How to Manage BN SAP B1

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SAP Business One 2007 A and 2007 B How to Manage Batch Numbers

SAP AG 2008 3

How to Manage Batch Numbers

Purpose

Management of batch numbers entails tracking groups of items with unique numbers and characteristics that

have been combined in a single batch, such as pharmaceutical products. For each batch, you define itemquantities, as well as additional properties, such as expiration date, location in warehouse, and so on, thatare related to the batch.

The work method is as follows: during inventory receipt transactions you create batches for items requiringbatch management, and during inventory release transactions you select a certain quantity from the relevantbatch.

Batch management enables you to update existing batches for an item. You can sweep the batches and addor change batch details. In addition, you can enter batches for received items if you did not do so whengenerating marketing and stock entry documents. However, this is only possible if your company allowsreceiving into stock items without a batch number.


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Defining General Settings

You can define the default batch management method and batch status settings for new batch items.

Procedure

1. From the SAP Business One Main Menu, chooseAdministration System Initialization General

SettingsInventorytab Itemstab.

2. From the Management Method dropdown list, select one of the following methods for assigning serialnumbers and batch-managed numbers to items:

On Every Transaction- Definition of batches for an item is mandatory for every inventorytransaction.

On Release Only- Definition of batches for an item is mandatory for inventory releasetransactions only. It is optional for other transactions.

3. From the Basic Setting for Batch Statusdropdown list, choose one of the following options:

Released This status lets you work fully with the batch.

Locked This status lets you work with the batch in inventory documents only. Thesedocuments include inventory transfers, goods, and production issues.

Not Accessible This status defines batches in the mid-production process or during thequality check, and, therefore, such batches cannot be released in sales documents or in an A/Pcredit memo. However, they can be released in inventory documents, such as inventorytransfers, in a similar way to a locked batch.

This status is used mainly in reports, to distinguish between locked batches and not accessibleones.

NOTE

The status you choose appears as the default in the Item Master Datawindow when you createnew batches.

4. To save your changes, click the Updatebutton.


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5. You must define each item you want managed by batches. From the SAP Business One Main Menu,

choose InventoryItem Master Data General tab.

6. Choose an existing item or create a new one.

NOTE

Items managed by serial and batch numbers must be inventory items (they cannot be onlysales items or purchase items). Therefore, those items cannot be defined as phantom items.

7. To manage this item by batch numbers, from the Manage Item bydropdown list, choose Batches.

8. The Management Methodfield is displayed only if the option to manage the item by serial numbers orbatches was selected in the previous field. The default for new items is set according to the definitionin the System Initializationwindow, as explained earlier.

From the Management Methoddropdown list, choose one of the following options:

On Every Transaction Batch numbers must be selected for an item for every inventorytransaction.

On Release Only Batch numbers must be selected for an item for inventory releasetransactions only.

Setting Authorizations

For information on authorizations required for batch numbers, see the document How to DefineAuthorizations in Releases 2007 A and 2007 B, which you can download from the documentation area ofSAP Business One Customer Portal (http://channel.sap.com/sbocustomer).
http://channel.sap.com/sbocustomerhttp://channel.sap.com/sbocustomer


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Defining Batches from Inventory Receipt Documents

When you have items for which you have defined batch management in the Batches - Setupwindow, youcan define batches for them when you create inventory receipt documents.

Inventory receipt documents include goods receipt POs, A/P invoices, goods receipts, and receipts from

production witha positive initial quantity and a positive inventory posting.

Procedure

1. The Batches - Setupwindow lets you automatically specify or update numerous batch numbers for anitem. Open the window using the appropriate method from those listed below.

If the management method for the item is set to On Every Transaction, this window opensautomatically when you add the document.

If the management method for the item is set to On Release Only,you need to use one of thefollowing methods to open the Batches - Setupwindow:

Before adding the document, in the Quantityfield, use the key combination CTRL+TAB.

Before adding the document, right-click in the Quantityfield and choose SelectBatch/Serial Numbers.

From the Gotomenu, choose Select Batch/Serial Numbers.

NOTE

When you add a goods return document or an A/P credit memo, the Batch Number Selectionwindow opens automatically, enabling you to choose from the available batches.

