Purchase Order Receipts - Custom Lot Number Creation

Overview

This article describes the auto-generated lot numbering logic during the Purchase Order Receipt processing. The functionality allows the user to add the lot numbers on the Purchase Order Receipt page through the logic mentioned on the custom fields, available either on the Inventory Item Master or on the Division Master objects. The users are also able to override and edit the system generated lot numbers on the Purchase Order Receipt page.

Prerequisites
 

Navigate > Division Master > Auto Numbering Tab

Action

The checkbox Use Custom Lot Auto Number Prefix, on the Division Master Record, under the Auto Numbering Tab, decides which logic is to be used to generate the lot number on the Purchase Order Receipts page for a purchased item that is only lot tracked.
 

• If the checkbox is set to true, a search is made for a custom field, first on the Inventory Item Master object and then on the Division Master Object, with the API Name custom_polotprefix__c. If the custom field is found with a value populated, it will be used as the prefix value as a lot Number for the field 'Lot Numbers' on the Purchase Order Receipt page.

Example 1: custom_polotprefix__c is defined and set on the Inventory Item Master as a formula - 'ICITEMLOT -' + <Next Receipt#> + ' - ', where Next Receipt# is 1234 and Last Purchased Lot Number is 98765 

• • • ‘Purchase Lot Auto Number Method’ field (on the Division Master object) is set as Use Next in Sequence (with Prefix)
      • The auto-generated lot number on the PO Receipt will be ICITEMLOT - Next Receipt# -  ‘Last Purchased Lot Number’, i.e. ICITEMLOT - 1234 - 98765
    • ‘Purchase Lot Auto Number Method’ field (on the Division Master object) is set as Use Prefix Only
      • The auto-generated lot number on the PO Receipt will be ICITEMLOT - Next Receipt# -, i.e. ICITEMLOT - 1234

Example 2: custom_polotprefix__c is defined and set on the Division Master as a formula - 'DIVLOT -' + <Next Receipt#> + ' - ', where Next Receipt# is 1234 and Last Purchased Lot Number is 98765 

• • • ‘Purchase Lot Auto Number Method’ field (on the Division Master object) is set as Use Next in Sequence (with Prefix)
      • The auto-generated lot number on the PO Receipt will be DIVLOT - Next Receipt# -  ‘Last Purchased Lot Number’, i.e. DIVLOT - 1234 - 98765
    • ‘Purchase Lot Auto Number Method’ field (on the Division Master object) is set as Use Prefix Only
      • The auto-generated lot number on the PO Receipt will be DIVLOT - Next Receipt# -, i.e. DIVLOT - 1234

• If the checkbox is set to false, the auto-generated lot numbering logic for the field 'Lot Numbers' on the PO Receipt page is based on the fields ‘Purchase Lot Auto Number Method’ and ‘Purchase Lot Auto Number Prefix’.

  • The ‘Purchase Lot Auto Number Method’ field (on the Division Master object) is a picklist field with the values ‘Use Next in Sequence (with Prefix)’ and ‘Use Prefix Only’.

    • When using the value Use Next in Sequence (with Prefix), the auto-generated lot number logic is a combination of the values on the fields ‘Purchase Lot Auto Number Prefix’ specified on Division Master and ‘Last Purchased Lot Number’ specified on Order No Record.

    • When using the value Use Prefix Only, the auto-generated lot number takes the value of the field ‘Purchase Lot Auto Number Prefix’ only, which is specified on the Division Master.
       

•   NOTE: The user should add the custom field directly to the objects mentioned above, allowing full access to the formula.
• 
  Processing
   
• Navigate > Purchase Order Receipt
  
  Based on the above prerequisites, the lot number is auto-generated for the field 'Lot Numbers' on the Purchase Order Receipt page for a purchased item that is only lot tracked.
  
  The user is also allowed to override or edit the auto-generated lot number field 'Lot Numbers' on the PO Receipt page.
  
    NOTE  The auto-generated lot numbering logic is not-applicable for System Transaction Object (SYDATA) validate method. 
  
    NOTE  If two users are creating the Purchase Order Receipts at the same time, then there is a possibility of getting the same lot numbers from the new custom fields.
• 
  SEE ALSO
• 
  Purchase Order Overview
  PO Receipts - Receive Multiple Lots on a Single PO line
  Purchase Order Receipts