How To Set Up Auto-Coding/Naming For Stock Lots
Learn how to streamline your stock lot coding process with step-by-step instructions for setting up auto-coding.
Written by Ryan Osborne
Updated at May 27th, 2025
Table of Contents
Setting Up Auto-Coding/Naming For Lots
To set up auto-naming for your lots, ensure that you are logged in to Merchanter with a user account holding a Prime role, or you will not have the required permissions to complete the next steps.
Once logged in, locate the "Settings" button on the menu at the top right.
From the system settings screen, go to Organisation Settings → Ledger Settings from the menu on the left.
A new window will open.
On the top menu, make sure you are in Ledger Info.
Then, on the menu below, select the Stock Settings tab.
Now, scroll down and look for the Use Lots setting, make sure it is ticked and switched on, or you will not be able to use lots at all.
By Default, your Lot naming method will be Manual.
When you bring in a new lot with this setting, you will get the lot name of “New Lot - please rename”
Configuring Lot Naming from a template
If you wish to use the Auto-coding, change the Lot naming method to be From template.
Creating The Template
You can now create a Lot name Template in the field.
Adding the relevant code in the field will build your auto code.
Template Codes
N - Next Lot number: the next id in the sequence from the Next Lot number field.
P - Prefix - a 5-character string at the start of the code added in the Prefix field e.g. ID:
C - Product Code.
D - Depot Code.
L - Location code.
S - Supplier code (from purchase)
O - Order number (Purchase or Mill)
Additional Characters
You can include space, ' .' and ‘/’ characters to break up your code.
Lot Number Length
The Lot number length field sets the number of digits for the lot number. length 4 and next number 123 would be 0123 when generated.
Lot naming example
In my example, I will add the code L/P N to the template field.
This should build me the code Location/Prefix Lot Number
I have also set my number to 1000 and 6 digits long
If we now receive goods from a purchase, and select the put away location to be a new lot.
A Lot Name is generated automatically for you.
In this case, FN/SH/ID: 001000.
You can now continue to process and receive your goods as normal.
Cancelling Lot Generation
Please note that if you cancel the creation of a lot, the allocated number will be lost, which may result in gaps in your numbering sequence.
Manually overwriting the Lot Name
The lot name can be manually overwritten. However, please exercise caution when doing so, as this ID is not unique. Without careful attention, duplicate IDs may inadvertently be created.
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