This window opens also when you add a document that creates an inventory releasetransaction (A/R invoice, delivery) that includes a negative quantity of the batch-managed item.In such a case, you can choose the Createbutton to open the Batches Setupwindow.


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2. From the Rows from Documentstable, choose a row for which to define batches.

This table displays all the document rows that include items with batch management. The values in

this table are informative only and cannot be changed.The row you chose in the document is selected by default. To define batches for a different row, youneed to highlight it.

The table contains the following data:

Field Description

Doc. No. The document number in SAP Business One

Item Number The number of the item

Item Description The description of the item as defined in the Item Master Datawindow

Whse Code The code of the warehouse in which the item was received, asselected in the document

Total Needed The number of items from the document row for which to definebatches

Total Created The number of items from the document row for which batcheshave already been created

3. In the Created Batchestable, you can specify batch details manually using an EAN code, if available.Alternatively, perform automatic creation for the entire quantity by choosing theAutomatic Creationbutton. For more information, see Using the Automatic Creation Button.


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Specify the following data:

Field Description/Activity

Batch Set a string for each batch created for the item. The batch number is aunique number in SAP Business One and two identical batches with thesame number are not allowed in the same warehouse.

This field is mandatory.

Qty Specify the quantity of items defined for a specific batch.

This field is mandatory.

Batch Attribute 1 Specify an additional string for the batch, if required.

Batch Attribute 2 Specify one more additional string for the batch, if required.

Expiration Date,Mfr Date

Specify the required dates.

Admission Date Specify the required date. The posting date of the document isautomatically displayed in this field.

Location, Details Specify the necessary details.

NOTE

Use (Form Settings)in the top toolbar to separately display additional fields for each table.

4. To save your changes, choose the Updatebutton.

NOTE

You can leave the non mandatory fields blank and update them later.

It is possible to update the Batchcolumn and the Quantitycolumn manually. Providingthe batch quantity is not divided equally, it is possible to define a non-integer value forthe batch quantity.

If the On Every Transactioncheckbox is selected for the item, the total quantity of thedocument must fully divide among the batches. You cannot add the document if there isan open quantity left to define.

If the batch in the first row does not contain the entire quantity from the document row,you can define a new batch in the next row.


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Unifying Batch Attr ibutes When Batch Exists in Different Warehouses

When you add a new batch that already exists in the same or in another warehouse, the following messageappears:

When you select Yes, the attributes of the newly entered batch, except for the Locationattribute, areoverwritten by the attributes of the existing batch, including user-defined fields. If the existing batch has noattributes at all, batches created afterwards will have no attributes either.

CAUTIONEven if you specify new attributes after selecting OK, these attributes are replaced by theattributes of the existing batch.

Using the Automatic Creation Button

Use theAutomatic Batch Creationwindow to create automatic batch numbers.

Procedure

1. Open theBatches Setupwindow.

2. To automatically create batch numbers for the entire quantity, choose theAutomatic Creation button.

TheAutomatic Batch Creationwindow opens:


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3. Specify the following data:

Field Descript ion/Activity Comments

Quantity Specify the quantity of the selecteddocument row.

No. of Batches Set the number of batches to be definedfor the selected document row.

The quantity of items is divided equallyamong the number of batches. If there isany remainder, it is added to the last rowand a message to that effect is displayedat the bottom of the window.

NOTE

The division among the batches isdependent on the value you specify forthe Quantities Decimal Placesfield in theGeneral Settingswindow.

EXAMPLE

When a quantity of 100 items fromthe document is divided among 4batches, each batch includes 25items. The default value is onebatch for the entire quantity fromthe document row.

If you divide the same quantityamong 3 batches, the first twobatches include 33.33 items, andthe third includes 33.34 (if you setQuantities Decimal Places to 2).

Batch You can define automatic numbering bycreating a string.

It is possible to create a string thatincludes several parts, with each row inthe table representing a specific part ofthe string.

Batch Attribute1, BatchAttribute 2

Specify another string for the batchcreated automatically by SAP BusinessOne, in the same way as creating a batchnumber.

These fields are not mandatory.

