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Batch Specifications

The Batch Specifications setting allows you to record the specifications of individual unit or batch Serial Numbers. These specifications can include Best Before Dates and Production Dates.

Batch Specifications records will usually be created automatically, when you mark other records as OK and save. Batch Specification records will be created in the following circumstances:

  • From a Goods Receipt row in which there is a Serial Numbered Item with a Best Before Date.

  • From a Goods Receipt row in which the Stock Type is "Consignment".

  • From a Goods Receipt row in which the TREO field contains "TREO".

  • From a Production row adding a Serial Numbered Item to stock in which there is a Best Before Date.

  • From a record in the Batch Quality Control setting in the Service Orders module in which there is a Best Before Date.
You can also enter records to the Batch Specifications setting yourself.

When the time comes to deliver perishable Items to your Customers, if Batch Specification records have been created using either of the methods described above, when you enter a Serial Number in a Delivery record, the appropriate Best Before date will be brought in automatically. If you want this date to be printed on delivery documentation, include the "Best Before Date" field in your Form Template design. If you want to prevent the sale of Items that have passed their Best Before date, use the Batch Status and Batch Quality Control settings in the Service Orders module. To help choose Items that have not reached their Best Before date, you can have Best Before dates shown in the 'Paste Special' list opened from any Serial Number field. To do this, select the Show Best Before Dates option in the Item Settings setting in the Sales Ledger.

Header

Item
Paste Special    Item register
Enter the Item Number of the Item here.

Batch/Serial No
Paste Special    Serial Numbers of Items in stock
Enter the Serial Number of the Item or batch of Items. Note that you can only use existing Serial Numbers (i.e. Serial Numbers that originated in the Goods Receipt, Production or Production Operation registers.

Stock Card

Width, Height, Depth
If the Batch Specification record was created from a Goods Receipt or Production row with Width, Height and/or Depth specified on flip G or flip D respectively, those dimensions will be copied here. Otherwise, enter the dimensions as appropriate. This will be useful in the case of Items bought and sold by area or volume (e.g. cloth or stone).

Sale Width, Sale Height, Sale Depth
These fields can be used in certain circumstances in Portugal. Please refer to your local HansaWorld representative for details.

If you need the values in these fields to be printed in the Delivery Note, Picking List, Production Picking List, Production Operation Picking List and Proforma Delivery forms, include the "Sales Width", "Sales Height" and "Sales Depth" fields in your Form Template designs.

Production Date
Default taken from    Production
If appropriate, enter the date the item was made here. If the Batch Specification record was created from a Production, the End Date of the Production will be copied to this field.

Best Before
Default taken from    Goods Receipt, Production or Batch Quality Control record
Enter the Best Before date here. It will be transferred to a Delivery record when you specify the Serial Number.

If you want to prevent the sale of goods after their Best Before date, use the Batch Quality Control setting in the Service Orders module. When you mark a Batch Quality Control record as OK and save, this field will be updated with the Best Before date in that Batch Quality Control record. If there is no Batch Specification record for the Item/Serial Number when you save the Batch Quality Control record, one will be created automatically.

Consignment Stock
This box will be ticked in a Batch Specification record that was created from a Goods Receipt row in which the Stock Type is "Consignment". This signifies that you are holding the Item/Serial Number in Consignment Stock and that it should not be included in your stock valuation (i.e. it should not be included in the Stock List report). Please refer to the Consignment Stock page for more details.

TREO
This box will be ticked in a Batch Specification record that was created from a Goods Receipt row in which the TREO field contains "TREO". This signifies that you purchased the Item/Serial Number on a TREO basis.

TREO (Tax Remission Export Office) Sales Orders are used in Kenya and other East African countries. If a manufacturing company receives a Sales Order from an export Customer, then any components purchased for manufacturing the Items on the Sales Order will be exempt from tax and customs duties.

Text Card

Text
Use the matrix to record any comments about the individual unit or batch Serial Number.

When you sell the Serial Number, these comments will be transferred to the Invoice in the following circumstances:
  • You create the Invoice from the Order and you are using the Invoice Based on Delivery option in the Order Settings setting.

  • You create the Invoice from the Delivery.

  • You enter the Serial Number in the Order row before creating the Invoice from the Order.
These comments will only be transferred to Invoices that are connected to Orders, not to Invoices that you enter directly to the Invoice register.
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Settings in the Stock module: