Note: 2094021.

2
Copyright (c) 2023, Oracle. All rights reserved. Oracle Confidential.

Lot Control and Serialized Items

The difference between a lot controlled item and a serialized item is that it is not possible to receive or ship a
quantity greater than 1 of a specific serial number while quantities for receipt or shipment from a lot number
are only limited by availability.

EnterpriseOne provides two methods for managing serial numbered items. The older method stores a serial
number in the Serial Number (F4220) table, which has a one-to-many relationship with the Item Location
(F41021) table. The newer method stores the Serial Number in the Lot/Serial field (LOTN) in the Item
Location (F41021) table. Using the newer method, it is possible to track a both a lot number and serial
number by linking to the Memo Lot 1/2/3 (LOT1/LOT2/LOT3) fields in the Lot Master (F4108).

The differences in setup and functionality of the two methods of serial number control are significant and are
explored in greater detail in this document.

Lot Control menu is G4113.

JD Edwards has active communities in My Oracle Support Community (MOSC) where an expansive
network of Oracle Support experts, customers, and partners from across the globe collaborate on questions,
best practices, and solutions. Use the links below to go directly to the search option or Ask a Question option
in the Distribution community.

Search in the E1 Distribution Community

Ask a Question in the E1 Distribution Community

Copyright (c) 2023, Oracle. All rights reserved. Oracle Confidential.

Files and Fields Used

Files and Fields Used

Files Used
|
Fields Used in F4101/F4102
|
Mixed Dates/Lots
|
Branch Plant Constants

Main Files Used in Lot and Serial Number Control

Files
File Name Use
System Sets whether duplicate lots are allowed (ULOT) and whether or not a lot number can
F4009
Constants be used in multiple branch plants.
Inventory If the Location Control (LCTL) checkbox is checked the system will only allow the use
F41001
Constants of locations that are previously setup in the Location Master (F4100) table.
Instructions for lot expiration, lot effectivity, lot commitment and whether serial
Item numbers are required, and how serial numbers are assigned for the item are included.
F4101
Master In releases 8.9 and newer, there is a Lot Processing tab in the Item Master (P4101)
form.
Item Same basic lot specific instructions as Item Master (F4101) above except that
F4102
Branch instructions are stored at the item/branch level.
Item A Lot Status Code at this level will indicate if the lot is approved for sale, held for
F41021
Location inspection, damaged or other statuses.
Detailed lot data including, grade, potency supplier and dates for effectivity, expiration
F4108 Lot Master
and sales information.
Item
F4111 Historical inventory transaction history on specific lot/serial numbers.
Ledger
Basic Serial Number (F4220) table used with the older method of serial number
control, which has a one-to-many relationship with the Item Location (F41021) table.
Basic Serial
F4220 This Serial Number table is accessed by the P.O. Receipts (P4312) and the Shipment
Numbers
Confirmation (P4205) programs but is not accessed by the Manufacturing Completions
(P31113), Pick Slip Print (R42520), or Invoice Print (R42565) programs.

Fields for Lots and Serials Numbers in the Item Master (F4101) and Item Branch (F4102)
Serial No Required (SRNR) - If “Y” the system will enable the Basic Serial Numbers (F4220) table. This
table will be populated if Serial Numbers are entered during P.O. Receipt (P4312) or Shipment Confirmation
(P4205). If “N” the Basic Serial Numbers (F4220) is not enabled. Instead Serial Numbers can be entered in
the Lot/Serial Number (LOTN) field of the Item Location (F41021) table. The Lot Process Type must have a
value between 4 and 7.

Lot Status Code (LOTS) - Indication if lot is available or unavailable for use and the reason the lot is on
hold. Note: field 'LOTC' (Lot Status Code Extended) is not currently used. The field is in the F4108 table but
does not appear on this form and will not be populated when the user adds a value to the 'LOTS' field.

Lot Process Type (SRCE) - A code from 0-3 indicates a lot number where quantities on-hand in the Item
Location (F41021) can exceed 1. A code from 4-7 indicates a serial number where quantity on-hand in the
Item Location (F41021) must not exceed one.

