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

In some industries, information about the identifiers of materials used in production is necessary (batch tracing). In case of recalls, it can be necessary to know to which customers a certain identifier was sold.

The identifier where-used list provides the foundation for batch tracing. In the case of each inventory posting of an identifier-managed item, an identifier where-used list is generated or updated, depending on the posting key used. The identifier where-used list delivers information about both the origin of identifiers (such as receipt of goods, production or identifier revaluation receipt) and their use (for instance, use in production, issue to customers, identifier revaluation issue, etc.).

Within production, the identifiers are tracked in both directions across all production stages in which the manufactured items are managed by identifier. In this way, the entire progress of an item and its associated identifiers can be monitored from receipt of raw material to customer delivery of an end product produced from raw material. Likewise, it is possible to trace the progress of an identifier that was affected by a customer complaint back to the individual raw materials.

A similar situation applies to identifier revaluation. With the identifier where-used list, all revaluation steps in the progress of an identifier can be monitored and traced.

This article describes how you can query the origin and the use of a specific identifier, using the Identifier where-used list application. For instructions on working with the identifier where-used list, see the article Procedures: Identifier where-used list.

Definitions of terms

Identifiers
As identifiers, batch, lot, and serial number are supported.

Identifier where-used list
In some industries, information about the identifiers of materials used in production is necessary (batch tracing). In case of recalls. it can be necessary to know which customers a certain identifier was sold to. The identifier where-used list gives information about both the origin of identifiers (such as receipt of goods or production) and their use (for instance, use in production, issue to customers, etc.).

Posting key
The posting key describes the posting process. Among other things, the posting key contains information about the type of action to be carried out, such as receipt, transfer, issue, revaluation, or correction. The posting key also shows whether the posting is a primary or secondary operation.

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.

Inventory posting
Inventory posting is carried out in order to document all quantity and value transactions within Inventory management. In the process of inventory posting, inventory is updated and materials evaluated.

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

In the Customizing application, you can specify whether the identifier where-used list should be used. If you have activated this option, an identifier where-used list will be generated or updated for inventory postings for all items that are managed in identifiers, depending on the posting key (business object: com.cisag.app.inventory.obj.IdentifierTracking). All inventory postings are taken into consideration where the posting key is of the Receipt, Issue, Receipt revaluation, Issue revaluation and Correction process. Inventory postings of the Receipt transfer posting and Issue transfer posting are not taken into account.

The identifier where-used list is managed in the following levels:

• Item
• Identifier
• Warehouse
• Posting key
• Posting date
• Original order (corresponds to the extendedOriginalOrder attribute of the inventory posting)
• Order line item
• Inventory posting

Each identifier where-used list contains information that is derived from the inventory postings. The following information is recorded, among other things, in the identifier where-used list:

• Process:
• An identifier where-used list is of the Receipt process if a posting key of the Receipt, Receipt revaluation or Correction posting process was used for the inventory posting that has generated the identifier where-used list. In the case of inventory postings of the Receipt revaluation posting process, the identifier where-used list receives the Receipt process only when only the owner of inventory changes upon revaluation.
• An identifier where-used list is of the Issue process if a posting key of the Issue or Issue revaluation posting process was used for the inventory posting that has generated the identifier where-used list. In the case of inventory postings of the Issue revaluation posting process, the identifier where-used list receives the Issue process only when only the owner of inventory changes upon revaluation.
• An identifier where-used list is of the Identifier revaluation receipt process if a posting key of the Receipt revaluation posting process was used for the inventory posting that has generated the identifier where-used list and an identifier was revalued into another identifier as a result of the revaluation.
• An identifier where-used list is of the Identifier revaluation issue process if a posting key of the Issue revaluation posting process was used for the inventory posting that has generated the identifier where-used list and an identifier was revalued into another identifier as a result of the revaluation.
• An identifier where-used list is of the Production receipt process if the inventory posting that has generated the identifier where-used list meets the preconditions for the Receipt process and the original order is a production order.
• An identifier where-used list is of the Production issue process if the inventory posting that has generated the identifier where-used list meets the preconditions for the Issue process and the original order is a production order.
• Inventory postings with a posting key of the Receipt transfer posting or Issue transfer posting process are not taken into account.
  The process is saved in the transactionCategory attribute in the identifier where-used list.
• Quantity:

The quantity corresponds to the quantity from the inventory posting that has generated the identifier where-used list.

• Partner:

The identifier where-used list contains the partner that was used for the inventory posting that has generated the identifier where-used list.

• Cost center:

The identifier where-used list contains the cost center that was used for the inventory posting that has generated the identifier where-used list.

