Expiry Date Management overview
Expiry Date 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 item quantities, as well as additional properties, such as expiration date, location in warehouse, and so on, that are related to the batch.
The work method is as follows: during inventory receipt transactions you create batches for items requiring batch management, and during inventory release transactions you select a certain quantity from the relevant batch.
Batch management enables you to update existing batches for an item.
You can sweep the batches and add or change batch details.
In addition, you can enter batches for received items if you did not do so when generating marketing and stock entry documents.
However, this is only possible if your company allows receiving into stock items without a batch number
You can define the default batch management method and batch status settings for new batch items.
From the SAP Business One Main Menu, choose Administration→ System Initialization→ General Settings→ Inventory tab→ Items tab.
From the Expiry Date Management Method dropdown list
select one of the following methods for assigning serial numbers and batch-managed numbers to items:
- On Every Transaction: Definition of batches for an item is mandatory for every inventory transaction.
- On Release Only: Definition of batches for an item is mandatory for inventory release transactions only. It is optional for other transactions
Expiry Date Management From the Basic Setting for Batch Status drop-down 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. These documents include inventory transfers, goods, and production issues.
- Not Accessible: This status defines batches in the mid-production process or during the quality check, and, therefore, such batches cannot be released in sales documents or in an A/P credit memo. However, they can be released in inventory documents, such as inventory transfers, in a similar way to a locked batch.
You must define each item you want managed by batches
From the SAP Business One Main Menu, choose Inventory → Item Master Data → General tab.
Expiry Date Management When you have items for which you have defined batch management in the Batches – Setup window, you can 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 with a positive initial quantity and a positive inventory posting.
Creating Strings for Batches:
The Batch Details Window:
Use this window to specify or update batch details for the item
Sending Back Items Managed by Batch Numbers:
The batches assigned to the specific customer who sends back goods are displayed by default in the Batch Number Selection window that opens from one of the following documents: return, delivery with a negative quantity, A/R invoice with a negative quantity, and A/R credit memo
The Selected Batches table displays the batches assigned to the base document in a return document based on a delivery and an A/R credit memo based on an A/R invoice.
Returns and A/R credit memos not based on a specific document display the batch numbers assigned to a specific customer.
The Display Delivered Batches field is displayed
You can choose to display batch numbers From Base Document or Related to Current BP, or you can choose All to display all the batch numbers in SAP Business One
Batch Number Transactions Report Linked to a Document:
After generating inventory receipt and inventory release documents, you can display the Batch Number Transactions report linked to the document by opening the required document and choosing
Printing Batch Numbers:
SAP Business One lets you print batch numbers as an integral part of the document details or as a separate page.
You can set default print templates for the marketing documents that relate to batch numbers. In those documents, you can print batch numbers as an integral part of the document details.