Lot Tracking in Microsoft Dynamics NAV 2015
Now in our little coffee endeavor we actually started buying coffee – coffee beans – and we wanted to lot track that since it’s food. This is relating to the Fresh Summit food conference, which we just attended.
So I’m going to go into My Items.
Create an Item
And I’m going to create a New item.
This item is going to be number 70065 and I’m going to call this ‘Colombian Coffee Beans’.
My unit of measure is going to be pounds. I don’t think I have that as an option here so I’m just going to go ahead and hit New.
Create Pounds as an option. That’s my Base Unit of Measure. We buy and sell in pounds. We might actually buy in bags of more than a pound but the base unit of measure is going to be pounds. I’ll talk about that later more.
This is Miscellaneous as well like usual.
It’s FIFO and Tax Group Code is ‘Nontaxable’ since we are still with everything not taxable in our demo.
Now I want to track this as food and it has an expiration date, and what I do in order to set that up is go into Item Tracking here.
Lot Specific Tracking
Now I’m going to go ahead and select Lot Specific Tracking – LOTALL.
Moreover I’m going to take a quick look at what that means. Go to Advanced.
So in LOTALL if I go here into the setting and hit Edit.
You can set the tracking specification for this LOTALL code. I take a look at the Lot Number section.
it is checked to be Lot Specific Tracking meaning we are actually going to require that the user puts Lot in the purchasing and in the sale if we do any positive adjustments or negative adjustments; if we use it in assembly or manufacturing or any type of sales tracking. So this is on the inbound side and this is on the outbound side: Purchase In / Purchase Out, Sales In/Sales Out, Positive – actually Positive Out doesn’t really make sense but in any case it’s Outbound/Inbound for everything.
If Lot Specific is checked it’s going to require that all of these are checked which basically means that the costing can be accurately done with the lot, all over the place. So it matches up the lot on the costing side. So I’m going to go ahead and have this.
Create Number Series
Now I’m going to have a number series for my lot because I will assign the Lot Number and I’m going to just create a New Number Series.
I’m going to create a new one.
so I’ll call this ‘CLOT’ for Coffee Lots.
Click on Starting Number.
Starting Number will be CLOT00001. Click to Enter.
OK and that’s it. And now we are done with setting up the lot.
Lot Tracking on the Purchase Order
Now let’s go ahead and take a look at how that works in a Purchase Order. We’ll go into a Purchase Order.
We are going to go ahead and buy some coffee, hit New.
I’m going to get it into the Blue Warehouse. It’s going to come from Wood Exports – yeah they are also in coffee.
I’ll look at the item Coffee and now I actually get, let me see, Colombian Coffee Beans – here we go.
Into the Blue location we are going to get 100 pounds in. I’m going to pay $3 a pound –a great deal.
Specify the Lot
And now I actually have to go into Line > Item Tracking Lines. This is because I need to specify the lot. If I would try to actually post this – let’s say I put in the Invoice and try to Post, it will complain because Lot Number is required.
Here it allows me to set up the Lot or many Lots for the item. I’m actually going to auto-generate the Lot by hitting Assign Lot Number.
It automatically picks up in the number series and 100 pounds are coming in on this lot and that’s all we need for now.
Specify the Expiration Date
Let me see, if I go in here we have something called Expiration Date.
I’ll add that column.
If I close the Item Tracking Lines window and re-open I should now see the Expiration Date column. I enter 01/15/2018.
So now I’ve actually specified the lot and the expiration date for my coffee beans. Now I’ll go ahead and post this.
Receive and Invoice. Then OK.
Create a Sales Order
Now if I’m selling, I go to a Sales Order.
It’s going to require me to pick out of the lot again. I’ll sell to the Cannon Group; they have been waiting a long time for some good coffee.
The Item is Colombian Coffee Beans and we are going to sell them 35 pounds.
Unit price of $5.
Specify the Lot
And again I need to specify the lot. So I go to Line > Item Tracking Lines.
It asks me ok now you have to select a lot, I go in here.
It displays that I have actually one lot in here for 100 pounds. I hit OK.
It shows me the Expiration Date, it has plenty of days left and I hit OK.
Post the Sales Order
I’m going to go ahead and Post this.
Ship and Invoice and now that’s out.
Review the Item
Let’s take a look at the item now.
If I look at the item and I want to take a look at the Colombian Coffee Beans.
Go to Entries > Ledger Entries.
I can see that I have in and out entry and if I do Choose Columns.
I want to show the Lot Number and let me see, and the Expiration Date. Let me put that up a little bit, put that next to the Quantity and the Expiration Date here.
Now I can see, that it came in, 100 came in, the expiration date is the 18th and then we sold out of the same lot number, 35.
Now the costing and everything will be isolated by the lot number because we have selected Lot Specific Tracking, and Lot Specific Tracking requires you to say the lot or indicate the lot wherever you go so the cost isolation level is on the Lot Number. And that’s how you work with Lots in NAV.