Receive items with a lot or batch number

Some items are tracked by lot or batch, so you can trace where a specific group of stock came from. When you receive these items you record the lot number at the same time.

If a lot number is later recalled, this is what lets you find every unit from that batch.

Before you start

The purchase order must be Confirmed.
Have the lot or batch number from the vendor's packing slip to hand.

Receive the items

In the top menu, click Purchases.
Click your order number, then click the Receiving tab.
Click New receipt.
In the Qty box, type how many you received.
In the Location box, choose the bin where you put the stock.
In the Tracking column, click Add tracking.
In the panel that opens, type the lot number in the Lot # box.
Click Save.
Click Receive.

Where to enter the lot number

The Tracking column is locked until you fill in quantity and location. Before you do, it shows the greyed-out message "Add qty & location first" and there is no Add tracking button at all.

If you cannot find where to enter the lot number, it is because steps 4 and 5 are not done yet. Fill those in and the button appears.

Splitting one delivery across lots

If a single delivery contains more than one lot, add them one at a time:

Enter the quantity for the first lot and click Add tracking.
Record that lot number and click Save.
Click + Add location to start another row, and repeat for the next lot.

The quantities across all rows must add up to what actually arrived.

How to know it worked

On the Receiving tab you will see a new receipt with the quantity you entered. To check the lot number was stored, open the item and look at its Inventory tab — your lot appears there with the quantity you received against it.

Good to know

Lot numbers do not have to be unique. You can receive the same lot number more than once, and Brahmin Solutions adds the quantities together. This is normal — vendors often ship the same batch across several deliveries.

Serial numbers work differently. See Receive items with serial numbers.