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Product Batches

When you create a new Product, you can specify whether batch tracking is required by ticking the Is Batch Tracked box – this enforces the creation and ongoing management of batches for the Product.  You can also update the Is Batch Tracked field on existing Products when you edit them.

Important points to note:

  • If you enable batch-tracking on a Product, you cannot undo this action. If you need to turn it off, please contact [email protected] and we will be able to assist.
  • Enabling batch-tracking will automatically turn on stock tracking for the Product.
  • You need to ensure you have filled in the relevant GL codes and tax rates for the Product.

See also:

Enable batch-tracking on a Product

Enabling batch-tracking on a Product

 

Batch tracking on a saved Product

 

When batch tracking is enabled, a Batch tab will show in the Product record, allowing you to create batches.

Create a new batch

Within the relevant Product record, navigate to the Batches tab and click on Add new Product Batch.

If you cannot see this tab on your Product record:

  • The Is Batch Tracked box may not be ticked on the Product and you will need to edit the record, tick this box and then Save & Close the record so that the tab becomes visible.
  • The tab it may be hidden, and you need to edit the record tabs to make it visible.

From here, you can input the following information:

  • Add a batch identifier to the Number field.
  • Add an Expiry Date for the batch.
  • Select a Location where the batch is stored – you can also include a specific Bay Location as well.
  • Enter the Quantity contained in the batch.
  • Add further details for the batch in the Description field.
  • Click Save to create the batch.

Your new batch will now display on the Batches tab of the Product form.

Receipt batched products into stock

If you have batch-tracked products on a Purchase Order, you’ll need to add the batch information when you receipt the goods into stock.

  • From a saved record you will be able to see batch information by clicking on the batch link for an item.

 

  • To add batch information, the record needs to be in Edit mode – just click the Edit button at the top.

  • You’ll then be able to click on the same batch links and click Add to input the required batch information, then click OK.

  • You’ll then need to Save & Close the record.

Batch tracking on Sales Orders, Outbound Shipments and Invoices

When you enable batch tracking on a Product, the system will force you to manage the batches – this information then feeds through to Sales Orders, Outbound Shipments and Invoices. 

Before you can ship or invoice an item, batch information must be entered.

When you add batch-tracked Products to any of these forms, you will be able to select stock from the available batches by clicking on Batch, as per the example below – this generates a pop-up where you can choose which batches to draw stock from.

  • From a saved record you will be able to see batch information by clicking on the batch links.

  • To edit the batch information, the record needs to be in Edit mode – just click the Edit button at the top.

  • You’ll then be able to click on the same batch links and select the required batch information, then click OK.

  • You’ll then need to Save & Close the record.

Batch tracking in Work Orders

When you enable batch tracking on a Product, the system will force you to manage the batches – this information then feeds through to Work Orders.

Before you can complete an order, batch information must be entered.

When you create a new Work Order and include Input Products that have batch tracking enabled, you will not be able to complete the order until batch information has been entered – this is shown in the following example.

  • Click on any batch-tracked input item to enter in the batch details.

  • Click on Save when you are done.
Track batch movements for a Product

You can track the movement of batches from a Product record, using the Batch Movements tab.

If you cannot see this tab, it may be hidden, and you need to edit the record tabs to make it visible.

Batch adjustments

From this tab you can also Add Batch Adjustments and manually adjust the batch Quantity at various Locations.

If you cannot see this tab, it may be hidden, and you need to edit the record tabs to make it visible.

You can then add in the adjustment details and click on Save.

Note that if you are connected to MYOB or Xero, you’ll need to make sure you’re pushing your stock adjustments out to your accounting system.

Batch stocktakes

You can adjust the quantity of and also create new batches (manually or via import) from the Stocktakes area.

See our guide on Stocktakes for further information.

Creating a new batch from a Stocktake

 

Importing batches from a Stocktake

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