Lot Serial Number Tracking Odoo 18
By Braincuber Team
Published on December 29, 2025
Pharmaceutical distributor facing FDA audit discovers critical traceability gaps: 5000 units recalled medicine shipped customers but inventory system cannot identify which retail locations received affected batch LOT-2024-A437, manual investigation requiring 72 hours checking paper records calling 250 retail partners verifying stock creating compliance nightmare potential fines, electronics manufacturer unable tracking individual laptop serial numbers for warranty claims customers reporting defects but company cannot determine manufacturing date production line responsible requiring expensive blanket replacements increasing costs 40 percent, food distributor managing perishable goods lacking expiration date tracking selling expired products causing customer complaints health violations $50000 USDA fines, and automotive parts supplier mixing batches with different quality certifications shipping wrong specifications OEM clients causing assembly line shutdowns million dollar contract penalties—creating compliance risks customer dissatisfaction financial losses operational inefficiencies and inability meeting regulatory requirements requiring precise lot tracking individual serial identification expiration management and complete product traceability from purchase through delivery.
Odoo 18 lot and serial number tracking enables accurate inventory control through batch lot tracking grouping identical products single identifier perfect perishable goods pharmaceuticals, unique serial tracking assigning individual identifier each unit ideal electronics machinery high-value items, valuation by lot/serial calculating separate costs each batch enabling accurate costing FIFO inventory management, traceability reports tracking complete movement history origin destination product flow, expiration date management monitoring batch expiration ensuring products sold before spoilage, purchase integration assigning lots during receipt automatic generation sequential numbers, sales tracking identifying which lots shipped customers enabling targeted recalls, location management viewing lot/serial distribution across multiple warehouses, smart tab integration accessing traceability location stock data single click, and compliance documentation generating audit trails regulatory reporting quality control—reducing recall investigation time 95 percent through instant batch identification eliminating manual tracking via automated lot assignment ensuring regulatory compliance through complete traceability documentation improving warranty management through serial-based service tracking and achieving cost accuracy through lot-specific valuation automated costing precise inventory accounting.
Lot Serial Tracking Features: Batch lot tracking, Unique serial numbers, Valuation by lot/serial, Traceability reports, Expiration management, Purchase integration, Sales tracking, Location management, Smart tabs, Compliance documentation
Understanding Lot and Serial Tracking
Core concepts and use cases:
Lot Numbers vs Serial Numbers:
Lot Numbers (Batch Tracking):
Track groups of identical products sharing single identifier. Multiple units one lot number.
Best For:
- Perishable food items with expiration dates
- Pharmaceuticals with batch production dates
- Chemicals and raw materials
- Bulk goods manufactured same batch
- Products requiring recall by production date
Serial Numbers (Unit Tracking):
Track individual products each having unique identifier. One unit one serial number.
Best For:
- Electronics laptops smartphones tablets
- Machinery and equipment
- High-value items requiring warranties
- Medical devices with unique identifiers
- Products needing post-sales service tracking
Tracking Options in Odoo 18:
| Option | Description | Use Case |
|---|---|---|
| By Quantity | Track stock levels only | Basic inventory no traceability |
| By Lots | Batch tracking multiple units | Food pharma bulk goods |
| By Unique Serial | Individual unit tracking | Electronics machinery |
Enabling Lot and Serial Tracking
System configuration:
Step 1: Enable Feature in Settings
- Navigate to Inventory Settings:
- Go to: Inventory → Configuration → Settings
- Locate Traceability Section:
- Scroll to Traceability section
- Enable Feature:
- Check: Lots & Serial Numbers
- Click Save
Result: System now supports lot/serial assignment during stock operations. Lots & Serial Numbers menu appears under Products configuration.
Configuring Products for Tracking
Product-level settings:
Product Configuration Steps:
- Navigate to Products:
- Go to: Inventory → Products → Products
- Select existing product or click New
- Set Product Type:
- Product Type: Must be Goods
- Consumables and Services cannot be tracked
- Enable Tracking:
- Under Inventory tab
- Enable: Track Inventory
- Tracking options appear
- Select Tracking Method:
- By Quantity: Basic quantity tracking
- By Unique Serial Number: Individual unit tracking
- By Lots: Batch tracking
- Save Configuration:
- Click Save
- Product now tracks via selected method
Example: Pharmaceutical Product
| Field | Value |
|---|---|
| Product Name | Amoxicillin 500mg Capsules |
| Product Type | Goods |
| Track Inventory | ✓ Enabled |
| Tracking Method | By Lots |
| Reason | Batch expiration tracking required |
Valuation by Lot/Serial Number
Advanced costing feature:
Understanding the Feature:
When lot/serial tracking enabled additional field Valuation by Lots/Serial Number appears product form. Enabling creates separate valuation each lot maintaining different costs per batch.
