Skip to main content

Troubleshooting: opening balance, counts and records

Core module For: Administrator, Compliance manager, Warehouse staff Checked on 18.0.0.2.0

What to do when registering an opening balance or applying a count is refused, when the package ledger and the stock disagree, and when a legal hold, a retention export or an integrity check doesn't behave as expected. Entries follow the order of the procedures, the most frequent first within each.

Elsewhere:

Error: "… serial(s) scanned, but only … unit(s) … have no package yet"​

What you see: an Invalid Operation dialog when you select Register in the DSCSA Opening Balance dialog:

Nothing was registered. Fix these scans and try again:
N serial(s) scanned, but only R unit(s) of PRODUCT, lot LOT at LOCATION have no package yet (Q on hand there, P already registered; the warehouse as a whole is checked too).

For example: "2 serial(s) scanned, but only 0 unit(s) of [DEMO-PLB-10] Placebrin 10 mg Tablets, 100 count, lot BPPLB2507A at WH/Stock/Quarantine have no package yet (0 on hand there, 0 already registered; the warehouse as a whole is checked too)."

When: registering an opening balance (REC-01).

Cause: the ledger never gets more packages than units on hand. There are more scans than units without a package, counted at the location (with its sublocations) and in its whole warehouse. Usual reasons: the wrong Location or Lot; some units were already registered (by a receipt or an earlier opening balance); or the units aren't on hand in Odoo at all.

Remedy: a resolution.

  1. Select Close. Check On Hand, Already Registered and Units Without Package in the dialog for the lot and location.
  2. If the units are elsewhere, change Location (or Lot) and select Register again.
  3. If On Hand is 0.00 because the stock was never entered in Odoo, the opening balance can't create it (Known issue PF-A04-02). Record the units with a count gain instead: Record units found in a count. Their packages then show Origin Found in Inventory Count.
  4. If some scans are extra, remove them and select Register again.

Who can fix it: Rx Tracking Manager (the count gain too).

Error: "Nothing was registered. Fix these scans and try again"​

What you see: an Invalid Operation dialog when you select Register, with one line per problem:

Nothing was registered. Fix these scans and try again:
Line N: Serial SERIAL: the scan says lot SCANNED-LOT, not lot LOT.
Line N: GTIN SCANNED-GTIN is not the GTIN of PRODUCT (GTIN).
Line N: Serial SERIAL: the scan says expiry DATE but lot LOT expires DATE.
Line N: a package scan needs a GTIN (01) and a serial number (21).
The scans of lot LOT show different expiry dates: DATES.
GTIN GTIN belongs to OTHER-PRODUCT.

For example: "Line 2: GTIN 00399990101300 is not the GTIN of [DEMO-PLB-10] Placebrin 10 mg Tablets, 100 count (00399990104011)."

When: registering an opening balance (REC-01); the same checks apply to a new serial in a count gain (REC-04).

Cause: those scans aren't units of the product and lot you chose: another product's GTIN, another lot, or an expiry that isn't the lot's. "a package scan needs a GTIN (01) and a serial number (21)" means the line is a case label or a scan without a serial. "The scans of lot … show different expiry dates" appears when the lot has no expiry yet and the scans disagree. "GTIN … belongs to …" appears when the product has no GTIN yet and the scans carry another product's GTIN.

Remedy: a resolution. Select Close, remove or correct the lines named (register the other product's or lot's units in their own dialog), and select Register again. Nothing was registered, so the good lines can stay.

Who can fix it: Rx Tracking Manager.

Error: "Serial … is already in the package ledger"​

What you see: in the Invalid Operation dialog after Register:

Nothing was registered. Fix these scans and try again:
Line N: Serial SERIAL is already in the package ledger (STATE).

For a unit counted as missing, the line adds " Record it as found with an inventory adjustment."

When: registering an opening balance (REC-01).

Cause: the unit already has a package: it was received with its serial, registered earlier (the same line pasted twice in two goes), or counted as missing.

Remedy: a resolution. Select Close, remove that line and select Register again. For a unit recorded Missing, record it as found with a count instead (REC-04).

Who can fix it: Rx Tracking Manager.

