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Batch and serial number tracking

The path of a batch-managed item: the goods arrive with a batch number and expiry date; on an item with quality inspection they go into quarantine and are released for use by a quality decision; a faulty batch is blocked; at issue, batches are selected in FEFO order; and because every movement stays linked to its batch, you can later trace where a batch came from and where it went. On a serial-number-managed item the same path runs unit by unit (by serial number).

Scenario

The demo company uses the raw material HAM-0070 SLES %70 in detergent production; the item is batch-managed and requires quality inspection at receipt. On 02.11.2026 two drum batches arrive from the supplier:

  • SLES-2611-004 — 400 KG, produced 20.10.2026, expiry 20.04.2028, supplier batch AK-261020-09
  • SLES-2611-005 — 50 KG, same delivery, drum dented

The laboratory asks for a 20 KG sample on the same day. In addition, following a customer complaint, someone asks where batch DET-2609-001 of the finished product MAM-0008 SIVI DETERJAN 5 LT went.

Flow​

Goods Receipt (batch + expiry) ──► KARANTINA stock status + Inspection Lot (KP-…)
                                 │
              Quality Inspection ─┼─► Release ──► SIFIR (new, unrestricted) ──► Goods Issue (FEFO)
              (second signature)  └─► Reject ───► RED ──► Scrap / Return to Supplier
 Batches ──► Change Status ──► Blocked (issue and transfer closed)
 Batch/Serial Traceability ──► Forward: delivery and customer · Backward: production order and supplier

1. Receive the goods with their batch​

Stok Yönetimi › Mal Hareketleri › Mal Girişi (Inventory › Goods Movements › Goods Receipt) (for purchase-order-based receipts, the goods receipt in Purchasing)

Goods Receipt — lot-tracked product
  1. 1Product — tracking and unit come from the item
  2. 2Warehouse — required
  3. 3Stock status — default if empty; quarantine for inspected items
  4. 4Quantity
  5. 5Lot number — created by this receipt if new
  6. 6Expiry date
  7. 7Post Goods Receipt

Item HAM-0070, warehouse KIMYA / IBC-ALANI, quantity 400 KG; Lot Numarası (Batch Number) SLES-2611-004, Üretim Tarihi (Production Date), Son Kullanma Tarihi (Expiry Date), Tedarikçi Lot No (Supplier Batch No). Leave Stok Durumu (Stock Status) empty. Enter the second batch (SLES-2611-005, 50 KG) the same way.

  • Document status: Movement No 301 and 305 (Mal Kabul — goods receipt, inbound).
  • Stock effect: Because the item requires quality inspection, both receipts were posted to the KARANTINA (Quarantine) stock status and the inspection lots KP-2026-000001 and KP-2026-000002 were opened. The batches were created with the Aktif (Active) batch status. Breakdown by status in KIMYA / IBC-ALANI: SIFIR (new, unrestricted) 320 KG (old batch SLES-2609-011), KARANTINA 450 KG.
  • Stock in quarantine cannot be shipped, consumed or transferred.

Step by step: Post a goods receipt.

2. Make the quality decision​

Stok Yönetimi › Kalite Yönetimi › Kalite Kontrol (Inventory › Quality Management › Quality Inspection)

Quality Control — quarantine queue
  1. 1Awaiting decision
  2. 2Rejected stock — scrap or return
  3. 3Inspection lot
  4. 4Release
  5. 5Reject

The two quarantined lines are on the Karar Bekleyenler (Awaiting Decision) tab. The quality specialist reviews the certificate of analysis:

Release dialog
  1. 1Quantity — partial decision allowed
  2. 2Reason — required
  3. 3Reference — report, certificate no
  4. 4Release
  • Serbest Bırak (Release) (SLES-2611-004, 400 KG, with a reason and reference): the quantity moves from KARANTINA to SIFIR and becomes available for use. Movement: Stock Status Change (source "Kalite Kararı" — Quality Decision).
  • Reddet (Reject): the quantity moves to the RED (Reddedildi) (Rejected) status; it leaves stock from the Reddedilen Stok (Rejected Stock) tab with Hurdaya Ayır (Scrap) or Tedarikçiye İade (Return to Supplier).
Second signature

The user who put the goods into quarantine cannot make the decision: "Bu stoğu karantinaya siz aldınız — kalite kararını başka bir kullanıcı vermelidir. Malı içeri alan ile serbest bırakan aynı kişi olamaz." (You put this stock into quarantine — the quality decision must be made by another user. The person who received the goods and the person who releases them cannot be the same.) In the demo environment the receipts were posted by Demo Kullanıcı, so the decision was made by a second user, Demo Onaylayıcı (the Quality Specialist in the scenario).

