How to Align Lot numbers with Purchase receipts numbers

By | December 28, 2020

Purchase Receipts are made when you accept Items from your Supplier usually against a Purchase Order. A purchase receipts is created when you accept materials from a certain supplier. This is usually against a purchase order. It also serves as a proof and a document given to consumers as a record of their sample purchase of goods and services. Purchase receipts can either be a printed cash register or written by hand.

Some companies would like to create their Purchase receipts with a Lot Number that is the same as the Purchase receipts transaction Number that created the product. Purchase Items with serial or lot numbers can be traced both backwards and forward in the supply chain. This is useful for general quality assurance and for product recalls. Some lot numbers are generated with the use of date and time stamps to help identify a specific lot.

Why we make the Lot number same as Purchase receipts number because this can make the tracing of the Lot easier. In Sage X3, there is a standard functionality of doing this.

Follow the below steps for the setup:


First make sure that Lot Management setting of product is checked as a ‘Mandatory lot’ and under the Lot Sequence field this MUST be blank as shown in below figure.

Fig; Product

Also, product category set up should be same as product setup, as shown in below figure.

Fig: Product Category

In short product and that respective product category set up should be set as defined above.

Navigate To: Common Data> Product category > Receipts Tab > Management Rules Grid

1. Select Movement type as ‘Supplier Receipt’.

2. Change the value of Lot entry as a ‘Free’

3. Change the value of Lot by default as a ‘Document number’.

4. Click on Save or OK button.

Please refer the below figure for the same.

Fig : Product category

If the user is not able to change the above modifications then first user can change the same modifications from Stock management rules screen and then can do the above setup on same screen. Refer the below screenshot for the same.

Fig : Stock Management Rules

We have completed the setup for product master and product category.

Now follow the below path for Purchase Receipts creation,

Navigate To > Purchasing > Receipts > Receipts

While creating the Purchase receipts transaction, keep LOT no. as blank on line level and after creation you can see LOT no. is coming same as a Purchase receipts transaction number. Refer below figure for the same.

Fig: Purchase Receipt

With the help of this setup you can align the Lot numbers with the Purchase receipts transaction number and it will also help to make the tracing of the Lot easier.

Hence after doing all the above steps we can able to align the same lot number with Purchase receipts transaction number.

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