Country of Origin Required (COORE) - If the user enters a lot process type of 1-3 or 5-7 (which all
require a lot number) and then tabs out of the field, the Country of Origin Required field is enabled and can
be activated (checked) if required. Once activated, a valid Country of Origin will need to be specified
whenever a new lot or serial number is created for the item.

Commitment Date Method (CMDM) - Specifies which date field is used if commitment method is by Lot
Date. EG:Lot Expiration Date, Sell By Date, Best Before Date or other User Defined Dates. Only in 8.9 and
later releases.

Lot Expiration Date Calculation Method (LECM) - Date used to calculate Lot Expiration such as date
item was on-hand, based on date or least active ingredient expiration date. Only in 8.9 and later releases.

Shelf-Life Days (SLD) - Number of days after received an item can stay in inventory before it expires.

Best Before Default Days (BBDD) - Number of days an item can be in inventory before it should be
consumed. Only in 8.9 and later releases.

Sell By Default Days (SBDD) - Number of days an item can be in inventory before it should be sold. Only
in 8.9 and later releases.

Manufacturing Effective Days (LEDD) - Number of days a manufactured item must be in inventory before
it will be considered available for manufacturing or sales commitments. Only in 8.9 and later releases.

Purchasing Effective Days (PEFD) - Number of days after a purchased item is received into inventory
before it will be considered available for manufacturing or sales commitments. Only in 8.9 and later
releases.
User Lot Date Default Days 1-5 (U1DD - U5DD) - Days used to calculate the date User Lot 1 - 5 expires.
Only in 8.9 and later releases.

From Item Branch (F4102) - Warehouse Profile row exit

Mix Date/Lots (MLOT) - A code that indicates whether you want the system to store items with different
receipt dates in the same location.

Branch Plant Constants (P41001)

Commitment Method (CMGL) - A code that indicates the method that the system uses to commit lot items
from inventory. Valid codes are:

1 The normal commitment method for inventory. The system commits inventory from the primary
location and then from secondary locations.

The system commits inventory from the locations with the most inventory before committing inventory
from locations with the least. The system commits backorders to the primary location.

2 The inventory commitment method by lot number. The system commits inventory by lot number,
starting with the lowest lot number and committing orders to available lots.

3 The inventory commitment method by lot expiration date. The system commits inventory from the
locations with the earliest expiration date first. The system considers only locations with expiration
dates greater than or equal to the sales order or parts list requested date.
Copyright (c) 2023, Oracle. All rights reserved. Oracle Confidential.

Basic Serial Numbers (F4220)

Basic Serial Numbers

Setup
|
Receiving Items with Basic Serial Numbers
|
Selling Items with Basic Serial Numbers
|
Returning and Reselling

Basic Serial Number Processing

The setup of serial numbers in this example is based upon the older method that allows serial numbers to be
created in the Basic Serial Number (F4220) file during P.O. Receipts (P4312) and allows those serial
numbers to be selected during Shipment Confirmation (P4205).

Note Serial Nos. can also be added to this table by using P4220 and manually entering the serial number and
item number information into the table.

It should be noted that with this setup, the Pick Slip Print (R42520) and the Commitments (R42997) program
cannot automatically select (hard commit) specific serial numbers. In this method, only Ship Confirm
(P4205) can be used to commit specific serial numbers. Another drawback of this method is that individual
serial numbers will not appear on documents such as Pick Slips or Sales Invoices.

The Basic Serial Numbers (F4220) table was never integrated with the Item Ledger (F4111) Item Location
(F41021), Sales Order Detail (F4211), Sales Order Detail History (F42119) or Sales Ledger (F42199) tables,
and so there is no history kept anywhere and no record of a serial number anywhere except in the F4220
table. The key fields in the F4220 table are such that it is not possible to have the same serial number in
multiple records so it can only be tied to one order/shipment at a time. So when the serial number of the
credit order is returned to inventory, the order/shipment data is cleared so that the serial number can be used
again. This is functioning as designed.

If users need to see serial numbers in Item Ledger (F4111), Item Location (F41021), Sales Order Detail
(F4211), Sales Order Detail History (F42119) or Sales Ledger (F42199) tables, then the Basic Serial
Numbers (F4220) method should not be used.

It is not possible to use Basic Serial Numbers with Manufacturing WO Completions (P31113/P3114).

