For many, tracking the total quantity on hand of your products is all that is needed to operate efficiently. However, there may be some instances where tracking individual units of a product is equally important, and possibly a requirement. Products in Acctivate are required to be assigned a Control Type. Depending on which control type is selected, you have the ability to track individual units, groups of a product, or nothing at all (just the on hand quantities). In order to use a control type other than “Standard”, you will need the Acctivate Lot/Serial Tracking Module. Below is a description of each control type:
Standard: This control type is available for all products. With a Standard control type, each transaction in Acctivate references only the quantity. For example, if you are transferring an item from one warehouse to another, you would only need to enter the quantity that is being transferred.
Lot Numbered: Lot numbers are used to assign an identifier to a quantity of an item greater than one. Typically, this is used in the food industry or other manufacturing industry. Let’s say you purchase and distribute apples. Today you purchase and receive in 100 bushels of apples. These can be assigned a lot number such as “Lot1”. Tomorrow, you may buy another 75 bushels and receive them in as “Lot2”. While your quantity on hand shows as 175, you would show two different lots. Each lot can have an expiration date which allows you the ability to indicate which bushel should be picked for sales orders. Lots are also useful in the event of a recall. If you found out that Lot2 was sprayed with a pesticide that wasn’t safe to consume, you could quickly identify all the places that lot is kept or to whom it was sold to. (For a greater level of tracking and tracing lot usage you can utilize the Track and Trace module)
Serial Numbered: Serial numbers are similar to lot numbers, however instead of assigning an identifier to a group of products, each stocking unit has a unique identifier. Serial numbers are common in the electronics industry. For example, if you buy and sell printers, you would want to individually identify each printer so that you can accurately track it for warranties and maintenance repairs. If a customer requests service on a printer with serial #J98212E, you will be able to see when that printer was sold, which PO it came in on and more. If you had 20 printers on hand, you would see 20 serial numbers.
Number When Invoiced: For many, the items they purchase don’t arrive with a lot or serial number already associated with it. In this case, you may wish to track total quantity on hand while in your warehouse, but at the time of sale you may wish to assign it a number for tracking purposes. Using the control type of Number When Invoiced allows you to assign a serial number to each unit of an item being sold, or assign a lot number to a larger quantity. If you produce an item yourself, such as ceiling fans, you may choose to only assign a serial number at the time of sale. This relieves some of the burden of having to identify a serial number for internal transactions such as transfers or adjustments.