Identifiers

Topic overview

Items can be managed using identifiers. An identifier is used to unambiguously identify an item or a quantity of an item. The following identifiers are supported:

  • Lot
  • Batch
  • Serial number with inventory management
  • Serial number without inventory management

This article describes how identifiers are displayed in the system and how the application of the same name is structured. Moreover, you will learn about the relationship that an identifier has with other applications and business entities and how it is integrated into the ERP processes. For instructions on working with identifiers, see the article Procedures: Identifiers.

Definitions of terms

Identifiers
An identifier enables the identification of specific items or item variants. As identifiers, batch, lot, and serial number are supported.

Batches
A batch is one of the possible identifiers for an item. Batch management means that part of the inventory of an item is identifiable with a batch number. An expiration date is always assigned to a batch. Warehouse inventory management is carried out at item and batch level.

Lots
The lot is one of the possible identifiers for an item. Lot specification means that part of the inventory of an item is identifiable with a lot number. The warehouse inventory is managed at item and lot level.

Expiration date
The expiration date (BBD) is the date up to which the usability of a batch is guaranteed. After the expiration date, the lot is not considered for withdrawal. The expiration date of a batch must be specified.

Quality status (QA status)
A quality status or quality assurance status (QA status) can be defined for the warehouse and warehouse zone levels, and in parallel also for the identifier level. Inventory can be analyzed and utilized specifically according to QA status. If QA status is defined for certain inventory both at the warehouse level and for the identifier level, the inventory has the lower QA status.

Serial numbers
Serial numbers are possible identifiers for items. Serial number identification means that every unit of an item is given a serial number that identifies it uniquely throughout the system. In contrast to batches and lots, a serial number applies to exactly one base unit of the item.

Application description

The Identifiers application is used to enter or edit the identifiers of an item.

The Identifiers application consists of an identification pane and a work pane. The identification pane contains search fields that you can use for the creation or query of the identifier master record.

The identification pane and the work pane are described in detail below.

Identification pane

In the identification pane, you can create base data for the identifier of an item. The base data are equal for all identifier categories and include the following information:

  • Item
  • Identifier
  • Description
  • Identifier category

The individual fields are described in detail below:

Item – in this field, you can enter the identifier-managed item for which you wish to create a new identifier or to load an existing identifier. You enter the items available beforehand in the Items application.

Identifier – this field displays the unique identification of the identifier, together with the item.
If required, enter an identification as the search criterion for the identifier that you wish to display or edit.
When creating a new identifier, enter an identification that has not been used for the item yet. The identification can consists of up to twenty numbers, letters or a number-letter combination. Once the identifier has been saved, you cannot change the identification anymore.

Description – the description is an additional name for the identifier. Meaningful descriptions simplify searching for the user. Any description can be chosen, and the description can be ambiguous. This means that several identifiers can have the same description. However, the use of different descriptions in each case is recommended. The description can be entered in several languages.

Note
Please note that when using special characters, for technical reasons they will be converted into the following placeholders in a search string:

  • asterisk (*) to underscore (_)
  • question mark (?) to percent sign (%)

Using an underscore in a search would not only search for the underscore, but for any character. Similarly, the percent sign is evaluated, which then corresponds to none, one or more characters. The use of underscores and percent signs in strings should therefore be avoided if possible, as it is possible that other and more objects are found than intended.

Identifier category – this field displays the identifier category of the item. You cannot change this value. Items can be managed in the following identifiers:

  • Batch
  • Lot
  • Serial number with inventory management
  • Serial number without inventory management

The identifier category is specified in the Items application.

Work pane

The work pane contains further information on identifiers under the following tabs:

General tab

In addition to the base data, you have to enter other data for the identifier of an item. Depending on the identifier category of the item, various data should be entered in the following groupings:

  • Weights and dimensions
  • Batch master data (for batches)
  • Lot master data (for lots)
  • Serial number master data (for serial numbers with inventory management)
Note
The default values shown at the time of creation of an identifier depend in a multi-site environment on the particular site that is displayed when activating the button [New] or [Duplicate] in the workflow bar.

The individual groupings are described below.

Grouping: Batch master data

Enter the identifier data for batches in this grouping. The grouping is visible only if the item is managed in batches.

The individual fields in this grouping are described below:

QA status – in this field, enter the quality assurance status (QA status) of the item in the identifier. Possible values for the QA status are:

  • Released
  • In quarantine
  • Blocked

The entered QA status of the Items application, Inventory management view is displayed as the default.

Supplier’s item identifier – in this field, you can assign one or more supplier’s item identifier to the identifier.