Serial No. Required = 6 S&WM Non-Serialized Item is used in Service and Warranty to generate an Asset
when the R17024 (Equipment Master Update) is ran over a Sales Order with this Lot Process setting.

Item Setup
Using F4220 Serial Numbers

To allow the recording of serial numbers during P.O. receipt (P4312) processing option #4 on the Process tab
must be set to 1. Find the Purchase Order to Receive – select the order and click OK.

Click OK to receive the full quantity of 5 on the purchase order.

The Basic Serial Numbers form displays empty. Tab to the serial number field. Add a serial number. Tab
down and repeat until 5 lines. Click OK.
Screen will return blank. Click Cancel.

When viewing the Basic Serial Number (F4220) table the 5 serial number records will be seen. Note: The
serial numbers will not be seen in Summary Availability (P41202).

Enter a sales order for 2 of the items and ship confirm the order, selecting serial numbers during shipment
confirmation.

In Shipment Confirmation (P4205) – Find the Order and take the Confirm Line row exit.

Click OK to accept a quantity of 2 for the shipment.

Basic Serial Numbers list appears – select the row and then take the row exit to Select Serial Number until
two serial numbers have been chosen, then Click OK.
Using databrowser, check the Basic Serial Number (F4220) table – note that the two serial numbers that have
been shipped now have order numbers and customer address book numbers updated. The other three serial
numbers contain 0 in order number (DOCO) and address number (AN8) fields meaning they are still
available for shipments to customers.

The Item Ledger (P4111) does not show the serial numbers, as is the case with Summary Availability
(P41202).

Returning and reselling items with F4220 serial numbers

A business will sometimes require a serial number to be used again after an item was returned. For example a
product is shipped with a serial number, the customer returns it and then once it is returned to inventory it is
sold and shipped to a different customer. The example below illustrates how this is designed to work when
using the Basic Serial Numbers (F4220) method.

Create a Credit Order from History returning one item from the order.
Ship Confirm the Credit Order from History. On the Serial Number selection screen, select the Serial
Number to be returned.

In the Basic Serial Numbers (F4220) table the order data is blanked out on the serial number record that was
returned to inventory by ship confirming the credit order.

The serial number that was returned is now available to be selected in the Serial Number Selection screen of
Ship Confirmation (P4205).
Copyright (c) 2023, Oracle. All rights reserved. Oracle Confidential.

Serial Numbers (F41021)

Serialized Items

Serialized Item
|
Example
|
Serial Numbers and Lots Together

Serial Number (F41021) Processing

The setup of serial numbers in this example is based upon the newer method that allows serial numbers to be
created in the Item Location (F41021) file.

Serial No. Required (SRNR) field should be set to “N” because the Basic Serial Number (F4220) table
should not be enabled for the item.

The important field in Item Setup for this type of Serial Numbered Item is the Lot Process Type (SRCE) field
that indicates whether lot or serial number is assigned and whether the quantity in the Item Location
(F41021) may exceed 1, as in the case of a lot numbered item, or may not exceed 1 as is the case with a
serial numbered item.

Valid codes are:

4 - Serial number assignment is optional except during shipment confirmation. Quantity must not
exceed one.
5 - Serial number assignment is required. The system assigns numbers using the system date in
YYMMDD format. Quantity must not exceed one.
6 - Serial number assignment is required. The system assigns numbers in ascending order using Next
Numbers. Quantity must not exceed one.
7 - Serial number assignment is required. You must manually assign numbers. Quantity must not
exceed one.

Serial Number (F41021) Example

In the following example, the Lot Process Type = 7. This is a serial numbered item where the serial number
will be assigned manually.

The specific serial numbers will be hard committed (R42520 or R42997) and shall appear on documents
such as Pick Slips or Sales Invoices.
To prevent the basic serial number screen from being displayed, set the Receipts (P4312) processing option
#4 on the Process tab to blank.

Find the Purchase Order to Receive – Select it Click OK.

This is a serial numbered item, but if the user attempts to receive the entire quantity of 5 against the primary
location with no serial number. Error ‘Serial Number Must Be Entered’ (4813) appears.

Take the Multiple Locations row exit.

