Microsoft Dynamics GP 2013 Cookbook
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Tracking serial and lot numbers on drop ship POs

Microsoft Dynamics GP supports the tracking of serial and lot numbers for sales inventory items that are brought into the inventory system; Microsoft Dynamics GP 2013 introduces the ability to track serial and lot numbers for drop ship purchase orders where the goods will be delivered directly to the customer and never enter the inventory system.

Getting ready

Purchase order processing and inventory control will need to be configured and items need to be created. We also need a drop ship purchase order to receive, but as the sample company does not include one by default we will need to create one:

  1. Open the Purchase Order Entry window in Dynamics GP by selecting Purchasing from the navigation pane and clicking on Purchase Order Entry in the Transactions section.
  2. Change the Type to Drop Ship.
  3. Click away from the PO Number field to create a new purchase order.
  4. Enter, or do a lookup to select, ADVANCED0001 in Vendor ID.
  5. Enter, or do a lookup to select, AARONFIT0001 in Customer ID.
  6. In the scrolling window, in the Item field, enter 100XLG.
  7. Set the Quantity Ordered field to 10.
  8. Enter WAREHOUSE in the Site ID field.
  9. Click on Save in the toolbar to save the purchase order.

How to do it...

The serial or lot numbers can be recorded when receiving the drop ship purchase order:

  1. Open the Purchasing Invoice Entry window in Dynamics GP by selecting Purchasing from the navigation pane and clicking on Enter/Match Invoices in the Transactions section.
  2. Tab or click away from the Receipt Number field to create a new invoice.
  3. Enter the Vendor's document number in the Document Number field.
  4. Enter the Invoice Date.
  5. Enter, or do a lookup to select, ADVANCED0001 in Vendor ID.
  6. Click on the Select Purchase Order button on the toolbar (to the right of the post) to open the Select Purchase Order Items window.
  7. Locate and click on the purchase order (created in the getting ready section) in the list on the left.
  8. In the scrolling window, check the checkbox against the PO line.
  9. Check the S/L checkbox (next to Quantity Invoiced).
  10. Click on Invoice, which will open the Purchasing Serial Number Entry window.
  11. In this case, the 100XLG item has been set up to allow serial numbers to be auto-generated, so click on the Auto-Generate button.
  12. Click on OK to accept the serial numbers and complete entry of the invoice as normal.

How it works...

With the serial number entered in Microsoft Dynamics GP, the information is available from inquiries and reports, which will improve control and tracking of items dispatched to customers.

There's more…

This new ability to track serial and lot numbers on drop ship purchase orders has been integrated with sales order processing. If the drop ship PO was created from a sales order, when the purchase order is invoiced, the serial/lot number will automatically be assigned to the originating sales order line.

See also

  • The Tolerance handling recipe
  • The Relating or linking items for suggested sales recipe
  • The Reason codes for inventory transactions recipe
  • The Preventing sales of a discontinued inventory recipe in Chapter 9, Preventing Errors in Dynamics GP
  • The Selecting multiple serial or lot numbers recipe
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