Reclassify Items and Lots

This instruction explains how to reclassify items and lots. The document consists of two workflows. The first workflow describes how to reclassify items that are not lot controlled. The second workflow describes how to reclassify items that are lot controlled. A variation of this workflow allows lot-controlled items (INDI value 3) to be reclassified into items with the lot control method (INDI) set to 1 or 0 (non-lot controlled) using the calculation method of 0 - 'New item/New lot'.

INDI stands for the Lot control method and can have the values:
  • 0 - Lot control is not used, thereby the item is non-lot controlled
  • 1 - Lot control is used. Lots do not need to be in the lot master table, therefore the lot exists only in the balance ID record.
  • 3 - Lot control is used. All lots must be entered in the lot master table.

For items that are not lot controlled, the total quantity can be reclassified for each location where the item is stored. A partial quantity at one location cannot be reclassified unless the part to be reclassified is first moved to another location.

For items that are lot controlled, the reclassification will affect the total quantity at each storage location. The only way to reclassify part of the total on-hand balance is to split the lot into new lots.

Outcome

  • The item/lot has a new item number and/or lot number
  • The item/lot has a new quantity
  • The status code changed
  • For lots: valid dates such as expiration date, follow-up date and sales date are changed.

This process can be used for inventory management or, in case of lots, with the laboratory inspection (LI) routine. When the inspection is completed and the lot is approved, it is assigned a new status. To change the status after the lot has been stored in the warehouse, use 'Balance Identity. Reclassify' (MMS130).

In M3 BE, the MITLOC table is updated.

Before you start

The conditions in Lot/Serial Number Settings must be fulfilled.

Follow these steps to reclassify items that are not lot controlled

  1. To reclassify the total quantity at one location, open 'Balance Identity. Reclassify' (MMS130/A).
  2. Specify the 'Item number', 'Warehouse', and 'Location' fields.
  3. On the (MMS130/E) panel, specify these fields depending on the type of reclassification:
    • Status balance ID - the status of the balance identity can be reclassified
    • New item no. - change of item number
    • New quantity - new quantity if a new item number and/or a new lot number was also specified above.
      Note: The same item numbers, which are not lot controlled and are stored at the same location, are not allowed to have different statuses on the same location.
  4. To reclassify part of the total quantity at one location, the quantity that is going to be reclassified must be moved to another location before reclassification can be done. This is done in 'Movement. Change Loc - Balance ID' (MMS177). See Change Location for Balance Identity.
  5. Reclassify by using program 'Balance Identity. Reclassify' (MMS130). See steps 6-12.
  6. To reclassify part of the total quantity at one location for items coded as single stored, for example, the parameter 1='Single location' in the 'Storage method' field on the (MMS002/G) panel, the quantity that should be reclassified must be moved to another location before the reclassification can be done.
  7. Open (MMS002/G) and change the 'Storage method' field to 2='Multiple location'.
  8. Make the move in 'Movement. Change Loc - Balance ID' (MMS177). See Change Location for Balance Identity.
  9. Reclassify by using program 'Balance Identity. Reclassify' (MMS130).
  10. To reclassify items that are lot controlled, open 'Balance Identity. Reclassify' (MMS130). This program can also be started by using option 38 from the (MMS235/B) panel.
    Note:  For items that are lot controlled, the reclassification will affect the total quantity at each location at which the items are stored. The only way to reclassify part of the total on-hand balance is to split the lot into new lots. Create new lots in 'Lot/Serial Number. Open/Connect to Item' (MMS235).
  11. Specify the 'Item' and 'Lot number' fields on the (MMS130/A) panel. (You do not have to specify the 'Warehouse' and 'Location' fields.)
  12. Reclassify on the (MMS130/E) panel. These fields are important:
    • Status balance ID - the status of the balance identity can be reclassified
    • Expiration date - if the item has an expiration date method set on the (MMS001/F) panel, then that date can be changed here
    • Follow-up date - if the item has an inspection code set on the (MMS001/F) panel, then this date can be changed here
    • Sales date - the last date on which the lot may be sold
    • New item no. - change of item number. This new item can have a lot control method (INDI) of 1 or 0. If the new item has a lot control method (INDI) = 1, then the resultant balance ID will have a lot number either specified in the transaction, or through its auto-numbering method. If the new item has a lot control method (INDI) = 0, then the resulting balance ID will have no lot.
      Note: No quality requests will be created for the target items when items with lot control method (INDI) = 3 are reclassified to items with lot control method (INDI) = 1 or lot control method (INDI) = 0. Also, sublot items with lot control method (INDI) = 3 cannot be reclassed to an item with a lot control method (INDI) value of 1 or 0.
    • New lot no. - change of lot number. This field starts 'Lot/Serial Number. Open/Connect to Item' (MMS235), where you create a new lot.
    • New quantity - new quantity if a new item number and/or a new lot number was also specified above.
  13. To manage items/lots where the Quality Management System (QMS) is used, refer to these procedures:

Using (MMS130)

  1. Start 'Balance Identity. Reclassify' (MMS130).
  2. Specify the information in 'Item' and 'Lot number' fields on the (MMS130/A) panel. (You do not have to specify the 'Warehouse' and 'Location' fields.)
  3. On (MMS235/ A), select Actions > QI Request to navigate to 'QI Request. Open' (QMS300).
  4. Reclassify on the (MMS130/E) panel. This setting is important with respect to QMS:
    • QI request basis (QRBS) - select one of these options to determine which QI request to use when the balance ID is updated during the reclassification process in the case where there is more than one QI request open at a time:
      • 0 - Create a new QI request without results
      • 1 - Copy new results as a new test sequence on the existing QI request
      • 2 - Use the latest QI request recorded
      • 3 - Do not copy the QI request
      Note: This field is only visible when the situation requires a location reclassification and not a status change.

Using (MMS235)

Note: The '407 Quality Management' field in 'Company. Connect Division' (MNS100/K) must be defined as 'Quality management system' for QMS-related options to be available.
  1. When creating new lots in 'Lot/Serial Number. Open/Connect to Item' (MMS235), select Related > Manage QI Request (or CTRL + 42).

    The 'QI Request. Manage' (QMS420) program is started.

    For information about using this program, see .

  2. On (MMS235/B1), select Related > QI Request Certificate for Lot (or CTRL + 43) to generate a new standard QI request.
  3. Select Related > QI Request (or CTRL + 46) to navigate to 'QI Request. Open' (QMS300).
  4. Select Related > Reinspect QI Request (or CTRL + 44) to generate a retest type of QI request automatically.
  5. Select Related > Reclassify QI Request (or CTRL + 45) to automatically generate a QI request with specifications that are marked for lot reclassification.

Using API MMS130MI

API MMS130MI with transaction RclLotSts enables reclassification on lot level. It works the same way as 'Balance Identify. Reclassify' (MMS130) using calculation method 1-'Change status on location level'.

The transaction enables a change of potency on existing lot for active items. Reclassifications by API on balance ID level, or partial reclassification on balance ID level, must be performed using existing transactions on MMS850MI.

The API MMS850MI transaction AddReclass enables reclassification of items with a lot control method (INDI) value of 3 to an item with a lot control method (INDI) value of 0 or 1 when the calculation method (CALT) 0 is used. This value represents the reclassification to a new item or new lot.

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