Error: "Choose the lot, or scan packages of one lot (AI 10)."​

What you see: in the Invalid Operation dialog after Register, "Nothing was registered. Fix these scans and try again:" followed by "Choose the lot, or scan packages of one lot (AI 10)." or "PRODUCT has no lot LOT in stock."

When: registering an opening balance with Lot left empty (REC-01).

Cause: without a lot, the software takes it from the scans. The scans name several lots or none, or the lot they name doesn't exist for the product.

Remedy: a resolution. Select Close, choose the Lot, and register each lot in its own go. A lot that doesn't exist yet has no stock to register: enter its stock first (Go live with stock and records you already have).

Who can fix it: Rx Tracking Manager.

Error: "Scan or paste at least one package DataMatrix."​

What you see: an Invalid Operation dialog "Scan or paste at least one package DataMatrix." when you select Register.

When: registering an opening balance (REC-01).

Cause: the scan box is empty.

Remedy: a resolution. Select Close, scan the units into the box (Scan here...) and select Register again.

Who can fix it: Rx Tracking Manager.

Error: "Only DSCSA managers can register an opening balance in the package ledger."​

What you see: one of "Only DSCSA managers can register an opening balance in the package ledger.", "PRODUCT is not a DSCSA product." or "Choose an internal location: LOCATION is not one."

When: an integration or a script registers an opening balance. The dialog itself doesn't offer these cases: its menu item is shown to Rx Tracking Managers only, Product offers DSCSA products only, and Location offers internal locations only.

Cause: the caller isn't an Rx Tracking Manager, the product isn't a DSCSA product, or the location isn't an internal one.

Remedy: a resolution. Run it as an Rx Tracking Manager, for a DSCSA product, at an internal location of your company.

Who can fix it: Rx Tracking Manager; an administrator for the product flag.

The Ledger vs Stock report lists a lot​

What you see: a row in Inventory ‣ Rx Tracking ‣ Ledger vs Stock: red when Packages - On Hand is negative, orange when it is positive.

When: after go-live, after a lot-level delivery, or after stock was changed without serials (REC-02).

Cause: the packages in the ledger (In Stock, Returned or Quarantined) and the units on hand differ for that lot in that warehouse. Negative: units without a package. Positive: packages without a unit.

Remedy: a resolution. See the table in REC-02: register the missing packages (REC-01), or count the lot and name the units that are gone (REC-03). If a row stays after registering, check that the packages were registered in the same warehouse as the stock: the report compares per warehouse.

Who can fix it: Rx Tracking Manager (registering); Rx Tracking User (a count that lowers the stock).

Error: "… unit(s) counted as gone. Name their serials"​

What you see: an Invalid Operation dialog when you select Apply in the DSCSA Serials dialog (or save a row of the Update Quantity list):

The inventory adjustment can't be applied:
PRODUCT, lot LOT at LOCATION: N unit(s) counted as gone. Name their serials (DSCSA Serials), or use a scrap, a receipt or the DSCSA opening balance instead.

For a count gain, the line reads "counted as found".

When: applying a count that changes a DSCSA quantity (REC-03, REC-04).

Cause: the Serials cell (or DSCSA Serials column) is empty. A count that changes a DSCSA quantity must name each unit gone or found.

Remedy: a resolution. Select Close, scan the units into Serials and select Apply again. If the units weren't really lost but destroyed, cancel the count and scrap them instead (Scrap DSCSA units); units from a supplier go on a receipt, and pre-ledger units on the opening balance (REC-01).

Who can fix it: Rx Tracking User (loss) or Manager (gain).

Error: "… serial(s) named for … unit(s)"​

What you see:

The inventory adjustment can't be applied:
PRODUCT, lot LOT at LOCATION:
- N serial(s) named for M unit(s) counted as gone.

When: applying a count (REC-03, REC-04).

Cause: the number of different serials doesn't equal the difference. A scan repeated on two lines counts once.

Remedy: a resolution. Select Close, then scan the missing units or remove the extra ones (or correct Counted Quantity if the count was wrong), and select Apply again.

Who can fix it: Rx Tracking User (loss) or Manager (gain).

