When you authorize a stock adjustment that includes batch or serial tracked products, Qoblex needs to know exactly which batches or serial numbers the counted quantity belongs to. It cannot simply move the number up or down the way it does for standard stock, because every unit is tied to a specific batch or serial record. This article explains how to allocate the counted quantity across specific batches using the Allocate Batches window before you authorize the adjustment.
After reading this, you will know how to split a batch-tracked line across one or more batches, how to fix the two most common validation messages, and why lines using the “Set” operation have to be changed before you can allocate them. A serial number is simply a batch with a quantity of one, so the same steps apply whether you track by batch or by individual serial number, with one difference: a serial batch row always holds exactly one unit, so you add one row per serial number.
When the Allocate Batches window appears
When you authorize a stock adjustment that contains batch or serial tracked products, Qoblex opens the Allocate Batches window before the adjustment is finalized. The window shows this description:
One or more reconciled lines are batch-tracked. Allocate the counted quantity across specific batches before authorizing.
Which lines trigger the window depends on the adjustment type:
- On a stocktake (advanced) adjustment, the window opens for batch or serial tracked lines you have already reconciled. This is why the description above refers to reconciled lines.
- On a simple adjustment, the window opens for any batch or serial tracked line, whether or not it has been reconciled.
Each batch-tracked line appears as its own card showing the product and its SKU, with an Allocated badge that tracks your progress (for example, “Allocated: 0 / 5”). You must fully allocate every line before the adjustment can be confirmed.
Allocate the counted quantity to batches
For each product card in the window:
- Select Add batch to add a batch row.
- In the batch field, use Select a batch to pick the batch or serial number the counted units belong to. You can type to search the batches available for that product at the adjustment location.
- Enter the number of units in the Quantity field. For a serial tracked product, each row is always a single unit, so add one row per serial number rather than typing a quantity above one.
- Repeat steps 1 to 3 to add more rows if the counted quantity is spread across several batches.
- Use the remove (cross) button on a row to delete a batch you added by mistake.
A line is fully allocated when the total across its batch rows equals the counted quantity and every row has both a batch and a quantity. The Allocated badge turns green once the line balances. When every line is fully allocated, select Confirm to authorize the adjustment, or Cancel to close the window without authorizing.
The quantity on a batch row cannot be zero. Remove the row instead if a batch has no units to allocate.
Important: A serial number represents a single physical unit, so a serial batch row can only hold a quantity of one. To reconcile several serials, add one row per serial number instead of increasing the quantity.
Common allocation messages and how to fix them
Two validation messages stop a line from being fully allocated. Each one below shows what triggers it and how to clear it.
Batch allocation is only available for adjustment lines that add to or remove from existing stock. Lines that use the Set operation, where you overwrite the on-hand figure with a fixed number, are not supported for batch allocation yet.
When the window opens, any Set lines are listed at the top with this warning:
Batches aren’t supported for the “Set” operation yet. Switch these lines to “Add” before allocating batches: [product names].
To resolve it, change those lines from the Set operation to the Add operation on the adjustment, then allocate their batches. You cannot allocate batches to a line that still uses the Set operation.
If you choose the same batch on two different rows within the same product card, Qoblex shows:
This batch is selected more than once. Combine the quantities into a single row instead.
Delete the duplicate row and put the full quantity for that batch on a single row. A line will not count as fully allocated while it contains a duplicated batch, so the Confirm button stays disabled until every batch appears only once.
What Qoblex does automatically
- Only batch or serial tracked lines are listed in the Allocate Batches window. Standard (non-tracked) lines are authorized without any batch step. On a stocktake (advanced) adjustment, only reconciled batch-tracked lines are listed; on a simple adjustment, every batch-tracked line is listed.
- The batch search on each row is limited to batches that exist for that product at the adjustment’s location, so you only ever pick from valid batches.
- The Confirm button stays disabled until every listed line is fully allocated, no batch is duplicated, and no row has a zero quantity.
- Batch and serial movements from adjustments are recorded against each batch’s history, so the adjustment appears when you trace a batch or serial later.
Related articles
- Receiving batches from purchase orders: inventory/batches/receive-batches-from-purchase-orders.md
- Shipping batches and serials on sales orders: inventory/batches/ship-batches-and-serials-on-sales-orders.md
- Importing or updating batches by CSV stocktake: inventory/batches/import-or-update-batches-by-csv-stocktake.md
- Viewing and filtering batches: inventory/batches/view-and-filter-batches.md