---
title: Set up lot numbers
description: This guide explains how to create a lot number series, configure lot tracking, create an item, and register lot-numbered stock for use in POS365.
---

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# Set up lot numbers

## This guide explains how to create a lot number series, configure lot tracking, create an item, and register lot-numbered stock for use in POS365.

**Note:** This guide uses an item journal to register opening stock. Complete the item tracking setup before posting stock for the new item.

 

**Part 1:**

Create a lot number series

 

**Step 1:**

![](https://help.posone365.com/hs-fs/hubfs/image-png-Nov-02-2026-08-52-24-6515-AM.png?width=670&height=332&name=image-png-Nov-02-2026-08-52-24-6515-AM.png)

![](https://help.posone365.com/hs-fs/hubfs/image-png-Nov-02-2026-09-02-11-2431-AM.png?width=670&height=332&name=image-png-Nov-02-2026-09-02-11-2431-AM.png)

1. In Business Central, search for and open 'No. Series'.
2. Click 'New'.

 

**Step 2:**

![](https://help.posone365.com/hs-fs/hubfs/image-png-Nov-02-2026-09-11-42-2452-AM.png?width=670&height=332&name=image-png-Nov-02-2026-09-11-42-2452-AM.png)

1. Enter a 'Code', for example LOT.
2. Enter a 'Description', for example Lot numbers.
3. Turn on 'Default Nos.'.
4. Turn on 'Manual Nos.' if you also want to allow manually entered numbers.
5. Click 'Lines'.

**Step 3:**

![](https://help.posone365.com/hs-fs/hubfs/image-png-Nov-02-2026-09-14-35-3239-AM.png?width=670&height=332&name=image-png-Nov-02-2026-09-14-35-3239-AM.png)

1. Enter a 'Starting Date' on or before the date when the number series will be used.
2. Enter a 'Starting No.', for example LOT0001.
3. Enter an 'Ending No.', for example LOT9999.
4. Set 'Increment-by No.' to 1.

 

**Part 2:**

Create an item tracking code

 

**Step 1:**

![](https://help.posone365.com/hs-fs/hubfs/image-png-Nov-02-2026-09-16-22-9391-AM.png?width=670&height=332&name=image-png-Nov-02-2026-09-16-22-9391-AM.png)

![](https://help.posone365.com/hs-fs/hubfs/image-png-Nov-02-2026-09-17-00-3853-AM.png?width=670&height=332&name=image-png-Nov-02-2026-09-17-00-3853-AM.png)

1. Search for and open 'Item Tracking Codes'.
2. Click 'New'.

**Step 2:**

![](https://help.posone365.com/hs-fs/hubfs/image-png-Nov-02-2026-09-24-52-1954-AM.png?width=670&height=332&name=image-png-Nov-02-2026-09-24-52-1954-AM.png)

1. Enter a 'Code', for example LOT.
2. Enter a 'Description', for example Lot tracking.
3. Turn on 'Lot Specific Tracking'.
4. Turn on 'Create Lot No. Info. on posting'.

'Lot Specific Tracking' tracks the lot from receipt to sale and requires an existing lot when stock leaves inventory. The corresponding inbound and outbound tracking settings are selected automatically.

'Create Lot No. Info. on posting' creates a lot information card when posting if the card does not already exist.

**Note:** Leave serial number and package tracking turned off for this lot-only setup. If the location uses warehouse activities, configure 'Lot Warehouse Tracking' to match the warehouse workflow.

 

**Part 3**:

Create the item

 

**Step 1:**

![](https://help.posone365.com/hs-fs/hubfs/image-png-Nov-02-2026-09-34-53-5898-AM.png?width=670&height=332&name=image-png-Nov-02-2026-09-34-53-5898-AM.png)

![](https://help.posone365.com/hs-fs/hubfs/image-png-Nov-02-2026-09-35-28-1246-AM.png?width=670&height=332&name=image-png-Nov-02-2026-09-35-28-1246-AM.png)

1. Search for and open 'Items'.
2. Click 'New'.
3. Select the relevant item template if prompted.

**Step 2:**

![](https://help.posone365.com/hs-fs/hubfs/image-png-Nov-02-2026-09-37-00-4449-AM.png?width=670&height=332&name=image-png-Nov-02-2026-09-37-00-4449-AM.png)

1. Enter the item's 'Description'. In the example it is 'Lot No. Item' only for the purpose of highlighting the example. The item could be anything.
2. Set 'Type' to 'Inventory'.
3. Select the 'Base Unit of Measure'.
4. Select the 'Item Category Code'.

Complete the price and posting fields according to your company's setup.

**Note:** Complete part 4 before posting stock for the new item.

**Step 3:**

![](https://help.posone365.com/hs-fs/hubfs/image-png-Nov-02-2026-09-39-17-1835-AM.png?width=670&height=332&name=image-png-Nov-02-2026-09-39-17-1835-AM.png)

1. Make sure to turn on 'On POS365 \[PON\]'.

 

**Part 4:**

Assign the lot setup to the item

 

**Step 1:**

![](https://help.posone365.com/hs-fs/hubfs/image-png-Nov-02-2026-12-07-24-6397-PM.png?width=670&height=332&name=image-png-Nov-02-2026-12-07-24-6397-PM.png)

1. Set 'Item Tracking Code' to the code created in Part 2.
2. Set 'Lot Nos.' to the number series created in Part 1.

'Item Tracking Code' defines the tracking rules for the item.

