The Batch Numbers Enquiry is a comprehensive report that provides real-time visibility into your batch-tracked inventory, displaying current availability and complete transactional history for each batch number. This powerful tool is essential for businesses that need to track products throughout their entire lifecycle, from receipt to final sale or disposal.
The Batch Numbers Enquiry is only available when Batch Tracking is enabled in your configuration settings.
Navigate to Reports > Inventory > Batch Numbers Enquiry from the main menu. Click the Run button in the top-right corner to generate a basic report with all batch-tracked inventory data, or apply filters first to focus on specific information.
Filter your Batch Numbers Enquiry
Before running any enquiry, it's essential to understand how to use the filtering options effectively. Start with broader filters and narrow down as needed.
Batch Numbers Enquiry filters | Description |
Warehouse | Use the drop-down menu to filter for the batch numbers of a specific warehouse. |
Product Code | Filter for the batch numbers of a specified product by its product code. |
Product Description | Filter for the batch numbers of a specified product by its product description. |
Batch Number Status | Use the drop-down menu to filter for batch numbers based on their availability status. The filterable options are:
|
Batch Number | Filter for a specific batch number. The enquiry will return all batches containing the entered text. |
Expiry Date From | Use the date selector to filter for batch numbers with an expiry date on or after the date selected. |
Expiry Date To | Use the date selector to filter for batch numbers with an expiry date on or before the date selected. |
Understanding the Batch Numbers Enquiry
After setting your filters, click the Run button in the top right corner. The Batch Numbers Enquiry's grid will populate with matching results. If no results appear, verify your filter criteria and ensure you have batch-tracked stock matching your parameters.
By default, the grid displays seven key columns, described in the table below, each providing specific insights into your batches. The columns can be width-adjusted, rearranged and sorted by preferred order, but new columns cannot be added.
Batch Numbers grid columns | Description |
Batch Number | Displays the product's batch number. Click on the batch number for a pop-up window displaying a detailed transaction history of the batch. |
Expiry Date | Displays the batch number's expiry date. Click on the Expiry Date to update the entire product batch's expiry date, for current and used stock. |
Warehouse | Displays the name of the warehouse the batch information is sourced. |
Product Code | Identifies the product that the batch numbers are for by the product code. |
Product Description | Identifies the product that the batch numbers are for by the product description. |
Original Stock | Displays the total initial quantity of the product's batch. |
Remaining Stock | Displays how many units remain on hand of the product's batch. |
Using the Batch Numbers Enquiry
The Batch Numbers Enquiry enables you to monitor how batch numbers have been utilised across your operations and identify where current stock quantities are located. This functionality is particularly valuable for industries with strict traceability requirements, quality control processes, or product recall procedures.
Batch transaction history
Click on any batch number hyperlink, and a detailed transaction history pop-up will display, showing the complete lifecycle of that batch. This history includes transaction dates, reference numbers which link to the original transactions, transaction types, quantities moved, associated customers and suppliers, and warehouse information.
This comprehensive view enables you to trace any batch from its initial receipt through all subsequent movements, sales, or adjustments.
Export Batch Information
Go to Reports > Inventory > Batch Numbers Enquiry > Export drop-down > Export Batch Information, to generate a comprehensive CSV file containing the complete transactional history for each batch number, including detailed information about customers, suppliers, warehouses, and transaction types.
Alternatively, clicking the main "Export" button directly generates a CSV of the current Batch Number Enquiry's results without the transactional breakdown.
Manage Batch Expiry Dates
Expiry dates play a crucial role in inventory management, helping prioritize stock usage and prevent waste. While not mandatory, expiry dates can be updated at any time directly within the Batch Numbers Enquiry.
To modify an existing batch's expiry date from the enquiry:
Go to Reports > Inventory > Batch Numbers Enquiry.
Locate the product's batch.
Click on the Expiry Date.
Edit the date.
Click away from the editable field.
Changes are applied immediately across all warehouses, and any transactions that the batch has already been used on, as batch expiry dates must remain consistent per product throughout your system.
Batch recall
When product recalls become necessary, the Batch Numbers Enquiry serves as your primary investigation tool. The system is specifically designed to help you identify all parties who may have received affected products.
Begin by filtering the enquiry using relevant criteria such as the specific batch number, product code, or batch status. Once you've identified the batches requiring recall attention, use the "Export Batch Information" function in the Export drop-down to generate a complete transaction history report. This exported data reveals the batch's origin, all subsequent movements, and every customer, supplier, or assembly that has interacted with the batch. Use this information to develop your communication strategy and ensure all affected parties are properly notified.