Lock an Inventory Lot

NEW FEATURE for AV 2015.1.1.2

The Lot Locking feature allows users to "lock" specific Inventory Lots and remove those units from available inventory. For example, instead of setting up an "in transit" warehouse, you can receive inventory into the main warehouse, lock those units, and then release the lock when units arrive. Another example would be to lock the units associated with a Credit Memo until they've passed a QC inspection.

  • Locked Lots will not be displayed for either Sales Order Fulfillment or Warehouse Transfer Fulfillment. Inventory can not be drawn out of stock from a Locked Lot.
  • The History section of a Locked Lot will display: User/System, Date, Time, Username, Note/Reason.
  • The system also has the ability to lock a Lot. The system will lock a Lot only if the remaining quantity is smaller than the smallest Unit of Measure.
    • Typically this will only happen if:
      • (A) you are selling fractional units of your default Unit of Measure
      • AND
      • (B) your default UM is not the smallest UM that you sell
    • Example: Let's say we are in the business of selling footballs and the default UM is a Case (which contains 12 footballs). Whenever we issue a PO we are ordering by the Case and we keep track of our inventory by the Case but we have also defined an Each as 1 football. If you sell each unit on its own then you are only selling 0.0833̅ of a Case at a time (i.e. 1/12). After all 12 footballs are sold there will be 0.004 units left in the Lot. Obviously it's impossible to sell a fraction of a football, so a Lot containing less than the smallest UM will be locked by the system.

1. Enable/Disable Lot Locking

In AV 2015, the Lot Lock feature is enabled automatically and cannot be disabled.  In AV 2017 and later, you can enable/disable the feature via a check box on the Inventory & Marketing tab of System Setup.

Enable/Disable Lot Locking

2. Select a Lot to lock (or to unlock)

As you can see this Lot is currently unlocked.

Select a Lot to lock (or to unlock)

3. Lock the Lot and enter a Note

  1. Check the Lock checkbox.
    • If the box is already checked you can uncheck it only if the Lot was originally locked by another User.
    • If the Lot was locked by the System, it can not be unlocked by a User.
  2. Enter a Note/Reason for the Lot being locked (optional).
  3. Click OK to save the Lot record.
Lock the Lot and enter a Note

4. The Lot is now locked.

You can now see that the Lot is Locked either from the list view or from within the Lot record.

To add the Locked field to the list view, see the last step in this article.

The Lot is now locked.

5. Add the Locked field to the Lots list view (optional)

  1. Go to Administration View Editor and find the default view definition for InvenLot.
  2. In the Available Fields section, scroll down until you see the Locked field.
  3. Drag the Locked field from the Available Fields section down to the Current View Definition section. The fields from top to bottom are listed in the same order that they will appear in the list view from left to right.
  4. Click Done to save the view definition.
Add the Locked field to the Lots list view (optional)

Lock multiple Lots at once (via script)

  1. Download the file attachment above.
  2. Install the script:
    • Log in as the user Administrator.
    • Go to Administration > Scripts.
    • Select the Action Menu > Load Installer.
  3. Go to Warehouse Management > Lots.
  4. Highlight the Lots you want to lock.
  5. Select the Action Menu > Lock/Unlock Selected Lots.
  6. Choose Lock or Unlock.
  7. Enter a Locked Reason (only if you selected Lock).
  8. The selected Lots will be Locked and will also be tagged with the Locked Reason you entered.

Note: To Unlock multiple Lots, simply select Unlock at step #6.