The form opens for Select Multiple Locations. The user tabs to the quantity field, changes it to 1, enters the
lot/serial number and expiration date, and tabs down to enter the next lot/serial number until all five serial
numbers received on the order have been entered. A yellow warning will appear because the lot/serial was
not previously setup, but by clicking OK twice, the serial numbers are created in the Item Location (F41021)
on the fly.
Now go to Summary Availability (P41202) – Note that the Serial Numbers appear with a quantity on-hand =
1.

The user creates a sales order for a quantity of 2 of the items. At this time the serial number is not specified
and the quantity of 2 is allowed because the order is only soft committed against the primary location.

Now the user runs Pick Slip Print (R42520) with Hard Commitment Inventory option turned on in the
Processing Options.

The Pick Slip Print program automatically selects serial numbers to appear on the order. In this case it
chooses Serial Numbers SN5 and SN4 to be picked from the warehouse to fill this order.
If the user inquires on the order in P4210 they see that the line is split and the serial number is now filled in.

If the user tries to change the quantity of of the serialized item to 2 in Shipment Confirmation, error
‘Quantity Restriction Exceeded for Item’ (4723) prevents the shipment.

Serial Number Controlled Item That Belongs To A Lot

Serial Number controlled items that store serial numbers in Item Location (F41021) will appear in Work with
Lot Master Screen with a quantity on-hand of 1. Items storing serial numbers in Basic Serial Numbers
(F4220) are not displayed.

EnterpriseOne Inventory Management does not include separate lot number and serial number fields in the
Item Location (F41021) table to track items that have both lot numbers and serial numbered items. In the
Item Location (F41021) and the Lot Master (F4108) tables the field Lot/Serial (LOTN) is provided for
tracking lot or serial numbered items.

Some clients do have serial numbered items that belong to a particular lot. To support those clients who need
to be able to query items by both lot and serial number, three memo lot fields have been provided. For these
clients, the Lot/Serial (LOTN) field in F41021 and F4108 can be used to store the serial number and the
Memo Lot 1/2/3 (LOT1, LOT2, LOT3) fields in F4108 can be used to store the lot number that serial
numbered items belong to.

Note: The Memo Lot Fields in Lot Master (F4108) make it possible to query Lot Numbers for Serial Number
controlled items. Lot level on-hand balances are not maintained for lot numbers if the Lot/Serial field is used
to store serial numbers.
Copyright (c) 2023, Oracle. All rights reserved. Oracle Confidential.

Lot Processing

Lots

Lot Processing Codes

|
Allow Duplicate Lots
|
Lot Dates
|
Lot Status Codes
|
Lot Master (F4108)
|
Lots and Kits
|
Cycle Count
|
Change Item From Non-Lot to Lot Controlled

Lot Process Type (SRCE) field that indicates whether lot or serial number is assigned and whether the
quantity in the Item Location (F41021) may exceed 1, as in the case of a lot numbered item, or may not
exceed 1 as is the case with a serial numbered item.

Valid codes for Lot Processing are:

0 - Lot assignment is optional. You can manually assign numbers. Quantity can be greater than one.
(Default)
1 - Lot assignment is required. The system assigns numbers using the system date in YYMMDD
format. Quantity can be greater than one.
2 - Lot assignment is required. The system assigns numbers in ascending order using Next Numbers.
Quantity can be greater than one.
3 - Lot assignment is required. You must manually assign numbers. Quantity can be greater than one.

Allow Duplicate Lot Functionality

This is found in the System Constants form exit from the Branch Plant Constants (P41001). Allow Duplicate
Lots (ULOT) has three possible settings:

1 - Do not allow duplicate lot numbers for items or branches

The lot number is restricted to one item and one branch/plant. A partial quantity from a particular lot number
cannot be transferred from one branch to another.

Inventory Transfers (P4113) will issue Insufficient Quantity For Lot (Error ID 3861) requiring the total
quantity to be transferred when ULOT = 1.

