Lot/Serial Number Settings

This setting document explains how to enter the settings for the flow and the definition of lot handled and serial numbered items.

Outcome

Basic settings for lot/serial numbered items are entered in the item master and in the product structure.

These settings determine the rules for defining and handling lot/serial numbered items.

These settings determine whether or not lot records are created in the lot master table (MILOMA).

The settings also determine whether or not lot records are created in the transaction history table (MITTRA).

Expiration date handling is stored in the MITLOC table.

Before you start

  • Basic data for inventory management is set.
  • Number series are defined in 'Number Series. Open' (CRS165) for series 11.

Parameters to set

Program ID/Panel Field The field indicates …

(MMS001/E)

Lot control method

… whether and how lot control is to be applied for each item.

(MMS001/E)

Lot number method

… how the lot or serial number is generated.

The valid alternatives are:

0 = Manually entered

1 = Automatically assigned according to YYMM + sequence number

2 = Automatically assigned according to YY + sequence number

3 = Automatically assigned with sequence number

4 = Goods receiving number, which is generated automatically upon receipt of goods but must be manually entered

5 = Order no. - only used in conjunction with manufacturing order.

6= Automatically, using YYMMDD + sequence number

7 = Automatically, using the numbering rule defined in 'Item Type. Open' (CRS040)

8 = Simple lot tracing for outbound deliveries, mandatory to fill in a lot reference when reporting pick lines

9 = Simple lot tracing for outbound deliveries, optional to fill in a lot reference when reporting pick lines

Lot or serial numbers can only be automatically generated in those cases where accounting is performed via the lot/serial number file, since this is the only location where new numbers can be generated.

For method 1, 2, 3, and 6, the length of the sequence is controlled by the length of the final number in (CRS165). Minimum length is:

  • 6 for method 1
  • 8 for method 2
  • 7 for method 3
  • 4 for method 6

(MMS001/F)

Inspection code

… whether and how the item is inspected for quality.

These are the valid alternatives:

0 = No

1 = Yes, but without the Quality request

2 = Yes, together with the Quality request

3 = Yes, together with the Quality request. Automatic creation of records in (PPS300) and lots in (MMS235).

Alternatives 0 and 1 apply only for quality inspection in the component for production activity control.

Alternative 2 applies for both production control and purchasing.

The Quality Control component must be installed if you want to perform a quality inspection using the quality request.

MMS001/F)

Expire date method

… how the expiration date is calculated. This expiration date is used in expiration date management. The main purpose of expiration date management is to get a correct priority date for the lots in Display Balance Identities (MMS060), which is what automatic allocation uses when allocating material in FIFO. This affects purchase orders, manufacturing orders and customer orders.

These are the valid alternatives:

0 = Expiration date missing. The receiving date is used as priority date for allocation if lot control is used. This method is chosen when handling items where there is no expiration date for the quality of the item.

1 = The expiration date is calculated from the receiving/first receipt date using the item's expiration time. This date can be overridden in the purchase component's goods receiving routine and in receipt of products in manufacturing.

2 = The expiration date is calculated from the production/first finish date specified in the purchase component's goods receiving routing or in the receipt routine in manufacturing.

(MMS001/G)

Active/Catch weight item

… whether the item is an active or a catch weight item.

These are the valid alternatives:

0 = Neither (normal item)

1 = Active item

2 = Catch weight item with control during receipt and delivery. Active or catch weight item.

3 = Catch weight item with control during receipt

4 = Catch weight item with control during delivery without lot control requirements.

(MMS001/I)

Bulk item

… whether an item is a bulk item/stored.

These are the valid alternatives:

0 = No

1 = Yes

When a quality-checked item is approved and the item is a bulk item, the original lot is reset to a lot number equal to 9999999999-99. This means that a mix of several lot numbers is assumed when approving the separate lot.

(MMS002/G)

History storage method

… whether and how stock transactions are stored in the stock transaction history file.

These are the valid alternatives:

0 = No storage. No item statistics are updated and no financial transactions created.