Error: "Serial … is in lot …, not in lot …" in a count​

What you see: one or more lines under the count's line:

The inventory adjustment can't be applied:
PRODUCT, lot LOT at LOCATION:
- Line N: Serial SERIAL belongs to OTHER-PRODUCT.
- Line N: Serial SERIAL is in lot OTHER-LOT, not in lot LOT.
- Line N: Serial SERIAL is in OTHER-LOCATION, not at LOCATION.
- Line N: a package scan needs a GTIN (01) and a serial number (21).
- Serial SERIAL is named on two counts.

For example: "Line 3: Serial 500000020001 is in lot BPSMS2509H, not in lot BPSMS2508B."

When: applying a count (REC-03).

Cause: the unit named isn't a unit of that line: another product, another lot, or recorded in another warehouse; a case label or a scan without a serial; or the same serial on two lines of one count. A unit that can't leave stock in its state (for example already Shipped or Missing) is refused with "Serial … can't be used here: it is …".

Remedy: a resolution. Select Close, remove the lines named and scan the right units. Count each lot and location on its own line. For units in another lot, count that lot's line. For "can't be used here", see Error: "Serial … can't be used here: it is …".

Who can fix it: Rx Tracking User or Manager.

Error: "Only DSCSA users can apply a count that lowers the stock …"​

What you see: an Access Error dialog when you select Apply on a count line (the DSCSA Serials dialog doesn't open):

Only DSCSA users can apply a count that lowers the stock of a DSCSA product: the serials of the missing units must be recorded in the package ledger.

When: an Inventory user without an Rx Tracking right applies a count that lowers a DSCSA quantity (REC-03). Counts of other products apply as usual.

Cause: naming the missing units in the package ledger needs the Rx Tracking User right.

Remedy: a resolution. Select Close and ask an Rx Tracking User to apply the count (your counted quantity stays on the line), or ask an administrator for the right. See Error: "Only DSCSA users can …".

Who can fix it: Rx Tracking User or Manager; an administrator to grant the right.

Error: "Only DSCSA managers can apply a count that raises the stock …"​

What you see: an Access Error dialog when you select Apply on a count line:

Only DSCSA managers can apply a count that raises the stock of a DSCSA product: it adds packages to the ledger without a receipt.

When: an Rx Tracking User (or a user without an Rx Tracking right) applies a count gain (REC-04).

Cause: a gain adds packages without a trading-partner transaction, so only a manager may apply it.

Remedy: a resolution. Select Close and ask an Rx Tracking Manager to apply the count; the counted quantity stays on the line.

Who can fix it: Rx Tracking Manager.

Error: "… a count can only find a package recorded as missing."​

What you see:

The inventory adjustment can't be applied:
PRODUCT, lot LOT at LOCATION:
- Line N: Serial SERIAL is already in the package ledger (In Stock): a count can only find a package recorded as missing.

When: applying a count gain (REC-04).

Cause: the unit named is already in stock in the ledger (or in another state that isn't Missing). A count finds only units the ledger doesn't have in stock.

Remedy: a resolution. Select Close, remove that line and scan the units that were really found. If the count itself is wrong (the unit was on the shelf all along), correct Counted Quantity.

Who can fix it: Rx Tracking Manager.

Error: "… DSCSA stock is tracked by lot. Count it on a line with its lot."​

What you see: "The inventory adjustment can't be applied:" followed by one of:

PRODUCT at LOCATION: DSCSA stock is tracked by lot. Count it on a line with its lot.
PRODUCT, lot LOT at LOCATION: the quantity on hand is negative. Count it to 0 first, then count the units found.
PRODUCT, lot LOT at LOCATION: a count can't be negative.
PRODUCT, lot LOT at LOCATION: DSCSA products are counted in whole units of UNIT.

When: applying a count (REC-03).

Cause: the count can't be expressed as whole packages: a line without a lot that raises the stock, a lot whose quantity is negative being counted up, a negative count, or a fraction of a unit.

Remedy: a resolution. Count on the line of the lot (create a line with New and choose the lot if needed); count a negative lot to 0 first, apply, then count the units found; enter whole units. A line without a lot may be counted down to zero without serials.

Who can fix it: Rx Tracking User or Manager.