How It Works:
- Purchase 30 units total: 10 units LOT-A at $50/unit, 10 units LOT-B at $55/unit, 10 units LOT-C at $60/unit
- Without valuation by lot: All 30 units valued average cost
- With valuation by lot: LOT-A valued $500, LOT-B valued $550, LOT-C valued $600
- Enables accurate FIFO costing, lot-specific profitability analysis
Enabling Valuation by Lot:
- Open product form
- Ensure: Track Inventory = By Lots or By Unique Serial Number
- Check: Valuation by Lots/Serial Number
- Save product
Benefit: Each lot maintains separate cost enabling precise inventory valuation accurate COGS calculation lot-specific margin analysis.
Purchase Operations with Lots
Receiving and assigning lots:
Complete Purchase Workflow:
Step 1: Create Purchase Order
- Navigate to: Purchase → Purchase → New
- Select vendor
- Add product tracked by lots
- Specify quantity (e.g., 20 units)
- Set unit price (e.g., $400)
- Click Confirm Order
Step 2: Receive Products and Assign Lots
- Click Receive Products:
- Receipt form opens
- Shows products to receive
- Assign Lot Number:
- Click detailed operations icon (list icon) next to product
- Lot/Serial assignment wizard opens
- Generate or Enter Lot:
- Option A: Enter manually (e.g., "LT-SP001")
- Option B: Auto-generate:
- First Lot Number: LT-2025-001
- Quantity per Lot: 20 (all units one lot)
- System generates sequential numbers if multiple lots
- Confirm Lot Assignment:
- Click Confirm in wizard
- All 20 units assigned to lot
- Validate Receipt:
- Click Validate
- Products received into inventory
- Traceability smart tab appears
Example: Multiple Lots per Receipt
Scenario: Receiving 30 units different production batches
| Lot Number | Quantity | Unit Price | Total Value |
|---|---|---|---|
| LT-2025-001 | 10 units | $50 | $500 |
| LT-2025-002 | 10 units | $55 | $550 |
| LT-2025-003 | 10 units | $60 | $600 |
Each lot maintains separate valuation when Valuation by Lots enabled.
Sales Operations with Lots
Delivering and tracking lots sold:
Complete Sales Workflow:
Step 1: Create Sales Order
- Navigate to: Sales → Orders → New
- Select customer
- Add lot-tracked product
- Specify quantity (e.g., 14 units)
- Click Confirm
Step 2: Deliver Products from Specific Lot
- Click Delivery Smart Tab:
- Delivery order opens
- Check Automatic Lot Selection:
- Navigate to Moves smart tab
- System auto-selects lot based on removal strategy (FIFO default)
- Shows which lot products taken from
- Manual Lot Selection (if needed):
- Click detailed operations icon
- Remove auto-selected lot line
- Click Add a Line
- Select desired lot number
- Enter quantity from that lot
- Repeat for multiple lots if needed
- Validate Delivery:
- Click Validate
- Products shipped customer
- Traceability smart tab shows what shipped
Example Delivery Scenario:
Available Stock:
- LT-SP001: 20 units available
- LT-SP002: 15 units available
Customer Order: 14 units
System Behavior (FIFO):
- Auto-selects LT-SP001 (oldest lot first)
- 14 units picked from LT-SP001
- Remaining: LT-SP001 has 6 units, LT-SP002 has 15 units
Traceability Report Shows:
- Customer received 14 units from LT-SP001
- Enables targeted recall if batch issue discovered
Traceability Reports
Complete product movement history:
Accessing Traceability:
Method 1: From Product Form
- Open product
- Click Traceability smart tab
- Complete movement history displays
Method 2: From Purchase/Sales Order
- Open receipt or delivery
- Click Traceability smart tab
- Specific transaction history shows
Method 3: From Lot/Serial Record
- Go to: Inventory → Products → Lots/Serial Numbers
- Open specific lot
- Click Traceability smart tab
- Lot-specific movement displays
Traceability Report Content:
| Column | Information |
|---|---|
| Date | Transaction timestamp |
| Reference | Receipt/delivery/transfer number |
| From | Source location (vendor/warehouse) |
| To | Destination location (customer/warehouse) |
| Lot/Serial | Lot or serial number moved |
| Quantity | Units moved |
Lot and Serial Number Management
Central management interface:
Accessing Lot/Serial Management:
- Navigate to: Inventory → Products → Lots/Serial Numbers
- List view shows all lots/serials
- Default filter: By Location
Creating Manual Lot/Serial:
- Click New button
- Fill form fields:
- Lot/Serial Number: Unique identifier (e.g., "SN-2025-1234")
- Product: Select associated product
- Internal Reference: Optional supplier reference tracking info
- Company: Associated company
- Click Save
Lot/Serial Record Information:
Fields Display:
- On-Hand Quantity: Current stock this lot/serial
- Total Value: Total monetary value (Qty × Cost)
- Average Cost: Calculated average cost per unit
- Cost: Cost per unit specific lot/serial
- Created On: First entry date
Smart Tabs:
- Locations: Shows where lot/serial stored warehouse
- Traceability: Full movement history purchases transfers deliveries
Example Lot Record:
| Field | Value |
|---|---|
| Lot Number | LT-SP001 |
| Product | Soundproofing Panel |
| On-Hand Quantity | 6 units |
| Total Value | $2,400 |
| Average Cost | $400 |
| Calculation | $2,400 ÷ 6 = $400 |
History: Purchased 20 units $400/unit, sold 14 units, remaining 6 units.
