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Capture batch paperwork at receipt

The certificate arrives with the pallet. If filing it means going somewhere else afterwards, it doesn't get filed — it sits in an inbox until someone needs it and can't find it.

So SKU.io lets you attach the paperwork to a lot while you're receiving it, on the same screen where you type the batch number. There are two places stock enters with a batch, and both can capture documents.

Before you begin​

  • The product must be lot tracked.
  • You need permission to manage quality data.
  • Have the file to hand — a PDF from the supplier, or a photo of the paper certificate.

Receiving a purchase order​

  1. Open the purchase order and click Receive.

  2. On the line you're receiving, add the lot: enter the Batch number, and the expiry or manufacture date if the product tracks them.

  3. In that lot row's Document column, click Attach.

    note

    Attach stays disabled until you've typed a batch number. That isn't a quirk — the document is filed against a specific batch, and until the batch has a name there's nothing to file it against. If you receive without typing one, SKU.io generates a batch number for you, and a document you attached beforehand would have nothing to match.

  4. Choose the file, pick a Document type (Certificate of Analysis for a COA), and fill in the Issuer, Reference and Issued date if you have them. Click Attach.

  5. Repeat for each lot on the receipt. Two batches on one receipt keep their own documents — a certificate never covers a batch it wasn't issued for.

  6. Complete the receipt as normal.

The files are held on screen while you finish, then filed against the lots the receipt creates. Open any of those lots and the certificate is already on its Documents tab.

note

If a document fails to upload, the receipt still completes — the stock is in, and you can file the certificate on the lot afterwards. SKU.io will not roll back a good receipt because a PDF didn't attach.

Recording production on a manufacturing order​

A batch you made is arguably where the paperwork matters most. A purchased lot only ever carries someone else's certificate; a manufactured lot carries your own batch production record and your own finished-goods testing.

  1. Open the manufacturing order and click Record production.

  2. Enter the Batch number for the output, plus the expiry date if the finished product tracks one. A lot-tracked output can't be produced without a batch number, so this is never optional.

  3. In the output's Document column, click Attach, choose the file, and pick a Document type — Batch Record for the production record, Certificate of Analysis for finished-goods test results.

  4. Record the production run.

The documents are filed against the lots that run created. Record a second run later and its documents go to its batch — runs never share paperwork.

What gets captured, and what doesn't​

Capture is on receiving and production only — the two moments stock arrives with a batch and paperwork in hand. It's deliberately not on positive stock adjustments: an adjustment is a correction, not a delivery, and nobody is holding a certificate when they make one.

To file a document on a lot at any other time, go to the lot's Documents tab and upload it there. See File documents on a lot.

Next steps​

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