A stock lot is a quantity of one product from one receipt line or one production run. All of its stock has the same received date and the same expiry date. Use lots to follow expiry dates, and to find the stock of one delivery if it has a problem. If you reject a lot, Beelocity holds back its sellable stock.
Key Concepts
- Lot number is the number of the lot, such as LOT-2026-0078. Your organization can use a number only once.
- Quality says where the lot stands in its inspection. Only a rejection changes its stock.
- Expiry date is the use-by date. It matters for food, medicine and any product that spoils.
- Goods receipt is the receipt that brought the lot in, as a link. On any other lot, it shows a dash.
When you complete a goods receipt, Beelocity creates one lot for each line that accepted goods. The stock levels page says how these lots are numbered.
Creating a Stock Lot
To add a lot by hand:
- Open Inventory > Stock in the sidebar, and open the Stock Lots tab.
- Click New.
- Fill in the details:
- Lot number is the number of this lot. Use the supplier’s number if there is one.
- Product is the product in this lot. One lot holds one product.
- Variant is the one variant in this lot. The form asks only if the product has variants.
- Supplier is the supplier that delivered this lot (optional).
- Quality opens on Pending. After you save, only the buttons below change it.
- Received is the day that this lot came into stock. It opens on today.
- Made is when the goods were made (optional). It cannot come after Received or Expiry date.
- Expiry date is the use-by date (optional).
- Notes holds anything worth saying about this lot, such as how to store it.
- Click Save. Beelocity saves the lot with the quality that you chose.
Saving a lot adds no stock. Stock joins the lot when a stock record names it in its Lot field.
Quality Workflow
Each lot has a quality:
| Status | What it means |
|---|---|
| Pending | Waiting for somebody to inspect it. Its stock stays sellable until somebody rejects the lot. |
| Under review | Somebody sent this lot for a closer look. Its stock stays sellable until somebody rejects it. |
| Approved | Inspected and accepted. A lot from a goods receipt or a work order starts here. |
| Rejected | It failed inspection. Beelocity moved its sellable stock to Quarantine, so nobody can sell it. |
Quality stops nothing until you reject a lot. Beelocity does not read a lot’s quality when it sells, reserves or moves stock. So you can still sell the stock of a lot that is Pending or Under review.
Actions
Open the lot, then open More actions. An action appears only if the lot’s quality allows it:
- Send to review appears on a Pending lot. It moves the lot to Under review, and the stock does not change.
- Approve appears on a Pending or Under review lot. It moves the lot to Approved, and the stock does not change.
- Reject appears on a Pending or Under review lot. It asks you to confirm, because you cannot change the lot’s quality afterwards.
Only a role that can change lots sees these actions. Of the roles that Beelocity ships, only the owner of your organization can do this.
What a rejection does. Beelocity moves the lot’s stock with the status Available to Quarantine. Stock in any other status stays where it is. On hand does not change, and the stock journal records nothing. If an order holds some of this stock, its reservation moves with the stock. You cannot write off what is reserved, so wait until the order ships or somebody cancels it.
A lot that is already Approved has no action. A lot from a goods receipt or a work order starts as Approved, so its page offers no Reject. Its stock stays on sale, and no button holds it back. If a delivery turns out to be bad, send it back with a supplier return. You can also write it off with an inventory adjustment on Available stock.
Searching
The search box on the stock lots list finds a lot by its number, by product name or Reference, or by variant Reference or barcode. The search matches part of a word, so typing LOT-2026 finds every lot number that holds this text.
Filtering by Status
The filter button beside the search box (Working with lists) narrows the list by Quality. Pick one or several:
- Pending shows the lots that wait for an inspection.
- Under review shows the lots that somebody sent for a closer look.
- Approved shows the lots that were inspected and accepted.
- Rejected shows the lots that failed inspection.
The same panel narrows the list to one Product, or to a range of Received or Expiry date. For example, one To date shows everything that expires before the end of the quarter. It can also hide inactive lots, with Active set to Yes. Beelocity writes your choice into the page’s address, so you can bookmark the view.
See what changed a lot’s cost
A lot’s units carry the cost that their goods receipt put into stock. Some costs arrive later. The freight, the duties and the forwarder of an import are invoiced after the goods are in stock. When an import dossier’s landed cost is posted, each of its lots takes its share, and the lot’s Cost history tab shows it.
Open the lot and choose Cost history. Each row is one place that the change reached, with:
- the Source, such as Landed cost, which opens the page that explains it
- the Date of the change
- the Place: On hand for units in a warehouse, or In transit for units on a transfer to it
- the Warehouse that holds the units, or that a transfer is bringing them to
- the Quantity of units that the change reached there
- the Unit cost change: what was added to the cost of each unit, which is negative if a correction lowered it
- the Value: what the change added to the stock in that place
The tab leaves out units that were already sold or used when the change was posted, because they were no longer in stock. The dossier’s landed-cost sheet shows their share as a variance. If nothing has changed a lot’s cost, the tab says so. You see the tab only if your role can read the stock journal.
Important Notes
- Lots suit goods with a use-by date, such as food and medicine, and goods that a supplier may recall. Beelocity has no recall feature, so search the lot number on stock levels to find its stock.
- A lot from a goods receipt has no Expiry date, because a receipt has no field for it. To add one, press Edit on the lot and type it. Of the roles that Beelocity ships, only the owner of your organization can do this.
- A serial number can name a lot of its variant, if you need to follow both the lot and the unit.
- Expiring soon, on the Inventory home, lists the stock that expires in the next thirty days. Sell or use that stock first.
- After a rejection, the stock stays in Quarantine. Write it off with an inventory adjustment whose line names Quarantine. A supplier return cannot take it. A return sends back only what a goods receipt brought in, and the page of such a lot offers no Reject.