Product Traceability
Product traceability is a feature in MAQSU that helps track products throughout the supply chain using lot numbers and serial numbers. It is essential for monitoring stock movement and reducing risk factors during operations. The MAQSU ERP system records exact details of stock movement in the form of a traceability report. Lots and serial numbers are used to identify products in the inventory. Lots are used to identify groups of products of the same type, while serial numbers are used to identify individual products.
Track By Lots/Serial Numbers
This section provides a step-by-step guide on how to receive stock and assign lot/serial numbers in the Inventory module.
Make sure you have enabled the Lots & Serial Numbers feature in Inventory Settings before following these steps. This is required to access all traceability features and manage lot/serial numbers effectively.
Step 1 — Enable Lots & Serial Number
Activate lot and serial number tracking to gain full traceability of products from receipt to delivery
To enable Lots & Serial Number, please following these steps:
- From the left sidebar, click Settings (gear icon)
- In the Settings menu, select Inventory from the left navigation panel
- Locate traceability section, by scroll down to the Traceability section on the Inventory Settings page. This section contains all options related to product tracking and traceability.
- Find the Lots and Serial Numbers checkbox in the Traceability section
- Click the checkbox to enable this feature
After activating this feature, you will get the Lots/Serial Numbers option under the Products menu.
Step 2 — Configure Product
Once you enabled the Lots & Serial Numbers feature, you can configure individual products to be tracked by lot or serial number. This is done in the product form under the inventory tab.
- From the left sidebar, click Inventory
- Click Products in the menu
- Select the product you want to configure (or create a new product)
- Open inventory tab
- Locate Traceability section, by scroll down to the Traceability section on the Inventory tab. You'll see three tracking options:
- ⚪ By Unique Serial Number
- 🔵 By Lots (currently selected in the image)
- ⚪ No Tracking
Each product in your system can have one of three tracking methods. The tracking method you choose depends on the nature of the product and your business requirements.
You can set the tracking of the product by using Unique Serial Number or Lots from this window. If you don’t want to track the product, you can select the No Tracking option. Learn more about Traceability options
You can assign lots/serial numbers to products while receiving them in the inventory. After confirming a purchase order, you will be able to manage lots and serial numbers for the products before receiving them. In order to understand this precisely, let’s create a new purchase order and confirm it.
This setting must be configured before receiving or shipping the product, as it cannot be changed once inventory transactions exist.
Step 3 — Open Transfers
Navigate to Inventory ‣ Operations ‣ Transfers, which displays all stock movements, including receipts and deliveries. This is the central hub for managing inventory operations.
Step 4 — Create a New Receipt
Click Create to start a new transfer.
Use an operation type like Goods Receipts when you are receiving stock from a vendor.
Step 5 — Select Operation Type
Fill in the header fields such as Receive From, Operation Type, and Destination Location.
The header defines where stock is coming from and where it will be stored.
Step 6 — Add Products and Demand
In the Operations tab, click Add a line, select the product, and enter the expected quantity in Demand.
Demand is the planned quantity; you will confirm the actual received quantity later.
Step 7 — Save
After filling in the operation details, click Save to update the transfer status.
Step 8 — Mark as Todo
Click Mark as Todo to move the transfer to Ready.
Marking as Todo prepares the transfer for detailed lot/serial entry and validation.
This step is necessary to advance the transfer to the next stage, where you can start confirming the received quantities and assigning lot/serial numbers.
Step 9 — Open Detailed Operations
Open Detailed Operations from the product line.
Use this dialog to assign lot/serial numbers and confirm what was actually received.
Step 10 — Add Lot/Serial Lines
Click Add a line to create lot/serial assignments.
Add one line per lot (batch) or per serial (unit), depending on the tracking method.
Step 11 — Enter Lot/Serial and Done Quantity
Enter the Lot/Serial Number and the Done quantity for each line.
Done is the quantity you physically received and are confirming into stock.
For Lots, one line can cover multiple units under the same lot number. For Serial numbers, each unit typically needs its own line with quantity 1.
Step 12 — Confirm and Validate
Confirm the detailed lines, then click Validate to complete the receipt.
Validation posts the stock movement and updates on-hand quantities.
