Sub-batches can be automatically generated and registered in inventory upon registration from purchase orders and batch orders/production orders. For this purpose, it is possible to use the Create sub batch numbers function in the Registration form.
Once the Create sub batch numbers form is opened, users have the flexibility to generate sub-batches based on one of the following rules:
Define the size of each sub-batch (Qty per sub batch) and let the system automatically calculate the total Number of sub batches to be received.
Define the total Number of sub batches to be received and let the system automatically calculate the size of each sub-batch (Qty per sub batch) accordingly.
The following information is displayed in the Create sub batch numbers form:
Start number defines the first number to be used for generating sub-batch numbers.
End number is calculated based on the Start number and the Number of sub batches being generated.
Sub batch type dropdown menu can be optionally used to select a sub-batch type (see sub-batch type) to be assigned to the generated sub-batches.
Format for the sub-batch number generation consists of the parent batch number plus a suffix (for example, “-###” will generate a sub-batch with a suffix with three digits).
Note
If the Sub batch number group field has been populated in the item card of the material being registered, one or more of the above field(s) could be pre-populated and/or non-editable by the users (see Advanced sub batch numbering for additional details).
It is possible to define a default format for the sub-batch number in the Default sub batch ID format field in the General tab of the Inventory and warehouse management parameters form (Inventory management > Setup > Inventory and warehouse management parameters). The default format is automatically inherited into the Format field in the Create sub-batch numbers form upon registration, but it can be manually modified.
The sub-batch number is unique within a company. Upon registration and/or manual creation, the system will prevent users from generating duplicate sub-batch numbers.
If sub-batches have already been generated for a batch and additional sub-batches for the same batch have to be registered at a later stage, the system will automatically suggest the next Start number to avoid generating duplicates.
Example
The Logistics Department needs to receive 100.00 Kg of material in 5 containers (sub-batches) of 20.00 Kg each. The warehouse operator will fill in the Create sub batch numbers form as follows:
Qty per sub batch: “20.00”
Number of sub batches: “5”
Start: “12”
Format: Batch number + “-###”
The system will automatically generate five sub-batch numbers and assign 20.00 Kg to each sub-batch.
Additionally, the Create sub batch numbers functionality has also been added to the item arrival journal lines in Inventory management > Journals entries > Item arrival > Item arrival > Lines.
When a warehouse operator starts the arrival of incoming goods from the Arrival overview form (Inventory management > Periodic > Arrival overview), the system generates the item arrival journal, allowing the operator to automatically create sub-batch numbers.
The Warehouse Management module introduces similar functionalities to generate sub-batch numbers during material registration via mobile device.
When sub-batch items are shipped between legal entities in an intercompany (ICO) process, the sub-batch numbers and their properties can also be synchronized to the receiving legal entity, see Sub batch integration in intercompany processes.
High-volume sub-batch registration via batch job
After sub-batches are created on a registration line, they must be confirmed to register the material. For low volumes, users confirm the registration interactively with the Confirm registration button on the Registration form. For high volumes (for example, several thousand sub-batches on a registration line), confirming interactively can lead to long waits and browser session time-outs.
To support high-volume scenarios, a Confirm registration (batch processing) option runs the sub-batch registration confirmation as a background D365 batch job, independently of the user’s browser session. This option is available on the Registration form when registering material for:
Purchase orders (Accounts payable > Purchase orders > All purchase orders or Procurement and sourcing > Purchase orders > All purchase orders > Purchase order lines FastTab > Update line > Registration).
Batch orders (Production control > Production orders > All production orders > Production order tab > Inventory > Update registrations, or Process > Report as finished > Inventory > Registration).
Note
The existing Confirm registration button remains available and unchanged. The Confirm registration (batch processing) button is an additional option for high-volume registrations; the interactive path remains the recommended approach for low volumes.
Confirm the registration as a batch job
On the Registration form, click Add registration line and enter the Warehouse, Location, and License plate (only if the location is license plate-managed) on the Registration lines FastTab.
Click Create sub batch numbers, define the parameters, and click OK to create the sub-batches.
Click the Confirm registration (batch processing) button on the Registration lines FastTab. The Confirm registration batch process dialog opens.
The Confirm registration (batch processing) button is disabled when a Confirm registration (batch processing) batch job is already in progress for the same line, or when the line has already been confirmed (the Receipt status in the Transactions FastTab is not Ordered).For purchase orders, when the Purchase registration checkbox is enabled in the item model group of the item on the registration line, complete the Vendor batch details in the dialog:
Vendor batch date – mandatory if Mandatory vendor batch date is enabled in the item model group.
Use as manufacturing date – if enabled, the Vendor batch date is set as the manufacturing date of the batch and sub-batch(es).
Vendor expiry date – mandatory if Mandatory vendor batch expiry date is enabled in the item model group.
Use as expiration date – if enabled, the Vendor expiry date is set as the expiration date of the batch and sub-batch(es).
Country/region of origin 1 and Country/region of origin 2.
Vendor batch number – mandatory if Mandatory vendor batch number is enabled in the item model group.
Use the standard Run in the background FastTab to configure the batch job. The Batch processing option is enabled and cannot be disabled, so the process always runs as a batch job.
Click OK. The system validates the vendor batch details (for purchase orders), submits the batch job, and freezes the Registration form (View only, except the Batch job history and Back buttons) to prevent concurrent edits, duplicate confirmations, or additional lines while the job runs. A message confirms the job has started:
Purchase order: “Batch job for Purchase order %1 Sub batch registration has been started.”
Batch order: “Batch job for Batch order %1 Sub batch registration has been started.”
You can leave the Registration form once the job has started. The batch job validates and confirms the registration of all lines present when the job started, applying the same controls as the interactive Confirm registration (location, license plate, and the item’s storage condition, storage attribute, and container configuration check methods).
Note
Quality orders that would be generated during material registration are generated as a result of the batch job execution, not before it. Quality association behaviour is otherwise unchanged.
When the job completes successfully (Status = Ended), the Registration form is unfrozen and the registered sub-batches are shown.
If the Registration form is opened while a Confirm registration (batch processing) job is running for one of its lines, a warning is displayed and manual registration actions are disabled until the job completes: “A sub batch registration batch job is in progress for this purchase order line. Manual registration actions are disabled until the job completes. Batch job ID: %1.” (An equivalent message is shown for batch orders.)
Monitor the batch job
The Batch job history button is enabled, only if an error occurs during batch job execution. Click Batch job history to open the standard fields such as Job ID, Job description (for example, “Purchase order %1 Sub batch registration”), Status, Created by, and start/end date-time are shown, and all standard Batch job history functionality applies, including viewing messages with the Logs button.
If the batch job fails
If the job fails at any point, its Status is set to Error and the system:
Unfreezes the Registration form and makes it editable again.
Stores the error/warning message(s) in the Batch job history form (viewable with the standard Logs button).
Rolls back any sub-batch registrations performed during the run and automatically deletes the sub-batches that were created for the registration line. For purchase orders, any vendor batch details entered for the line are also cleared.
Retains the failed line records, together with the error message, for traceability.
To reprocess, click Create sub batch numbers again to recreate the sub-batches, click Confirm registration (batch processing), re-enter the vendor batch details (if applicable), and submit a new batch job.