Serial Number Tracking
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George Sutton
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About Serial Number Tracking
The Serial Number Tracking feature enables you to allocate serial numbers to your receipted, assembled and stored stock in Unleashed and subsequently assign the serialised stock to further transactions. You have the ability to mark specified products as 'Serialized', and then track those 'Serialized' products with serial numbers on every transaction. This provides you with better transparency and greater control over the lifecycle of your product and allows you to have greater tracking across all of your transactions in Unleashed.
For more details, see Serial Number Tracking FAQ
How to activate Serial Number Tracking
To use Serial Number Tracking in your Unleashed account and further enable serial tracking for specific products, you will first need to activate it. Enabling Serial Tracking on your account does not mean that all products will require serial tracking, the setting simply allows you to enable serial tracking on a per product basis, as and when needed.
To activate Serial Number Tracking within your Unleashed account, see the below steps:
- From the main menu in your Unleashed account, go to Settings, Company and select the Configuration tab.
- Fine the "Serialized Products" tile and toggle it on to enable.
- Once enabled (toggle will show as green) click Save, in the top right corner.
WARNING: Once Serial Tracking has been enabled in your Unleashed account, it cannot be disabled.
Enable Serial Tracking for a product
Once Serial Tracking is enabled in your Unleashed account, you can then update products in your inventory to be serialized.
POINTS TO NOTE
- Never Diminishing Products cannot be serialized.
- Serialized products cannot have decimal quantities in their Stock on Hand or transactions. Their Stock on Hand must always be whole numbers.
- To enable or disable serial tracking for a product, the product cannot be allocated to any open transactions or Bill of Materials (BOMs). Review the product's References and Production tabs to locate any open transactions or active BOMs before amending the product's Serial Tracking.
- To disable serial tracking for a product, it cannot have any Stock on Hand.
To enable Serial Tracking for a product:
- Go to the product's record and open the Details tab.
- Under the Type section on the far right of the Details tab, toggle on the Serialized option.
- Click Save in the top right corner.
- If the product has any current Stock on Hand when enabling serial tracking, a pop-up window "Serialized - Stock On Hand" will be shown in which you will need to allocate Serial Numbers to the existing Stock on Hand before the product can be successfully updated.
- Use the open field under Items to enter a serial number per unit of stock. Each serial number must be separated by a comma or entered in a new line. Once all of the serial numbers have been entered, click on the Add Serial button.
- The newly advised serial numbers will display in a list on the "Serialized - Stock On Hand" window, allowing you opportunity to delete (bin icon under the Action header) or add further serial numbers.
- Once all units of stock have a serial number, click on Save in the top right corner of the pop-up window.
- Once saved, a new tab "Serial Numbers" will be added to your product's record.
Unleashed pages with Serial Number Tracking
The following lists Unleashed pages that include Serial Number Tracking as part of their workflow. Click on the links — where available — to find out more about how Serial Number Tracking can be used on the selected page.
- Products: On the Create New Products page you have the ability to mark products as 'Serialized', this is located under the Details tab.
- Receipt Purchases: On the Receipt Purchase Orders page, you can add serial numbers to a purchase order at the time of receipting
- Shipment: On the Shipments page, you can create serialized sales orders shipments.
- Assemblies/Disassemblies: On the Assembly and Disassembly pages you can choose to use assembled or component products that are Serialized
- Warehouse Transfers: On the Warehouse Transfers page, you can optionally transfer serialized products from one warehouse location to another.
- Create Stock Count: On the Create Stock Count page, you can print and view what serial number(s) you are supposed to have in your warehouse.
- Stock Count Entry: On the Stock Count Entry page, you can adjust your stock levels during a stock count by adding and removing serial numbers.
- Stock Adjustments: On the Stock Adjustments page, you can you can perform stock adjustments on products that have serial numbers attached to them.
- Supplier Returns: On the Supplier Returns page, you can return products that have serial numbers attached to them.
- Credits: On the Add Credits page, you can credit sales orders that have products with serialized numbers easily by selecting the serial number that you are crediting.
Reports with Serial Number Tracking
Only the Serial Number Enquiry will provide a breakdown of the Serial Numbers assigned to any given transaction in Unleashed. No other report or enquiry in Unleashed will include Serial Numbers in the details provided. For more details, see Serial Number Enquiry.
Serial Number Tracking Process
What is happening in this Serial Tracking process?
| Transaction | Process |
|---|---|
| Purchases |
When you enable the Serialized Products feature and you have already completed Purchases in Unleashed, then those existing purchase orders are not affected. However, when you create a new Purchase Order (PO), then you can add both serialized and non-serialized products to the new PO. Serial Numbers can only be allocated during the Receipt process of a PO. |
| Supplier Returns | When you return a serialized product to a Supplier, you need to select which serial numbers are being returned. This is limited to the serial numbers you purchased unless the product was not serialized at the time of purchase. When you are in the Serial Number Enquiry page, check for the Unavailable status for Supplier Return information. |
| Warehouse Transfer | You can move serialized stock from one warehouse to another, using a Warehouse Transfer. |
| Stock Count (Stock Take) | You can optionally view which serial number(s) you are supposed to have in your warehouse when you are performing a stock count. You can also print those serial numbers and adjust stock levels during an "In Progress" stock count, simply by adding or removing serial numbers. |
| Stock Adjustments | You can create a stock adjustment for a serialized product, you can also view the serial number in a column that is displayed on the adjustment. |
| Sales Shipments | You can allocate Serial Numbers to a Sales Order (SO) and the allocated serials will automatically be allocated to the SO's subsequent Shipment. But you can also leave the Sales Order's serialized products unallocated and assign them on the Shipment page instead. |
| Credit Notes |
When serialized stock is returned to you from a customer, serial numbers being returned must align with the serial numbers originally shipped for the same SO. If a serial number is being returned with a Free Credit, any serial number can be assigned to the Credit Note (provided the serial number doesn't currently exist in Unleashed) |
| Assemblies |
You can include serialized products as components to an Assembly and/or Assemble a serialized product. |
Best practices using Serial Tracking
To ensure Unleashed continues to function optimally and process your transactions successfully we recommend following the below guidelines:
- Ideally, on a single Sales Shipment there should be no more than 200 lines of serialized products. When possible, avoid listing the same product as multiple lines of the same Sales Order, to help avoid processing delays.
Serial Number Tracking Tutorial videos