Step 13 — Review Traceability
After validation, use the Traceability smart button to review the lot/serial history and movement details.
Use this report for audits, recalls, or to verify the exact identifiers that were received.
Expiration Dates
Enable expiration date tracking for lots and serial numbers to manage products with limited shelf life and ensure timely stock rotation.
Before enabling expiration dates, ensure that:
- Lots and Serial Numbers feature is already enabled in Inventory Settings
- Your team understands expiration date management workflows
- From the left sidebar, click Settings
- In the Settings menu, select Inventory from the left navigation panel
- Scroll down to the Traceability section on the Inventory Settings page. Ensure that Lots and Serial Numbers is already enabled (indicated by a checkmark ✓).
- Find the Expiration Dates checkbox in the Traceability section, then click the *checkbox* to enable this feature.
Expiration date tracking is essential for industries like food & beverage, pharmaceuticals, and cosmetics where products have defined shelf lives. This feature helps prevent selling expired products and supports compliance with safety regulations.
Upon enabling this feature, the Expiration Date field will be available on the Inventory tab of the Product page, allowing you to configure expiration dates for individual products.
Consignments
Using the Consignment option available under the Settings menu, it is possible to set owner on stored products in your inventory. The product will be sold by the retailer but the actual ownership of the product will be held by the supplier until the product has been sold to a customer. You can return unsold products to the suppliers easily with this method. The retailers don’t need to keep a permanent inventory in the case of consignment.
Step 1 — Enable Consignment
Enable consignment tracking to manage inventory that you store in your warehouse but is owned by vendors or third parties.
Consignment inventory allows you to hold products on your premises without purchasing them upfront. You only pay the supplier when you sell or use the consigned goods. This feature helps manage cash flow and reduces inventory risk.
- From the left sidebar, click Settings
- In the Settings menu, select Inventory from the left navigation panel
- Scroll down to the Traceability section on the Inventory Settings page. This feature is located below the Expiration Dates option.
- Find the Consignment checkbox in the Traceability section, then click the checkbox to enable this feature.
- Click the Save button at the top of the page, after enabling consignment.
Enable this only if you need to track vendor-owned stock separately from company-owned stock.
Step 2 — Assign Owner
While receiving products in your inventory, you can assign an owner to them with this feature. Let’s create a receipt for the consignment stock and assign an owner for the stock.
While creating the receipt, you can mention the name of the consignee in the Assign Owner field. The consignment stock and its quantity can be mentioned in the Operations tab using the Add a Line button. Here, we assigned LY CHAIMOUY as the consignee for the product Cheese Burger. We assigned 14 quantities of the product to LY CHAIMOUY. you can click the Save button. The consignment of 14 quantities of the Cheese Burger to LY CHAIMOUY is completed.
Step 3 — Click Mark as Todo
Once Saved, then click Mark as Todo to move the transfer to Ready. Marking as Todo prepares the transfer for detailed lot/serial entry and validation.
Step 4 — Validate
Confirm the detailed lines, then click Validate to complete the receipt. Validation posts the stock movement and updates on-hand quantities.
Step 5 — Apply
Click the Apply button to confirm and finalize the stock receipt, ensuring that the on-hand quantities are updated accurately.
Step 5 — View Reporting
When you check the Inventory Balance report from the Reporting menu, you can observe that currently 14 quantities of the product are on hand.
The Owner field will show the name of the consignee. From this report, we can analyze that 14 quantities are managed by LY CHAIMOUY. This is how MAQSU assigns owners on received products.
Use consignment when you need accurate ownership reporting while still managing the physical stock in your warehouse locations.
Help Articales
Traceability options
By Unique Serial Number
- Each individual unit has a unique identifier
- One serial number = one unit of product
- Use for: Electronics, machinery, vehicles, high-value items
- Example: Laptop with serial number SN-LAP-001234
By Lots
- Groups of products share the same lot/batch number
- One lot number = multiple units
- Use for: Food, pharmaceuticals, manufactured goods, raw materials
- Example: Lot #2024-03-15 containing 1,000 units of Product A
No Tracking
- No lot or serial number required
- Inventory tracked by total quantity only
- Use for: Low-value items, consumables, commodities
- Example: Office supplies, packaging materials