Lot Tracking in Dx5: Creating POs and Managing Lots (Read Time: 4 Minutes)

When Lot Tracking is enabled, receiving a Purchase Order creates a new, distinct lot for each item received — capturing its own quantity, Unit Cost, and lot code. This is critical to keep costing accurate at every downstream stage, from batch production through fulfillment, and maintaining lot level accountability. This article also covers managing those lots through adjustments.

To create a Purchase Order:

• Navigate to Inventory > Purchase Orders > New PO
• Select your supplier
• Enter the PO date, and enter a PO number or auto-generate one
• Select the items you're purchasing and enter the quantity for each
  • If the Unit Price has changed since your last order, overwrite it here. The price entered carries into the lot's Unit Cost
• Add a freight cost or notes, if needed
• Save the PO — or, if receiving it the same day, check Receive PO to move straight into receiving

To receive a Purchase Order with Lot Tracking enabled:

• On the Inventory Reception page, enter or auto-generate a lot code for each item, and update the receiving time and Unit Cost as needed
• Each item can be split into individual lots. For example, a single item can be received as two lots of the varying quantities at two different prices — say 300 units at 80 cents and another 200 at 95 cents
• Check Mark as Filled to complete the reception, then select Receive Items

Note: Each receipt creates new lots. If you're bringing in more of a lot you already recorded, that quantity comes in as a separate new lot — quantity cannot be added to an existing lot through a Purchase Order.

Reviewing Lots

Open an item's Detail page to see its lot information, along with an average Unit Cost calculated across them. For example, three lots received on different dates at different prices will show individually, alongside one blended average.

A Closed Lots tab shows any lots that have been fully used up — through a recipe application, bottling run, shipped order, or manual adjustments. Lots move here automatically once their quantity reaches zero.

Managing Lots

To adjust the quantity of a specific lot:

• Navigate to Item Actions > Adjust Quantity
• Select the specific lot you're adjusting
• Enter the quantity to deplete or add
• Add a note or attach a document (such as a bill of lading), if useful for your records

This only affects the lot selected — every other lot of that inventory item remains untouched. This works the same way for Raw Materials and Supplies.

Note: Lot attributes (lot code, date, Unit Cost) cannot be edited once a lot is created, and undo is not available for adjustments. If you need to correct a mistake, enter a new adjustment rather than trying to edit the original lot or reach out to support@fx5.com. 

For a video walkthrough of this process, please view: 
Lot Tracking in Dx5: Creating POs and Managing Lots (Video)