Creating and Using Master Lots

The Master Lot concept is the idea that lot level inventory records can belong to a larger entity, referred to as the Master Lot, pallet, or "License Plate Number" (LPN) (as it is a unique identifier for a pallet), and transactions such as inventory moves can be done on Master Lots and all the associated lots tied to that Master Lot. The classic example of a Master Lot is a pallet of dissimilar items that are grouped together to make inventory movements easier. For companies requiring Vendors to provide a LPN for pallets of material being received, the Master Lot is the perfect way to handle this business requirement.

Master Lots can be used in all DEACOM applications, including the Warehouse Management System (WMS) and Direct Store Delivery (DSD) applications. Specifically in DSD, users can scan a Master Lot label to reserve a lot and all the lots will display on the list. Users may also un-reserve an entire Master Lot by scanning the same barcode using the "- Part", or scan a regular barcode for a specific Part to have it subtract only that Part and the quantity desired.

Inventory issued to Master Lots can be included and available for selection when printing pick lists, inventory can be finished to existing Master Lots, and Master Lots can be created for each Lot finished via the Close/Relieve function. Based on the options set, listed in the Configuration section, various transactions can result in automatic creation of a Master Lot, generation of Master Lot number, and management of the User Lots contained within the Master Lot itself.

Configuration

Several Inventory Options should be set prior to using Master Lots, including:

Inventory tab - make an appropriate selection in the "Master Lot # Gen" field to determine how Master Lot numbers will be entered or generated, as well as the "Make Master Lot By Default" and "Input Master Lot Weight" fields.
Staging tab - "Print Master Lot Label By Default In Final Staging" and "Include Lots in Master Lots During Pre-Staging".
Printing tab - "Include Master Lots In Picklists".
WMS tab - "Remove Issued Or Reserved Lots From Master Lots"

Proper security specific to Master Lots, listed below, must be assigned to users who will create and use them. Additionally, Item Planner user restrictions may be configured, if desired. More information on restrictions can be found in Managing Users and User Security.

Inventory -- count by master lot
Inventory -- final stage by master lot
Production -- Issue master lots with items not required
Sales -- Reserve master lots with items not required
WMS -- de-issue from master lot
WMS -- issue to master lot
WMS -- require confirmation of master lot contents

Lastly, User Lots will need to exist to group them together to form the Master Lot. Alternatively, when material is received, a Master Lot can be created for the material.

Process

Creating new Master Lots upon Purchase Order receipt

Example: A manufacturing company may receive less-than-pallet quantities of multiple types or variations of materials on the same Purchase Order. Upon receiving, they deem it more efficient to have these items stacked on the same pallet and moved together to the same storage and use areas. Through grouping these items under a Master Lot barcode while still maintaining individual item quantities, Part Numbers, and traceability, the receivers will save time and storage space while decreasing risk of inaccuracy by moving this pallet of items as a single entity.

Main Application

To create a new Master Lot during the PO receipt process in the main app (starting with version 15.04.030), perform the following:

Navigate to Purchasing > Receive.
Select the Purchase Order number then click "Continue". Alternatively, if the PO Number is not known, click "Show Orders", find and select the order in the list, then click "Continue".
Verify the shipped via, date, and location information. and modify as necessary.
Select the desired PO line then click "Modify" to open the Edit Quantity form.
Verify the populated data, modify as necessary, and input the necessary lot information.
Ensure there is no Master Lot selected in the "Master Lot" field, check the "Make Master Lot" flag, then save and close the Edit Quantity form.
Repeat steps 4-6 as necessary for other lines.
Once all the necessary information has been entered, click "Receive" to perform the PO receipt and create the Master Lot.

WMS

Master Lots can also be created during receipt when using the scanner by checking the "Receive as Master Lot" flag available in the Receive PO form. To create a new Master Lot during the PO receipt process using the scanner, perform the following:

Navigate to Receive PO.
Scan or enter the Purchase Order number then click "Continue".
Ensure there is no Master Lot selected in the "To Master Lot" field, check the "Receive as Master Lot" flag, and enter the total weight of the Master Lot being created in the "Master Weight" field.
Input or scan the other necessary lot information.
Once all the necessary information has been entered, click the "Save" button to commit the changes and create the Master Lot.

There is also the option to receive each line on the Purchase Order to its own Master Lot. If this is desired:

Complete steps 1-4 above.
Click the "Next" button.
Un-check and then re-check the "Receive as Master Lot" flag.
Repeat for each line on the Purchase Order.
Click "Save" to complete the process.

Receiving material into existing Master Lots

Users also have the option to receive material into existing Master Lots in both the main app (starting with version 15.04.030) and when using the scanner.

Main Application

To receive material into an existing Master Lot in the main app, perform the following:

Navigate to Purchasing > Receive.
Select the Purchase Order number then click "Continue". Alternatively, if the PO Number is not known, click "Show Orders", find and select the order in the list, then click "Continue".
Verify the shipped via, date, and location information. and modify as necessary.
Select the desired PO line then click "Modify" to open the Edit Quantity form.
Verify the populated data, modify as necessary, and input the necessary lot information.
Ensure the "Make Master Lot" flag is not checked, select the appropriate Master Lot in the "Master Lot" field, then save and close the Edit Quantity form.
Repeat steps 4-6 as necessary for other lines.
Once all the necessary information has been entered, click "Receive" to perform the PO receipt and create the Master Lot.

WMS

To receive material into an existing Master Lot using the scanner, perform the following:

Navigate to Receive PO.
Scan or enter the Purchase Order number then click "Continue".
Ensure the "Receive as Master Lot" flag is not checked, then scan or enter the appropriate Master Lot number in the "To Master Lot" field.
Input or scan the other necessary lot information.
Once all the necessary information has been entered, click the "Save" button to commit the changes and receive the material into the selected Master Lot.

There is also the option to receive each line on the Purchase Order to a different Master Lot. If this is desired:

Complete steps 1-4 above.
Click the "Next" button.
Modify the Master Lot selected in the "To Master Lot" field.
Repeat for each line on the Purchase Order.
Click "Save" to complete the process.

Creating new Master Lots during the Pre-Staging process

Master lots can be created when staging to Jobs or Sales Orders via the Issue/Reserve transaction.

Navigate to Inventory > Issue/Reserve and change the "Type" field to read "Staging / Job" or "Staging / Sale."
Select the appropriate Job or Sales Order number.
Check the "Create Master Lot" box and if desired the "Print Master Lot Labels" box.
In the list of associated parts, review the "Lot Number" column to see if any items indicate "Lot Required". If yes, select these items, click on the "Modify" button then the "Select Lots" button to display the Apply Inventory form where the appropriate lots can be issued/reserved. If items have a lot number value of "System" this indicates that the system will automatically apply the oldest lots in inventory when issuing/reserving this item. DEACOM offers users the ability to use the "Modify" and "Select Lots" buttons in these cases as well but this step is usually unnecessary. Note: If Staging Across Facilities users may need to change the selection in the "Inventory" field.
Select an appropriate Location Type and Location.
Determine whether picklists, lot labels, or a list of previously reserved items will be printed by placing a check mark in the appropriate check box on the Issue/Reserve Inventory form.
Click the "Save" button to complete the process.
1. Note: If the value in the "Master Lot # Gen" field, located in Inventory > Options, is set to "Manual" the system will display the Edit Master Lot form. At this point users will enter the appropriate Master Lot number and, if necessary, the weight. Once complete hit the "Save" button and exit the form to complete the process.

Creating new Master Lots during the Final Staging process

Example: A nutraceutical manufacturing company utilizes a staging process for their Sales Orders. They begin by gathering all the inventory that they require from multiple Zones in the warehouse and grouping all this inventory together in the shipping location. Once the inventory has been staged in this area, the shipping team places each of the items into Master Lots for shipment. The Pre-Staging and Final Staging process work well in this situation, but a quicker way to build Master Lots is available as the final staging process is completed.

To create a new Master Lot during the Final Staging process in the main application, perform the following:

Navigate to Inventory > Final Staging.
Set the "Type" to "Job" then select the Job Number using the search box.
Select the desired Part Number using the search box.
Select the correct Facility and Location.
Ensure the correct quantity to be staged is indicated in the "Quantity" field.
If desired, select a "New Location Type" and "New Location".
Check the “Create Master Lot” flag.
If Lot labels are needed, ensure the "Print Master Lot Label" flag is checked.
Click the "Apply" button to complete issuing the Lot for this item to the selected Job and creating a new Master Lot in the process.
1. Note: If the value in the "Master Lot # Gen" field, located in Inventory > Options, is set to "Manual" the system will display the Edit Master Lot form. At this point users will enter the appropriate Master Lot number and, if necessary, the weight. Once complete hit the "Save" button and exit the form to complete the process.
If additional parts will be staged to this Job, use the pick list in the "Part Number" field to select the next part and repeat steps 1-8. Note that when a new Part Number is entered or scanned into the "Part Number" field, the "Lot Number," "Quantity," and "Formula Req" field will be updated automatically based on the Part Number entered.

