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You can get to this part of the system by hovering over Inventory on the left and then clicking on the Serialized button in the drop-down bar.

 

Configuring a Product for Serialized Inventory

When creating a product with serialized inventory after entering the Title, be sure to toggle Track Serial Numbers to Yes. You must do this before you save the product for the first time, after that, it will be grayed out and you will be unable to change the setting, as pictured below.

To enter new serialized inventory, in the Inventory tab, choose the Location at the top that you want (if you have multiple locations) and scroll down to the New Inventory section, as pictured below:

In the New Inventory section, you can do the following:

• Add a New Number - You can either enter it manually or click the Wand button to generate a unique one.
• Set the Condition - If you use serialized Conditions, you'll see a drop-list where you can set the Condition level. You can activate serialized Conditions by going to Settings > POS Settings > Products.
• Add the Cost - You can add the base Cost of the item itself, and the Extra Cost from freight and miscellaneous expenses in getting the item in stock. Having this data in place for your items will give you accurate Profit Margins in your reports.
• Receive Date - Adding an accurate Receive Date will allow reports like Inventory Age to help you keep your older inventory moving.
• Vendor Consignment - If you use the Vendor Consignment feature, you can check the box to indicate that the new item is a Vendor Consignment item and the system will track that for you. You can activate this feature by going to Settings > Features > Vendor Consignment.

After you have all your information for the new item in place, click the Add button. Also be sure to Save at the bottom before you're done.

For serialized items you have already entered, you can click Edit if you need to adjust any of the the data points listed above:

When editing your serialized inventory you can click Manage Serial Number to see and edit full item info. You are also able to view all Inventory History events for the serial number, as pictured below. Be sure to Save any info you adjust, or if you're not making changes, you can click the Inventory breadcrumb link at the top to go back to the all-inventory view.

 

Working with Serial Numbers After the Sale

Please note that the Serialized Inventory tool is NOT meant as a tool to give you counts of your inventory on hand: it is meant to be used as a utility to work with serial numbers in various ways, detailed below. To see inventory counts, go to Products > Products and search for the item you need, then click on its title to open it in the Edit Product view. The Manage Serialized Inventory module has been created to help you do any and all of the following:

• Change a TBD serial entry to a legitimate serial number.
• Swap an incorrect serial number for one that is in inventory.
• Enter new serial numbers for sold inventory.
• Correct serial numbers that were entered incorrectly.
• Change the item Status from Reserved to In Stock, if needed.
• Look up any serialized item view full history.
• Add Cost and Shipping info for a serialized item.
• Do a Batch Inventory Count for serialized items.

To start, after logging into the system, in the blue Admin Toolbar at the top of the window click on Inventory > Serialized and your Manage Serialized Inventory module will open.

At the top of the window, you have the ability to filter by Location (if you have multiple locations set up), Department, Status, and Condition. For the Status drop-list, it defaults to show you All statuses, but you can filter for either On Hand, Sold, Reserved, Out of Stock, or Pending status items. For the data table column headers, you can Sort / Reverse Sort all of the columns as needed and the sort will affect all pages of data.

This page also has robust Search options

• Title/SKU/Serial - If you know the model name, or if you can see a SKU number on the receipt, you can enter either of those in this field to find all serialized items sold that match. If you need to check the status of a specific serial number, you can enter the serial number and the system will show you if it is in stock, sold, or not yet in the system.
• Customer Name/Email/Phone - If you know the name of the customer who purchased the serialized item, enter all or part of their name, email, or phone number and the system will match it and bring up all serialized sales for that customer, with the latest at the top of the list.
• Transaction ID - You can find a specific Transaction ID, either from a report such as the End of Day, from the customer history, or from a receipt. Entering the transaction ID will bring up all serialized items in the sale.

The line-items have several useful features:

• Edit Item - Clicking the item's Title in the left column or clicking the Pencil Button on the far right will open the Manage Serial Number panel, with full details below in the Working with Serial Numbers section.
• View History - you can click on the History icon on the far right of each line item to see details about inventory events for the item, as pictured below. Details are linked if you want to look at the original event or transaction.

 

Working with Serial Numbers

To make needed changes to a serial number, after searching and finding the one you want to work with, click on item Title or the blue Pencil button on the far right to begin making edits. When you click it, you will see the following:

You have three choices on how to work with your serialized item, here is how each option works:

 

Modify Inventory

(See image above) This option allows you to edit an existing Serial Number, if needed. You can also adjust or add Cost information, as well as Freight Cost. Doing so will give you more accurate profit margins in the reports.

 

Delete Inventory

If you choose this option, you are able to Delete a serial number from the system. This option is only offered for items that do not have a history is system areas such as Special Orders, Work Orders, and Rental Contracts, as pictured below.

 

Change Inventory Status

We have added the ability to change the Status of an item from Reserved to In Stock, in case there are items that are somehow incorrectly reserved. Right now, we do not offer the ability to make other status changes in this way. To change such an item's status, click the Inventory Status radio button and if the item is legitimately tied to a system record, like the one pictured below, you will not be allowed to change the status. If the system finds no records to which the item is connected, you'll be able to proceed with the change.

 

Assign a New Serial Number

For serial numbers that are Sold, Pending, or Out of Stock, you have options that allow you assign a different number. This also allows you to add Cost and Freight Cost data for the item to make sure your profit margins are being reported accurately (see image below).

 

Assign an Existing Serial Number

If you know the serial number you need is already in the system, use the third option in the list. First, you will want to click to Search for the appropriate serial number (see below).

After you click Search, you will see a list of serial numbers that are in the system. You also have a search box where you can put all or part of the number you want. Once you find the number you want in the list, click on it.

After you click on the number you want, the system will outline for you exactly what it is going to do with the serial number. To make the listed changes, click OK.