Overview

This topic teaches you how to setup and use the Batch Tracking in BOS Professional. The content is based on the Batch Tracking training video, and the example we run through is summarised below.

Example Context

• We produce labels on call for our client. To do so we need to:

  1. Purchase Jumbo Rolls (Source or Input Material) and record the serial numbers.

  2. Slit these Jumbo Rolls into workable sheets (Processed or Output Material) and record the serial numbers.

  3. Create the Labels (Finished Goods) for the client and record the batch number.

If you are experienced, use the summary list below as a guide for the process. For more detailed information, see the sub-headings.

Process

1. Setup Materials

   1. Source Material

   2. Processed Material

   3. Finished Good

2. Purchase Source Materials

   1. Receive and Record Serial Number - Tracking starts here.

3. WO - Creating the Processed Material

   1. Issue Source Material - record serial number.

   2. Receive Processed Material - create serial number.

4. WO - Creating the Finished Good

   1. Issue Processed Material - record serial number.

   2. Receive Finished Good - batch number automatically created.

5. SO

   1. Issue Finished Good

6. Tracking

Setup Materials 

1. Source Material (e.g. A Jumbo Roll - Dairy Film, White, 120gsm, 1000mm). When creating the material ensure that:

   1. Detail (tab): Resolve is set to Purchase and Tracking is set to Serial No.

   2. Units (tab): Units of the Material, m, and sqm. See example below:

   3. Cost & Prices (tab): Add the supplier and price. Ensure that the supplier unit is correct for your application. In the example, we set the unit to per roll (Roll 2000m).

2. Processed Material (e.g. Slit Rolls: Roll cut to workable size from the Jumbo Roll)

1. 1. Set up in the same way as the Source Material. Change the Resolve to Reserve and the unit of the Material (e.g. Slit Roll - Dairy Film, White, 120gsm, 200mm. We can cut 1000/200 = 5 slits out of our Source Material.) See example below:

2. Finished good

   1. Create the finished good estimate in the quotations module and select Actions > Create/Update Material and link the finished good to your desired material category. In the example, we linked the Shampoo Labels (Flexible -Rectangle - 50x80mm - ...) to the Finished Goods (Customer) category.

   2. Once created, open the material item, and ensure that:

      1. Detail (tab): Resolve is set to Reserve and Tracking is set to Batch (WO No.).

Purchase Source Materials 

Navigate to the Purchase Order (PO) Module:

1. Create a new PO and select a supplier.

2. Add the Source Material (e.g. Jumbo Roll)

Receive and Record Serial Number - Tracking Starts Here

Once the Materials have been received:

1. On your PO, go to Actions > Copy to Materials Movement (Receive).

2. You will now be in the Materials Movement Module, where you can add tracking numbers to your materials.

   1. Add a unique serial number to each one of your received materials - in the example we received three Jumbo Rolls, and added the serial numbers 10001, 10002, and 10003.

• Note: If the Material tracking setup is set to Serial No., the quantity received can be changed based on the number of serial numbers tracked. For example, we receive three Jumbo rolls and the item Qty is 3 as seem in the Material Movement Module. If we enter only two serial numbers, the system will output a warning, and if accepted, the item Qty will be set to two. 

2. 2. You can add an expiry date on the top right of the window. The system will warn the user if that date is approaching and the material is still in stock. 

3. Copy to Supplier Invoice. 

Work Order - Creating the Processed Material from the Source Material

1. Create a Work Order (WO) and select Stock as the Customer (you may need to create the customer if not already in the database - will be used to when producing for stock). 

2. Output (tab): Add Processed Material to the WO. In the example we added the Dairy Film, White, 120 gsm, 200mm and the 330mm. 

3. Materials (tab): This is where we select our Source or Input Material. Make sure that the resolve is set to Reserve if the Material is in Stock. In the example, we select the Jumbo Roll. 

4. Services (tab): This is to specify the process needed to convert the Source Material to the Processed Material. In our example, we select the Slitting Service because we are slitting the Jumbo Roll into smaller sized rolls. 

Issue Material and Record Serial Number

Now we need to issue and track the Source Material to our WO. 

1. On the WO, select Actions > Copy to Materials Movement (Issue).

2. The Materials Movement Module will open. Ctrl T or right click and select View/Edit Tracking. Add the relevant serial number to tell the system which Source Material you have issued (e.g. 10003).

Receive the Processed Material and Record Serial Number

Now we need to receive the output of our WO and track it.

1. On the WO, select Actions > Copy to Material Movement (Receive Output).

2. Ctrl T or right click and select View/Edit Tracking. Add the relevant serial number. 

• Note: Use a serial number that is linked to the serial number of your Source Material. In our example we used Jumbo Roll 10003. The serial number of each Processed Material could be 10003/1, 10003/2, etc. 

Work Order - Create Finished Good for Customer

Now we need to create a WO for the finished good. 

1. In the WO module, select New > New Work Order from Material. Select the Material and enter a Qty.

2. In the Materials (tab), your estimate should pull through automatically. You should see the Processed Material you have created as one of the line items. 

Issue Processed Material and Record Serial Number

1. On the WO, select Actions > Copy to Materials Movement (Issue).

2. The Materials Movement Module will open. Ctrl T or right click and select View/Edit Tracking. Add the relevant serial number to tell the system which Processed Material you have issued (e.g. 10003/12).

   • Note: If there are unit clashes, you may have to Return Materials back to the Warehouse. Watch video 45:30 - 49:00 for context. 

Receive Finished Good and Record Serial Number

1. On the WO, select Actions > Copy to Materials Movement (Received Output).

2. The Tracking column will automatically populate from the WO number. In our example this was set to 1400.

Sales Order for Finished Good

1. In the Sales Order (SO) Module, create a new SO.

   1. Select a customer.

   2. Add a reference.

   3. Add the relevant Material - the finished good you created. 

   4. Set the Resolve to Reserve.

Issue Finished Good and Record Batch Number

1. On the SO, select Action > Copy to Materials Movement (Issue). 

2. Ctrl T or right click and select View/Edit Tracking. Add the relevant batch number (e.g. 1400).

   1. Once completed, set the Material Movement to Complete.

3. In the SO, Actions (button) > Copy to Customer Invoice.

Tracking

In the Inventory Module, we can now use the Batch Tracking report. Each batch will be displayed as a line item, and you will be able to see the following information:

• Status

• WO No. (Batch No.)

• Description

• Code

• MMR No/s - the Materials received to produce the batch.

• MMI No/s - Finished goods issued from the batch.

• Expiry date

• Ageing

• Received - Total produced or purchased

• Issued

• Total Qty - Stock Level

• Unit Cost: Highest Unit Price from MMR linked to the WO

• Total Cost: Unit Cost Price x Total Qty

• Unit Sell: Unit Sell Price linked to the Material

• Total Sell: Unit Sell Price x Total Qty