Expiration date – in this field, enter the expiration date of the identifier. The expiration date is the date up to which the usability of a batch is guaranteed. The entered expiration data that is stored in the Items application, Inventory management view, is added to the current date and displayed as the default value.

Retaining date – the retaining date is the time point up to which the batch is not available for withdrawal. This means that the inventory of the identifier will not be considered for picking for automatic batch assignment during this time.
In this field, enter the retaining term of the identifier. The entered retaining term of the Items application, Inventory management view is added to the current date and displayed as the default value.
If a retaining period of 0 days is set, the last working day is suggested for the retaining date, not the current date. This suggestion makes it possible for the batch to be assigned for picking on the current date.

Warning date 1 – in this field, enter the first warning date of the identifier. The warning period is entered in two steps and allows the expiration date of batches to be checked in a timely manner, e.g., using a workflow activity definition.
The entered warning period 1 of the Items application, Inventory management view is added to the current date and displayed as the default value.

Warning date 2 – in this field, enter the second warning date of the identifier. The warning period is entered in two steps and allows the expiration date of batches to be checked in a timely manner, e.g., using a workflow activity definition.
The entered warning period 2 of the Items application, Inventory management view is added to the current date and displayed as the default value.  

Grouping: Lot master data

Enter the identifier data for lots in this grouping. The grouping is visible only if the item is managed in lots.

The individual fields in this grouping are described below:

QA status – in this field, enter the quality assurance status (QA status) of the item in the identifier. Possible values for the QA status are:

  • Released
  • In quarantine
  • Blocked

The entered QA status of the Items application, Inventory management view is displayed as the default.

Supplier’s item identifier – in this field, you can assign one or more supplier’s item identifier to the identifier.

Generation date – this field displays the date on which the lot was created. The date is used, among other things, when withdrawing identifiers according to the FIFO principle.

Grouping: Serial number master data

Enter the identifier data for serial numbers with inventory management in this grouping. The grouping is visible only if the item is managed in serial numbers with inventory management.

The individual fields in this grouping are described below:

QA status – in this field, enter the quality assurance status (QA status) of the item in the identifier. The warehouse inventories can be evaluated and used specifically according to the QA status. Possible values for the QA status are:

  • Released
  • In quarantine
  • Blocked

The entered QA status of the Items application, Inventory management view is displayed as the default.

Supplier’s item identifier – if the use of supplier’s item identifiers was activated in the Customizing application, the system also uses the external identifier number as the internal identifier number in the Receipts of goods application. The supplier’s item identifier is then the identification for the identifier and is displayed in the Identifier field.
If the use of the supplier’s item identifier is deactivated, the Identifier field shows an internal individual identification, usually from a number range. In addition, the external identification of the item identifier can be entered in the Supplier’s item identifier field.

Reservation – if the item with this serial number is reserved, the associated demand origin in displayed in this field. For the following demand origins, serial numbered items can be reserved:

  • Sales order
  • Picking order
  • Not yet processed inventory posting
  • Incorrect inventory posting
  • Voucherless demand

The displayed identifications of the demand origins vary depending on the category of the demand origin. The following identifications are displayed:

  • For sales orders and picking orders, the voucher number and the associated line item number are displayed.
  • For an inventory posting that has not been posted yet, the identification is displayed and additionally the posting number as the description, resulting from the number range of the posting key.
  • For an incorrect inventory posting, a Posting error log is displayed.
  • For a voucherless demand, the number of the associated voucherless demand is displayed.

The serial number is allocated to the demand origin through the reservation. If a serial number is reserved, it is no longer available for other demand origins. If there is no reservation, the field remains empty. You cannot modify the value in this field.

Note
This field is always visible, regardless of the whether the Reservations function in the Customizing application is active for the client.

Warehouse – this field shows the warehouse where the item with this serial number is located. If there is no inventory available with this serial number, the field remains empty. You cannot modify the value in this field.

Storage location reservation – this field shows the status of a storage location reservation if the serial number is currently reserved through a storage location control process. Depending on these processes, the following statuses are displayed:

  • Receipt
  • Transfer posting
  • Issue

You cannot modify the value in this field.

Note
This field is only visible if the Storage location control function in the Customizing application is active for the client.

Storage location – this field shows the storage location where the item with this serial number is located. If there is no inventory available with this serial number or if the warehouse is not sub-divided into storage locations, the field remains empty. You cannot modify the value in this field.

Note
This field is only visible if the Storage location control function in the Customizing application is active for the client.

Blocking inventory count list – in this field, the inventory block end that is not closed yet is displayed for the inventory count list that was generated for this serial number and that blocks this serial number. A serial number is blocked through an inventory count list only when it is being closed. If the serial number is not blocked by any inventory count, this field is empty. You cannot modify the value in this field.

