How to Record a Batch Number, Batch Quantity and Expiry Dates Against Each Item Receipt Line Using Custom Record

The Customer might want to record a batch number, batch quantity and expiry dates against each Item in Transactions (for example Item Receipts); however, standard Lot Tracking feature does not fit because batch tracking of the sold Items is unwanted.

The following solution explains how to create a Custom Record for that purpose and set this up to become a subtab under Item Receipt record:

1. Navigate to Setup > Customization > Record Types > New
2. Provide a Name of the Custom record
3. Save
4. In the same Custom record, still in edit mode, go to Field subtab and click New Field button

Note: This way we will create all the fields that are necessary: Item (for identification which Item the record belongs to), Lot number, Quantity and Expiry date. The first field would be the field by which the Custom record links to the Transaction.

5. Set the new field:
   - Label: Transaction Number
   - Type: List/Record
   - List/Record: Transaction
   - Store Value: checked
   - Record is Parent: checked
   - In Sourcing & Filtering subtab add this new line:
      - Filter Using: Type
      - Value Is: Item Receipt
   - Click Add
6. Save.
7. Add another field by clicking on New Field button again and set the new field:
   - Label: Item
   - Type: List/Record
   - List/Record: Item
   - Store Value: checked
   - Do not change any other fields and save.
8. Add another field by clicking on New Field button again and set the new field:
   - Label: Lot
   - Type: Free-Form Text
   - Store Value: checked
   - Do not change any other fields and save.
9. Add another field by clicking on New Field button again and set the new field:
   - Label: Quantity
   - Type: Decimal Number
   - Store Value: checked
   - Do not change any other fields and save.
10. Add another field by clicking on New Field button again and set the new field:
   - Label: Expiry date
   - Type: Date
   - Store Value: checked
   - Do not change any other fields and save.

Now navigate to Item Receipt record to see the result:

1. Navigate to Transactions > Purchases/Vendors > Receive Orders > Lists
2. Click Edit on any Item Receipt record
3. Click Custom subtab > new Custom record should be there.
4. From here it is now possible to create a new child record for each Item and batch of Item Receipt as necessary.