Record Batches

In the CGIC App, tracking raw material Batches or Lots ensures traceability, compliance, and efficient inventory management. This feature allows you to assign unique identifiers to raw materials, monitor their usage in production, and maintain quality control.

Prerequisites

• Raw materials exist as Items under Stock ▶️ Item ▶️ Item List
• Batch Tracking is enabled in your account via Stock ▶️ Settings ▶️ Enable Batch and Serial No. Tracking

1.0 Enable Batch Tracking for the Item

1. Navigate to the Item List (Stock > Items > Item).
2. Select the raw material item or create a new one.
3. Under the Inventory section:
   • Check Has Batch.
   • Optional: Enable Automatically Create New Batch to generate batch IDs during transactions.
4. Save the item.

1.1 Create Batches/Lots Manually

If batches require manual creation (e.g., for specific lot numbers or expiration dates):

1. Go to the Batch list (Stock > Batch).
2. Click New.
3. Fill in:
   • Batch ID: Unique identifier (e.g., BATCH-RAW-001).
   • Item: Select the raw material item from the Item List.
   • Expiry Date (if applicable).
4. Save.

2.0 Record Batches in Stock Transactions

A. Receiving Batches (Purchase Receipt)

1. Create a Purchase Receipt (Stock > Purchase Receipt > New).
2. Add the raw material item from the Item List under the Items table.
3. In the Batch column:
   • Select an existing batch or enter a new batch ID (if auto-creation is enabled).
4. Submit the receipt.

B. Consuming Batches (Stock Entry for Production)

1. Create a Stock Entry (Stock > Stock Entry > New).
2. Set Purpose to Material Issue or Manufacture.
3. Under Items:
   • Add the raw material item from the Item List.
   • Select the Batch to consume.
4. Submit the entry.

3.0 Track Batch-wise Stock

1. View batch-specific stock levels:
   • Go to the Batch list (Stock > Batch).
   • Open the batch to see Stock Balance and Ledger.
2. Use the Stock Balance Report (Stock > Reports > Stock Balance) and filter by batch.

Additional Features

• Automatic Batch Numbering: Configure numbering series in Stock Settings (Settings > Stock Settings > Batch Number Series).
• Batch Expiry Alerts: Set up Auto-Repeat for expiry notifications.