iDocuments Batch Management

First published on: 12/11/2023/5:42 pm

User Guide

Overview

Introduction

This document provides an overview of the iDocuments Batch Management functionality.  Based around the SAP Batch Management (Each Item has a batch or serial management flag that can be set)

The iDocuments process needs modifications to the processes that generate inventory items on synchronisation with SAP, specifically for

• Goods Receipt
• Goods Return
• Credit Notes

Batch numbers would only be entered in iDocuments for these documents.

Overview

Company Settings

The option is:

• Can Use Batches – to enable the functionality

This company setting would be required, although it would just allow the screen to show the additional fields required for batch / serial numbers.  The item would still determine any validation required once it reaches SAP.

An item code setting in SAP B1 determines the batch/serial management requirement. 

It is possible for a company to disable / enable this setting, but if a batch managed item is passed through iDocuments and this function is not enabled, then it cannot be processed from iDocuments to SAP as the batch details would be mandatory.

SAP would provide an error similar to the one below for any batch managed items that have no batch details.

Batch management is for groups of products, so there can be the same batch across multiple lines.

Processing

Purchase Order

When the PO is raised there are no inventory updates, so these can be raised without Batch details and no changes required.

Goods Receipt PO

When the GRPO has an item that requires details to be entered due to batch items, then that information needs to be captured in iDocuments.

At the point of pressing Issue in the Goods Receipting process, the above screen will now appear and require batches to be created for this receipt. 

The initial screen will show the items required and the total needed and total created so far.  Note: no item in the bottom panel.

Select an item from the two tick boxes that you want to enter the batch detail for.

Then enter the batch number required and the quantity for this item – then press the Add Batch button to save.

Repeat this until the Total Needed = Total Created for all items

On the last press as below that will automatically continue and issue the GRPO

These batch details will be shown in the Batch report in SAP.

Goods Return

When the goods return is processed it needs to reference any batch or serial information from the receipted Items so that the correct lines are returned.

iDocuments will also show the available items for selection and will automatically show the Available batches from the base document.

Invoicing

For reserved invoices, the inventory is not impacted, so there is no requirement to contain batch information.

Invoices do not have inventory updates and therefore can be created in iDocuments or SAP and synchronise as normal. No Invoice updates should be allowed after credit is copied or linked from invoice.

Only Credit Notes have changes for Batch Management.

A Credit Note impacts the inventory – so you need to have batch / serial number details entered also.  When submitting the credit note, the batch information screen will appear and require the batch details to be entered.

Note: if partially credited, then you can’t submit more than is needed, so you have to reduce the amount in the batches to allow it to process, as the system assumes you want to credit everything and if partial, then you need to determine which batches.

iDocument Screen Changes

Marketing batches

Marketing documents (Goods Receipt, Goods Return and Credit Notes) will also include a batch tab to show entered batch information.

Saltbox Changes

Marketing documents (Goods Receipt, Goods Return and Credit Notes) include batch management details from iDocuments to SAP only.

Master data will now include the batch/serial management flags for the item codes so that iDocuments knows whether it is a Batch Managed item or not.

• OITM.ManBtchNum

Assumptions

• No validation of the batch codes will be carried out when processing in iDocuments.  If the batches are set as not accessible or locked, then this will only be shown in SAP.
• No function for automatically creating batch number sequences will be available in iDocuments.  In SAP B1, you can create strings for batch numbers and select the number of batches required when entering
• There is a way to update batch/serial numbers globally in SAP B1, but there are no updates when sent to iDocuments.
• Any Sales or A/R documentation types are out of scope.

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