Creating new Master Lots during Job issuing or Sales Order reserving

Example: Previous DEACOM functionality allowed for inventory to be issued to a Master Lot, which can then be issued to a Job or reserved to a Sales Order. A customer using Master Lots for Job issuance wanted the ability to combine these two steps into one, while also being able to reference the transaction being issued to on a Master Lot label to easily discern which Master Lots went toward which transactions.

The process for issuing to a Job or a Sales Order and creating a Master Lot at the same time is supported via the "Create Master Lot" flag on the Issue/Reserve Inventory form. This option allows users to see and use the Job's/Sales Order's issue list to create a Master Lot. Note that this same option is available in the WMS Application via the Issue Job and Reserve SO transactions.

Note that Master Lot Labels may be printed when creating and issuing to Master Lots. On the "Issue/Reserve Inventory" form, if the "Create Master Lot" checkbox is checked, then users may check the "Print Master Lot Labels" box to print a Master Lot Label at the conclusion of the issuing process.

Navigate to Inventory > Issue/Reserve Inventory and change the "Type" field to read "Job" or "Sale."
Select the appropriate Job or Sales Order number.
Check the "Create Master Lot" box and if desired the "Print Master Lot Labels" box.
In the list of associated parts, review the "Lot Number" column to see if any items indicate "Lot Required". If yes, select these items, click on the "Modify" button then the "Select Lots" button to display the Apply Inventory form where the appropriate lots can be issued/reserved. If items have a lot number value of "System" this indicates that the system will automatically apply the oldest lots in inventory when issuing/reserving this item. DEACOM offers users the ability to use the "Modify" and "Select Lots" buttons in these cases as well but this step is usually unnecessary.
Select an appropriate Location Type and Location.
Determine whether picklists, lot labels, or a list of previously reserved items will be printed by placing a check mark in the appropriate check box on the Issue/Reserve Inventory form.
Click the "Save" button to complete the process.
1. Note: If the value in the "Master Lot # Gen" field, located in Inventory > Options, is set to "Manual" the system will display the Edit Master Lot form. At this point users will enter the appropriate Master Lot number and, if necessary, the weight. Once complete hit the "Save" button and exit the form to complete the process.

Note: Item Planner user restrictions apply when issuing materials to Master Lots, both in the main and WMS applications.

Creating new Master Lots during Job finishing

Navigate to Production > Job Reporting.
Make sure the Report Type is set to "Job Summary" and the view is set to “Open Jobs” on the pre-filter form. Fill in any other desired information, then click "View".
Select a Job and click the "Close/Relieve" button to display the Close/Relieve Job form.
All lines that are available to be finished will appear in the form. If the “Show Lines With Zero Left To Finish In Input Production” is set to true in Production > Options, lines with zero left to finish will appear as well. The form is used to enter QC results, when the QC group is marked for before production, finish material, and close the job.
1. Note: In situations where the amount of inventory issued is greater then what was used when finishing, users may wish to de-issue the excess before closing the job. For steps on how to de-issue inventory, refer to the De-Issuing inventory from Jobs section of the Closing a Production Job Best Practice page.
Select a line on the Job and click the "Modify" button. This form is used to modify the finish quantity, leftover quantity, specify different location types and locations and add item attributes.
Enter a quantity in the "Finish Quantity" field. In addition, enter any required information regarding Location and attributes. Note that options exist in the system to set the Default Finish Quantity. These include the “Default Finish Quantity” field on the General 2 tab of the Item Master record, the “Default Finish Quantity” field on facility part cross references, and the “Default Finish Quantity” field in Production > Options. Reference the General 2 tab link above for additional information.
At this point users have the option to decide if they will finish to an existing Master Lot or if they will create a new Master Lot for the quantity being finished. If finishing to an existing Master Lot, select the appropriate lot in the "Master Lot" searchbox. If finishing and creating a new Master Lot simultaneously, click the "Make Master Lot" checkbox, click "Save," enter or verify the appropriate information on the Edit Master Lot form and click the "Save" button again and exit the form before proceeding to the next step below.
1. Note: If the value in the "Master Lot # Gen" field, located in Inventory > Options, is set to "Manual" users will need to enter a Master Lot number.
The system will return the user to the Close/Relieve Job form.
Verify the information is correct and then close the form.
If the Job should be closed after this transaction, check off the "Close Job" flag.
On the Close/Relieve Job form, click the "Save" button to complete the process.
1. Note: If the Job had QC requirements, the user would be prompted to enter results before completing the finishing process. For more information, refer to the Entering Production and Stability QC Test Results page.

