QuickBooks Lot Tracking For Free

QuickBooks Inventory Lot Tracking For Free

Simple Lot Tracking For QuickBooks

What is lot tracking?

Lot tracking refers to the ability to track product lots along the supply chain. Generally, companies that manufacture perishable goods need lot traceability in the event that a group of products is defective or potentially hazardous. If a lot (a batch of product manufactured during a certain date range) needs to be recalled, the right lot tracking software will let you know whom and when exactly the product was sold.

How do I generate a lot number?

Lot numbers should be generated and assigned to product as they are manufactured. An easy way to generate a lot number without an expensive inventory management system is to preface the lot number with an item ID followed by the date the product was manufactured. For example, let’s say that the item number for Item A is 101 and that the date manufactured was 05/11/15. The LOT number should be something like 1010511015.
OK Cool, but how do I actually track the LOT? Depending on your ERP system, there are various lot traceability strategies. Here is an easy strategy that you can use in any QuickBooks.

Step 1: Go to your item list.


QuickBooks Lot Tracking 1 - List - Item List


Step 2: Double click on any of your items, and select custom fields.


QuickBooks Lot Tracking 2 - Item - Custom Field


Step 3: Click on define fields.


QuickBooks Lot Tracking 3 - Define Fields


Step 4: Create a field called LOT and select the check mark on the right. When you’re done, click OK.


QuickBooks Lot Tracking 4 - Custom Set Up LOT


Step 5: Next, you want to add the LOT field to your invoice template. To do this you go to the customer tab and select create invoices.


QuickBooks Lot Tracking 5 - Customers - Create Invoice


Step 6: When inside of the invoice, you select the formatting tab. Then you click on manage templates.


QuickBooks Lot Tracking 6 - Formatting - Manage Template


Step 7: Select the invoice template that you normally use, and click OK.


QuickBooks Lot Tracking 7 - Manage Template - Select One


Step 8: Click on additional customization.


QuickBooks Lot Tracking 8 - Click Additional Customization


Step 9: Find the LOT field that you created. Select both the screen and print checkmarks. Next, select the column number that you want the LOT to appear under in the invoice.


QuickBooks Lot Tracking 9 - Additional Customization - Checkmark LOT


Congratulations on adding the LOT number to the invoice! Each invoice that you print will now have this column. You must now instruct your drivers to fill in the respective LOT that he or she delivers throughout his route. You can write numbers manually or utilize a DSD software for Quickbooks that does this automatically. Once your LOT tracking strategy is implemented, now you must design a report that enables you to track a lot number.


Step 10: To track a lot, go to the reports tab and click on sales by item detail.


Quickbooks Lot tracking - Report - Sales - Sales By Item Detail



Step 11: Once the report is open, click on customize report.


QuickBooks Lot Tracking 11 - Customize Report


Step 12: Click on the filters tab. Underneath the filters section, find the LOT field and select it. In the right field enter the lot number that you want to track and click ok.


QuickBooks Lot Tracking 12 - Modify Report By Item Detail - Filter LOT


When the report reloads, every item sold with that LOT number will show with its corresponding invoices and customers that LOT was sold to.


The above strategy is an easy method that will enable you to do lot tracking for cheap in QuickBooks. In the event of a recall, all you will have to do is run a report to determine who you sold the LOT in question to. This report will automatically find all transactions in which a particular lot number was utilized. This is a vital component when you want to do lot tracking.

To automate this process, you will need a Route Accounting Software that captures the lot number digitally and automatically exports it to QuickBooks. In the meantime your drivers WILL have to write the LOT numbers hand in the LOT field, and your order desk will have to key in the lot number to the final invoice.

This basic concept works well under certain circumstances. First, you must have QuickBooks or a comparable accounting system. Next, there are MUCH better ways to track LOT NUMBERS using QuickBooks Enterprise. This strategy is designed for the beginner QuickBooks user. This is a good first step that will be useful to many distributors who CANNOT afford to upgrade to QuickBooks Enterprise at this time.

Learn more about how you can use Quickbooks inventory tools at: Inventory Management

  • Erez

    December 14, 2016 at 10:30 pm

    i am actually figure it out and working with it for 3 months. there are few issues but the big one is that when a item is out of stock. you cant just change the lot number as it will change the history so yu will have to inactive the item and create new item with new lot number when creating the PO or when receiving the item. the lot number should be track in all purchase orders, sales orders and invoices.

    what you described is not a complete solution. qb making such big deal out of it and its very simple feature.

    i have tried rapid inventory , now i am trying sos inventory. integrations subject to stop working at any time.

    i wish quick book will just add it as i am thinking to move to a complete solution.

    any solution for me ? please et me know.

  • Wilbur Deline

    May 31, 2017 at 2:34 pm

    Appreciate plenty of time you share with Little Company Bookkeepers.

  • Ken Nadolski

    May 31, 2017 at 4:35 pm

    I agree with you.I hope that helps.

  • Ruben Higgs

    May 31, 2017 at 4:42 pm

    This is an excellent review on QuickBooks feature, an eye-opener for sure!