Inventory owner – this field shows the company to whose inventory the serial number was posted with the last inventory posting.

Partner – this field shows the partner of the last inventory posting for which a partner was specified.
This field can be used for analysis. You can delete the displayed value or enter another partner.

Posting key and date – this field shows the posting key with which the serial number was last posted as well as the date on which the last inventory posting with this serial number was executed. If the serial number has never been valid in inventory, both fields are empty. You cannot modify the value in this field.

Guarantee period – in this field, you can specify the guarantee period of the identifier, if required. Enter a starting and end date for the guarantee period.
If you enter a value in this field, the guarantee period for this serial number is not recalculated for processes (e.g., at the time of delivery). If only the start of the guarantee was specified, the end of the guarantee is calculated and set when saving.
If you enter a value in the Start-up field, the guarantee period is calculated and set when saving. Any possibly existing information on the guarantee period is hereby overwritten. In this case, the start-up date is identical to the starting date of the guarantee period.
The automatic calculation of the guarantee period is executed with the use of the Customizing application, Inventory management main function, Identifiers function. The guarantee date specified therein is decisive about the start of the guarantee period. The end of the guarantee period is the calculated starting date plus the guarantee period specified in the Items application.
If the Delivery date was specified as the starting date, the posting date of the inventory posting of the Issue process for the originating voucher (delivery slip or customer invoice) is considered as the start of the guarantee period. In this case, the Start-up field is blocked for input.
If, however, the Start-up date was specified as the starting date, the date entered in the Start-up field is considered to be the start of the guarantee period. If, at the time of processing of an inventory posting of the Issue process for the originating voucher (delivery slip or customer invoice), no information on the guarantee period is available, it will be calculated according to the start-up date.

Note
The guarantee date is calculated with the use of the settings for the start of the guarantee in the Customizing application, Inventory management main function, Identifiers/General function. If the serial number is in the inventory, the check is executed on the level of the site of the warehouse where it is put away. Otherwise, it will be at client level.

Start-up – in this field, you can enter the start-up date of the identifier, if required.
If the start of guarantee in the Customizing application, Inventory management main function, Identifiers/General function is specified as Start-up, the value in this field is used for calculation of the guarantee period for the identifier. If a guarantee period has already been specified, it is recalculated and updated through entering a new date for the start-up. If a guarantee period is specified, the start-up date is of no further use.

Note
This field is blocked if the start of guarantee in the Customizing application, Inventory management main function, Identifiers/General function is specified as the Delivery date. If the serial number is in the inventory, the check is executed on the level of the site of the warehouse where it is put away. Otherwise, on the level of the client.

Generation date – this field shows the date on which the serial number was generated. This date is used, among other things, for the withdrawal of identifiers according to the FIFO principle.

Grouping: Master data for serial numbers without inventory management

In this grouping, enter the identifier data for serial numbers without inventory management. The grouping is visible only if the item is managed in serial numbers without inventory management.

Below is a detailed description of the field:

QA status – in this field, enter the quality assurance status (QA status) of the item in the identifier. The warehouse inventories can be evaluated and used specifically according to the QA status. Possible values for the QA status are:

  • Released
  • In quarantine
  • Blocked

The entered QA status of the Items application, Inventory management view is displayed as the default.      

Grouping: Weights and dimensions for 1st item unit

In the Weights and dimensions for 1st item unit grouping, enter or edit the physical units of the identifier. These entries are used in the voucher documents to calculate the gross weight of a delivery, for instance.

The grouping is identical for all identifier categories (batch, lot as well as serial number with and without inventory management).

Note
The Weights and dimensions for 1st item unit grouping is visible only if the Weights and dimensions check box was activated in Customizing in the Inventory management main function, the Identifier function.

If you enter a new identifier, the weights and dimensions of the associated item are displayed and the fields of the grouping are not ready for input. In the standard toolbar, the action [Own master data for the identifier] is available, with which you can specify that the weights and dimensions are entered individually for the identifier and are not determined by the associated item. Further information can be found in the under Application-related action: Own master data for the identifier.

The individual fields are described below:

Net weight – in this field, enter the net weight of the item in the identifier. The net weight from the item master data is displayed by default. If the weight of the item is determined by the 1st item unit, a parallel storage unit or by a packaging unit, the net weight of the item is used in each case and the field is not ready for input. You cannot change the weight even if the entry of your own master data has been defined for the identifier.

