Acute Data Systems

Lot/serial numbers are not available to distribute in data entry even though the item has quantity on hand in Sage 100

Summary

Lot/Serial numbers are not available to distribute in data entry even though the item has quantity on hand.

Cause

The IM_ItemCost table contains the lot/serial numbers for Inventory Items. In the IM_ItemCost table, each lot/serial number has a “QuantityOnHand” field as well as a “Quantity Committed” field. The “Quantity Committed” field is used to reserve lot/serial numbers for items awaiting updates. For example, if a serial item is distributed on a Sales Order invoice, that serial number is “committed” to that invoice and cannot be distributed elsewhere.

In addition, the TierType field must be correct for the Item’s Valuation Method:
3 = Lot
4 = Serial

Resolution

 CAUTION: Use caution when working with the below product functionality. Always create a backup of your data before proceeding with advanced solutions. If necessary, seek the assistance of a qualified Sage business partner, network administrator, or Sage customer support analyst.

If the lot/serial numbers are not committed to any unposted data entry (for example, S/O Invoice Data Entry, B/M Production Entry, W/O Transaction Entry, etc.), perform either of the following:

  1. All users must be out of inventory-related tasks
  2. Open Library Master, Utilities, Rebuild Sort Files
  3. Click, Yes at warning message
  4. Select Module, Inventory Management
  5. Select, Company Code
  6. Select Yes, “Do you want to recalculate committed lot/serial quantities?
  7. Close window

Another option to clear the quantity committed is to use Data File Display and Maintenance (DFDM)

  1. Open Library Master, Utilities, Data File Display and Maintenance
  2. Select IM_ItemCost.M4T in the IMxxx folder where xxx=CompanyCode
  3. Click the Keyscan button and select the record to be edited
    • Find Item Code and Lot/Serial Number
  4. Click the Edit button
  5. Change field 15 Quantity Committed to 0 (zero)

If the Quantity Committed is 0 (zero), confirm the correct TierType and GroupSort and LotSerialNo is assigned to the Item in IM_ItemCost.m4t using Data File Display and Maintenance (DFDM)

  1. Open Library Master, Utilities, Data File Display and Maintenance
  2. Select IM_ItemCost.M4T in the IMxxx folder where xxx=CompanyCode
  3. Click the Keyscan button and select the record to be edited
    • Find Item Code and Lot/Serial Number
  4. Confirm value for field TierType matches the item’s valuation method in Item Maintenance or Item Inquiry:
    • 3 = Lot
    • 4 = Serial
  5. If the Click the Edit button
  6. Change field TierType to the correct value (3 or 4)
  7. Confirm value for fields GroupSort and LotSerialNo contain the same Lot or Serial Number
  8. Confirm value for field QuantityOnHand contains the exact quantity for this Lot. For a Serial Numbered item this field should be one (1).
Sage 100
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