This guide shows how to receive items with lot IDs (batch numbers) against a purchase order using Finale’s mobile barcode scanner. You’ll learn how to prepare barcoded documents, scan lot IDs (either from labels or by typing), and record multiple lots against a single line item.
Prerequisites (enable Lot ID Tracking)
To receive with lot IDs, you must first enable the feature:
Go to Application Settings (or click your company name > Product tab).
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Enable Use Lot identifiers for tracking.
This allows you to enter and track lot numbers on received items.
Prepare the Purchase Order
Open the Purchase Orders screen.
Select the PO to be received.
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From the Action menu, choose Print Purchase Order with Barcodes.
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The printed PO includes:
Order ID barcode (used to load the PO on the scanner).
Product barcodes (useful if items arrive unlabeled).
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While printing the PO is optional, it’s often helpful in warehouse operations.
Sync the Mobile Scanner
On the scanner, run Sync to download the latest data from your Finale account.
Once synced, you can work offline in the warehouse during receiving.
Start Receiving with Lot Ids
On the scanner, select Receive.
Scan the Order ID barcode from the PO, or choose it from the list.
Scan/choose the storage location where items will be placed (e.g., A02).
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In the Receiving screen:
Sublocation: Defaults to the chosen location. Lock this field if all items will go to the same spot.
Lot ID field: Unlock this box so the scanner prompts for lot IDs.
Quantity field: Remains unlocked to confirm quantities as items are scanned.
Entering Lot Ids
If items have lot barcodes > scan the lot barcode.
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If items do not have lot barcodes > tap in the Lot ID box and:
Type the lot number using the scanner’s on-screen keyboard.
Enter letters, numbers, or a mix, depending on your lot coding system.
Handling Multiple Lots
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All units with the same lot ID:
Enter the lot once, then confirm the full quantity.
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Units split across different lot IDs:
Use the down arrow to adjust the quantity (e.g., 2 units with Lot A, 1 unit with Lot B).
Scan or type the next lot ID.
Repeat until all items are recorded.
Review and Sync
Tap Menu > Review to verify received quantities and lot IDs.
Exit to the main menu.
Sync the scanner to upload receipts to the Finale cloud.
Verify in Finale
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In the PO’s Shipment tab, you’ll see:
Status updated to Fully Received (or Partially Received).
Lot IDs displayed under the received line items.
In the Stock screen, each product shows inventory by lot ID.
Tips
Always sync before starting and after finishing the receipt.
Use printed lot barcodes when possible; if not, enter them manually.
Split lots carefully to maintain traceability.
Make sure Lot ID tracking is enabled in Application Settings, or lot information will not display in shipments/stock.
Need Help?
For more details on receiving workflows (including serial numbers), see our related help articles or contact us at Descartes Customer Support.