Lot and serial number tracking
Track batches by lot (with optional expiry) or individual units by serial number through receiving, transfers, adjustments, and sales for traceability.
- Plans
- Advanced and above (inherited by Firm and Enterprise)
- Availability
- Available
- For
- Owners, Bookkeepers
- In KontoCore
Inventory → Lots & serials
What this does
Lot tracking groups units received together (for example a production batch). Serial tracking identifies each unit individually.
Every receipt, transfer, adjustment, and sale of a tracked item records which lots or serials moved, so you can trace where any unit came from and went.
Before you start
- Turn on tracking on the item before its first stock movement. It cannot be switched on or off afterwards.
How to
Receive tracked stock
- 1Enter the bill or receipt for the item.
- 2Assign lot numbers (and expiry if used) or enter each serial number.
- 3Save; quantities are held under those lots/serials.
Sell or move tracked stock
- 1On the invoice, transfer, or adjustment, pick the lots or serials leaving stock.
- 2KontoCore blocks a serial from being sold twice.
Trace
- 1Open Inventory → Lots & serials and search a number to see its full history.
Statuses and lifecycle
| Status | Meaning |
|---|---|
| In stock | Available at a location. |
| Sold / consumed | Left stock on a sale or assembly build. |
| Adjusted out | Removed by adjustment (damage, write-off). |
Corrections, voids, and reversals
- A wrong serial on a posted document is fixed by reversing the document and re-entering it.
- Posted records are never edited in place. Void or reverse them; KontoCore records a linked reversing entry with the user, time, and reason.
Provider and availability notes
- Inventory work happens in the browser workspace. Dedicated mobile warehouse apps and handheld barcode-scanner integrations are not offered.
- Serials are entered or pasted manually or imported from a file.
Permissions
- Owners, administrators, and users with bookkeeping or inventory permission can create and post. View-only users can read but not change records.
What happens in your books
Tracking adds detail only; postings are the same as for untracked items. Costing remains at item level.
Common mistakes
- Enabling tracking after stock already exists (not allowed — create a new tracked item and transfer by adjustment).
Troubleshooting
Can’t save the invoice
A tracked item needs lots/serials selected for the full quantity.
Related articles
InventoryTrack product quantities and cost, adjust stock, and understand advanced warehouses, lots, serials, and assemblies.Inventory items: set up tracked productsCreate quantity-tracked inventory items with income, expense, and asset accounts, a costing basis, reorder points, and optional lot or serial tracking.Warehouses, locations, and stock transfersSet up multiple warehouses or stocking locations, see quantity by location, and transfer stock between locations without changing total inventory value.Assemblies and buildsDefine an assembly’s bill of materials, build finished goods that consume component stock, and see how component cost rolls into the finished item.
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Last reviewed October 6, 2026