Click the button to open theCreate String for Batcheswindow.For information, see the sectionCreating Strings for Batches.

Admission Date Specify the required date.

The document creation date isautomatically displayed in this field. Thisvalue can be changed manually.

ManufacturingDate,Expiration Date

Specify dates, if required.

Location,Details

Specify the necessary details. Locationis a free text field and doesnot relate to the Locationfield in the

Warehouses Setupwindow.

4. To record details for each batch in the CreatedBatchestable, choose the Createbutton.

EXAMPLE

If the quantity of items taken from the document is 100, and the number of batches to define is5, then 5 rows are created in the table, with each row/batch holding a quantity of 20 items.Updating the table data is possible at this stage.

Double-clicking a row number in the Created Batchestable opens the Row Details Batches Setupwindow, where you can update data for a certain batch.


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The Batch Details Window

Use this window to specify or update batch details for the item.

Procedure

1. From the SAP Business One Main Menu, choose InventoryInventory Management BatchesBatch Details. The Batch Details window opens displaying the details of a certain batch.

You can open this window by clicking the link arrow next to a specific batch in every window in thismodule.

You can also add data at any time through the Batch Number Transactions Report.

This window includes identical fields to those displayed in the Automatic Batch Creationwindow,except for the Quantitiesbutton, which lets you confirm the available quantities.

2. Choose the Quantitiesbutton. The Batch Quantitieswindow opens:


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Use this window to view the batch quantities in different warehouses. The table contains the followingdata:

Field Description

Whse Code The code of the warehouse in which items were received,according to the warehouse selected in the document.

Existing Qty The quantity of the selected batch available in this warehouse.

Allocated Qty The quantity of the selected batch items committed to customersin sales orders or A/R reserve invoices.

Available Qty The ExistingQtyvalue minus theAllocatedQtyvalue.


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Selecting Batches While Creating Inventory ReleaseDocuments

You can select batches for items while generating a document that performs an inventory release

transaction.Inventory release transaction documents include sales orders, deliveries, A/R credit memos, A/R invoices,A/R invoices + payment, A/R reserve invoices, returns, goods returns, A/P credit memos, goods issues,inventory transfers, and issues for production with a negative initial quantity and a negative inventory posting.

In addition, you have to select batches in inventory receipt documents that include a negative quantity ofitems with batch management. These documents include goods receipt POs and A/P invoices.

Procedure

1. Add an inventory release transaction document (excluding sales orders and A/R reserve invoices).The Batch Number Selectionwindow opens automatically.

Alternatively, you can choose one of the following methods:

In the Quantityfield of the document, press CTRL+TAB.

Right-click the Quantityfield in the document and choose Batch/Serial Numbers.

From the Gotomenu, choose Batch/Serial Numbers.

2. From the Rows from Documentstable, choose a row for which to define batches.

This table displays all the document rows that include items with batch management. The values inthis table are informative only and cannot be changed. The row you chose in the document is selectedby default. To select batch numbers for another row, you need to highlight it.


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The table displays the following data:

Field Description

Item No. The number of the item

Item

Description

The description of the item, as defined in the Item Master Datawindow

Whse Code The code of the warehouse from which the items are released, according tothe warehouse selected in the document

Quantity The total quantity required for selecting batch numbers from the document

Total Needed The difference between the Quantityvalue and the Total Selected value

TotalSelected

The total number of items in the bottom table selected up to this point

This field is updated whenever a batch number is moved to the SelectedBatchestable.

Total Batches Displays the total amount of selected batches for the item

Direction Displays the transaction type: Infor inbound or Outfor outbound

3. In theAvailable Batchestable, select a relevant batch for this inventory release document.

This table displays all the batches for items with a positive quantity available in the warehouse takenfrom the document, as well as batches with positive quantities in customer orders.

Specify or view the following data:

Field Description

Find Specify the batch number to choose that batch from the list. Use Findwhenyou have a long list of batch numbers.

Batch Displays the list of batch numbers

Use the selection options to choose the required batch numbers from thelist. Choose the arrow on the left hand side to display the Batch Detailswindow.

