Tracking Structure

A tracking structure: batch or serial tracking, how batches are picked and numbered, and which batch dates are required.

Where

Product Information › Item key Setting

Who uses it

The consultant

When

At setup

Needs first

Nothing

What it is for

Tracking Option sets Batch or Serial (never both). With batches or serials picked automatically, choose Enable FIFO or Enable FEFO (not both); FEFO needs Require Batch Expiry Date. FIFO or FEFO needs batch tracking.

The inventory screens read most of the ticks when stock is received or issued. In manufacturing, the confirmation refuses a finished good without batch number, batch date or expiry when the item's tracking structure requires them, and does not support serial-tracked finished goods. With Batch Number (Automatic) the receipt numbers batches with the item's Batch Group.

Stock Item, Require Batch Potency, Require Batch Before Date and Retest Lead Days are recorded; nothing reads them today.

Every field in plain words

Header

Field	What it means	What to put
Tracking Structure	The short code.	Cannot be changed once saved. Required
Name	The name.	Set at creation. Required
Tracking Option	Batch or Serial.	Pick one
Block	Marks the record as blocked.	Tick to retire it
Stock Item	Recorded on the structure; nothing reads it today.	Optional
Enable FIFO	Pick the oldest batch first.	Tick one of FIFO or FEFO
Enable FEFO	Pick the batch that expires first.	Needs Require Batch Expiry Date
Required Batch Date	Batches must have a manufacture date.	Tick
Require Batch Expiry Date	Batches must have an expiry date.	Tick for perishables
Require Batch Before Date	Recorded on the structure; nothing reads it today.	Optional
Require Batch Potency	Recorded on the structure; nothing reads it today.	Optional
Required HS Code	Read by the inventory screens when stock is received or issued.	As needed
Required Manufacturer	Read by the inventory screens when stock is received or issued.	As needed
Required Re-Test Date	Read by the inventory screens when stock is received or issued.	As needed
Retest Lead Days	Recorded on the structure; nothing reads it today.	Optional
Retest Stock Action	Read by the inventory screens when stock is received or issued.	As needed
Batch Number (Automatic)	Batch numbers are made by the system.	Tick to use a batch group
Batch Number Selection (Manual)	Batches are picked by hand.	Tick to pick by hand
Certificate Required	Read by the inventory screens when stock is received or issued.	As needed
Require Batch Certificate	Read by the inventory screens when stock is received or issued.	As needed
Require Batch Certificate Date	Read by the inventory screens when stock is received or issued.	As needed
Require Batch Certificate Expiry Date	Read by the inventory screens when stock is received or issued.	As needed
Enable Expired Item Issuance	Expired stock may still be issued.	Usually off
Manual Serial Selection	Read by the inventory screens when stock is received or issued.	As needed
Capture Serial Number	When serials are captured.	Required for serial tracking
Capture Serial Control	Read by the inventory screens when stock is received or issued.	As needed

Structures

The tracking levels.

Field	What it means	What to put
Structures	The level.	Filled in
Required	Required.	Tick

How to configure it

There is nothing to configure beyond the fields above. Which fields are shown, required or hidden can be changed per company by the consultant in the screen configuration.

Scenarios

• A dairy must sell the soonest-expiring stock first. Tracking Option Batch, Require Batch Expiry Date, Enable FEFO.
• An electronics dealer tracks each unit. Tracking Option Serial with Capture Serial Number set.

What it is connected to

• Release Item In Legal Entity - Tracking Structure on the item
• Batch Group - automatic batch numbers
• Manufacture Order Confirmation - batch checks on finished goods
• Inventory - batch picking

If something looks wrong

• "Tracking Struture can create only for Batch or Serial" Choose one Tracking Option.
• "Please Select Either FIFO Control or FEFO Control" Automatic picking needs FIFO or FEFO.
• "FIFO Control and FEFO Control cannnot be marked simultaneously" Untick one.
• "Please Select Batch Required" FIFO or FEFO needs batch tracking.
• "Please Select Required Batch Expiry Date if you want to use FEFO Control" Tick Require Batch Expiry Date.
• "Please Select Capture Serial Number for Serial Tracking Structure" Set Capture Serial Number.