Net volume – in this field, enter the net volume of the item in the identifier. The net volume from the item master data is displayed by default. If the volume of the item is determined by the 1st item unit, a parallel storage unit or by a packaging unit, the net volume of the item is used in each case and the field is not ready for input. You cannot change the volume even if the entry of your own master data has been defined for the identifier.

Gross weight – in this field, enter the gross weight of the item in the identifier. The gross weight is the maximum weight of the item. In addition to the net weight, this includes the weight of any packaging and additional accessories. The gross weight from the item master data is displayed by default.

Gross volume – in this field, enter the gross volume of the item in the identifier. The gross volume is the maximum volume of the item. This also includes the volume of any packaging and additional accessories. The gross volume from the item master data is displayed by default. If the volume of the item is determined by the 1st item unit, a parallel storage unit or a packaging unit, the gross volume of the item is always used and the field is not ready for input. You cannot change the volume even if the entry of your own master data has been defined for the identifier.

Length – in this field, enter the length of the item in the identifier. The length also includes the length of any packaging. The length from the item master data is displayed by default.

Diameter – in this field, enter the diameter of the item in the identifier. The diameter also includes the diameter of any packaging. The diameter from the item master data is displayed by default.

Height – in this field, enter the height of the item in the identifier. The height also includes the height of any packaging. The height from the item master data is displayed by default.

Density – in this field, enter the density of the item, if required. The density from the item master data is displayed by default.

Width – in this field, enter the width of the item in the identifier. The width also includes the width of any packaging. The width from the item master data is displayed by default.

Area – in this field, enter the area of the item in the identifier. The area from the item master data is displayed by default. If the area of the item is determined by the 1st item unit, a parallel storage unit or a packaging unit, the area of the item is used in each case and the field is not ready for input. You cannot change the area even if the entry of your own master data has been defined for the identifier.

Other fields tab

Use the Other fields tab when required to specify user-defined fields for entering additional information. The user-defined fields are basically related to the business entity and therefore visible for all identifiers. The data entered in the user-defined fields are applicable for the currently loaded identifier.

Further information can be found in this documentation: User-defined fields.

With this action, you can specify that the weights and dimensions are entered individually for the identifier and are not determined by the associated item.

Note
You cannot undo this action. If you specify that the weights and dimensions are to be edited in the identifier, the weights and dimensions of the associated item can no longer be used for the identifier.

If you carry out the action, the fields in the Weights and dimensions for 1st item unit grouping will be ready for input and you can change the data. After saving, the weights and dimensions of the associated item are no longer used, but the values specified in the identifier.

Customizing

The following settings in the Identifiers function in the Customizing application are relevant for the Identifiers application.

Identifier category – in this field, you define which categories of identifiers should be used. Select one or more of the following identifier categories:

  • All
  • Batches
  • Lots
  • Serial number with inventory management
  • Serial number without inventory management

The selected identifier categories are then available for use and can be assigned to items.

Weights and dimensions (checkbox) – with this parameter you can define that the weights and dimensions data for items managed in identifiers should be managed not only on item level, but also on identifier level.

Identifier where-used list (checkbox) – with this parameter you can specify whether data for the identifier where-used list should be generated in the course of an inventory posting (except for transfer postings).

Start of guarantee – in this field, you define that point in time that should be used as the start of guarantee for a serial number with inventory management. Possible values are:

  • Delivery date
  • Operational date

The Storage location reservation and Storage location fields are displayed only if the Storage location control function is activated for the client in the Customizing application.

Business entities

The following business entity is relevant for the Identifiers application that you use, for example, in order to:

  • assign authorizations
  • set up activity definitions
  • import or export data.

Identifier: com.cisag.app.inventory.obj.InventoryIdentifier

The business entity is part of the following business entity groups:

Inventory master data: com.cisag.app.inventory.MasterData

Inventory and reservation data of serial numbers: com.cisag.app.inventory.obj.SerialNumberOnhand

The business entity is part of the following business entity group:

Inventory voucher data: com.cisag.app.inventory.OrderData

This business entity is always available per identifier of the category: Serial number with inventory management and Serial number without inventory management. It is used for saving of transaction data, such as inventory information or reservation information for a serial number.

Authorizations

Authorizations can be assigned by means of authorization roles as well as by assigning an organization. The authorization concept is described in the technical article Authorizations.

Special capabilities

The Identifiers application has no special capabilities.

Organizational assignments

If the Content-based authorizations function is activated in the Customizing application, a person can only use the Identifiers application if an organization that is linked to at least one of the following structures has been assigned to him or her in the partner master data:

  • Inventory management

Special features

There are no special features for the Identifiers application.

Authorizations for business partners

The Identifiers application is not released for business partners.

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