Available Qty The quantity available in warehouse of the batch taken from the document,excluding locked or not accessible batches in the relevant documents

Selected Qty Displays the number of units that you want to select

Allocated Qty The quantity in warehouse of the batch allocated to another document(sales order, A/R reserve invoice)

The following are the methods for choosing quantities from batches:

Manual select:

i. Sort one of the columns you want to use for finding the required criteria. The default sortis by the Batchcolumn.

ii. Enter the value (manually or by an EAN code reader) in the Findfield and press theTABkey to select the required item.

iii. Specify the required release quantity from the selected batch in the Selected Qtycolumn. It is possible to mark the required row and select additional rows by clicking

CTRLor SHI FTat the row number.

iv. Following the selection of the required rows, click the arrow button to move thebatches to the Selected Batchestable on the right, which displays the batches selectedup to this point.


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NOTE

The reverse arrow moves the batches from the Selected Batchestable to theAvailable Batchestable.

Auto select:

Click theAuto Selectbutton to automatically move rows from the beginning of theAvailable Batchestable, according to the quantity specified in the Total Neededfield inthe document row, to the Selected Batchestable. SAP Business one always selectsfrom the oldest batch first.

4. To save the batch numbers, click the Update button.The document maintains a link to its batches andupdates the inventory release transactions of the selected batches.

5. To save your changes, choose the OK button.

NOTE

If the warehouse in the document is changed subsequent to the choice of batches, theapplication issues an alert that upon continuing this operation the selected batches will reset.

Important Notes Regarding the Batch Number Selection Window

General Notes Clicking the link arrow to the left of the batch opens the Batch Detailswindow described earlier.

More fields can be displayed separately in each table using the Form Settingsicon on the toolbar.

If not all the required batches are selected, the Batch Number Selectionwindow opens again whileyou are adding the document.

You can add and update batches in the Batch Number Selectionwindow, as long as the documenthas not been added to the system and no inventory transaction was posted.

Copying Documents If batches are selected within a base document that performed an inventorytransaction, for example, a delivery, and this document was copied to a target document, for example,

an A/R invoice, it will not be possible to view the batch data in the target document unless the targetdocument is one of the following: return, A/R credit memo, goods return, or A/P credit memo.

In the Batch Number Selectionwindow it is possible to choose the Batch Numbers Completionoptionfrom the Gotomenu. The Batch Management Selection Criteriawindow opens in the Completemode for that specific item. For more information, see Updating and Completing Batch Numbers.


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Sending Back Items Managed by Batch Numbers

The batches assigned to the specific customer who sends back goods are displayed by default in theBatch Number Selectionwindow that opens from one of the following documents: return, delivery witha negative quantity, A/R invoice with a negative quantity, and A/R credit memo.

The Selected Batchestable displays the batches assigned to the base document in a return documentbased on a delivery and an A/R credit memo based on an A/R invoice. Returns and A/R credit memosnot based on a specific document display the batch numbers assigned to a specific customer.

The Display Delivered Batchesfield is displayed. You can choose to display batch numbers FromBase Documentor Related to Current BP,or you can chooseAllto display all the batch numbers inSAP Business One.

Batches sent back to this specific vendor are displayed by default in the Batch Number Selectionwindow that opens from one of the following document types: goods return or A/P credit memo.

A goods return based on a goods receipt PO and an A/P credit memo based on an A/P invoice displaythe batches assigned to the base document in the Selected Batchestable. Goods returns and A/Pcredit memos not based on a specific document display the batches assigned to a specific customer.

The Display Delivered Batchesfield is displayed. You can choose to display batch numbers FromBase Documentor Related to Current BP,or you can chooseAllto display all the batch numbers inSAP Business One.


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Updating and Completing Batch Numbers

The Batch Management Update/Completewindow lets you define or update batch managed items.

Procedure

1. From the SAP Business One Main Menu, choose InventoryItem Management Batches BatchManagement.

The Batch Management Selection Criteriawindow opens:

2. Choose one of the modes displayed in the Operationdropdown list:

Update Used to update the batch data subsequent to its definition in documents.

Complete- Used to define batches for batch management items that were posted in inventorywithout batch numbers. This can happen if, in the Item Master Data window, the On ReleaseOnlyoption is selected in the Management Methodfield.

