Expiration Behavior for Lot Controlled Items

Overview

Expiration Behavior is applicable when a Lot Controlled Item has a shelf life, and its usefulness expires a date, the expiration date. Shelf life means that from between the date of inventory receipt to the expiration date, a lot of an item is good for use. After the expiration date, the lot of the item is not good to use; it is expired. The Expiration Behavior provides the functionality to identify which lot controlled items have a shelf life and expiration date.

Expiration Behavior is applicable to manufactured or purchased items.

Application

Expiration Behavior provides additional functionality to a Lot Controlled item. Included are:

• Indicating a lot controlled item is subject to expiration dating.

• Specifying the number of days of shelf life an item has from the date of receipt into inventory.

• The calculated expiration date of the lot. The calculation is adding the shelf life days to the date of receipt into inventory.

• Ability to put an item/lot 'On Hold' to prevent usage.

• Managing the use of an item/lot relative to the expiration date of the lot. 

• An audit trail of the transactions of an item/lot.

Definitions
 

Lead Time - Lot Issue Expiration:  The number of days before the expiration date the item/lot must be issued. This lead time takes into account the number of days a lot is in process before it is consumed.

Shelf Life:  The number of days a lot expires once it is received into inventory. The shelf life is specified in days. The number of days is added to the inventory receipt date to calculate an Expiration Date.

Expiration Date:  The date the item/lot is no longer usable (aka expired).

On Hold:  (Indicator) When set, the item/lot is prevented from being presented in pick lists.

Setup

Below are the key fields driving the Lot tracked Inventory behavior.

Navigation
 

Inventory Commodity Code
 

Fields
 

Engineering tab
 

Lot Tracking:  When checked, indicates whether Items assigned this Commodity Code will be Lot Controlled in inventory. This field is the default but can be overridden on the Engineering Item Master.

Misc Tab

Expiration Date is Required:  When checked, an expiration date is required at the time of item receipt.

Shelf Life:  The number of days before a Lot expires once it is put into stock.

Lead Time Tab
 

Lead Time, Lot Issue Expiration:  The number of "shelf-life" days for the given Lot Item factored into the overall lead time. If the checkbox is checked, the Commodity Code value is used; if unchecked, an override must be set for the Item.

Inventory Item Master
 

Fields
 

Misc CC Overrides Tab
 

Expiration Date is Required:  When indicator is checked, the value is derived from the commodity code. When not checked, the value entered on this page is used. When checked (on Commodity Code or overridden), an expiration date is required at the time of item receipt. It can be overridden from the Commodity Code value.

Shelf Life:  The number of days before a Lot expires once it is put into stock. It can be overridden from the Commodity Code value.

Lead Time Tab
 

Lead Time, Lot Issue Expiration:  The number of "shelf-life" days for the given Lot Item is factored into the overall lead time. If the checkbox is checked, the Commodity Code value is used; if unchecked, an override must be set for the Item. Can be overridden from the Commodity Code value.

Functional Summary

Process - Receipt for a Lot Controlled Item with Expiration Date
 

1. When an item is lot controlled, and the expiration date is required. 

2. When a Purchase Order Line or Work Order is received, the transaction date is the date of receipt into inventory.

3. When the Shelf Life field has a value in days, the shelf life is added to the date of receipt into inventory to calculate the Expiration Date of the Lot.

4. When the 'Lead Time, Lot Issue Expiration' field has a value in days, Lead Time is subtracted from the Expiration Date to calculate the Issue Expiration Date.

  NOTE  The 'Expiration Date', 'Issue Expiration Date', and 'On Hold' fields can be maintained on the Inventory by Lot Number record.

  NOTE  When the flag 'Expiration Date is Required' is checked on the Inventory Item Master record, the 'Expiration Date' or 'Issue Expiration Date' cannot be manually set to a date older than the current date.

Process - Issue of a Lot Controlled Item with Expiration Date (Sales Order Fulfillment; Subcontract Purchase Order; Work Order)
 

1. The item/lot must be in an 'On Hand' Inventory Location and be flagged as 'Available for Picking Ind'.

2. The Inventory by Lot Number record is not set to 'On Hold', otherwise it would not be flagged as 'Available for Picking Ind'.

3. The Lot identifier and expiration date of the lot will be displayed on the pick list. The Expiration Date will be the lesser of the Expiration Date or the Issue Expiration Date.

4. If more than one item/lot exists in the pick list, it will be presented by the oldest expiration date.

  NOTE  When a lot is marked as 'On Hold', the item/lot will not appear on the issue screen.

Processing - Place an Item/Lot in "On-Hold' status

There are two approaches to setting the 'On Hold' Indicator on the Inventory Item by Lot.

1. Manually set the 'On Hold' by either editing the Inventory by Lot' record or directly from its list view.

2. Create a Salesforce Workflow.

  
Manage the status of item/lot using the Inventory by Lot Number record.
 

1. User-defined workflow, list view, or report. 

2. To put an item/lot 'On Hold, ' the user would manually update the 'On Hold' indicator on the Inventory by Lot Number record.

3. If an item/lot has expired and cannot be recertified, it could be scrapped from inventory later.

4. If an item/lot is expired but is a candidate for recertification and is recertified, the user can manually update the Inventory by Lot record with the new expiration date and remove the 'On Hold' indicator.

SEE ALSO
 

Inventory Commodity Code
Inventory Item Master
Inventory By Lot Number
Inventory by Location
Inventory Cost Transactions
Subcontract Purchase Order Component Issue
Sales Order Fulfillment
Work Order Issue
Work Order Receipt
PO Receipt Transactions
Work Order Header Information