The decision made for KP-2026-000001 in the demo environment (reason "Analiz sertifikası şartnameye uygun; aktif madde %70,2." — Certificate of analysis meets the specification; active substance 70.2%; Referans (Reference) AK-261020-09):

Release — with reason and reference
  1. 1Quantity — partial decision allowed
  2. 2Reason — required
  3. 3Reference — certificate of analysis
  4. 4Release — quarantine → unrestricted
  • Decision document: KLT-2026-000001 — Serbest Bırakıldı (Released), 400.
  • Inspection lot: KP-2026-000001 Karara Bağlandı (Decided) (Released · Rejected · Open: 400 · 0 · 0).
  • Stock effect: a pair of Stok Durumu Değişimi (Stock Status Change) movements with the source Kalite Kararı (Quality Decision) — KIMYA / IBC-ALANI, batch SLES-2611-004: 400 KG out of KARANTINA, 400 KG into SIFIR. KP-2026-000002 (SLES-2611-005, 50 KG) stays in quarantine.
Inspection lot — decided
  1. 1Inspection lot status
  2. 2Released · Rejected · Open
  3. 3Usage decision and target stock status
Order in the demo environment

In the demo data this decision was made after the laboratory issue in step 4 (Movement No 309); at the time of that issue the new batches were still in quarantine.

Step by step: Make a quality decision.

3. Block the faulty batch​

Stok Yönetimi › Stok Görünümü › Lotlar › SLES-2611-005 › Durumu Değiştir (Inventory › Stock Overview › Batches › SLES-2611-005 › Change Status)

Blocked lot detail
  1. 1Blocked — not usable in issue or transfer
  2. 2Opens the traceability report
  3. 3Change Status — Active / Blocked
  4. 4Stock distribution — warehouses and locations

Set the batch of the dented drum to Bloke (Blocked). A batch status change does not post a stock movement; the stock stays where it is but cannot be selected in goods issues, transfers or deliveries. If an issue is attempted: "'SLES-2611-005' lotu bloke — çıkış yapılamaz." (Batch 'SLES-2611-005' is blocked — it cannot be issued.) Unblocking (Aktif — Active) requires a separate permission.

  • Batch status: Bloke (Blocked). Stock effect: None.

Step by step: Change the batch status.

4. Issue with FEFO​

Stok Yönetimi › Mal Hareketleri › Mal Çıkışı (Inventory › Goods Movements › Goods Issue)

Goods Issue — FEFO lot selection
  1. 1Stock status — required for issues
  2. 2Status breakdown — quarantined stock cannot be issued
  3. 3FEFO suggestion — earliest expiry lot
  4. 4Quantity
  5. 5Post Goods Issue

For the laboratory sample, select HAM-0070, KIMYA / IBC-ALANI, Stok Durumu (Stock Status) SIFIR. The batch list is in FEFO order; the only available batch, SLES-2609-011 (expiry 10.03.2028), carries the FEFO önerisi (FEFO suggestion) badge. The new batches in quarantine are not in the list. Enter 20 KG and click Mal Çıkışı Kaydet (Post Goods Issue).

  • Document status: Movement No 309 (Sarf / Çıkış — consumption / issue).
  • Stock effect: batch SLES-2609-011 goes from 320 → 300 KG.

The same batch selection applies to sales deliveries and production consumption (in a delivery, FEFO ile Dağıt — Allocate by FEFO).

