How To: Book in Batch Controlled Items on a GRN

Table Of Contents

Split the GRN Line
Create a New Batch
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Warehouse Batches is not enabled by default.

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If you receive stock that is batch controlled, you must assign a batch number before the Goods Received Note (GRN) can be processed.
Assigning batches is the fourth stage of the warehouse goods receiving process:
  1. Create the GRN
  2. Add the stock to be received
  3. Assign put away locations
  4. Assign existing or new batches to the stock being received
  5. Process the GRN
  6. Put Away a Group created by a GRN delivery (optional, as this is completed automatically in most systems when the GRN is processed)
After creating the GRN, adding the stock and assigning warehouse locations, you can assign batch numbers to the items being received.

Items that require a batch number are highlighted with a red background in the GRN grid.

Assign the Same Batch to All Items on a Line

Use this method when the entire received quantity belongs to the same batch.
  1. Select the red Batch (Ent) cell for the item.
  2. Press Enter to open the Batch Selection dialog.
  3. Choose one of the following options:
    • Double-click an existing batch, or
    • Create a new batch.

Create a New Batch

  1. Click the Add button.
  2. Enter the new batch code.
  3. Click OK.
  4. In the Batch Selection dialog, select the required batch.
  5. Click OK to assign the batch to the GRN line.
Repeat for any other batch-controlled items on the GRN.

Assign Multiple Batches to the Same Stock Item

Use this method if the quantity received is spread across two or more batch numbers.
For example, if you receive 100 units of an item and 60 belong to Batch A while 40 belong to Batch B.

Split the GRN Line

  1. Select the red Batch (Ent) cell.
  2. Right-click and select Split Line.
  3. Enter the quantity to allocate to one of the batches.
  4. Click OK.
  5. Click OK again to confirm the line split.
  6. Repeat these steps if you need to create additional lines for further batches.
The stock item will now appear on separate lines, allowing a different batch number to be assigned to each quantity.

Assign the Batch Numbers

For each split line:
  1. Select the red Batch (Ent) cell.
  2. Press Enter to open the Batch Selection dialog.
  3. Choose one of the following options:
    • Double-click an existing batch, or
    • Create a new batch.

Create a New Batch

  1. Click the Add button.
  2. Enter the batch code.
  3. Click OK.
  4. Select the required batch.
  5. Click OK to assign it to the line.
  6. Repeat for each remaining split line until all quantities have been allocated to the correct batch numbers.

Complete the Goods Receiving Process

Once all batch-controlled items have been assigned the correct batch numbers, continue with the normal GRN process.
See:
How To: Process a GRN

Additional Information

  • Batch-controlled items are identified by a red Batch (Ent) field on the GRN.
  • Existing batches can be reused where appropriate.
  • New batches can be created directly from the Batch Selection dialog during goods receiving.
  • If stock is received across multiple batches, the GRN line must be split before assigning the batch numbers.
  • All required batches must be assigned before the GRN can be processed successfully.


See Also


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