As explained in the Item section, when an item is serialized, a record of each quantity of that item is maintained with a unique Serial Number (Serial No). This record aids in tracking the whereabouts of the Serial No, including warranty and end-of-life (expiry) details.

Furthermore, you can trace the origin of the Serial No, such as the supplier from whom it was purchased, and its destination, like the customer to whom it was sold. The Serial No status indicates its current inventory status.

For serialized items, you must input the Serial Numbers in the corresponding column, with each Serial No listed on a new line. Serialized items can be managed individually, with each unit identified by its unique Serial Number.

To access the Serial Number list, go to: > Home > Stock > Serial No and Batch > Serial No

1. Prerequisites

Before creating and using a Serial Number, it is advised that you create the following first:

• Item
• Enable ‘Has Serial No’ in the Item master

2. How to create a Serial Number

Typically, Serial Numbers are automatically generated when transactions occur involving a serialized Item. This automatic generation is contingent upon the ‘Has Serial No’ feature being enabled and a series being defined in the Item master.

However, if you prefer to manually create a Serial No, you can follow these steps:

1. Navigate to the Serial Number list and click on New.
2. Input a Serial Number.
3. The Item Code and associated details will be retrieved.
4. Please note that Serial Numbers cannot be set or unset once any transaction involving the item has been executed.
5. Save the entry.

It’s important to note that the inventory of an Item is only impacted when the Serial No is involved in a Stock transaction (such as Stock Entry, Purchase Receipt, Delivery Note, or Sales Invoice). Additionally, when a new Serial No is created manually, its Warehouse cannot be designated.

2.1 Notes about Serial Number

• The Status is set based on Stock Entry.
• Only Serial Numbers with status ‘Available’ can be delivered.
• Serial Nos can automatically be created from a Stock Entry or Purchase Receipt. If you mention Serial No in the Serial Nos column, it will automatically create those serial Nos.
• If in the Item Master, the Serial No Series is mentioned, you can leave the Serial No column blank in a Stock Entry / Purchase Receipt. Serial Nos will automatically be set from that series.

3. Features

3.1 Purchase/Manufacture details

The document from which the Serial No was created will be shown. If you purchased it from a Supplier, it’ll be linked here.

3.2 Delivery Details

If the Serial No was generated from a Sales Order, the Customer will be linked here.

3.3 Warranty/AMC Details

If the Item is under warranty or AMC (Annual Maintenance Contract), the expiry dates for these can be set.

3.4 More Information

Any additional information about this specific Item unit can be set under ‘Serial No Details’.

4. Related Topics

1. Item Codification
2. Item Variants
3. Serial Number Naming