• Cost units:

The identifier where-used list contains the cost unit that was used for the inventory posting that has generated the identifier where-used list.

The Identifier where-used list application is used to query and display identifier where-used lists. The application contains two views:

• Origin
• Usage

In both views, the application consists of a query pane and a work pane. The work pane contains search fields that you can use to query the origin or usage of the identifiers based on selected criteria. The query panes of both views are described separately below in order to point out their differences. The work pane of both views is identical and is therefore described only once.

Query pane

Origin view

The Origin view answers the question of where a particular identifier comes from. As the search criterion, enter the item and identifier. In the work pane, all identifier where-used lists of the Receipt, Production receipt and Identifier revaluation receipt processes that were generated for the identifier are displayed.

Optionally, you can also have those items and identifiers displayed that were used in the production for the manufacturing of a specific identifier. This way, the entire progress of an item and its associated identifiers can be monitored, from receipt of raw material to customer delivery of an end product produced from raw material.

The query pane of the Origin view contains fields that you can use as search criteria. With the search criteria, the system determines the identifier where-used lists that are relevant for the origin of the identifier and displays them in the work pane.

Below is a detailed description of individual fields:

Item – in this field, enter an inventory item whose origin you wish to query. The item must be managed in identifiers.
The items that you can select in this field are entered beforehand in the Items application.

Identifier – in this field, enter the identifier whose origin you wish to query. The identifier that you can select in this field is entered beforehand in the Identifiers application.

Level – in this field, enter the level to which you wish to trace the origin of the identifier. Possible levels are:

• Single – enter the Single level in order to display the origin of the identifier. With this level, all receipts of the identifier are displayed, i.e., all identifier where-used lists of the Receipt, Production receipt and Identifier revaluation receipt processes.
• All – enter the All level in order to trace the origin of the identifier for the production in all levels of the bill of material and to display all revaluation steps for the identifier revaluation. With this level, the origin of the identifiers is also displayed that were produced by receipts. In addition, the identifier where-used list is resolved in stages:
  For further determination of identifier where-used lists, all items and identifiers from the previously determined identifier where-used lists are used again. This procedure is repeated until all identifiers are displayed that were used for manufacturing of the queried identifier.
  • Production receipt – for resolution of the levels for the production, only production receipts are taken into account. For each production receipt, all identifier where-used lists of the Production issue process are displayed that refer to the same production order.
  • Identifier revaluation receipt – for resolution of the identifier revaluation steps, only those receipts are taken into account that were produced by a revaluation. For each of the receipts, the related identifier where-used list of the Identifier revaluation issue process is determined. The determination involves the relationship with the offsetting posting that has generated the identifier where-used list.

  For further determination of identifier where-used lists, all items and identifiers from the previously determined identifier where-used lists are used again. This procedure is repeated until all identifiers are displayed that were used for manufacturing of the queried identifier.

• Receipts of goods only – enter the Receipts of goods only level in order to determine, for example, a list of all purchases that entered a specific production process. With this level, only identifier where-used lists of the Receipt process are displayed. Identifier where-used lists from the production and identifier revaluation are hidden.

Usage view

The Usage view answers the question of what a particular identifier was used for. As the search criterion, enter the item and identifier. In the work pane, all identifier where-used lists of the Issue, Production issue and Identifier revaluation issue processes are displayed that were generated for the identifier.

Optionally, you can also have those items and identifiers displayed for which a specific identifier was used in the production. This way, the entire progress of an item and its associated identifiers can be monitored, from receipt of raw material to customer delivery of an end product produced from raw material.

The query pane of the Usage view contains fields that you can use as search criteria. With the search criteria, the system determines the identifier where-used lists that are relevant for the usage of the identifier and displays them in the work pane.

Below is a detailed description of individual fields:

Item – in this field, enter an inventory item whose origin you wish to query. The item must be managed in identifiers.
The items that you can select in this field are entered beforehand in the Items application.

Identifier – in this field, enter the identifier whose origin you wish to query. The identifier that you can select in this field is entered beforehand in the Identifiers application.

Level – in this field, enter the level to which you wish to trace the origin of the identifier. Possible levels are:

• Single – enter the Single level in order to display the usage of the identifier. With this level, all issues of the identifier are displayed, i.e., all identifier where-used lists of the Issue, Production issue and Identifier revaluation issue processes.
• All – enter the All level in order to trace the usage of the identifier for the production in all levels of the bill of material and to display all revaluation steps for the identifier revaluation. With this level, all identifier where-used lists are also displayed that were produced by issues. In addition, the identifier where-used list is resolved in stages:
  • Production receipt – for resolution of the levels for the production, only production issues are taken into account. For each production issue, all identifier where-used lists of the Production receipt process are displayed that refer to the same production order.
  • Identifier revaluation receipt – for resolution of the identifier revaluation steps, only those issues are taken into account that were produced by a revaluation. For each of the issues, the related identifier where-used list of the Identifier revaluation receipt process is determined. The determination involves the relationship with the posting that has generated the identifier where-used list.

