Mastering Serial and Batch Numbers in ERPNext: A Complete Guide to Inventory Tracking

Introduction

Efficient inventory management is crucial for businesses dealing with physical products. Batch and serial numbers play a key role in ensuring traceability, quality control, and accurate stock tracking. In ERPNext, these features allow businesses to track individual or grouped items effectively. This blog post explores their importance, use cases, and how to configure them in ERPNext.

Why Are Serial and Batch Numbers Important?

1. Traceability and Compliance

• Helps businesses track product movement from purchase to sale.
• Crucial for industries like pharmaceuticals, food, and electronics that require regulatory compliance.

2. Better Inventory Control

• Enables efficient stock reconciliation.
• Helps prevent stock losses due to expiry, theft, or misplacement.

3. Quality Control and Returns Management

• Allows tracking of defective or recalled items.
• Improves after-sales support by identifying faulty products quickly.

4. Improved Customer Service

• Enables easy warranty claims for serialized products.
• Ensures faster response times for replacements and support queries.

Difference Between Serial Numbers and Batch Numbers

When to Use Serial and Batch Numbers

• Use Serial Numbers when tracking individual items (e.g., laptops, mobile phones, appliances).
• Use Batch Numbers when tracking groups of items that share common attributes like manufacturing date, expiry date, or source (e.g., medicines, food products, chemicals).

Configuring Serial and Batch Numbers in ERPNext

1. Enabling Serial and Batch Number Tracking

Step 1: Configure Item Settings

1. Navigate to Stock> Item.
2. Select or create a new item.
3. Scroll down to the Inventory section.
4. Enable either:
   • Has Serial No (for serialized tracking).
   • Has Batch No (for batch tracking).
5. If using batch numbers, enable Has Expiry Date if needed.
6. Click Save to apply changes.

2. Creating and Managing Serial Numbers

Step 1: Manually Creating Serial Numbers

1. Navigate to Stock> Serial Number> New.
2. Enter a unique serial number.
3. Select the Item Code.
4. Specify the Warehouse, Purchase Date, and Status.
5. Click Save.

Step 2: Auto-Generating Serial Numbers

• When receiving stock via Purchase Receipt or Stock Entry, ERPNext can auto-generate serial numbers.
• Go to Stock> Purchase Receipt.
• Enter the item details and enable serial number tracking.
• Click Generate Serial Numbers, and ERPNext will create them automatically.

3. Creating and Managing Batch Numbers

Step 1: Creating a Batch

1. Navigate to Stock> Batch> New.
2. Assign a unique batch ID.
3. Select the Item Code.
4. Enter Manufacturing Date and Expiry Date (if applicable).
5. Click Save.

Step 2: Assigning Batch Numbers to Transactions

• While recording a Purchase Receipt, select or create a new batch.
• During Stock Entry or Sales Invoice, select the appropriate batch.

4. Tracking Serial and Batch Numbers

• Navigate to Stock> Serial Number / Batch.
• Use filters to search for specific serial numbers or batches.
• View detailed movement history, warehouse locations, and expiry dates.

Best Practices for Serial and Batch Tracking

✅ Enable tracking before transactions – Ensure that batch/serial tracking is activated before adding stock transactions.
✅ Use barcode scanning – Helps in faster and more accurate data entry.
✅ Monitor expiry dates – Set alerts for expiring batches to avoid stock losses.
✅ Keep records clean – Regularly audit serial and batch records to maintain accuracy.
✅ Train staff – Ensure employees understand how to use batch and serial tracking efficiently.

Conclusion

Implementing serial and batch number tracking in ERPNext improves stock accuracy, quality control, and customer service. By following best practices and leveraging ERPNext’s built-in features, businesses can optimize their inventory management. Start using batch and serial numbers today to enhance efficiency and ensure smooth business operations.