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7. Lot/Serial

The Lot/Serial screen provides a kind of workbench for managing lot/serial records and registrations. The screen may also be used for creating new lot/serial numbers for items. To manage your lot/serial records, go to Products > Lot/Serial and use the following screen:

Create New Lot/Serial Record

When managing lot/serial records, you are presented with the following options:

Item Number

Enter the item number whose lot/serial records you want to manage.

UOM

Inventory unit of measure.

Lot/Serial #

Select a pre-existing lot/serial number for the specified item. Or create a new lot/serial number if none exists. Keep in mind that any ad hoc lot/serial numbers created here are not traceable. To have traceable lot/serial numbers, the item must have an item site where the control method is either lot or serial.

If an item has characteristics associated with it, you have the option of linking those characteristics to a lot/serial number. Characteristics specified for lot/serial may also be associated. When associating characteristics with a lot/serial number, you are presented with the following options:

Characteristics

Display lists the characteristic name and value of characteristics related to the lot/serial number.

The following buttons are unique to this screen:

PRINT LABEL

Select to print a bar-coded label containing lot/serial information.

To create a new characteristic for your current context, select the NEW button from the characteristics list. The following screen will appear:

Create new Characteristic

When creating a new characteristic, you are presented with the following options:

Characteristic

Select a characteristic from the list of characteristics available for your current context. To learn more about how characteristics are linked to specific contexts, please see Section 9.2.2.1, “Characteristic”.

Value

Enter a value to associate with the characteristic.

Default

In some contexts, the Default option will appear. Select if the value entered is the default value for the specified characteristic. Default values will always be listed first where characteristics are used.

You have the ability to register lot/serial numbers—whether for warranty or other purposes. To register a lot/serial number, select the Register tab. The following screen will appear:

Lot/Serial Registrations

When registering lot/serial numbers, you are presented with the following options:

Registrations

Display lists registrations associated with the lot/serial number.

To associate notes with the lot/serial record, select the Notes tab. The following screen will appear:

Lot/Serial Notes

When associating notes with a lot/serial record, you are presented with the following options:

Notes

This is a scrolling text field with word-wrapping for entering notes related to the lot/serial record.

To create or view comments related to a lot/serial record, select the Comments tab. The following screen will appear:

Add Lot/Serial Comments

When adding or reviewing comments, you are presented with the following options:

Verbose Text

Select to display all comments in the list in an expanded view which includes the entire text of each comment. To edit a comment, simply select the EDIT link next to the comment. That link will not be shown for changelog comments, which can't be edited. If the Verbose Text option is not selected, the comment list will display only header level information for each comment.

Comments

Display lists comments related to the record.

The following buttons are available:

NEW

Opens screen for creating a new comment.

VIEW

Highlight a comment and then select this button to reach a read-only view of the Edit screen.

EDIT

Enables you to edit highlighted comments—as long as the comments are not changelog comments. ChangeLog comments are system-generated and may not be edited. The Edit screen is the same as that for creating a new comment—except that when editing, the fields will contain comment information. Double-clicking on a comment will also bring you to the editing screen.

To enter a new comment, select the NEW button. The following screen will appear:

Create new Comment
Comment Type

Select a comment type from the drop-down list to classify the comment. This is a required step. Comment types may be system-defined (i.e., changelog and general) or user-defined, as described in Section 13.2.3, “Comment Types”. Once you have specified a comment type, begin typing your comment in the main text area. The text area features word-wrapping and scroll-bar support for longer comments.

The following buttons are unique to this screen:

MORE

Select to show the complete list (i.e., thread) of comments associated with the record. To hide the list, simply select the MORE button again. The comment thread will show the most recent comment first.

To associate documents with a lot/serial record, select the Documents tab. The following screen will appear:

Lot/Serial Documents

When associating documents, you are presented with the following options:

NEW

Select to create a new document and associate it with the current record. You may create the following document types:

Image

Select to create a new image association.

Fixed Asset

Select to create a new fixed asset association.

Maintenance Order

Select to create a new maintenance order association.

Incident

Select to create a new incident and associate it.

Project

Select to create a new project and associate it.

Opportunity

Select to create a new opportunity and associate it.

To Do

Select to create a new to-do and associate it.

EDIT

Enables you to edit associated documents. The Edit screen is the same as that for creating a new document—except that when editing, the fields will contain document information. Double-clicking on a document will also bring you to the editing screen.

VIEW

Highlight a document and then select this button to reach a read-only view of the Edit screen.

ATTACH

Select to associate already-existing documents. The following document types may be attached: contact, account, customer, employee, file, image, incident, item, opportunity, project, purchase order, sales order, vendor, web site, work order.

DETACH

Highlight a document and then select this button to remove the association.

To associate already-existing documents, select the ATTACH button. The following screen will appear:

Attach a Document

When associating already-existing documents, you are presented with the following options:

Relationship

Indicate how the document is related to the current record. The following relationship options are available: related to, parent of, child of, duplicate of.

Type

Specify the kind of document you want to associate. The following document types may be attached: contact, account, customer, employee, file, image, incident, item, opportunity, project, purchase order, sales order, vendor, web site, work order. When associating files, you will also be given the option to save the file to the database.

Tip

There is no file size restriction when saving files to the database. However, excessively large files could cause storage and performance issues.

Notes

Leave any notes on the document file as needed.

Document

Use the lookup tool to identify the specific document you want to attach. The data entry options will vary depending on the document type you select.