Issuing Lots to existing Master Lots

Example: In previous versions of DEACOM, once a Master Lot was created, additional inventory could not be added directly to the existing Master Lot. This causes problems for companies such as meat manufacturers that incrementally add new material onto a Master Lot throughout the production process. To streamline this process, DEACOM allows individual Lots to be added directly to an existing Master Lot when using both the main application and WMS, beginning in version 14.9.40. The process works as follows:

Users can scan the Master Lot ID and then scan the Lot that needs to be added to the Master Lot.

If a Master Lot label has a GS1-128 barcode with the Master Lot information, this information will automatically be captured in the “To Master Lot” field.

Using the Main Application

Navigate to Inventory > Issue/Reserve Inventory and change the "Type" field to read "Master Lot".
In the "Master Lot" search box, select the desired Master Lot to which other Lots will be added. Notice that the Location Type and Location of the Master Lot cannot be changed; this is by design.
Add the new lot(s) as necessary.
Save changes when done.

Note: The only way to modify an item already in a Master Lot is to de-issue it. The process above is only for adding items. For information on de-issuing, refer to the appropriate sections in Picking Inventory.

Using WMS

Run the Issue Master Lot transaction.
Scan the Master Lot label first.
Notice there is a text box labeled "To Master Lot", this is where the Master Lot will be specified for the items that will be added. If scanned, this box automatically populates.
Scroll down to the destination box, which should already be populated and locked down.
Enter a Part number (manually or scan a label). Notice the Master Lot number Location remain. Note: if a message indicates that the filter did not work, try selecting the "Part" field and hit enter to keep the part.
Select a valid lot and hit "Next".
Issue to the Master Lot. Notice when the screen appears, it indicates that the part was added to the desired Master Lot.

Notes:

The system does allow issuing partial items from one Master Lot to another.
Users can scan a GS1-128 barcode with just serial number, part number, and quantity. In this case, a User Lot or System Lot is not required since the serial number is more specific. For more information on using serial numbers, refer to Utilizing Serialization.
Item Planner user restrictions apply when issuing materials to Master Lots, both in the main and WMS applications.

Specifying the total weight of Master Lots during receipt in the WMS

DEACOM Version 16.05.008 adds the ability to specify the total weight of Master Lots when receiving catch weight items on Purchase Orders in the WMS application. The option is enabled if the item master property flag, "Total Catch Weight by Master Lot," is checked and is useful in situations where companies will receive an item, for example on a pallet, and need to specify the pallet's total weight on receipt, but break out the weight on each individual unit or case when reserving. This allows companies to report on the remaining cases and weight on the pallet.

Ensure that items have the "Catch Weight" and "Total Catch Weight by Master Lot" fields checked on their Properties tab.
Create and save the necessary Purchase Orders.
In the WMS application, navigate to the "Receive PO" transaction.
Enter or scan the appropriate Purchase Order number.
If necessary ensure the "To Master Lot" field is populated correctly, or the "Receive As Master Lot" field is checked. If either of these fields is not populated, the system will check the "Make Master Lot" field by default when modifying or confirming catch weights during the receiving process.
Press "Next."
The Total Catch Weight Form should be displayed with a default total weight equal to the sum of the default catch weight for all catch weight items on the Purchase Order.
Enter the correct total weight in the "Total Weight" field and press "Next."
The system will display the catch weight form and use the 'Split Weight' functionality to split the total weight amount evenly across all catch weights to be received. Any rounding will be put in the last catch weight value on the form.
Verify or enter any additional information as required and press "Save" to complete the process.

Reserving and splitting Master Lot total weights in the WMS

DEACOM Version 16.05.008 adds the ability to specify the total weight of Master Lots when receiving catch weight items on Purchase Orders in the WMS application. This feature also enables the system to split out Master Lot total weights when reserving to sales orders in the WMS application.

