# Record serials, lots and quantities

Keep component identity, captured trace values and counts distinct.

Source: https://help.smartfact.ai/manuals/kitproof/serials-lots-and-quantities

Review edition: 25 October 2026

Roles: operator, supervisor, author

Some requirements need more than a component barcode. Read the named component and capture prompt carefully. A required serial or lot must be accepted before that item contributes to the kit count.

## Capture the right label

After scanning the component, enter or scan the requested serial or lot in its separate prompt. Do not scan the next component into that field. KitProof refuses a captured value that is a component barcode in the plan and refuses a bin card as a serial or lot.

Keep exact spaces, case and leading zeros. A serial already claimed on another kit is refused. A lot can legitimately repeat across units when the policy requires lot capture. These values are recorded trace data; entering them does not certify supplier provenance.

A serial prompt expires if it is left open too long. Follow the displayed instruction and scan the component again before capturing its serial. Do not assume the earlier component has counted while the prompt remains unresolved.

## Understand per-kit quantity

Each accepted scan normally records one unit. A requirement for four washers therefore needs the required accepted evidence for that individual kit. An order line containing three kits does not make one kit's twelve-washer total valid for all three.

Approved alternatives must satisfy the correct slot and policy. Where approval is needed, the first scan creates a waiting request without counting. After approval, refresh and scan the permitted alternative again. The approval is consumed through the accepted scan, rather than inventing an earlier allocation.

## Use manual quantities only as exceptions

A manual count is available only where the frozen policy permits it, never for a serialised requirement. Request only the outstanding quantity and explain the physical basis. A Supervisor decides. An approved manual quantity or waiver is retained as a disposition, producing Completed with exceptions rather than fabricated scans.

## Investigate disagreement

For a duplicate serial, stop and check the physical items and both relevant records through the Supervisor. Do not append a suffix or remove a leading zero to obtain acceptance. For an excess quantity, inspect accepted allocations before reversing anything.

A reversal preserves the original event and can have serial-claim consequences. After completion, use the authorised rework process rather than trying to reverse the finished record. Continue with [alternatives and exceptions](/manuals/kitproof/alternatives-and-exceptions) and [corrections and rework](/manuals/kitproof/reversals-and-rework).