3. Set the selection criteria for the items to be displayed:

Selection criteria for items By Item No., Group, and Properties

Selection criteria for documents Select the required documents on the Purchasing - A/P,Sales A/R,and Inventory Postingtabs.

Date range By posting dates of documents

NOTE

Choosing the Default Settingsbutton resets all the defined selection criteria in this window.


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4. Choose the OK button.The Batch Management Update/Completewindow opens for all batchnumbers in stock.

This window is similar to the Batches - Setupwindow that opens when you are generating aninventory receipt document, as described earlier. In this window, the difference between the two

modes is as follows: Complete- You can define item batches automatically, by clicking the Automatic Creation

button, or manually.

Update- You can update the existing batches automatically, by clicking the Global Updatebutton, or manually.


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Assigning Batches in Production Orders

Prerequisites

You have created at least one production BOM that includes items managed by batches.

You have created at least one production order that includes items managed by batches.

NOTE

In the Production Orderwindow, the Issue Methodvalue cannot be Backflushfor batch numberitems.

Procedure

1. From the SAP Business One Main Menu, choose ProductionReceipt from Production.

2. Select the relevant production order.

The Batches Setupwindow automatically opens for the parent item in the Receipt from Productionstage.

3. Create batch numbers for the parent item.

4. To define batches for child items, from the SAP Business One Main Menu, choose Production Issuefor Production.

5. Select a production order.

The Select Items to Copywindow opens. This window includes all the child items that should be batchmanaged.

6. Select a single row or select several rows by using the CTRLor the SHI FTkey and choose the OKbutton.

7. In the Quantityfield, press CTRL+TAB. The Batch Number Selectionwindow opens.

8. Select batches and choose the Updatebutton to save your changes.

NOTE

A similar process takes place for a disassembly bill of materials. You select the relevantnumbers in the Issue for Productionstage (parent quantity), and then record the relevant batchnumbers in the Receipt from Productionstage (the child items quantity).


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Assigning Batches in Assembly BOMs

Procedure

If there are child items with batch numbers management in an assembly bill of materials, proceed as follows:

1. In the sales document, press CTRL+TABin the Quantityfield of the parent item or use another way toaccess the Batch Number Selectionwindow.

The Choose S/N and Batches "XXX"(assembly BOM name) window opens. This window displaysthe assembly bill of materials with its batch number-managed child items.

2. Click the link arrow to the left of the Quantityfield to open the Batch Number Selectionwindow,displaying the available batch numbers to choose for the same child item.

NOTE

A similar process takes place for a disassembly bill of materials (negative parent quantity), butthe Unavailablebatch numbers are displayed.

3. Select batches and choose the Updatebutton to save your changes.

NOTE

If the same document contains additional items with batch numbers management, excluding anassembly bill of materials, those items are displayed separately from the BOM in the BatchNumber Selectionwindow.

Assigning Batches in Draft Documents

If a document is saved as a draft, and batch numbers are created or selected in that document, thosenumbers are saved in the database, as well. The numbers have no influence on the status of batches(Released, Not Accessibleand Locked).

You can save a draft document without creating or selecting batch numbers. Saving batches in a draft does not create allocations for the assigned numbers and does not change

their status. In other words, if such numbers are saved in a draft document, SAP Business Oneignores that saved information in all other aspects of the system.

When you create a regular document from a draft, SAP Business One checks if there are any savedbatches for the item that exist in the system. If such numbers are found, the application does not addthe document and displays an error message. You need to reassign batch numbers for the relevantitems in the document.

After you create a regular document from a draft with batch numbers, the saved numbers are removedfrom the draft, as if the draft was saved without batch numbers. If you assign new batch numbers to aclosed draft document, those numbers are saved with that draft until a regular document is createdfrom the closed draft.

Using an Allocated Batch in a New Document

An allocation can be removed only from the original allocating document. If you attempt to select batchesthat are allocated elsewhere an error message is displayed.

Procedure

1. From the SAP Business One Main Menu, choose InventoryItem Management Batches BatchDetails.

The Batch Detailswindow opens.

2. Choose the relevant item.


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Numberingstab Set selection criteria by Batch, Batch Attribute 1and Batch Attribute 2.Batch status (Released, Locked, or Not Accessible)can also be set as selection criteria.

