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Serial Number Tracking

This detailed guide explains how to implement and manage serial number tracking in your inventory system, covering serial number creation, assignment, verification, and complete unit-level traceability.

What is Serial Number Tracking?

Serial Number tracking is a precision inventory method that assigns a unique identifier to each individual unit of a product. Unlike lot tracking (which tracks batches of identical items), serial tracking ensures that every single item has its own unique history, warranty status, and movement log.

  • Unique Identification: Every unit has a distinct code (e.g., SN-123456)
  • Unit-Level Traceability: Track exact location and history of a specific item
  • Warranty Management: Associate warranties with specific serial numbers
  • Theft Prevention: Track high-value items individually
  • Return Verification: Ensure returned items match what was sold

Accounting Purpose: Serial tracking provides granular audit trails for high-value assets and ensures strict inventory control, preventing shrinkage and ensuring expensive inventory is accurately valued.

System Requirements

Product Configuration

  • Tracking Type: Products must be configured with "Serial" tracking type
  • Uniqueness: Serial numbers must be unique per product (or globally depending on configuration)

Prerequisites

  1. Product Setup: Products configured as "Storable" with Tracking set to "Serial"
  2. Stock Locations: Standard warehouse locations setup
  3. User Permissions: Access to Inventory features

Where to find it in the UI

Navigate to Inventory → Serial Numbers

Serial tracking also appears in:

  • Products: Configuration of tracking type
  • Stock Movements: Serial selection during moves
  • Stock Quantities: View specific serial numbers at each location
  • Reports: Traceability of individual units

Tip: The header's Help/Docs button opens this guide.

Enabling Serial Number Tracking

Product Configuration

Navigate to Inventory → Products → Select Product → Edit

Inventory Tab:

  1. Locate the Traceability section
  2. Change Tracking from "No Tracking" (or Lot) to By Unique Serial Number
  3. Save the product

Note: You can only enable serial tracking on "Storable Products".

Creating and Managing Serial Numbers

Manual Creation

Navigate to Inventory → Serial Numbers → Create Serial Number

Step 1: Basic Information

  • Serial Number: Enter the unique code (e.g., SN-2024-001)
  • Product: Select the associated product (must have Serial tracking enabled)
  • Internal Reference: Optional internal code

Step 2: Additional Details

  • Logistics: View current location (updates automatically based on moves)
  • Purchase info: Link to original Purchase Order or Lot (if applicable)

Automatic Creation (Validation)

Serial numbers are typically created or validated during Stock Movements:

Receiving Goods (Purchases):

  1. When receiving a customized product, you can assign serial numbers immediately.
  2. If the serial number doesn't exist, the system creates it.
  3. If it exists but is in a different location, the system will validate the move.

Workflow: Receiving & Delivering

1. Receiving Serialized Goods (Vendor Bill / Purchase)

When you process a Vendor Bill that generates a stock receipt:

  1. The system creates a pending Stock Movement.
  2. Open the movement.
  3. For each serialized line item, you must specify the serial number(s).
  4. You can scan or type the serial numbers.
  5. Validate: The system confirms the serials are new or valid for receipt.

2. Delivering Serialized Goods (Invoice / Sale)

When you process a Customer Invoice that generates a delivery:

  1. The system creates a pending Stock Movement.
  2. Open the movement.
  3. Select Serial Numbers: Choose from the list of available serial numbers at the source location.
  4. Validation: The system prevents selecting serial numbers that are not currently in stock at that location.
  5. Validate: The stock is moved to the customer, and the serial number's location is updated.

Traceability & History

Viewing Serial Number History

Navigate to Inventory → Serial Numbers → Select a Serial Number

Location History:

  • View every move this specific unit has made.
  • See dates, source locations, destination locations, and users responsible.

Status:

  • Available: In stock and ready to ship.
  • On Hand: Physically present (may be reserved).
  • Out of Stock: Delivered or consumed.

Troubleshooting

Q: I cannot select a serial number for delivery. A: Ensure the serial number is actually at the "From Location" of the movement. Check the "Current Location" field on the Serial Number detail page.

Q: Can I have two products with the same serial number? A: Yes, if they are different products. The constraint is usually (Product + Serial Number) must be unique.

Q: How do I correct a wrong serial number? A: If the move is already done, you must create a correction movement (Internal Transfer) to move the "wrong" serial to a scrap/virtual location and bring the "right" serial in (via adjustment).

Best Practices

  1. Barcode Scanning: Use barcode scanners to input serial numbers to avoid typos.
  2. Reception Check: Always verify serial numbers physically matches the box/item upon receipt.
  3. High Value Only: Only use serial tracking for high-value items (e.g., laptops, engines) due to the extra administrative work required. For smaller items, consider Lot Tracking.