On an OT Receipt for a Sales Transfer Order, P4312 will issue Lot Already Exists for a Different Item (Error
ID 2501) if a Partial Lot Quantity is transferred to a different branch. Receipts (P4312) will allow users to
change to a different Lot Number in the OT Branch Plant, but it does not recalculate the Lot Expiration Date.
It uses the ST Branch Lot Expiration Date.
2 - Allow duplicate lot numbers for items and branches

A lot that contains multiple items and branch/plants can be created. In other words, the same lot number can
be used in two different items in two different branches. This means that although the lot number can be the
same in two different items, the quantity of those items are not considered to be from the same physical lot
with the same lot characteristics. In other words, there could be a lot number 1234 for Ball Bearings with
Unit of Measure in Eaches and an Expiration Date in 5 years and another lot number 1234 for Sugar with
Unit of Measure in Pounds and an Expiration Date in 3 months.

3 - Do not allow duplicate lot numbers for items but allow quantities the same lot number in multiple
branches

The lot number is restricted to one item, but can contain quantities in multiple branch/plants. A partial
quantity from the lot number can be transferred from one branch to another. For example the Lot Number
GM10001 could be for a Gallon Container of Milk with a Lot Expiration Date of 6/5/2018. If there was
originally 5,000 gallons received in that lot, some of the gallons could be transferred from one Dairy (Branch
Plant) to another, but the Lot Expiration Date would always be 6/5/2018 no matter where the milk was
transferred to because the material is part of the same physical lot.

Understanding Lot Dates

There are several Item Master fields that are used to calculate lot dates at the time of lot creation. When the
lot is received, the Item Master setup will be used to calculate the lot dates that are populated in the Lot
Master (F4108) table.

Shelf Life Days (F4101.SLD) are used to calculate Lot Expiration Date (F4108.MMEJ).
Best Before Default Days (F4101.BBDD) are used to calculate Best Before Date (F4108.BBDJ).
This is the date the material must be used in manufacturing by.
Sell By Default Days (F4101.SBDD) are used to calculate Sell By Date (F4108.SBDJ). This is the
date the material must be sold by.
Manufacturing Effective Days (F4101.LEDD) are used to calculate Lot Effectivity Date
(F4108.DLEJ). This is the date the lot becomes available.
Purchasing Effective Days (F4101.PEFD) are also used to calculate Lot Effectivity Date
(F4108.DLEJ).

Setup of “Days” fields in Item Master

Positive Value – Adds the number of days defined in this field to the On-Hand Date to calculate the
expiration/throughput date.
Negative Value – If a negative value is populated in the default days, the system will add the value
populated in the Shelf Life Days to the On-Hand Date and then subtract the number of days populated
in the Default Days field.
Blank – If the default days are left blank, a value of zero will be used, the expiration/throughput date is
calculated as the date the lot is received or adjusted into stock.

Entering the Lot Dates

Lot Dates such as Lot Expiration Date, On Hand Date, Best Before Date, Sell By Date, Lot Effectivity Date
and Based On Date cannot be entered during the Lot Master creation time. Only dates for Received/Created,
Issued, Adjusted, Completed, Approved and sold can be entered during creation of a Lot in Lot Master
(P4108).

P4108 is considered to be an overwrite screen for any new lot created or an existing lot, whatever the user
types in there, it is taken into consideration. If some fields are left blank those will be updated as blank to the
F4108 table. P4108 is not defaulting any other information from item/branch such as lot status code, grade,
potency etc. on a new lot creation.
 Lot Expiration Date - The system automatically enters this date if shelf life days are specified on the
item on Item Master Information or Item Branch/Plant Information and is calculated by adding the
number of shelf life days to the date the item is received.
On Hand Date - The system determines the on hand date by using the transaction date when inventory
is first added to a lot either via an Inventory Adjustment, Work Order Completion or Purchase Order
Receipt.
Best Before Date - The system calculates the date by retrieving the value from the Best Before Days
field in the Item Master (P4101) program and adds it to the On Hand Date.
Sell By Date - The system calculates the sell by date using the value in the Sell By Days field, which
is contained in the Item Branch File (F4102), and adds it to the On Hand Date.
Lot Effectivity Date - If this field is left blank, the system calculates the effective date of the lot by
using the value for Effective Days in the Item Branch File (F4102) or the current date if the value for
Effective Days is zero.
Based On Date - The date that the system uses in conjunction with the shelf life days to calculate the
lot expiration date. This date usually matches the On Hand Date. It is possible to manually enter a
Based on Date (BODJ) with a date that occurs prior to Purchase Order Receipt, allowing Lot
Expiration Date to be calculated based on this if the date is manually added at the time of PO Receipt
via the multiple location Receipt Option 4.