Error: "Inventory adjustments of DSCSA products can't be reverted"​

What you see: an Invalid Operation dialog when you select Revert Inventory Adjustment in Inventory ‣ Reporting ‣ Moves History:

Inventory adjustments of DSCSA products can't be reverted (PRODUCTS): the package ledger must know which serials come back or go. Count the lot again (Physical Inventory) and name the serials of the units found or gone.

When: undoing a count (REC-03).

Cause: a revert would change the quantity without naming the units.

Remedy: a workaround. Count the lot again with the right quantity and scan the units that come back (REC-04) or go (REC-03). Adjustments of other products revert as usual.

Who can fix it: Rx Tracking Manager (units that come back); Rx Tracking User (units that go).

The Packages list finds no package for a serial​

What you see: "No serialized packages yet" or an empty list after searching a serial in Inventory ‣ Rx Tracking ‣ Packages.

When: looking up a unit (REC-05).

Cause: the default In Stock filter is still on, so shipped, returned, quarantined, destroyed and missing units are hidden; or the serial was typed with a character too many; or the unit belongs to another company.

Remedy: a resolution. Remove the In Stock filter (the × on it) and search again; search the whole scan in SGTIN or the serial alone in Serial Number; select the other company in the company switcher. A unit whose serial was never scanned (a lot-level receipt of a product that wasn't a DSCSA product yet) has no package: see REC-01.

Who can fix it: Rx Tracking User or Manager.

Error: "DSCSA packages change only through the package ledger's own operations"​

What you see: one of:

DSCSA packages are registered only by the package ledger's own operations (scanning serials on a transfer, a supplier EPCIS file, the opening balance or an inventory count), not created directly.
DSCSA packages change only through the package ledger's own operations (…), not directly. Refused change of: FIELDS
Package SERIAL is part of the DSCSA record and cannot be deleted.
A package with this GTIN and serial number is already registered.
GTIN is not a valid GTIN-14.
Package SERIAL: lot LOT belongs to another product.

When: an import of packages, or an integration or script that creates, changes or deletes packages. The screens have no New, Edit or Delete for packages.

Cause: packages are the ledger itself; only its own operations write them, for every user.

Remedy: a resolution. Use the operation that fits: scan serials on a receipt or delivery, import the supplier's EPCIS file, register the opening balance (REC-01) or count (REC-03). To remove a unit scanned by mistake on an open transfer, use Remove this scan on the transfer's DSCSA Packages tab (Rx Tracking User; refused with "The transfer is already done or cancelled." once the transfer is done).

Who can fix it: Rx Tracking User or Manager through those operations.

Error: "These lots appear in posted DSCSA documents …"​

What you see: an Oh snap! dialog when you save a lot:

These lots appear in posted DSCSA documents, which froze their lot number and product, so their name and product can't be changed:
LOT: DOCUMENT-NUMBERS
If the lot number was captured wrongly, create the correct lot instead.

When: changing Lot/Serial Number or Product of a lot (REC-06).

Cause: the lot is named in a posted document (a line, a package or the transaction history), which keeps the lot number and product it was posted with.

Remedy: a workaround. Select Discard changes. Use a new lot with the right number from now on, and record the correction as your procedure requires. The expiry date can still be corrected on the lot.

Who can fix it: nobody can rename the lot; any user who can edit lots can create the new one.

What you see: a notification "Invalid fields: Reason" when Reason is empty, or an Invalid Operation dialog "Give the reason for placing or releasing the legal hold." when it holds only spaces. An import or integration that sets the hold without a reason gets "Give the reason for the legal hold on DOCUMENT-NUMBERS."

When: selecting Apply in the Legal Hold dialog (REC-07, REC-08).

Cause: every hold and every release needs a reason; it is written in each document's chatter.

Remedy: a resolution. Select Close if a dialog opened, enter the matter's reference in Reason and select Apply again.

Who can fix it: Rx Tracking Manager.

What you see: for users without the Rx Tracking Manager right, the Documents list has no ⚙ (Actions) entry Legal Hold and the document form no Place on Legal Hold or Release Legal Hold button. An import or integration that changes the hold gets "Only DSCSA managers can place or release a legal hold."

When: placing or releasing a hold (REC-07).