Serial Number Workflow
Individual unit tracking:
Key Differences from Lot Tracking:
- One Serial = One Unit: Each product gets unique serial number
- Receipt: Must assign serial to each individual unit not batch
- Delivery: Specific serial numbers tracked to customer
- Warranty: Serial enables warranty claim tracking
- Service: Post-sales service tracked per serial
Serial Number Example: Electronics
Product: Laptop Computer
Purchase: 5 units
Serial Assignment During Receipt:
| Unit | Serial Number |
|---|---|
| Unit 1 | SN-2025-0001 |
| Unit 2 | SN-2025-0002 |
| Unit 3 | SN-2025-0003 |
| Unit 4 | SN-2025-0004 |
| Unit 5 | SN-2025-0005 |
Sale: Customer orders 2 units
Delivery: Ship SN-2025-0001 and SN-2025-0002
Warranty Claim: Customer reports SN-2025-0001 defective → System shows purchase date, warranty status, customer details enabling quick service.
Best Practices
Use Lot Tracking for Batch Products Serial Tracking for Individual Items: Incorrect tracking method equals operational inefficiency. Pharmaceuticals food chemicals benefit lot tracking grouping production batches expiration management. Electronics machinery high-value items require serial tracking warranty service individual identification. Choosing appropriate method enables efficient operations accurate traceability regulatory compliance reducing administrative overhead optimizing inventory management.
Enable Valuation by Lot When Purchase Prices Vary Between Batches: Averaging costs across lots with different purchase prices equals inaccurate profitability analysis. Raw materials purchased different times different prices benefit lot-specific valuation. Example: Copper wire LOT-A $5/meter, LOT-B $7/meter—valuation by lot enables accurate COGS calculation when selling from specific lot maintaining precision inventory accounting supporting informed pricing decisions.
Leverage Traceability Reports for Compliance Audits and Recalls: Manual record searching during audits recalls equals delays compliance failures. Regular traceability report review ensures documentation complete accurate. FDA audit requests batch movement → instant traceability report shows complete chain custody receipts transfers deliveries. Product recall scenario → identify all customers received affected lot within minutes enabling targeted communication reducing recall scope saving costs maintaining customer safety.
Create Consistent Naming Conventions for Lots and Serials: Random inconsistent lot numbers equals confusion errors difficult searching. Establish standard format: LT-YYYY-### for lots, SN-YYYY-##### for serials. Include date codes product codes meaningful identifiers. Consistent naming enables quick identification easy searching better organization reducing data entry errors improving operational efficiency supporting scalability.
Conclusion
Odoo 18 lot and serial number tracking enables accurate inventory control through batch lot tracking unique serial tracking valuation by lot/serial traceability reports expiration date management purchase integration sales tracking location management smart tab integration and compliance documentation. Reduce recall investigation time through instant batch identification eliminating manual tracking via automated lot assignment ensuring regulatory compliance through complete traceability documentation improving warranty management through serial-based service tracking achieving cost accuracy through lot-specific valuation supporting quality control through batch identification enhancing customer safety through targeted recalls and improving operational efficiency through integrated tracking achieving compliance excellence customer satisfaction and competitive advantage.
