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 can be assigned at any point, before or after receiving.
Why assign batch numbers?
Assigning batch numbers during receiving:
Enables end-to-end traceability from purchasing to sales (and manufacturing).
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 on a PO
You can assign batch numbers to a PO at any time from the Items table (by clicking the yellow triangle), but it's more common to add them when marking the PO as Received, either partially or in full.
Start receiving a PO
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.
Note: If a batch number was previously used for an item (and its expiration date has passed), it cannot be reused when receiving stock on a PO.
How to check: Go to Stock screen → Batches tab and enable Show empty batches to find previously used batches.
Enter quantities to receive
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
You can add batches to a PO row before the goods arrive, while receiving, or after the PO is received.
Open the PO. A traceability indicator appears next to the quantity of each batch-tracked item. It's yellow while batches are missing and turns green when the batch quantities match the row quantity.
Click the indicator, or the arrow to the left of the item name, to open the traceability row.
Enter a new batch number, or select an existing one, and add an expiry date and batch barcode if you use them.
If the delivery is split across several batches, add another traceability row for the remaining quantity.
If you track stock in bins, select the bin into which the goods should be received.
Receive the PO. The receiving review displays quantities and batches on a single screen.
Received goods are added to the batch (and bin) you chose. If you receive without batches, you can add them later on the received PO. To stop POs from being received without batches, turn on Require traceability assignment in Settings > Inventory management > Preferences.
Splitting quantities across batches
If you want to split received items into multiple batches:
Add another traceability row for the remaining quantity
A new row will automatically appear for the remaining quantity.
Repeat for each batch you want to create.
Completion
Click the button to add the items — along with their batch details — to your stock.
Note: Orders can be completed without adding batches.
Batch numbers are saved to the PO and reflected in your stock records.
After receiving: viewing batch details
You can now:
Select specific batches if creating manufacturing orders (MOs)
Select batches if fulfilling sales orders (SOs)
This ensures full traceability from the supplier to your customer.
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