Cause: legal holds are for Rx Tracking Managers only.

Remedy: a resolution. Ask an Rx Tracking Manager. See Error: "Only a DSCSA manager can …".

Who can fix it: Rx Tracking Manager.

What you see: you place a hold on documents for a new matter; the dialog closes without a message, but a document that was already on hold keeps its first reason, and its chatter has no new note.

When: placing a hold (REC-07) on a document already on hold.

Cause: Known issue PF-A04-01: documents already on hold are skipped. A document holds one reason at a time, and a release clears it for every matter.

Remedy: a workaround. On each such document, select Log note in the chatter and record the second matter. Before you release a hold, check the chatter for other matters and keep the hold while any is open.

Who can fix it: Rx Tracking Manager.

Error: "Only DSCSA managers can export the package ledger and license register."​

What you see: no Retention Exports menu item; opening the list another way shows an Access Error "You are not allowed to access 'DSCSA Retention Export' (dscsa.retention.export) records. This operation is allowed for the following groups: - Rx Tracking/Manager". An integration that calls Export Now gets "Only DSCSA managers can export the package ledger and license register."

When: getting a retention export (REC-09).

Cause: retention exports are for Rx Tracking Managers only.

Remedy: a resolution. Ask an Rx Tracking Manager for the files. See Error: "You are not allowed to access … records".

Who can fix it: Rx Tracking Manager.

Verify Integrity reports a problem​

What you see: a red notification titled "DSCSA document integrity" that stays until you close it:

Document DOCUMENT-NUMBER (position N): PROBLEM

where PROBLEM is one of "the chain skips from position A to B: a document is missing.", "its link to the previous document does not match.", "its content does not match its hash: it was altered.", "its stored files are not the ones frozen at posting.", "file FILE-NAME was altered." or "its transaction history no longer matches what was frozen at posting: it was altered."; or "The chain should hold N documents but M were found: a document is missing."

When: running Verify Document Integrity (REC-10).

Cause: a posted document, its files or its transaction history were changed, or a document is missing, outside the software (for example directly in the database or the file store, or by restoring part of a backup). The screens can't make these changes.

Remedy: the software offers no repair. Your procedure decides what to do: typically, stop and don't post new documents in that company, keep the database as it is, and involve whoever administers the database and your compliance lead. The off-site archive, if you use it, holds the copies as they were sent.

Who can fix it: the database administrator, with the Rx Tracking Manager.

Error: "The DSCSA hash chain of … is broken"​

What you see: posting a document (validating a receipt or a delivery) is refused:

The DSCSA hash chain of COMPANY is broken: position N is missing. Run Verify Integrity.

When: any action that posts a DSCSA document.

Cause: a document of the company's chain is missing. See Verify Integrity reports a problem.

Remedy: run Verify the integrity of the DSCSA documents and follow your procedure, as above.

Who can fix it: the database administrator, with the Rx Tracking Manager.

Error: "These files are DSCSA records that must be kept …"​

What you see: an Invalid Operation dialog when you delete or change a file, for example with Remove in a record's chatter:

These files are DSCSA records that must be kept; they can't be deleted:
- FILE-NAME: REASON

REASON is "attached to DSCSA Transaction Document DOCUMENT-NUMBER", "frozen file of DSCSA document DOCUMENT-NUMBER", "response to DSCSA trace request REQUEST-NUMBER" or "verification evidence of license LICENSE, kept until DATE". Changing a file starts with "These files are DSCSA records that must be kept; their content, name and owner can't change:". Removing evidence from a license's Evidence field reads "FILE can't be removed from LICENSE: verification evidence of a verified license is kept (until DATE)." (or "for as long as the license has no expiry date").

When: deleting or changing a document's files, a retention export's files, a trace response or a verified license's evidence.

Cause: these files are kept for good (license evidence: until the date shown). See Records that are kept.

Remedy: none needed: the file stays. If a wrong file was attached, log a note in the record's chatter saying so; for a license, record a new license with the right evidence (Renew, correct or retire a verified license). Other refusals on kept records: see Error: "… can't be changed" or "… can't be deleted" on a kept record.

Who can fix it: nobody can delete the file.