Warehousetab Set selection criteria by warehouse and the location of the batch.

BPtab - Set selection criteria by the business partners involved with the batch numbertransactions listed in the report.

Documentstab Define from which documents to display the batch transactions, and whetherto include closed or canceled documents.

NOTE

The Default Settingsbutton resets all the defined selection criteria.

3. Choose the OKbutton. The Batch Number Transactions Reportwindow opens:

4. Each row in the Batchestable represents a batch in a warehouse. Highlight a row to display, in theTransactions for Batchtable, all the receipt and release transactions of that batch, in accordance withthe defined selection criteria.

NOTE

It is possible to view transaction details, such as transaction origin, document number,and posting date.

The Transactions for Batchestable provides rows for sales orders and A/R reserveinvoices in which batches were selected. The quantity from these documents isdisplayed in theAllocatedcolumn.

Selecting the Display Batches with Zero Qtycheckbox displays batches with zeroavailable quantity.


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Batch Number Transactions Report Linked to a Document

After generating inventory receipt and inventory release documents, you can display the Batch NumberTransactions report linked to the document by opening the required document and choosing Batch NumberTransactions Reportfrom the Gotomenu. Alternatively, right-click the window and select Batch NumberTransactions Report.

You can update some of the data through this window by clicking the link arrow to the left of the batchnumber.

NOTE

Selecting the Display All Transactions for Selected Batchescheckbox displays all of the batchhistory, including transactions that do not match the selection criteria set for the report.

Printing Batch Numbers

SAP Business One lets you print batch numbers as an integral part of the document details or as a separatepage. You can set default print templates for the marketing documents that relate to batch numbers. In thosedocuments, you can print batch numbers as an integral part of the document details.

Procedure

1. Open any marketing document that relates to a batch number.

2. From the Toolsmenu, choose Print Layout Designer, or click in the toolbar.

3. Choose the Invoice Including Batch/SN (System) printing template.

4. Print the document.

Result

The information about the associated batch numbers is printed in a table displaying the following columns:

Field Description

Batch The batch number

Whse The warehouse code

Qty Quantity from batch

Expir. Date Expiration date

Details Necessary details as mentioned

NOTE

You can edit the default templates or create new ones by using Print Layout Designer (PLD).For more information about the PLD, see the How to Customize Printing Templates with thePrint Layout Designerdocument, which you can download from the documentation area of SAPBusiness One Customer Portal (http://channel.sap.com/sbocustomer).

Database Tables Reference

For more information on the tables (fields and content) see Database Tables Reference Online Help(available to all partners/customers at https://www.sdn.sap.com/irj/sdn/businessone).
http://channel.sap.com/sbocustomerhttps://www.sdn.sap.com/irj/sdn/businessonehttps://www.sdn.sap.com/irj/sdn/businessonehttp://channel.sap.com/sbocustomer


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Icons and Typographic Conventions

Icons

Icon Meaning

Caution

Example

Note

Recommendation

Syntax

Typographic Conventions

Type Style Descript ion

Example text Words or characters that appear on the screen. These include fieldnames, screen titles, buttons as well as menu names, paths andoptions.

Cross-references to other documentation.

Example text Emphasized words or phrases in body text, titles of graphics andtables.

EXAMPLE TEXT Names of elements in the system. These include report names,program names, transaction codes, table names, and individualkey words of a programming language, when surrounded by bodytext, for example, SELECT and INCLUDE.

Exampl e t ext Screen output. This includes file and directory names and theirpaths, messages, source code, names of variables andparameters as well as names of installation, upgrade anddatabase tools.

EXAMPLE TEXT

Keys on the keyboard, for example, function keys (such as F2) orthe ENTERkey.

Example text Exact user entry. These are words or characters that you enter inthe system exactly as they appear in the documentation.

Variable user entry. Pointed brackets indicate that you replacethese words and characters with appropriate entries.


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Copyrights & Trademarks

Copyright 2008 SAP AG. All rights reserved.

The current version of the copyrights and trademarks at http://channel.sap.com/sbocustomer/documentationis valid for this document.
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