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Lot tracking

Many types of businesses need to keep track of stock items or assets with respect to their specific lot or batch from their manufacturer. In restaurant and food manufacturing businesses, food products obviously have expiry dates associated with their lot or batch. Pharmaceutical companies have analogous tracking requirements for their products. Other types of business keep track of their stock's lot information for other purposes. Some businesses have specific requirements for identification based on government requirements such as the FDA or ATF in the United States. Though the type and format of information varies widely, the ability to keep track of stock by lot throughout the inventory management processes is an absolute requirement in many businesses.

The unifying concept behind the various lot tracking requirements is per-stock-item information. The properties of a product that are the same for all items of that product can be properties of the product definition itself. For example, the weight, or the category, or the description of a product may all be constant. The properties that might be different for stock items of the same product (products having the same product ID but different expiry dates, for example) are lot information.

Here are some examples of possible lot information:

  • Manufacturing date and shift
  • Batch identification
  • Expiry date
  • Serial number
  • Location of manufacture
  • Government issued certificate number

Inventory control systems that support lot information must allow the user to select items by their specific lot in stock operations like sales shipments and transfers, yet must also present information and allow the user to select items by product while ignoring lot.

Quickbooks inventory tracking

Simple stock control systems like Quickbooks Pro do not have the ability to keep track of lot information, which is one of the common reasons that companies upgrade to a purpose built inventory management system or ERP system. If you want to use a simple stock control system without lot support but you need lot tracking, a common workaround is to define a new product definition for each lot. If your product IDs have common prefixes for same product in different lots, a good user interface will let you select among them. This workaround may introduce complexity in making readable reports, and obviously doesn't work well for items with serial numbers or many lots, but it can work for situations in which lots are a minor part of the overall management task.

Examples from Finale Inventory

Here are videos of using Finale Inventory to keep track of stock items and assets with specific lots.

Stock items with lots/batches

Asset management with lots

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