Item Journal – Suggest Lots

Purpose of this document

This document illustrates how to write off inventory via the Item Journal functionality and having the system suggest the oldest Lots.

Ceres Object release 6.00.00 and 6.00.14 are required for the functionality described in this document.

TABLE OF CONTENTS

• Overview   
• Negative Inventory Adjustments Using Suggest Lots

Overview   

Food banks that receive large quantities of items in small batches (like bread) need an efficient way to write off the inventory. When writing off inventory via the Item Journal, manual data entry is required to choose Lots which can be very time-consuming when the inventory is recorded in lots of small quantities. The “Suggest Lots” function in the item journal provides an efficient method of auto-selecting inventory to write-off from the available lots, pallets, and bins. The selection utilizes the FEFO (First Expired First Out) method when the lot “consume by” and lot “expiration” dates are available and the FIFO (First In First Out) method when lot expiration dates are not available. This should only be used when the specific Lot being disposed is not available.

Negative Inventory Adjustments Using Suggest Lots

1. The Suggest Lots functionality is based on the Item Journal. Purchase Orders can be accessed by selecting “Search” from the Dynamics 365 Business Central Banner and entering “Item Journals” in “Tell me what you want to do” then selecting “Item Journals” from the results in the Go to Pages and Tasks section OR by selecting the “Item Journals” menu action (if present) from your Role Center home page.

2. Select the Item Journal Template you want to use.

3. From the Item Journal, select the “Batch Name” to use for your write-offs.

4. To access the “Suggest Lots” function, select Actions à Functions à Suggest Lots.

5. From the Suggest / Explode Lots form, enter the filter criteria for the items you wish to write off, such as Location Code, Lot Expiration Date, Lot No., or Bin Code.

Note: With Ceres 6.00.14 if the Item No. filter is left blank the following confirmation will be generated to alert the user that the Suggest Lots function will build negative adjustment lines for all Items which will tie up available quantity.

6. If you are writing off the entire inventory, you can press OK at this time. However, if you wish to only write-off a specified quantity, access the “Options” FastTab and enter the quantity to write-off. Ceres will select lots & pallets up to the quantity entered on the “Options” tab. If the Write-Off Quantity is set to zero, the program will select all lots & pallets meeting the filter criteria specified on the “Item Journal Line” tab. For example, here we have chosen Item No. 10018R and Location Code KAN.

7. Press OK and Ceres will calculate and suggest the lots to write off. Each entry generated will be a “Negative Adjustment” with the appropriate Pallet, Lot, and Bin.

8. For reporting purposes, you should select a Reason Code for each line that corresponds with your Trash tracking.

9. To complete the process and write-off the inventory, select either “Post” or “Post and Print” from Post/Print à Post or Post and Print. Select “Yes” to confirm that you want to post the journal lines.