1 = Detailed storage

2 = Accumulated storage on daily level per order and transaction type

3 = Accumulated storage on daily level per transaction type.

For alternatives 1, 2 and 3, all receipts are stored on a detail level

(MMS002/I)

Shelf life

… the number of years, months and days used for calculating the expiration date (according to the method specified on the (MMS001/F) panel). When the system reaches this date, the balance identity is reclassified to status code 3 (=Rejected).

(MMS002/I)

Reinspection days

… the number of days counted from the last inspection date when a lot or serial number must be reinspected. When the system reaches this date, the balance identity is reclassified to status code 1 (=Under inspection).

(MMS002/I)

Reinspection minutes

… the number of minutes used to calculate the timing of the reinspection for the lot or serial number.

(MMS002/I)

Sales time

… the number of years, months and days used for calculating the last permitted sales date. When the system reaches this date, the balance identity is reclassified to status code 3 (=Rejected). This is a date that is earlier than the expiration date.

(MMS235/E)

Create QI request

… whether a new QI request should be created when the lot is created.

Note: This check box is visible only if the '407 Quality Management' field in 'Company. Connect Division' (MNS100/K) has been defined as 'Quality management system'.

Follow these steps

  1. Open 'Item. Open' (MMS001/E). In the Lot control method field, there are four different types of methods, excluding lot control method 0 (=Lot control not used). These are the valid alternatives:

    • 0 = Lot control not used

    • 1 = Lot control used. Lots do not need to be defined in the lot master file.

    • 2 = Lot control used. All lots must be entered in the lot master file and each lot number is considered to be a serial number.

    • 3 = Lot control used. All lots must be entered in the lot master file.

    • 5 = Lot control used. All lots must be entered in the lot master file. A serial number specification is connected to each lot.

  2. Specify the way a lot/serial number is to be created in the Lot number methods field.

  3. Open the (MMS001/F) panel. The Inspection code field determines whether or not the item are quality inspected.

  4. The Expire date method field can either be calculated from the date the items are received at the receiving warehouse (method 1), or from the manufacturing date (method 2). The expiration date is then calculated (according to the selected method above) by adding up the number of years, months and days that are preset in the Shelf life, Reinspect time and Sales time fields on the (MMS001/I) panel.

  5. Open the (MMS001/G) panel. The Active/Catch weight item field indicates whether the item is an active or a catch weight item, or a normal item.

    Note: Both active items and catch weight items require lot handling method 2–5 because potency and catch weight is stored in the MILOMA file.

    Active item: An active item is an item that includes an active substance in a certain concentration and for which a normal potency must be entered. For each item, the normal potency indicates the concentration of the on-hand balance and other planning quantities. When active items are received, a potency value deviating from the normal potency can be entered for each lot. When active items are used in the bill of material, the quantity included should always be entered according to the normal potency.

    Catch weight item: A catch weight item is an item stocked in one unit, such as pieces, but valued and priced in a weight unit, such as kilograms. This means that both the carrying unit and the catch weight unit are always requested when entering stock transactions.

  6. Open the (MMS001/I) panel. The Bulk item field indicates that the item is received into a bulk (tank) and cannot be separated into different lots. The system automatically gives the item lot number 99999999.

  7. The Shelf life field is the number of years, months and days used for calculating the expiration date (according to the method specified on the (MMS001/F) panel). When the system reaches this date, the balance identity is reclassified to status code 3 (=Rejected) by the night run.

  8. The Reinspection time field is the number of years, months and days used for calculating the retest date used by laboratory inspection. When the system reaches this date, the balance identity is reclassified to status code 1 (=Under inspection) by the night run.

  9. The Sales time field is the number of years, months and days used for calculating the last permitted sales date. When the system reaches this date, the balance identity is reclassified to status code 3 (=Rejected) by the night run. This is a date that is earlier than the expiration date.

  10. Open 'Item. Connect Warehouse' (MMS002/G). The History storage method field should be set to 1=Detailed storing of stock transactions. These are stored in the MITTRA table.

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