Batch & Serial Rules

Manage batch numbers and serial numbers to track inventory accurately and ensure product traceability.

Overview

Batch and Serial tracking helps you monitor individual items or groups of items in your inventory.

This is useful for:

• Expiry tracking
• Quality control
• Product traceability

What is a Batch?

A batch is a group of items produced or received together.

Example:

• 100 packets of Makhana received in one shipment
• Assigned Batch No: BATCH-001

What is a Serial Number?

A serial number is a unique identifier for each individual item.

Example:

• Electronic device with unique serial number per unit

When to Use Batch Tracking?

Use batch tracking for:

• Food products
• FMCG items
• Medicines
• Expiry-based inventory

When to Use Serial Tracking?

Use serial tracking for:

• Electronics
• High-value items
• Equipment requiring individual tracking

Enable Batch / Serial Tracking

When creating an item:

1. Go to Inventory → Item
2. Open or create item
3. Enable:

• Has Batch No (for batch tracking)
• Has Serial No (for serial tracking)

4. Save

Batch Rules

Mandatory Selection

• Batch must be selected during:
  • Stock entry
  • Sales
  • Delivery

Batch Creation

Batch can be:

• Created manually
• Auto-created during purchase

Expiry Tracking

• Set expiry date per batch
• System can prevent usage of expired items

Serial Number Rules

Unique Tracking

• Each item must have a unique serial number

Mandatory Entry

• Serial numbers must be entered during:
  • Purchase
  • Sale
  • Transfer

Lifecycle Tracking

You can track:

• Purchase → Sale → Customer

Stock Transactions with Batch/Serial

Batch and serial numbers are required in:

• Purchase Receipt
• Stock Entry
• Delivery Note
• Sales Invoice

Validation Rules

System enforces:

• Cannot transact without batch/serial (if enabled)
• Cannot reuse serial numbers
• Cannot use expired batch (if restricted)

Benefits

• Full product traceability
• Better quality control
• Accurate inventory tracking
• Compliance with regulations

Best Practices

• Use batch for bulk items
• Use serial for unique items
• Maintain proper naming for batches
• Track expiry dates carefully

Common Issues

• Error: Batch required → Enable batch selection
• Serial missing → Enter serial numbers
• Cannot disable batch → Item already in use

Example

Item: Cheese Makhana

Batch: BATCH-001

Qty: 100 units

Expiry: 6 months

Why It Matters

Batch & Serial tracking helps you:

• Reduce inventory errors
• Maintain product quality
• Improve traceability