The tab for Basic Lot Data may have the Supplier, Supplier Lot Number, Document Number and Document
Type fields populated. New Lot/Serial Numbers may be added to the Lot Master (F4108) through manual
entry in the Lot Master (P4108) program, but the more common way is through an automatic entry at the
time of the Manufacturing Work Order Completion (P31114), Inventory Adjustments (P4114) or Purchase
Order Receipt (P4312) transaction that creates the new lot.

Inventory Reclassification also cannot create a new Lot without the Lot master record.

Effects of Lot Dates on Lot Availability

Expired Lots are not available for commitment to a Sales Order or Manufacturing Work Order. In the Lot
Master, the lot quantity for an expired lot will show as unavailable.

In Sales Order Entry the Item would be backordered if all item quantities are in expired lots.

Note: Lots having the Lot Effectivity Date greater than the current date are also not available for
commitment in Sales and Manufacturing.

Using Lots Dates with the Advanced Lots Preference

A product can now be shipped to a customer based on Lot Expiration Date, Sell By Date and/or Best Before
Date being greater than lot dates on the last shipment to that customer. This way if there is a quantity of
product available to fill the customer’s order, but the lot dates are earlier than the last quantity of the item
shipped to the customer, the order lot quantities will not be counted as available for the customer.
This accomplished by setting up the Advanced Lots Advanced Preference (Preference 23) for the customer
and or items with the Ship Ascending Date Rule. The setup is documented in Ship Ascending Dates (Doc ID
625705.1).

Issues with Lot Dates when Upgrading from XE

XE only has a lot Expiration Date field. Sell By Date, Best Before Date, and other lot dates are not populated
in XE. The R894108D table conversion program will not populate other lot dates leaving them blank in the
Lot Master after conversion. This will cause Error 492G thru 492M to be thrown if users attempt to receive
an OT Transfer Order on a lot converted from XE. Refer to Bug 10912900 Lot master dates are blank. The
final disposition on this bug is that the conversion populates Based on Date, Lot effective Date, and On Hand
Date from the first transaction date for the item, branch, location, and lot found in the Item Ledger (F4111).
The other fields would require Item Branch records (F4102) to be updated with days, which can not be
assumed to be populated at conversion time.

Understanding Lot Status Codes

Lot Status Codes (LOTS) are used to put material on-hold. They are sometimes known as Item Hold Codes.
When Material is on-hold, it is not available for use. A new lot quantity that is created by a PO Receipt or
Work Order Completion will go on hold if a Lot Status Code is populated in the Item Branch Record where
the branch where the new lot is being created.

Users can quickly hold all the items within the same lot or hold multiple lots for the same item by going into
Lot Master (P4108), search and select the records to be updated and take Row exit to Speed Lot Update, on
Speed Lot update screen select status code check box and enter the desired hold code.

Effects of Lot Status Codes on Lot Availability

In the Lot Master (P4108) Inquiry and Item Availability Inquiry (P41202), if the Lot has a Lot Status Code
populated, the Quantity field may be shaded gray and the quantity on hold will show 0 available. The 0
available is also dependent on the availability setting in the Branch/Plant constants. The Quantity on Hold
Box needs to be checked in order for the lots with status code populated to be subtracted from the quantity
available.

Using Lot Status Groups to Affect Lot Availability

In Release 8.11 and onward, Lot Status Groups were introduced to allow lot quantities with certain Lot
Status Codes to be processed as available. For Example users can setup two lot status codes:

Lot Status Code I = Held for Receiving Inspection

Lot Status Code P = Passed Receiving Inspection

Manufacturing users, refer to Allowed Lot Status Setup - P41081, P3111, P31113 & R31410 (Doc ID
657832.1)

In the example below, Quantity 5 with a Lot Status Code = P appears unavailable.

The program Allowed Lot Status Setup (P41081) can be used to assign Lot Status Code = P to the Lot Status
Group PASSED for SO, IM and WO Doc Types. The document type used for Lot Status Group validation
should be the Document Type created for the transaction, such as IM (Work Order Inventory Issue). A record
will need to be setup for every transaction type that is to be validated as a part of a Lot Status Group.

