FAQs on Batch/Serial Feature

1) What is a Batch/Serial separator?

The Batch/Serial shall enable the user to scan concatenated barcodes. A concatenated barcode is a barcode which consists of the “item code/OEM barcode, separator and the Batch/Serial number”. It is the most convenient way to scan a Batch applicable item.

Path: Admin → Organization → Organization group → Edit Info (Profile) 

2) How do we enable Batch/Serial in Ginesys ERP?

Batch or Serial can be configured at an Item level. Once configured and entry has been made, switching is not allowed.

3) What needs to be done, if I want a system to auto generate Batch or Serial numbers sequentially?

We have introduced a new doc type as batch/serial. This type of Scheme doc could be tagged at the Item Group level. During the transaction entry, the system will automatically generate the batch/Serial number for the respective items.

4) Can the same “Batch/Serial numbering scheme” be used for multiple item Groups?

Yes, the same Batch/Serial Document Number scheme can be used for multiple Groups.

5) Is Batch/Serial applicable for ‘Item Sets’?

Yes, after scanning the item-set, the system shall identify the Batch applicability of the set-items, and the user has to define Batch information.

Point to Remember: Item-Set shall not hold item(s) having mixed inventory management modes, i.e. either regular Item(s) OR Batch applicable item(s). 

6) Can we migrate existing items to Batch/Serial applicable items after this feature update?

No. We’re not supporting the migration of existing items.

7) Can we print Batch/Serial at time of Barcode printing?

Yes, all the Batch/serial related parameters are now exposed to the default print control (.CTL) file. Users can now print all information through the Barcode printing module.

8) Is Batch/Serial details mandatory at the time of receipt?

Yes, for batch/serial managed items. As stock impact shall be done Batch/serial wise.

9) Can we receive items in the existing Batch OR Can we receive multiple items in the same batch?

Yes, both the above scenarios are possible.

10) Do we have an option to create new batches on every receipt?

Yes, for batch managed items this is possible. Users can set “create new batch for every entry” as YES, at Item group level. Once it is done Scheme doc tagging becomes compulsory and during receipt the system will not allow the user to input batch number manually. 

11) Is POS Order Batch applicable?

No, Orders are not batch/serial applicable. When the end customer takes the delivery of the POS Order, the user has to provide Batch/serial information.

12) Can expired items be sold from Ginesys POS and HO?

• In Ginesys POS, sale of expired items is restricted.

• In Ginesys ERP, sale/out of expired item is controlled by the new user profile - “Allow delivery of expired batch items”

13) How can we sell expired items from Ginesys POS?

Users can modify the expiry details of the batch in HO, which shall in turn sync to POS with updated expiry details and then can sell the same.

Path: Inventory → Product Definition → Item → Batch/Serial Details 

14) Can Batch wise promotion be defined?

Yes, Batch/Serial wise promotion assortment creation is now possible.

15) Is BOM for an item can be defined batch/serial wise?

No. At this stage the user is defining only the materials required for the manufacturing cycle, hence Batch information is not applicable in BOM.

16) What date formats are supported in Manufacturing date and Expiry Date?

Supported formats are “DD/MM/YY”, “DD/MM/YYYY”, “MM/YY”, “MM/YYYY”. 

If the user specifies the date in month and year format then, for the manufacturing date, the system will consider the 1st day of the month and for Expiry, the last day of the month. 

17) What is the character limit for batch/serial number?

The upper character limit for Batch or Serial Number is being set to 100 in Ginesys ERP.

18) Scanning of Batch/Serial is allowed?

Yes. Ginesys has introduced multiple scanning modes, and one of them allows the user to scan the Batch/Serial number.

19) Is there any generic master report for Batch?

No. But data source available, and item wise Batch information can be seen from that data source.

20) Is there any profile settings to restrict the use of Batch/serial at user level?

No. It is not controlled at the user level.

21) Can we modify the Batch/Serial information after creation?

Yes, users can modify the batch/serial information from the batch/serial master. Modification is subject to profile and role access. 

Path: Inventory → Product Definition → Item → Batch/Serial Details

22) Will OEM Barcode work for Batch items?

OEM Barcode shall continue to work the same as before Batch feature update.

23) Can we define a Batch wise Price List?

Yes, you can define a Batch/serial in the price list exception details.

24) Can we reserve the stock based on expiry of the batch?

Yes. We have introduced the ‘Batch Selection Process’ in Organisation Site as a configuration. Where users can select FEFO/FIFO which will guide the system to give priority to nearest expired batches.

25) Is it mandatory to scan both item and batch/serial in every scenario?

No, If the combination of item and batch/serial is unique in the system then it will get auto populated.

26) Is there any tolerance/profile settings on the Expired Batch reservation?

No, further expired batches shall not be considered for the reservation. 

27) Can both Batch and Serial number be possible for a single item?

No. A particular item can be either batch managed or serial managed.

28) Can we use the same serial number for different items?

Yes, Serial number is unique for a particular item. There may be a scenario, where the same serial number might come (Inward) for multiple products. But the same item can not have duplicate serials.

29) Can we send opening stock to POS, without Batch/serial?

No, Batch/serial information is mandatory for respective items, because POS can not sell stock without batch/serial number.

30) Can we enable UDF at Batch/Serial level?

No. Presently UDF is not applicable for Batch.

31) Can sub-assembly components be selected serial wise?

No, batch/serial is not applicable. As sub-assembly do not continue to exist at the end of the production cycle.

32) What would be the impact on COGS, after this update?

Henceforth COGS will run at a Batch/Serial level.

33) Is there any policy to control the receiving of item(s) beyond the expiry date, in POS?

No, there is no restriction on receiving expired items as a return.

34) Can Batch details be changed at the collection centre, for the items populated from the delivery slip?

Once a particular delivery slip is selected, items along with Batch shall populate in the collection centre. Users can’t change the Batch for an already populated item. For any reason, if a different Batch needs to be selected, that item/batch needs to be removed from bill, and rescanning is required.

35) Is the data source changes available in both REPX and Crystal Reports?

Yes. Users utilizing REPX OR Crystal Report, can use the updated data source, consisting Batch information.