Retaining Sample Stock
With the Retaining Sample Stock function in ERPNext v16, organizations may store samples from production or reception batches in a neat fashion. Sample stock is a certain number of things that are kept apart and set aside for future quality inspections, audits, analysis, or to meet the rules. This makes sure that they can always be found and used for testing or verification.
The sample stock can be raw materials, packaging materials, or finished goods, depending on the sort of Business. For example, creating medications, processing food, making chemicals, or making things with high-quality control criteria. Keeping samples in a separate warehouse makes sure that they don’t get used in production or sold by mistake.
Prerequisites
Before you can use the Sample Retention function in ERPNext v16, you need to set up and make the appropriate masters.
- Item: The system has to have the item that needs to be preserved as a sample.
- Batch: You need to turn on batch tracking, and you need to make or generate batches when you buy or sell stock because sample retention is based on batches.
- Warehouse: There should be separate areas for keeping normal stock and samples.
1. How to Set Up a Sample Retention Warehouse in Stock Settings
You should absolutely make a separate Sample Retention Warehouse exclusively for samples. You shouldn’t utilise this warehouse all the time to produce things, sell things, or transfer things around. When samples are maintained in a separate warehouse, it is easier to keep track of them, stop people from using them by mistake, and do audits and reporting.
After you build the warehouse, you need to set it as the Sample Retention Warehouse in Stock Settings. This informs ERPNext where to keep samples that are automatically saved.
1.2 In the Item Master, check the box next to “Retain Sample.”
In ERPNext v16, you can keep samples by tracking batches. Before you can utilize this feature, you need to switch on the “Has Batch No” option in the Item master. You can check the box next to “Retain Sample” for the item once you turn on batch tracking.
You also need to set the Maximum Allowed Samples for a Batch, which tells the system how many samples it may store from one batch. This maintains things the same and makes sure that samples are not retained longer than what is needed by law or company reasons.
1.3 Add Stock
When you construct a Stock Entry to get materials, ERPNext v16 enables you set a Sample Quantity for products that have the “Retain Sample” option switched on. Now you need to choose the proper Batch Number for each item. The system checks that the number of samples you supplied is not more than the maximum number of samples set in the Item master.
The new button that you see when you submit this Stock Entry is known as a Make Retention Stock Entry button. The effect of this button is a new Stock Entry which transfers the quantity of sample in the normal warehouse to the Sample Retention Warehouse.
By clicking on this button, you will get a new Stock Entry with the purpose of Material Transfer. It already is filled out with all the information you need. This product collects the sample goods of the target warehouse (such as Stores) and transfers it to the Sample Retention Warehouse. Carefully read instructions and file in submission of the retention.
Correct use of the Sample Retention feature of ERPNext v16 can ensure that the quality controls certify that the businesses follow the standards and ensure that retain samples stored there are safe and convenient to locate when required.
