Item tracking in Business Central links inventory movements to specific lot numbers or serial numbers. This gives you a record of where each batch or unit came from and where it went, which is essential for product recalls, expiry date management, and regulatory compliance.
Create an Item Tracking Code
The item tracking code defines the rules for how a lot or serial number is tracked. You assign this code to items that need tracking.
- Search for Item Tracking Codes using
Alt + Q. - Select New.
- Enter a Code and Description.
Configure the tracking rules:
For lot number tracking:
- Check Lot Specific Tracking, requires a lot number on all positive and negative inventory entries.
- Check Lot Purchase Inbound, requires a lot number when receiving.
- Check Lot Sales Outbound, requires a lot number when shipping.
For serial number tracking:
- Check SN Specific Tracking, requires a serial number (one per unit) on all entries.
- Check SN Purchase Inbound and SN Sales Outbound similarly.
Mandatory vs informational tracking: When Lot Specific Tracking or SN Specific Tracking is enabled, BC will not allow posting without a tracking number. If you only check inbound or outbound fields individually, tracking is required only in that direction but not enforced everywhere.
Assign the Tracking Code to an Item
- Open the Item Card for the item that needs tracking.
- Navigate to the Item Tracking tab.
- In the Item Tracking Code field, select the code you created.
- Optionally set the Lot Nos. and Serial Nos. number series to have BC auto-generate numbers.
Enter Tracking Numbers on Purchase Receipt Lines
When receiving a tracked item, you assign the lot or serial number before posting the receipt.
- Open a purchase order with a tracked item.
- On the purchase line, select Line → Item Tracking Lines.
- The Item Tracking Lines page opens.
- For lot tracking:
- Enter the Lot No. in the lot number field.
- Enter the Quantity (Base) for that lot.
- Add more rows if the delivery contains multiple lots.
- For serial number tracking:
- Enter one row per unit, each with a unique Serial No. and quantity 1.
- Close the page when the total tracked quantity matches the line quantity.
You cannot post the receipt until the tracked quantities equal the line quantity.
Enter Tracking Numbers on Shipment Lines
The same process applies when shipping tracked items on a sales order.
- Open the sales order and go to the sales line for the tracked item.
- Select Line → Item Tracking Lines.
- Enter the Lot No. or Serial No. and the quantity being shipped from each lot.
- Close the tracking lines page.
BC checks that the lot or serial number you specify is actually in stock at the location before allowing the posting.
Trace an Item Through the Supply Chain
The Item Tracing page lets you follow a lot or serial number across all its transactions.
- Search for Item Tracing using
Alt + Q. - In the Trace Method field, choose:
- Usage (Forward), starts from a receipt and traces where the items went.
- Origin (Backward), starts from a shipment and traces where the items came from.
- Enter the Lot No. or Serial No..
- Select Trace.
The result shows each item ledger entry for that tracking number, with document references and dates. You can drill into each entry to see the source document.
Common Setup Combinations
| Scenario | Recommended settings |
|---|---|
| Track batch/lot on purchase and sales | Lot Specific Tracking on |
| Track serial numbers for warranty | SN Specific Tracking on |
| Record lot on receipt only (not required on sales) | Lot Purchase Inbound on only |
| Full traceability both directions | Lot Specific Tracking + Lot Purchase Inbound + Lot Sales Outbound |
For creating items before enabling tracking, see How to Set Up Items in Business Central.