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

Article ID: 954630 - View products that this article applies to.
Source: Microsoft Support

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INTRODUCTION

This article describes how to set up and use lot expiration dates in Microsoft Dynamics GP 10.0. This includes the following:
  • 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 click Inventory Control.
  3. Click to 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. Click 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 click Item Class.
  2. In the Class ID list, click an item class ID.
  3. If it is necessary, click to select the Warn check box, and then enter a value in the days before lot expires field.
  4. Click OK.

Lot tracked items

  1. On the Cards menu, point to Inventory, and then click Item.
  2. In the Item Number list, click an item number.
  3. Click Options.
  4. If it is necessary, click to select the Warn check box, and then enter a value in the days before lot expires field.
  5. Click 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 click Inventory Control.
  2. Click to select the Use Existing Serial/Lot Numbers Only on Decrease or Transfer Transactions check box.
  3. Click to select the Inventory Adjustments and Transfers check box in the Use Expired Lots in section.
  4. In the Password field, type TEST.
  5. Click OK.

Item Maintenance window

  1. On the Cards menu, point to Inventory, and then click 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. Click Options, and then click Lot Numbers in the Track field.
  4. Click to select the Warn check box, type 5 in the days before lot expires field, and then click OK.
  5. Click 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 click Transaction Entry.
  2. In the Document Type list, click Adjustment.
  3. In the Date field, type 04172018
  4. In the Item Number list, click 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 are prompted to add the site, click Add.
  7. In the Item Lot Number Entry window, type A in the Lot Number field, and then click the blue right arrow.
  8. In the Lot Attribute Entry window, enter the following information, and then click OK:
    • Manufactured Date: 04122018
    • Expiration Date: 05122018
  9. In the Quantity Selected field, type 10, click Insert, and then click OK.
  10. Click Post, and then close the Item Transaction Entry window. When you are 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 click Transaction Entry.
  2. In the Document Type list, click Adjustment.
  3. In the Date field, type 05102018.
  4. In the Item Number list, click the item number you created in the Item Maintenance window.
  5. In the Quantity field, type -5.
  6. In the Site ID list, click WAREHOUSE.
  7. In the Lot Number Entry window, click A in the Lot Number list, and then type 5 in the Quantity Selected field.
  8. Click Insert. Click Yes when you receive the following message:
    This lot is approaching its expiration date. Do you want to use this lot?
  9. Click Post. Close the Item Transaction Entry window. When you are 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, click User Date.
  2. Type 12202018, and then click OK.
  3. On the Transactions menu, point to Inventory, and then click Transaction Entry.
  4. In the Document Type list, click Adjustment.
  5. In the Item Number list, click the item number you created in the Item Maintenance window.
  6. In the Quantity field, type -5.
  7. In the Site ID list, click WAREHOUSE.
  8. In the Lot Number Entry window, click A in the Lot Number list, and then type 5 in the Quantity Selected field.
  9. Click Insert.
  10. When you receive the following message, type TEST, and then click 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 is not 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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MICROSOFT AND/OR ITS SUPPLIERS MAKE NO REPRESENTATIONS OR WARRANTIES ABOUT THE SUITABILITY, THE RELIABILITY OR THE ACCURACY OF THE INFORMATION THAT IS CONTAINED IN THE DOCUMENTS AND THE RELATED GRAPHICS PUBLISHED ON THIS WEB SITE (THE “MATERIALS”) FOR ANY PURPOSE.

THE MATERIALS MAY INCLUDE TECHNICAL INACCURACIES OR TYPOGRAPHICAL ERRORS AND MAY BE REVISED AT ANY TIME WITHOUT NOTICE. TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, MICROSOFT AND/OR ITS SUPPLIERS DISCLAIM AND EXCLUDE ALL REPRESENTATIONS, WARRANTIES, AND CONDITIONS WHETHER EXPRESS, IMPLIED OR STATUTORY, INCLUDING BUT NOT LIMITED TO REPRESENTATIONS, WARRANTIES, OR CONDITIONS OF TITLE, NON-INFRINGEMENT, SATISFACTORY CONDITION OR QUALITY, MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE, WITH RESPECT TO THE MATERIALS.

Properties

Article ID: 954630 - Last Review: July 14, 2012 - Revision: 3.0
Applies to
  • Microsoft Dynamics GP 10.0
  • Inventory Control
Keywords: 
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