The quick answer
Open a new item, choose Inventory Item > Lot Numbered, enter the item identity, review units and account defaults, then save. Confirm that the saved record is a lot-numbered inventory item.
A lot-numbered item lets inventory transactions track quantities by lot. This walkthrough sets up the item record for a purchased product. The screenshots use fictional example names and sample item values.
Before you start
Confirm that Lot Tracking is enabled and that your role can create and view item records. Lot Tracking is an administrator or implementation setting; enabling it is outside this walkthrough. If the account uses subsidiaries, confirm that the intended subsidiary is active and available to your role. OneWorld, Multi-Location Inventory, Multiple Units of Measure, costing options, and tax setup apply only when your account and item form use them. Location, unit, account, tax, and cost-category fields depend on enabled features and the form. If the item will be used for purchases, complete any vendor or purchasing fields your process requires; this example does not configure a vendor.
01. Choose the item type
Go to Lists > Accounting > Items and choose New Item. Under Inventory Item, select Lot Numbered. The chooser also offers a separate Assembly item type; use the inventory item for purchased stock in this example.
02. Enter the item details
Enter a clear Item Name/Number. In the example, the item is Thermal Seal Film. If those fields are available, confirm the subsidiary and location. Choose the units configuration required by your account and check the primary stock unit; this example uses Northstar US, West Warehouse, and Each. With Multiple Units of Measure, the form can show a unit type and separate stock, purchase, sale, and consumption units. A location selection associates the item with a location; it does not record stock there.
03. Review account settings
On the Accounting tab, review the displayed accounts against your policy. The example shows Inventory Asset, Product Sales as the income account, and Cost of Goods Sold as the COGS account. Field labels, defaults, and requirements can differ by form and subsidiary. On Purchasing/Inventory, review Cost Category if the field appears; the example uses Materials. Choose values configured for your account. If an optional field is absent, continue according to your item setup policy.
04. Save and verify
Save the item. Confirm the success message, item name, and Lot Numbered Inventory Item type on the saved record.
This result is an item master. A later receipt or inventory transaction records stock and assigns a lot number; this item setup alone adds no on-hand quantity.
Common questions
Which item type should I select for purchased stock?
Choose Inventory Item > Lot Numbered when purchased stock must be tracked by lot. An Assembly item represents a product managed through a build process.
Which units should I use?
Choose the units that match how the item is purchased, stocked, and sold. Each fits when one item is the operational unit. If those units differ, use the configured units type and verify each applicable unit.
Which accounts should I use?
Review the accounts displayed on your form and use the values approved by your accounting policy. This example shows Inventory Asset, Product Sales as the income account, and Cost of Goods Sold. Defaults and available accounts can differ by form, subsidiary, role, and account setup.
What if Cost Category is not on my form?
The field is conditional. If it appears, select the category approved for the item, such as Materials. Its absence is not an error in accounts that do not use the field.
Does saving the item assign a lot number or add stock?
No. This walkthrough saves the item master only. A later receipt or inventory transaction records stock and assigns lot details.
Does this walkthrough add a vendor or create a purchase order?
No. It does not configure vendor fields or create a purchase order. Complete the purchasing details required by your process, then create a separate transaction when you are ready to buy or receive the item.
How do I verify the item setup?
Open the saved record and confirm the item name and Lot Numbered Inventory Item type. Also review the saved subsidiary, location, units, accounts, and cost category when those fields apply.
Why do my fields or defaults look different?
Field availability and defaults vary by form, role, enabled features, subsidiary, and account policy. Use the fields shown on your form and confirm required values with your inventory and accounting policies.