Tracking
Tracking manages alternative units, batches/lots and expiry, serial numbers, and stock reservations. Each tab has different recording rules: units store conversions, lots/serials add tracked stock, and reservations reduce availability until released or fulfilled.
Tracking keeps the identity of items without creating a new catalog. Alternative units still refer to the base unit; batches and serials are attached to receipts; reservations only set stock aside until released or issued. The current screen does not offer edit/delete for units, lots, or serials, so validate codes and quantities before saving.
Before you start
Have this ready
- Make sure the material is active and its base unit is correct.
- Set the tracking mode to none, lot, or serial on the material master where available.
- Prepare the warehouse, lot/serial number, expiry, cost, and quantity.
- Make sure the available balance is enough before creating a reservation.
Done when
- Unit conversion is >0 and easy to understand.
- Lots/serials go into the correct warehouse and material.
- The number of serials matches the receipt, one per number.
- Active reservations are closed as Released or Fulfilled according to what happened physically.
Tell the four Tracking tabs apart
| Tab | Records | Stock impact |
|---|---|---|
| Unit | Unit name, conversion to base unit, barcode | Does not add to the balance |
| Batch & Expiry | Lot, qty, warehouse, cost/unit, expiry date | Adds tracked stock |
| Serial numbers | One serial for one unit in a warehouse | Adds qty 1 |
| Reserved | Qty, warehouse, job, date needed, notes | Reduces available, not physical |
| Release | Closes a reservation without issuing the item | Available again |
| Issue | Fulfills a reservation to a job | Physical decreases and the status is fulfilled |
No edit/delete for tracking masters on this screen
Wrong units, lots, and serials can't be fixed from this list. Cancel before Save; once saved, stop using them and ask an admin to correct them so the stock trail isn't broken.
Record units, lots, serials, and reservations
- 1
Add an alternative unit
Choose a material, enter the unit name, a conversion >0 to the base unit, and an optional barcode. Example: 1 box = 12 pcs.
Result: The unit can be used as conversion context for the material.To cancel / undo: Choose Cancel before Save; after that there is no edit/delete on the page. - 2
Receive a batch/lot
Choose the material and warehouse, enter the lot number, quantity >0, optional expiry, cost/unit, and notes.
Result: Lot stock is received with its cost and expiry date.To cancel / undo: Cancel before Save. Once saved, corrections must go through an official stock process/admin. - 3
Receive a serial number
Choose the material, warehouse, and one unique serial number. Each save receives qty 1.
Result: The active serial is attached to the material and warehouse.To cancel / undo: Cancel before Save. A wrong number after saving needs an admin correction. - 4
Create a reservation
Choose the material, warehouse, quantity >0, optional job, date needed, and notes.
Result: The available balance drops temporarily; physical doesn't change.To cancel / undo: Cancel before Save; once active, use Release to cancel it. - 5
Release a reservation
Choose Release if the need is canceled or the item is no longer set aside.
Result: The status is released and the quantity becomes available again.To cancel / undo: There is no undo confirmation on screen; make sure the reservation is right before choosing. - 6
Issue a reservation
Choose Issue when the item is actually handed over to the job.
Result: The status is fulfilled and physical stock goes out to the job.To cancel / undo: Once fulfilled there is no undo in the tab; use an official stock correction/return if the item comes back. - 7
Monitor expiry and lot value
Check the Expiring soon (30 days) and Batch value cards, then follow up with FEFO or company policy.
Result: Expiry risk is visible earlier.To cancel / undo: The view is read-only; it does not change stock.
Tracking statuses and rules
| Value | Meaning | Limit |
|---|---|---|
| tracking none | Lot/serial not required | Can still have alternative units |
| lot | Quantity is grouped per batch | Use lots and expiry |
| serial | Each unit has a unique identity | One input = qty 1 |
| active reservation | Stock is set aside | Can be Released or Issued |
| released | Reservation canceled | Does not reduce physical stock |
| fulfilled | Item issued | Reduces physical stock |
| Expiring <=30 days | Active lots nearing/past expiry | Prioritize action |
Undo, correct, or delete safely
| Situation | The right action | What still happens |
|---|---|---|
| Dialog not saved | Choose Cancel | No tracking data |
| Active reservation was not going ahead | Choose Release | Stock is available again |
| Reservation was fulfilled by mistake | Use an official stock return/correction | There is no undo in Tracking |
| Wrong unit/lot/serial | Stop using it and ask an admin | There is no edit/delete on the screen |
| Duplicate lot receipt due to a retry | Note the reference and check idempotency before correcting | Don't create a reverse transaction without confirming the duplicate is real |
Don't invent an undo
If the screen doesn't offer an undo, edit, or delete button after a transaction is saved, this documentation does not assume the action can be reversed. Note the reference, stop any follow-up actions, then ask for a correction through the main admin or Vasco support.
Troubleshooting
| Symptom | Possible causes | What to do |
|---|---|---|
| Tracking not active yet | The asset/inventory migration is not available yet | Ask an admin to enable it |
| Conversion rejected | Value is <=0 or not a number | Enter a positive factor relative to the base unit |
| Lot rejected | Warehouse/quantity/lot is invalid | Fill in the warehouse, lot number, and qty >0 |
| Serial number rejected | Number already exists or the warehouse is empty | Verify the physical number and choose a warehouse |
| Reservation failed | Qty not available | Reduce the quantity or release other reservations that aren't needed |
Questions and answers
Does an alternative unit add stock?
No. A unit only defines the conversion to the base unit.
What qty is used when receiving a serial?
One serial is received as one unit per save.
What is the difference between Release and Issue?
Release cancels the reservation without reducing physical stock; Issue fulfills the need and reduces physical stock.
Can lots/serials be edited?
Not from the current screen. Check before saving and ask an admin to correct it if wrong.
How is Expiring soon counted?
Lots with qty >0 and an expiry within the next 30 days are counted; dates already past are included too.