Inventory · Setup & configuration · 8 min read

Lots, serial numbers, shelf life and packaging

Create lots and serial numbers, set shelf-life rules that stop short-dated stock shipping, and define packaging units such as a carton of 12.

Before you begin

The product must be a stocked good with tracking set on its record. Lots and serials need inventory.operate. Shelf-life rules and packaging need warehouse.manage.

Create a lot

Lots are normally created when you receive goods, but you can create them in advance.

1. Open Inventory > Configuration > Lots and click New lot.
2. Choose the Product. It cannot change later.
3. Enter the Number (up to 60 characters, unique per product). It cannot be renamed because movements refer to it.
4. Enter the Expiry date. It is required when the product tracks expiry. Blank dates are filled from the product's shelf-life policy.
5. Choose the Stock status: Available, On hold, Quarantine, Recalled, Expired or Closed.
6. Save. When you open the lot you can also set Retest by and mark it In use or Retired.

A lot past its retest date cannot be delivered until the retest is recorded. Use Open 360 to see everything about the lot.

Create a serial number

1. Open Inventory > Configuration > Serial numbers and click New serial.
2. Choose the Product, the Parent lot (required if the product tracks both), and the Serial number (unique across the company).
3. Choose the Condition (New, Used, Refurbished, Damaged), Stock status, and Warranty end if relevant.
4. Save.

Shelf-life rules

A shelf-life rule says how much life a lot must have left to be shipped.

1. Open Inventory > Configuration > Shelf-life rules and click New rule.
2. Choose Applies to: Product, Category, Customer, Customer group or Country, and the specific one. For a country enter the two-letter code. For a group give a name and its customers.
3. Enter At least this many days left, or Or this % of its life left, or both.
4. Choose Counted from: Expiry date or Best-before date.
5. Save.

When several rules apply the most specific wins: product, category, customer, group, country. Example: a 50 percent rule on a lot made on 1 Jan 2026 expiring 31 Dec 2026 (364 days). On 1 Sep with 121 days left that is 33 percent, so it fails. The percentage test needs a manufacture date; without one only days are tested.

Packaging units

Packaging lets you receive or sell in a unit such as a carton.

1. Open Inventory > Configuration > Units & packaging and choose the product.
2. Click New packaging.
3. Enter the Unit name (not the product's own unit), Holds (factor) and optionally the Barcode.
4. Save.

Example: Carton holds 12. Receiving 5 cartons books 60 pieces. If you change the factor to 24, the old row becomes Superseded and a new current row is created; old documents keep 12. Retire a current row to stop using it on new moves.

Good to know

• Only goods carry lots and serials.
• Lot dates must run in order: manufacture, best before, removal, expiry.
• Hiding or requiring Retest by and Warranty end is set under Administration > Applications > Inventory > Fields.