompts you to Adjust Stock. That guided adjustment shows your current on-hand quantity and lets you assign a lot number directly to it — the existing value is preserved, not zeroed and reloaded.
Using lots in transactions
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Receiving: Assign a lot number on Item Receipts or as outputs of builds/processes.
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Shipping/usage: Select the specific lot from a dropdown on shipments/other transactions.
Adding lot numbers & quantities
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Manual/scan lot numbers during receipt.
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Turn on Auto Lot Number on the item (Inventory tab) with an Auto Lot Number Format — matching transactions then generate the lot number automatically when you enter a quantity, instead of you typing one in.
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For adjustments of new lots : create the lot in the Lots list , then use it in the adjustment.
Managing lots across locations
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Lot quantities can be spread over multiple locations.
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Use Lot Stock Status report to view lot quantities across all locations.
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When transferring lot-tracked items, specify the lot numbers involved.
Adjusting lot-tracked items
- Items → Adjustment → New → select the lot-tracked item , specify lot number , enter quantity adjustment.
Viewing lot history
- Navigate to Inventory ▸ Lot and click on any hyperlinked Lot Number string to load its specialized history card, tracking every receipt, transfer, and shipment event.
Key Functions
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Enable lot tracking on an item (per-item toggle on the Inventory tab).
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Receive lot-tracked items (assign lot numbers on Item Receipt or build/process output).
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Ship/use specific lots (choose the lot on the transaction line).
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Transfer lots between locations (specify lot numbers).
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Adjust lot quantities for a given lot (Adjustment).
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Review status & history (Lot Stock Status report; Lot history page).
Related Features
For more detailed information on managing lot-tracked items, please refer to the specific sections in this documentation.