Lot numbers for products and inventory
Lot numbers let you track which batch a product comes from, so you can trace products accurately and later replace a temporary lot number with the actual number. Lot numbers are only available for products for which inventory is enabled: you turn on the option in the product, enter a lot number when adding or using inventory, and correct a temporary lot number from the product line in the animal record.
Enable lot numbers for a product
Only products with inventory can use lot numbers. The option is next to the Stock item setting in the product's Inventory tab.
Open Products and choose the product you want to edit, or create a new product.
Go to the Inventory tab and turn on Stock item.
Set Use lot numbers to Yes and save the product.
Products marked as narcotic, antibiotic, cascade, humane, or euthanasia products are required to use inventory and lot numbers; these are enabled automatically when you save. Product variants inherit the inventory and lot number settings from their main product.
Enter a lot number when adding inventory
When you add inventory to a product with lot numbers, enter the lot number in the transaction screen.
Open the product and start a Transaction.
Select Increase under Increase/decrease.
Enter the Lot number and, if applicable, the Expiration date.
Save the transaction.
When increasing inventory, a lot number is required for a product with lot numbers. An exception applies to a historical inventory record without a lot number: you can correct it using the quick increase/decrease actions without entering a lot number, provided you select exactly one existing record. If there are multiple records without a lot number for the same product, Vetocare blocks the correction until you resolve these records. A lot number can be up to 100 characters long. If you enter an Expiration date, a lot number is also required.
Use inventory from a lot
When deducting inventory, you choose which batch to use instead of entering a number yourself.
Open the product and start a Transaction.
Select Decrease under Increase/decrease.
Select the lot number from the list. The options show the lot number, the current inventory, and the expiration date.
Save the transaction.
Replace a temporary lot number
When a product has been used before the delivery was entered, Vetocare displays a temporary lot number with the value TEMP and the status Not available. You replace this with the actual lot number from the product line in the animal record.
Open the animal record and click the product line to open Edit product line.
Enter the actual lot number under Lot number.
Click Save.
A temporary lot number can only be replaced as long as the product line is not linked to an invoice or has not already been modified; after that, the inventory fields are locked. The replacement must be a different, non-empty value from TEMP.
View the registered lot numbers and expiration dates in the transaction history.