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Purchasing batch-trackable items

Assign batch numbers during purchase order receiving, enhancing product traceability.

Dayvid Lorbiecke avatar
Written by Dayvid Lorbiecke
Updated over 3 weeks ago

When receiving items through purchase orders (POs) in Katana, you can assign batch numbers to ensure full traceability of materials and products. This is essential for tracking expiration dates, improving sourcing accuracy, and maintaining robust inventory records.


Before you begin: enable batch tracking

Batch tracking must be enabled for the item beforehand. You can enable this on the item card. Once enabled, batch numbers must be assigned during PO receiving.


Why assign batch numbers?

Assigning batch numbers during receiving:

  • Enables end-to-end traceability from purchasing to manufacturing to sales.

  • Helps you track inventory by batch, including expiration dates and sourcing details.

  • Allows selection of specific batches during production or sales.

  • Keeps a historical record of all batch movements.


How to assign batch numbers when receiving a PO

You can assign batch numbers when a PO is marked as Received, either partially or in full.

Start receiving a PO

Screenshot showing the receive options for a purchase order
  • Change the PO delivery status to either:

    • Receive all – to receive the full quantity of all items.

    • Receive some... – to manually define how many units to receive for each item.

Batch numbers cannot be assigned before receiving, since they typically appear on the packaging upon delivery.


Enter quantities to receive

To receive column in a purchase order being received
  • The To receive column displays the quantity you're about to receive.

    • For Receive all, it’s filled automatically.

    • For Receive some..., enter the quantity manually.


Assign batch numbers

Batch # column on a purchase order being received
  • In the Batch # column, enter:

    • A new batch number to create a new batch.

    • Or select an existing batch number to add to an existing batch.

  • Optionally, include:

If batch tracking isn’t enabled for an item, the Batch # column will show “Not applicable.”


Splitting quantities across batches

Shows how a row is automatically added when splitting the quantity received for a purchase order

If you want to split received items into multiple batches:

  • Enter a smaller quantity in the To receive field.

  • A new row will automatically appear for the remaining quantity.

  • Repeat for each batch you want to create.


Complete receiving

Receive all button on a purchase order being received
  • Once batch numbers are assigned to all trackable items, the Receive all or Receive selected button will become active.

  • Click the button to add the items — along with their batch details — to your stock.

Batch numbers are saved to the PO and reflected in your stock records.

Batch number on a received purchase order

After receiving: viewing batch details

This ensures full traceability from the supplier to your customer.


Editing restrictions

Once a PO has been marked as Received, you cannot edit the batch numbers for those items.


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