Serial Numbers

Settings

Transaction Settings

Navigation: Main Menu > Setup > Settings > Transactions (tab)

• Transactions > Select the applicable Transaction > Use Serialised Stock: 

  • N/A: Serial number tracking is not used.

  • Issue (Scan Serial No.): The system will only issue serial numbers that were received.

  • Receive/Issue (Scan Code): A serial number can be allocated (scanned or typed in). A new serial number will be created and linked to the item.

  • Return (Scan Serial No.):  The serial number entered or scanned will be checked against serial numbers in the system.

  • Produce: Serial numbers will be produced.

• Transactions >Select the applicable Transaction > Status: Serial Numbers (Produce): 

  • Only applicable if Produce was selected under Transactions.

  • Click Edit... in the Value column to open a popup in which the control numbers can be typed. When a Work Order is produced, the Output will be allocated a serial number in sequential order.

  • Popup explained (when you click Edit):

Edit Serial Number Status: Buttons Explained.

• New: Creates a new serial number.

• Save: Saves any changes.

• Close: Closes the popup.

Edit Serial Number Status: Fields Explained.

• ID: A system-generated number for the serial numbers.

• Description: A field for users to type in a description.

• Default: Select New from the dropdown list.

• Colour: A field for users to select a colour to colour-code different groups of serial numbers.

Goods Received and Serial Numbers

ℹ️ The items must be Inventory Items. 

▶ This process is based on the Transaction setting for Goods Received being set to Receive/Issue (Scan Code).

▶ When a Transaction or an Item on a transaction is deleted, the linked Serial Numbers are also deleted.

1. Create a Goods Received (PO) (e.g. Copy a Purchase Order).

2. Click the Serial Number Icon at the top of the screen (Barcode with 123 at the bottom) or click Menu (button) > View / Edit Serial Numbers.

3. On the popup:

   1. If you have already entered a transaction check the checkbox next to Selected Transaction Item to autofill the code in the block else type in the Item Code in the block provided.

   2. Scan or type a Serial Number in the block provided (duplicate serial numbers are not allowed).

   3. Click Add (button).

   4. Repeat Steps 2 and 3 until all the Serial Numbers are added.

      1. • Note: If there are multiple items you can use the navigation arrows on the popup to scroll through the items.

   5. If a Serial Number is entered incorrectly: 

      1. Click the serial number and click Remove (button).

      2. Add the correct serial number. 

   6. Close the Serial Number popup by clicking the X in the corner.

4. The Quantity (Qty) field will be adjusted to match the number of Serial Numbers added.

5. Click Menu (button) > Show Item Serial Numbers to display or hide the serial numbers.

Goods Issued and Serial Numbers

ℹ️ This process is based on the Transaction setting for Goods Issued being set to Issue (Scan Serial No.).

1. Create a Goods Issued.

2. Click the Serial Number Icon at the top of the screen (Barcode with 123 at the bottom) or click Menu (button) > View / Edit Serial Numbers.

3. On the popup:

   1. Type in the Serial Number of the goods being issued in the block provided.

   2. Click Add (button).

      • Note: If the number exists it will be added. If the number does not exist, a red warning will appear that the number is invalid.

   3. Repeat Steps 1 and 2 until all the serial numbers are added.

      • Note: If there are multiple items you can use the navigation arrows on the popup to scroll through the items.

   4. Close the Serial Number popup by clicking the X in the corner.

4. The Quantity (Qty) field will be adjusted to match the number of serial numbers added.

5. Click Menu (button) > Show Item Serial Numbers to display or hide the serial numbers.

Goods Returned and Serial Numbers

ℹ️ This process is based on the Transaction setting for Goods Returned being set to Return (Scan Serial No.).

1. Create a Goods Returned.

2. Click the Serial Number Icon at the top of the screen (Barcode with 123 at the bottom) or click Menu (button) > View / Edit Serial Numbers.

3. On the popup:

   1. Type in the Serial Number of the goods being returned in the block provided.

   2. Click Add (button).

      • Note: If the number exists it will be added. If the number does not exist, a red warning will appear that the number is invalid. The number only exists once an issue transaction is completed (i.e. Status = Complete).

   3. Repeat Steps 1 and 2 until all the serial numbers are added. 

      • Note: If there are multiple items you can use the navigation arrows on the popup to scroll through the items.

   4. Close the Serial Number popup with the X in the corner.

4. The Quantity (Qty) field will be adjusted to match the number of serial numbers added.

5. Click Menu (button) > Show Item Serial Numbers to display or hide the serial numbers.

Inventory Reports

• A Serial Numbers view is situated in the Inventory Reporting module. 

• This view lets you search for a Serial Number to see exactly when it was Received, Issued and Returned (if applicable).

• This view only displays Serial Numbers entered using the process on this page. There is an additional process for serial numbers (through Item Tracking). Those Serial Numbers will not be displayed on the Inventory Report - Serial Numbers.