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How to set up and use lot expiration dates in Microsoft Dynamics GP 10.0

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This article describes how to set up and use lot expiration dates in Microsoft Dynamics GP 10.0.

Applies to:   Microsoft Dynamics GP
Original KB number:   954630

Introduction

This article includes the following parts:

  • The new setup options in the Inventory Control Setup window and how they are used to control the use of expired lot numbers.

  • The steps to configuring the options for the use, and the assignment of lots including expiration dates.

  • The warning messages from the Inventory Control Setup window.

More information

In Microsoft Dynamics GP 10.0, you can use expired lots when you enter transactions in the following modules:

  • Bill of Materials
  • Purchase Order Processing
  • Sales Order Processing
  • Invoicing
  • Manufacturing
  • Inventory

You can require a password to limit the users who can enter expired lots.

Configure Inventory

  1. Start Microsoft Dynamics GP 10.0 as the sa user.

  2. On the Microsoft Dynamics GP menu, point to Tools, point to Setup, point to Inventory, and then select Inventory Control.

  3. Select the appropriate check boxes in the Use Expired Lots in section:

    • Inventory Adjustments and Transfers

    • Other Transactions

      Note

      A password can be entered for each of these options.

  4. Select OK.

Configure the warning messages for lot numbers that are near the expiration dates

  • Lot tracked item classes

    1. On the Microsoft Dynamics GP menu, point to Tools, point to Setup, point to Inventory, and then select Item Class.
    2. In the Class ID list, select an item class ID.
    3. If it's necessary, select the Warn check box, and then enter a value in the days before lot expires field.
    4. Select OK.

  • Lot tracked items

    1. On the Cards menu, point to Inventory, and then select Item.
    2. In the Item Number list, select an item number.
    3. Select Options.
    4. If it's necessary, select the Warn check box, and then enter a value in the days before lot expires field.
    5. Select OK.

Example

This example uses Fabrikam, Inc., the sample company for Microsoft Dynamics GP 10.0.

Inventory Control Setup window

  1. On the Microsoft Dynamics GP menu, point to Tools, point to Setup, point to Inventory, and then select Inventory Control.
  2. Select the Use Existing Serial/Lot Numbers Only on Decrease or Transfer Transactions check box.
  3. Select the Inventory Adjustments and Transfers check box in the Use Expired Lots in section.
  4. In the Password field, type TEST.
  5. Select OK.

Item Maintenance window

  1. On the Cards menu, point to Inventory, and then select Item.

  2. Create a new item with the following attributes:

    • Item Type: Sales Inventory
    • Valuation Method: FIFO Perpetual
    • Class ID: SERVERS-2
    • Sales Tax Option: Nontaxable
    • Purchase Tax Option: Nontaxable
    • Current Cost: $10.00

  3. Select Options, and then select Lot Numbers in the Track field.

  4. Select the Warn check box, type 5 in the days before lot expires field, and then select OK.

  5. Select Save, and then close the Item Maintenance window.

Increase adjustment in the Item Transaction Entry window

  1. On the Transactions menu, point to Inventory, and then select Transaction Entry.

  2. In the Document Type list, select Adjustment.

  3. In the Date field, type 04172018.

  4. In the Item Number list, select the item number you created in the Item Maintenance window.

  5. In the Quantity field, type 10 .

  6. In the Site ID field, type WAREHOUSE. When you're prompted to add the site, select Add.

  7. In the Item Lot Number Entry window, type A in the Lot Number field, and then select the blue right arrow.

  8. In the Lot Attribute Entry window, enter the following information, and then select OK:

    • Manufactured Date: 04122018
    • Expiration Date: 05122018

  9. In the Quantity Selected field, type 10, select Insert, and then select OK.

  10. Select Post, and then close the Item Transaction Entry window. When you're prompted to print posting journals, select the appropriate destination.

First decrease adjustment in the Item Transaction Entry window

  1. On the Transactions menu, point to Inventory, and then select Transaction Entry.
  2. In the Document Type list, select Adjustment.
  3. In the Date field, type 05102018.
  4. In the Item Number list, select the item number you created in the Item Maintenance window.
  5. In the Quantity field, type -5.
  6. In the Site ID list, select WAREHOUSE.
  7. In the Lot Number Entry window, select A in the Lot Number list, and then type 5 in the Quantity Selected field.
  8. Select Insert. Select Yes when you receive the following message:

    This lot is approaching its expiration date. Do you want to use this lot?

  9. Select Post. Close the Item Transaction Entry window. When you're prompted to print posting journals, select the appropriate destination.

Second decrease adjustment in the Item Transaction Entry window

  1. On the Microsoft Dynamics GP menu, select User Date.

  2. Type 12202018, and then select OK.

  3. On the Transactions menu, point to Inventory, and then select Transaction Entry.

  4. In the Document Type list, select Adjustment.

  5. In the Item Number list, select the item number you created in the Item Maintenance window.

  6. In the Quantity field, type -5.

  7. In the Site ID list, select WAREHOUSE.

  8. In the Lot Number Entry window, select A in th e Lot Number list, and then type 5 in the Quantity Selected field.

  9. Select Insert.

  10. When you receive the following message, type TEST, and then select OK:
    Enter a password to use an expired lot.

    Note

    A yellow triangle with an exclamation point is displayed next to the expiration date as a notification that the lot number has expired.

    Note

    If the Inventory Adjustments and Transfers check box in the Use Expired Lots in section isn't marked, you will receive the following message instead:

    You can't select this lot number because its expiration date has passed.

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