Assigning a Lot Number to a Purchase Order Line Item

Luminous lets you assign a lot to a purchase order line at the time of ordering — before goods are received. This gives lot-tracking teams early traceability without waiting for a receiving report.

Who can use this?

Any user with access to the Purchase Orders module. The Lot cell is only editable for SKUs that have lot tracking enabled. Lines for non-lot-tracked SKUs display a read-only blank cell.

Where to find the Lot column

  1. Go to Purchase Orders and open the Line Items tab (the cross-PO line items grid).
  2. Locate the Lot column. If it is not visible, open the Columns panel (the icon on the right side of the grid) and toggle it on — the choice persists across sessions.

Assigning a lot to a single line

  1. Click the Lot cell on the row you want to update. The cell is clickable only for lot-tracked SKUs.
  2. A searchable dropdown appears showing all existing lots for that SKU. Start typing to filter by lot number.
  3. Select a lot to assign it — the cell saves immediately and shows the lot number.

Creating a new lot from the dropdown

If no suitable lot exists yet:

  1. Click the Lot cell to open the dropdown.
  2. Click Create new lot at the bottom of the dropdown.
  3. Fill in the Lot Number, Production Date, and Expiry Date in the dialog that appears.
  4. Save the form. The new lot is created and assigned to the line automatically.

Clearing a lot assignment

  1. Click the Lot cell.
  2. Click the × (clear) control in the dropdown.
  3. The cell saves immediately and returns to blank.

Bulk creating and assigning lots (cross-PO Line Items page)

When you need to create lots for several SKUs across multiple POs at once:

  1. On the cross-PO Line Items page, tick the checkboxes for the lines you want to act on.
  2. In the bulk action bar that appears, click Bulk Create Lot. The button shows how many lot-tracked lines are selected.
  3. In the dialog, enter a Lot Number, Production Date, and Expiry Date. One lot is created per distinct SKU in your selection.
  4. Each new lot is automatically assigned to every selected line for its SKU. The grid refreshes to show the updated lot numbers.

Note: Lines for non-lot-tracked SKUs in your selection are skipped — the action completes for lot-tracked lines only.

Validation rules

  • You can only assign a lot that belongs to the same SKU as the line. Attempting to assign a lot from a different SKU returns an error.
  • Lot assignment is independent of quantity, unit cost, and expected dates — saving a lot never changes those fields.