When Reserving to a Sales Order, if the selected item has the "Total Catch Weight by Master Lot" flag checked, and the catch weight AI is scanned, the system will decrement the amount scanned from the total quantity within the master lot that is currently on the form (If no master lot is filled in or is not in the scanned barcode, a prompt will display indicating that a master lot must be filled in for Total Catch Weight by Master Lot) and proportionately spread the difference across all other lots with the same master lot / user lot / part number / facility / location. Note the system will decrement the inventory in the Inventory In (dtfifo) table in FIFO order.

Accounting Note: Any costs associated with rounding differences during the reserving process will be posted to Facility GL Overridden inventory adjustments account.

Adjusting out Master Lots

Beginning in 16.07.002, users have the ability to adjust out Master Lots using the "Adjust On hand" button on this report or via the Inventory > Adjust On hand transaction. This features allows companies to adjust master lots at once instead of the need to de-issue individual system lots first before performing adjustments on the de-issued lots. The security setting "Inventory -- adjust out master lots" controls access to this feature.

Only those lots within the Master Lot that in the Staging, Quarantine, or Inventory segments may be adjusted out when using this feature. if any lots in the Master Lot belong to an inventory segment other then the three previously listed, the user will receive the following prompt: "The selected master lot contains lots in an inventory type that can not be adjusted out." The user will not be able to perform any adjustments for the Master Lot in this case. Note: when performing the adjustment, the system will check the inventory segments of all lots in the Master Lot, regardless of the setting selected in the "View" field on the the inventory report pre-filter.

The steps to adjust out Master Lots are listed below.

Navigate to Inventory > Adjust On hand or Inventory > Inventory Reporting (select Report Type of Master Lots)
If adjusting out Master Lots out via Inventory > Adjust On Hand skip to step # 4. If adjusting Master Lots via Inventory Management, select the Master Lots report, enter the necessary criteria and run the report.
Select the appropriate Master Lot and click the "Adjust On Hand" button at the top of the report.
The Adjust On Hand form will be displayed. Many of the fields on the form will be empty and disabled or defaulted and disabled. The list below contains all field defaults and options with the exception of those fields which are empty and disabled.
1. Master Lot - Populated with the description from the Master Lot Header field on the Master Lot form.
2. On Hand - total quantity in the master lot and disabled.
3. Stock Unit - Populated if all lots in the master lot have the same stock unit. If not this field will be empty and disabled.
4. Value - The value extension of the inventory in the Master Lots and disabled.
5. Currency - Populated if all lots in the master lot are in inventory accounts with the same currency. If not empty and disabled.
6. Adjust - set to 'Quantity and Value' and disabled.
7. Inventory Acct - Populated if all lots in the master lot are in the same inventory account. If not empty and disabled.
8. Transaction Date - Defaulted to today and required.
9. Lot Date - Populated if all lots in the master lot have the same lot date. If not empty and disabled.
10. Reason Code - Populated with default Reason Code if one exists. If no default empty and required.
11. Facility - Populate with facility the master lot is in and disabled.
12. Location Type - Populate with location type the master lot is in and disabled.
13. Location - Populate with location the master lot is in and disabled.
14. Quantity - Populated with total master lot quantity that will be adjusted out and disabled.
15. Lot - Populated if all User lots (fi_userlot) in the master lot are the same. If not empty and disabled.
16. Expires - Populated if all lot expiration dates (fi_expires) in the master lot are the same. If not empty and disabled.
17. Attributes 1-3 - Populate any if all lots in the master lots are the same. If not empty and disabled.
18. Notes - Optional and enabled.
Make any necessary changes to the Adjust On Hand form and click the "Apply" button to complete the process.

Notes:

If no adjustment account is specified on the form, the system will use the adjustment account on each item (pr_invadj). If any item is missing an adjustment account, the user will be prompted indicating which items do not have adjustment accounts and that the these items must be updated with this account, or that the user may select an adjustment account to continue.
Each system lot within the Master Lot will be adjusted out individually, as if they had been adjusted out one by one from the lots report. Each lot will have it's own should have it's own Transaction Group and Post References.

Reporting on Master Lots

The Inventory Reporting pre-filter includes a "Master Lots" report that displays a detailed list of all the Master Lots in inventory. The “View Detail” button available to this report can then be used to display the detail of all the individual Lots that are tied to the Master Lot. To generate and use this report, refer to the steps listed in Inventory Flow and Reporting. Master Lots as a search field can be used to select a specific Master Lot to filter results for a generated report.

The user may modify the Master Lot via this report if they have the security permission "Inventory -- modify master lots" enabled.