Lot Quantities moved to Locations where the Lot Status Code = P will be counted available for Sales Orders
or Work Orders if the processing options are set to validate the Lot Status Group.

In this example P4210 Processing Option #4 on the Commitment tab is set to Allow Lot Status Group
PASSED to validate as available.

With this setup in Sales Order Entry users can Hard Commit to this lot/location and quantity is counted as
available, not backordered.

Issues with Inventory Transfers of Items On-Hold with Lot Status Codes

Inventory Transfer (P4113) Process Tab Option 5 (Lot Status Default Processing Option) allows a user to
choose:

Blank = Default the lot status from the 'From' location to 'To' location.

1 = Do not default the lot status from the 'From' location to the 'To' location, when the 'To' location lot
status is not blank.

2 = Do not default the lot status from the 'From' location to the 'To' location.

Creating, Reviewing and Updating Lot Master Records

The Lot Master Revisions (P4108) program is designed to create Lot Master records as well as to review and
to update Lot Master information.

Lot Controlled Item Example

The Work with Lot Master (P4108) screen (Form W4108B) allows users to query or add new records to the
Lot Master (F4108) file.

Clicking on Select or Add brings up the Lot Master Revision screen (Form W4108A), which contains two
tabs (on v8.9 and later), Basic Lot Data and Lot Dates.
The second tab (in 8.9 or later) will have a Lot Expiration Date (MMEJ) populated. A Lot Expiration Date is
required for all Lot/Serial Number controlled items. During the commitment process, inventory in the lot is
considered good through the expiration date. Once the current date exceeds the expiration date, expired lots
are placed on hold and will not be allowed to ship in Shipment Confirmation (P4205).

User Lot Dates, stored in the Lot Master (F4108) file, can be updated anytime a Cardex (F4111) record is
written. This is controlled by the 40/LD UDC Table. The code in the table is the document type from the
Cardex file and the first description is the user defined date "bucket" to be updated on the Lot Master
(P4108).

Lot Category Codes (LRP 1 thru LRP 0)

Lot Category Codes (LRP1 thru LRP0) are available for the purpose of data selection and reporting. They are
optional and can be set up as desired. From the Work with Lot Master screen, select a lot and take the row
exit to Lot Category Codes. The 41/L1 UDC table through 41/L10 UDC table needs to be set up to populate
these fields for reporting.

IZ Transaction in Item Ledger (F4111)

Lot Controlled Items with a Lot Master (F4108) record will create IZ transactions in the Item Ledger (F4111)
when the Lot Status Code is changed. The Item Location (F41021) table does contain a Lot Status Code
field, but changes made to the Lot Status Code on the Item Location (F41021) table, do not result in IZ
transactions if there is not a lot master (F4108) record associated with the location. The Lot Status Update
Programs (R41082 and R41083) and Lot Master Revisions (P4108) programs and the Item Location
revisions programs can all create IZ transactions but only if the item has a Lot Master (F4108) record. The IZ
lot status change transaction has no financial impact, so there is no update made to the General Ledger
(F0911) table when the lot status code is changed on the lot master (F4108) record.

Using Lot Controlled Items in Kits

Kits can be created with Lot Controlled or Non-Lot Controlled components. If one of the components in the
kit bill of material does not have sufficient inventory, the entire kit should go on backorder. When hard
committing inventory, sales order processing programs will use the commitment method and commitment
date method, if a date is used for committing inventory.

Using Lot Controlled Items in Cycle Counting

While performing a Cycle Count in the warehouse, sometimes an item is found in a location that was not in
the original Cycle Count Selection (R41411) and does not exist in the Cycle Count Transaction (F4141) file.
We allow users to enter these found items at the bottom of the Cycle Count Entry (P4141) form.

If the found item is a Lot Controlled item the Cycle Count Entry (P4141) will prompt the user to enter the
Lot Number even if the item is setup to use Next Numbers and the Branch Plant Constants are set to allow a
new lot number to be created “on-the-fly”.

