11.7 Articles > Batches

11.7.1 Batch master and batch postings

Batch management can be called up under the menu item [Articles > Batches]. All master data for a batch is displayed at the top of the screen:

• Batch no. (LOT)
• Batch designation
• Date WE (date of goods receipt)
• Time WE (time of goods receipt)
• Expiry date (default setting for the batch, is transferred to the line item when posting if filled)
• Supplier
• Batch number of the supplier
• Name of the forwarding agent
• Remarks (free text)
• Barcode (barcode type definable in settings)

All item postings that have been assigned to the selected batch are displayed at the bottom of the screen. You can see from the operator and the document numbers whether an item has been added to or removed from the batch. Call up the corresponding items or documents by clicking with the mouse - by holding down the [Shift] key in a new window.

11.7.2 Creating a new batch

Create a new batch under [Articles > Batches] using the [New batch] function. All the data required for the batch is requested in a popover dialog. You can also conveniently create a new batch directly from an order in the invoice.

11.7.3 Print batch list

For batches we have developed a new Print layout "Batch list" has been added. A batch list contains all master data for the batch as well as all batch bookings made in list form. A batch list can be generated at any time from the [Articles > Batches] screen via the print dialog.

11.7.4 Posting items to a batch

Items can be booked into a batch directly from an order. If all items in an order are to be assigned to a specific batch, select the desired batch in the [Batch] field above the item list. If a new batch is to be created for the booking(s), you can enter a new batch directly using the [+] symbol next to this field. After selecting the batch, a dialog appears asking whether the selected batch should be entered in all line items.

Alternatively, you can also assign the items of an order to different batches. To do this, you can specify the batch for each item individually after clicking on the price range of an item:

In this popover dialog, you can also specify the weight and expiry date of an item. If an item has already been posted to a batch, the corresponding field is highlighted in green.

As soon as the order stocks are posted using the [Post stocks] function, the items are also automatically posted to the batches, if specified.

11.7.5 Deregistering items from a batch

In orders, delivery bills and invoices, items from a batch can be booked out. As can be seen in the last screen, a specific batch per item can also be specified in all items of orders, delivery bills and invoices. If no batch is specified in an item when batch management is activated, gFM-Business automatically enters the oldest batch with available items in the item according to the FIFO principle (first in, first out). If the articles in this batch are not sufficient to service the item, the remaining articles from the second oldest batch are booked out. If an expiry date has been entered in the batch, this is automatically transferred to the article item when it is booked out. The item is booked out of the batch at the time when the item is booked out of the warehouse stock.

11.7.6 "Delivery bill" print layout with batch and expiry date

On the "Delivery bill" print layout, the fields "Batch number (LOT no.)" and "Expiry date" have been added, which are only displayed if they have been entered in the document. These two fields are available in the document types "Order confirmation", "Delivery bill", "Invoice", "Purchase order" and "Credit note" and can be inserted into all of these print layouts using FileMaker Pro if required.

11.7.7 Display batches and bookings in the article

A new tab [Batch bookings] has been added under the menu item [Item stock], which displays the item-related bookings and batches in list form.

All batch bookings for the selected item are displayed in the upper part (scalable). For an incoming posting, the supplier is displayed in the [Customer/Supplier] field; for an outgoing posting, the customer is displayed. In the [Quantity] field, you can see whether it is an incoming or outgoing booking. If no more items are available in a batch, the number "0" is displayed in red.

In the lower area, all batches are displayed that contain bookings for the item called up, as well as the available quantity of the item in the batch.

By clicking on a batch number or a customer, the batch or customer can be displayed in the batch or customer list. Customer management (by holding down the Shift key in a new window).