5. Trace where the batch went​

Stok Yönetimi › Analitik › Lot/Seri İzlenebilirlik (Inventory › Analytics › Batch/Serial Traceability)

Lot/Serial traceability — forward trace
  1. 1Lot or serial number
  2. 2Direction — forward / backward
  3. 3Document — delivery
  4. 4Counterparty — customer
  5. 5Export to Excel

Lot / Seri (Batch / Serial) DET-2609-001, Yön (Direction) İleri (Forward) — where it went. Result (1 node · 2 movements):

DateMovementWarehouseQuantityDocumentCounterparty
01.10.2026Açılış Bakiyesi (Opening Balance)MAMUL+160 ADETOpening Balance AB-2026-000003—
01.11.2026Sarf / Çıkış (Consumption / Issue)MAMUL−160 ADETDelivery SV-2026-000001Trakya Et ve Et Ürünleri A.Ş.

The entire batch went to M-0004 Trakya Et ve Et Ürünleri A.Ş. with delivery SV-2026-000001; the same delivery also contains another 220 ADET from batch DET-2609-002. The batch details show Mevcut (Available) 0 ADET; a batch whose stock is used up stays in the list.

The Geri (Backward) direction — where it came from — goes down to the production orders that produced a finished-product batch, to the raw material batches consumed by that order, and to the suppliers that delivered them. The link is at order level: every batch the order consumed is related to every batch it produced.

Step by step: Trace a batch or serial number.

Serial-number-managed item​

On a serial-number-managed item (demo: TIC-0005 Frekans İnvertörü — frequency inverter), each unit is received, issued and traced with its own number:

  • At receipt the serial numbers are scanned; the quantity is the number of serials. A serial number is unique within the item: "'{seri}' seri numarası zaten stokta — ikinci kez giriş yapılamaz." (Serial number '{seri}' is already in stock — it cannot be received a second time.)
  • For unlabelled units use Fiziksel Envanter › Seri Etiketleri › Seri Üret ve Etiket Bas (Physical Inventory › Serial Labels › Generate Serials and Print Labels); the serial is created as "Etiketlendi" (Labelled) and enters stock when it is scanned in a count or a goods receipt.
  • At issue, serials in stock are selected; in the traceability report, enter the serial number in the Lot / Seri (Batch / Serial) field.

FAQ / Troubleshooting​

SituationCause and solution
"'{kod}' kartının '{durum}' durumundaki stoğu karantinada — sevk edilemez, sarf edilemez, transfer edilemez. Önce kalite kararı verilmeli (serbest bırak ya da reddet)." (The stock of item '{kod}' in status '{durum}' is in quarantine — it cannot be shipped, consumed or transferred. A quality decision must be made first (release or reject).)The goods are awaiting a quality decision. Another user makes the decision in Kalite Kontrol (Quality Inspection).
"'{kod}' kalite kontrolü şartlı — giriş yalnız karantina durumuna yazılabilir. …" ('{kod}' requires quality inspection — receipts can only be posted to the quarantine status. …)A receipt with a status other than quarantine was attempted on an item with quality inspection. Leave the status empty.
"'{lot}' lotu bloke — çıkış yapılamaz." (Batch '{lot}' is blocked — it cannot be issued.)The batch is blocked. If appropriate, an authorized user sets it to Aktif (Active); otherwise select another batch.
"'{kod}' lot takipli — lot numarası zorunludur." ('{kod}' is batch-managed — a batch number is required.)No batch was entered/selected for a batch-managed item.
A batch past its expiry date can be selectedExpiry does not block issue (scrapping and returns are posted with this batch); to stop its use, block the batch.
A batch appears in the batch list but its quantity is 0A batch whose stock is used up is not deleted; it stays in the list for traceability.
"Lot numarasında '{ayraç}' kullanılamaz — etiketin ayracı." ('{ayraç}' cannot be used in a batch number — it is the label separator.)The label separator was used in the batch number; remove the character.
The quality decision is rejected with "Bu stoğu karantinaya siz aldınız — …" (You put this stock into quarantine — …)Second signature: the person who received the goods cannot make the decision.

Step-by-step tasks​

1. Post a goods receiptReceipt with batch, expiry date and serial numbers.2. Make a quality decisionRelease or rejection.3. Change the batch statusBlock and unblock.4. Post a goods issueFEFO batch selection.5. Trace a batch or serial numberForward and backward tracing.Batches and serial labelsBatch statuses, expiry dates, serial labels.