The reason for this behavior is that Cycle Count Entry works with existing lots and cannot be used to create
new lots that did not previously exist. The item found in the warehouse is assumed to come from an existing
Lot Number which will have a previously created lot expiration date. The Cycle Count Entry (P4141)
prompts the user to enter the Lot Number because the item must be from an existing lot.

Question - What is the best way to change items from non-lot controlled to lot controlled?

Answer - On the item branch record, if the Lot Process Type is changed from BLANK (Lots are Optional) to
2 (Lots are Required and Created by Next Number) AFTER a quantity has created with Lots Optional, a
BLANKS INVALID error will be issued on the FROM location because the lot process type was changed
from BLANK (lots are optional) to 2 (lots are required and calculated by next number).

The following process will allow the transfer from non-lot controlled with no next number to lot controlled
with a next number.

1. First move transfer all the quantity to a Lot Number with the Item Master Lot Process Type set as Lots
are optional with a Lot Number manually created such as TEST or TEMP.
2. Now change the Lot Process Type to 2 after all F41021 records with BLANK lots are assigned to the
temporary lot numbers.
3. Reclassify (P4116) the quantities using lot number TEST as the FROM location and in the TO location
tab down. The Lot Number in the TO location will get automatically populated from the Next Number.
The Lot Expiration Date will not get automatically populated on a reclassification, so the user will
have to key it in.
4. Go to P4108 Lot Master, Find the Lot Number and click Delete. When it asks if it is OK to delete the
selected item click yes.
5. Go to Location Revisions and Find the Location with Lot TEST and click Delete. When it asks if it is
OK to delete the selected item click yes.
Copyright (c) 2023, Oracle. All rights reserved. Oracle Confidential.

Other Lot / Serial Number Programs

Other Programs on G4113

Lot Master Availability (P41280)

|
Lot Tracing and Tracking (P41203)
|
Lot Status Update (R41082)
|
Update Effective Lots (R41083)

Lot Master Availability (P41280)

The Lot Master Availability (P41280) allows queries to be structured using hold statuses and other criteria
specific to lot controlled items.

Lot Tracing and Tracking (P41203)

The Lot Trace/Track Inquiry (P41203) program is designed to allow the tracing and tracking of a lot either
up or down through the Manufacturing and Distribution business cycle. Lot Tracking will show where a lot
was used; while Lot Tracing will look at the where a lot came from. Prior to selecting multi-level
tracing/tracking, all associated parent items must be defined as lot control items in the Lot Process Type field
on the Item Master (P4101) screen or the Item Branch/Plant Information (P41026) screen.

Display Mode
Tracing and tracking information can be viewed in four different modes on the Trace/Track Inquiry screen.

Mode 1 shows single-level tracing and tracking.

Mode 2 shows the top level for a lot and no intermediate levels.
Mode 3 shows multi-level tracing and tracking without indenting the level numbers.
Mode 4 shows multi-level tracing and tracking in an indented format.

For more information and setting up and using this functionality check out Lot Management Workbench
(Trace/Track Inquiry) (Doc ID 883860.1).

Trace/Track Print

Trace/Track Print (R41505) is a report that lists lot information either in trace or track order. Trace order
shows where the lot came from. Track order tells where the lot was used.

Lot Status Update (R41082)

Expired lots can be placed on hold with the Lot Status Update (R41082) program. This process checks all the
lots data selected and compares the Lot Expiration Dates against the date entered in processing option 1. Any
lots having an expiration date less than or equal to the date entered will be placed on hold.

The Lot Status entered in the processing option 2 will be used to place expired lots on hold. The Reason
Code entered in processing option 3 will explain why the lot was placed on hold with the status indicated.

Note: Expired lot quantities are shaded to indicate the quantities are held and not available for sale/use.

Update Effective Lots (R41083)

Lots can also be placed on hold based upon the Lot Effectivity Date (DLEJ) with the Update Effective Lots
(R41083) program. The Lot Effectivity Date is the date the lot first becomes available for commitment
processing.

This process checks all the lots data selected and compares the Lot Effectivity Dates against the date entered
in processing option 1. Any lots having an effective date less than or equal to the date entered will be placed
on hold. This program will also allow the user to set up to 5 different lot status codes that are excluded from
the update logic. The UBE data selection also provides a way to specify other criteria for applying this item
hold.