A batch in an ERP system is a group of products that have been manufactured or processed together and share similar characteristics. It is important for the traceability of products. When you create a batch, you can easily track and manage products with the same characteristics. This means that you know exactly where each product comes from and where it goes. This is particularly useful for performing quality checks, managing stock levels and carrying out recalls in an emergency. In short, batches help you keep track of you products and make sure everything runs smoothly.
In ERP terminology, there are various terms related to batches:
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Batch number: This is a unique identifier or number assigned to a batch. It is used to identify and track the products within the batch.
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Batch management: This refers to the process of managing batches within an ERP system. This includes the creation, tracking, and management of batches for products.
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Batch traceability: This refers to the ability to trace the origin and history of a batch from production to sale or use. This is important for quality assurance and recall actions.
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Batch master data: These are the details about a batch that are stored in an ERP system, such as manufacturing date, origin, stock level, and other relevant information.
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Batch processing: This refers to the process of handling products within a batch, including manufacturing, storage, picking, and shipping.
These terms are used in ERP systems to enable efficient management and tracking of batches, ensuring traceability and quality assurance of products.
Tip
For perishable goods, you can assign a best before date (=BBD) to the batch number so that you know which batches need to be sold first.
Your batch numbers can have different formats depending on the industry you operate in and any specific regulations you need to adhere to, or if you work with external manufacturers. Here are some examples of common formats for batch numbers:
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Numerical sequence: A simple method is to use numerical sequences, for example, "001", "002", "003", etc. These are often combined with a prefix, such as "LOT" for "Lot".
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Date coding: Another commonly used format is encoding the manufacturing date in the batch number, for example, "20240315" for March 15, 2024.
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Combined format: Batch numbers are often created by combining different elements, such as the manufacturing date and a numerical sequence, for example, "20240315-001".
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Alphanumeric combination: Some companies use alphanumeric combinations containing letters and numbers to create unique batch numbers, such as "LOT-A123".
Tip
It is important to choose a format that allows for unique identification and traceability of the batches.
Warning
Do not use spaces in your batch number!
If a batch and/or BB management is required for an item, this can be activated in the product itself. For this you need to activate two options:
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Batch management
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Best before date
If the following two settings are made in the item details, the values will be asked for in both the goods receipt and the goods issue.
In the Product under Minimum best before the current batches for the article can be displayed and missing entries can be created.
In xentral, storage/retrieval is always based on the principle of minimizing storage space, i.e.
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For (auto) stock removals, the bin with the least stock is used or suggested
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In the case of stock placements, the bin with the most stock is suggested
There is an exception if the options Automatically take over MHD/batch if unique and Always automatically preselect MHD/batch are selected in the project. In this case, the FIFO principle (first in, first out) is used to clear the stock or to propose it in the shipping center.
Note
Sorting for items with only batches (without MHD), so that e.g. the smallest batch is taken after the batch name, does not work.
Under Master data > Batches it is possible to see in the individual tabs what has been booked with the batch or mixed articles.
In the Overview area, all batches can be seen that have a batch and/or BB management. These batches are indicated with the associated warehouse and a reference pointing to the origin of the batch with receipt stamp (for example, production X or goods receipt Y). Via the filters only goods receipt+delivery, only delivery or only stock items can be displayed.
In this tab, the produced/manufactured batches are displayed in the respective subtabs in addition to the used ones. This means that the production number can always be used to determine which raw material was used to produce the finished product.
In the Batches used subtab, the production material is displayed, i.e. all components that are booked out in order to carry out a production.
In the Produced batches subtab, the produced items are then displayed.
In the offer and order, the batch/MHD can be specified within a document item (e.g. Sales > Sales order > *Select order* > Positions > *Click edit button*).
This will then be taken into account in the delivery bill during retrieval. Likewise, it is preselected in Shipping Center > Scan.