'Lot Nos.' defines the number series used to generate lot numbers.

**Note:** Complete this setup before posting stock for the new item.

 

**Part 5:**

Register opening stock

 

**Step 1:**

![](https://help.posone365.com/hs-fs/hubfs/image-png-Nov-02-2026-12-36-23-0616-PM.png?width=670&height=332&name=image-png-Nov-02-2026-12-36-23-0616-PM.png)

1. Search for and open 'Item Journals'.
2. Select the relevant journal batch.
3. Create a new line.
4. Fill in the following fields:

| Field | What to enter |
| --- | --- |
| Posting Date | The date of the stock adjustment |
| Entry Type | Select 'Positive Adjmt.' |
| Document No. | A reference for the adjustment |
| Item No. | The new item |
| Location Code | The location used by the relevant POS365 cash register |
| Quantity | The number of units being added |
| Unit Amount / Unit Cost | The applicable stock value |

**Note:** A positive adjustment adds stock to inventory. Do not use it to register stock that has already been posted through another transaction.

 

**Part 6:**

Assign lot numbers and post the stock

 

**Step 1:**

![](https://help.posone365.com/hs-fs/hubfs/image-png-Nov-02-2026-12-37-46-4904-PM.png?width=670&height=332&name=image-png-Nov-02-2026-12-37-46-4904-PM.png)

1. Select the journal line.
2. Go to 'Line'.
3. Click 'Item Tracking Lines'.

**Step 2:**

![](https://help.posone365.com/hs-fs/hubfs/image-png-Nov-02-2026-12-38-28-4047-PM.png?width=670&height=332&name=image-png-Nov-02-2026-12-38-28-4047-PM.png)

1. Click 'Assign Lot No.' to generate a lot number from the item's number series.

**Step 3:**

![](https://help.posone365.com/hs-fs/hubfs/image-png-Nov-02-2026-12-44-42-3943-PM.png?width=670&height=332&name=image-png-Nov-02-2026-12-44-42-3943-PM.png)

1. Check 'Lot No.' and 'Quantity (Base)'.
2. Check that the total tracking quantity matches the journal quantity.
3. Check that 'Undefined' is 0.

**Note:** To use a manually entered lot number, enter the number in 'Lot No.' and specify the quantity. This can be used for a supplier's lot number.

**Note:** If the stock contains several lots, create a separate tracking line for each lot.

Example:

| Lot No. | Quantity (Base) |
| --- | --- |
| LOT000001 | 6 |
| LOT000002 | 4 |

**Step 4:**

![](https://help.posone365.com/hs-fs/hubfs/image-png-Nov-02-2026-12-47-12-6090-PM.png?width=670&height=332&name=image-png-Nov-02-2026-12-47-12-6090-PM.png)

1. Check the journal line.
2. Post the journal.

 

**Part 7:**

Check the lot information

 

**Step 1:**

![](https://help.posone365.com/hs-fs/hubfs/image-png-Nov-02-2026-12-55-00-4412-PM.png?width=670&height=332&name=image-png-Nov-02-2026-12-55-00-4412-PM.png)

1. Search for and open 'Lot No. Information List'.
2. Find the item and lot number.
3. Open the lot information card.

**Step 2:**

![](https://help.posone365.com/hs-fs/hubfs/image-png-Nov-02-2026-12-56-48-9913-PM.png?width=670&height=332&name=image-png-Nov-02-2026-12-56-48-9913-PM.png)

1. Check 'Item No.' and 'Lot No.'.
2. Check 'Variant Code', if applicable.
3. Ensure that 'Blocked' is turned off.
4. Check that 'Inventory' shows the expected quantity.

**Note:** If the card is missing, click 'New' in 'Lot No. Information List'. Enter the same item number, variant code and lot number used on the posted stock entry.

**Step 3:**

![](https://help.posone365.com/hs-fs/hubfs/image-png-Nov-02-2026-12-59-17-1405-PM.png?width=670&height=332&name=image-png-Nov-02-2026-12-59-17-1405-PM.png)

1. Open the item's 'Item Ledger Entries'.
2. Check that the stock has been posted to the correct location.

 

**Part 8:**

Select a lot number in POS365

 

Once the updated item and lot information is available in POS365:

**Step 1:**

![](https://help.posone365.com/hs-fs/hubfs/image-png-Nov-02-2026-01-11-58-0887-PM.png?width=1920&height=1032&name=image-png-Nov-02-2026-01-11-58-0887-PM.png)

1. Add the item to a sale.
2. Select the required lot.
3. Continue the sale.

**Note:**

If no lot numbers appear, check the following in Business Central:

- 'Lot Nos.' is filled in on the item card.
- Stock exists for the lot at the location used by the cash register.
- A 'Lot No. Information Card' exists for the item and lot.
- 'Blocked' is turned off on the lot information card.

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