For further determination of identifier where-used lists, all items and identifiers from the previously determined identifier where-used lists are used again. This procedure is repeated until all identifiers are displayed for which the queried identifier was used.

• Deliveries only – enter the Deliveries only level in order to determine, for example, in the case of recalls, a list of the affected customers. With this level, only identifier where-used lists of the Issue process are displayed. Identifier where-used lists from the production and identifier revaluations are hidden.

Work pane

As a result of the query, all identifier where-used lists are displayed in the work pane for the Origin view. For the Usage view, all identifier where-used list data records are displayed that are relevant for the usage of the identifier.

Below is detailed description of individual columns:

Process – this field displays the process of the identifier where-used list with icons. The process is derived from the posting key of the inventory posting that has generated the displayed identifier where-used list as well as from the process from which the inventory posting was produced.
The Receipt icon is displayed for the Receipt, Production receipt and Identifier revaluation receipt processes.
The Issue icon is displayed for the Issue, Production issue and Identifier revaluation issue processes.
Furthermore, an additional icon is displayed for some processes, marking the process for which the identifier where-used list was generated. For the Production receipt and Production issue processes, the From production icon is displayed additionally. For the Identifier revaluation receipt and Identifier revaluation issue processes, the From revaluation icon is displayed additionally.

Level – for identifier where-used lists of the Production receipt process, this field displays the level within the bill of material. The level is displayed only when one of the Single or All levels was entered in the query pane.
The display of the level is gradually shifted to the right with the increase in level, producing a tree-like structure in the display. From the fifth level on, the display is not shifted anymore.

Item – this field displays the item for which the identifier where-used list was generated.

Order – if the inventory posting that has generated the identifier where-used list refers to an order, the order number is displayed in this field. The order number is used to uniquely identify the original order. The original order corresponds to the extendedOriginalOrder attribute of the inventory posting.

Voucher line item – if the inventory posting that has generated the identifier where-used list refers to a voucher, the line item number is displayed in this field. The line item number is used to uniquely identify the voucher line item. The voucher corresponds to the extendedPostingOrder attribute of the inventory posting.

Cost center – this field displays the cost center of the inventory posting that has generated the identifier where-used list and for which a cost center was used. If the Controlling function in the Customizing application is not activated for the client, the field is left empty.

Date – this field displays the posting date of the inventory posting that has generated the identifier where-used list.

Posting key – this field displays the posting key of the inventory posting that has generated the identifier where-used list.

Quantity – this field displays the quantity of the identifier in the base unit of the item. If the item is managed in parallel inventory units, the quantity is not displayed in those units.

Identifier – this field displays the identifier for which the identifier where-used list was generated.

Partner – if the inventory posting that has generated the identifier where-used list refers to a partner, the partner number is displayed in this field. If this inventory posting does not refer to a partner, the field is empty.

Inventory posting – this field displays the identification and the posting number of the inventory posting that has generated the identifier where-used list. The identification corresponds to the internalNumber attribute of the inventory posting. The posting number corresponds to the number attribute of the inventory posting.

Cost unit – this field displays the cost units of the inventory posting that has generated the identifier where-used list and for which a cost unit was used. If the Controlling function in the Customizing application is not activated for the client, the field is left empty.

Warehouse – this field displays the warehouse of the inventory posting that has generated the identifier where-used list.

Customizing

The following functions are relevant for the Identifier where-used list application in the Customizing application:

Identifiers

Identifier where-used list – in this field, you can define whether the identifier where-used list should be used. If you have activated this option, an identifier where-used list will be also generated for inventory postings for all items that are managed in identifiers (business object:  com.cisag.app.inventory.obj.IdentifierTracking).

Controlling

The fields for displaying the cost center and the cost units are displayed only when this function is active for the client.

Business entities

The following business entity is relevant for the Identifier where-used list application that you use, for example, in order to:

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

Identifier where-used list: com.cisag.app.inventory.obj.IdentifierTracking

The business entity is part of the following business entity groupcom.cisag.app.inventory.OrderData

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

There are no special capabilities for the Identifier where-used list application.

Organization assignments

If the Content-based authorizations function is activated in the Customizing application, a person can only view the Identifier where-used list 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 Identifier where-used list application.

Authorizations for business partners

The Identifier where-used list application is not released for business partners.