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How do I enable and use lots in inventory?

  • Updated

In your physical inventory you may find that you have many different Lots with different quantities and/or expiration dates that you need to manage as well as different serial numbers on the same inventory items (i.e. the Rabies vaccine). The system knows to use the oldest Lots first based on their expiration dates when you utilize this feature.

 

Adding New Lots

  • You can add a new Lot to an existing inventory item by clicking on Menu > Inventory > Inventory Management.
  • Locate the item then click on the Edit pencil next to it.

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  • Click on the check box indicating that the item has Lots.

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  • The Lots menu will automatically open when this box is checked the first time. You can always get back to this by clicking Edit Details, if needed.

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  • Click Add New Lot to begin adding lot details.

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  • Enter the required information (shaded fields are required).

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    • Quantity - The number of items in that Lot
    • Manufacturer - This drop-down list comes from the manufacturers you have listed in Manufacturer Management. Click this article for more information - Manufacturer Management
    • Lot Number - This will either be the Lot Number or the Serial Number.
    • Expiration Date - Expiration date of the lot.
    • Cost and Price - If this Lot should have a different cost and/or price than other Lots, you can enter it here. If not, the cost and price will be derived from the inventory item.

Updating Existing Lots

You can easily update existing Lots by going into that inventory item and clicking Edit Details next to Lots. The Manage Lots screen will appear.

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  • Check the box, Include Inactive lots, to view historical lots. This will include lots that have been emptied (zero quantity). The PO Number and PO Vendor columns will be displayed.
  • The Created Date column will also display which shows the date the lot was added based on manual creation or if created by receiving through a purchase order.

Expiration Dates

For inventory items, you are able to use lots to track costs for items that do not have an expiration date by indicating the item does not expire. This option provides inventory managers with the opportunity to create lots for items without needing to enter an expiration date. When lots are created, separate costs can be recorded for different shipments.

From the Inventory module, add or edit an inventory item. The option to Require Expiration Date on Lots? can be found in the Inventory Item screen.

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  • If Require Expiration Date on Lots? is checked, the expiration date will be mandatory when creating, editing, and receiving lots. This toggle will also cause these items to be included in the On Hand Expired report.  Note: By default, all items will have this option checked. 
  • If Require Expiration Date on Lots? toggle is unchecked, expiration dates will not be required on when adding or editing lots.  It is applicable only for future changes.
  • Because prescription items (and their labels) always require an expiration date, any item with Is Dispensible? checked will automatically require an expiration date on lots if they are used. 
  • When determining which lot to use first, the system will first look to the Expiration Date and use the earliest one available. When Expiration Dates are not available (or when two lots share the same expiration date), the system will order them by the Date Created on the lot. 

 

 

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