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Dynamics 365 Community / Forums / Microsoft Dynamics GP (Archived) / Serial number tracking...
Microsoft Dynamics GP (Archived)

Serial number tracking & Overriding Shortages

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Posted on by Community Member

Reading the help files I found this:

You shouldn’t override a shortage on an item that is tracked by serial or lot numbers. Your inventory will be overstated when the quantity is replenished.

It does say what to do otherwise. My client makes build to order items that are tracked by serial numbers but until the item is made there is no serial number. So inventory on hand is always 0 and the override shortage message always comes up and then wants you to pick a serial numbered item but none exist. Not sure how to get around this or set it up properly, any thoughts.

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  • Suggested answer
    Mahmoud Saadi Profile Picture
    Mahmoud Saadi 32,738 on at

    Override quantities is not officially not recommended by Microsoft for items with tracking options (Serial or Lot number). As you mentioned above, the quantity on hand will always be zero. And here is the Explanation and Justification:

    • When override quantities are used, Dynamics GP throws a record in IV10200 (Purchase Receipt Layer) with Quantity Received (0) and Quantity Sold (#No.) 
    • As a result, the quantity on hand in  IV00102 (Item Quantity Master), which is calculated based on the IV10200 (Quantity Received-Quantity Sold) will be negative.
    • With override, no record is thrown in IV10200. Therefore, the quantity on hand will always be (Zero)
    For further details on the Override, check the override functionality on my blog regardless of the cost variance section.

    Although, Microsoft has provided a solution under Knowledge Base Article in customer source, check it out with you customer source Account;

    How to Prevent Users from Manually Overriding Serial Numbers or Lot Numbers in Microsoft Dynamics GP

    Hope this helps,

  • Suggested answer
    Community Member Profile Picture
    Community Member on at

    Hi,

    Have you considered starting the orders as backorders instead of sales orders?

    This way they can complete the order and you can accurately identify the quantity on backorder which should match up with the quantity they need to manufacture.

    When each item is manufactured the can then transfer the backorder to an invoice or sales order depending on what they need and assign the serial numbers at that point.

    Let me know if that helps or if there are other issues preventing this.

    Cheers,

    Adam

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