Converting Batch Numbering from Suppliers into shorter format

• 

  omar

  • October 25, 2026 16:08

  Hi Leigh,

  Cin7 Core stores one free-text batch number on each received stock line and doesn't generate batch numbers itself, so there's no built-in way to convert a supplier's 20-digit lot into a shorter internal code. Whichever route you take, the supplier's lot number must stay linked to your internal code. When a supplier issues a recall, they'll quote their own lot, and you need to find it quickly.

  Here are three options, from simplest to most automated:

  1. Keep the supplier lot as the Cin7 batch number

  • Record the supplier's lot exactly as received, by scanning it from their label or CoA.
  • Print your short internal code on your own labels for people to read.
  • This gives full traceability with nothing to convert. If the long number is only a problem for people reading it, this is usually enough.

  2. Use your short code as the Cin7 batch and record the supplier lot next to it

  • Receivers enter the short code using a fixed rule, e.g. the Julian date of receipt plus a sequence number: 26298-01 for the first lot received on Oct 25, 2026.
  • Record the supplier's lot in the receipt line comment and attach the supplier's CoA to the purchase.
  • This is manual, but every internal code can be traced back to the supplier lot.

  3. Automate it through the Cin7 Core API

  • A small integration reads each received line, generates the Julian code, writes it as the batch number, and logs the mapping (internal code, supplier lot, supplier, product, PO, date) in a table you can search.
  • Nobody has to type the codes by hand, and you can look up any supplier lot in seconds during a recall.

  If you'd like help choosing or setting up any of these, from a receiving procedure for option 2 to building the automation in option 3, feel free to reach out to me directly at omar@scitex.ltd. I'm happy to help.

  Best regards, Omar SciTex – Cin7 Core Partner

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