Creating and Managing Serial Numbers

Creating and Managing Serial Numbers

Overview

This article provides a step-by-step guide to creating and managing serial numbers in iVendNext.




What is a Serial Number?

A Serial Number is a unique identifier assigned to each individual unit of an item. It helps businesses track the location, warranty status, and maintenance history of the item. Serial numbers are particularly useful for:


  • Warranty Tracking: Monitoring warranty periods and service history.

  • Inventory Control: Ensuring accurate stock levels and preventing stockouts.

  • Recall Management: Quickly identifying and isolating defective or recalled items.



Step 1: Enabling Serial Number Tracking

Before creating serial numbers, you need to enable serial number tracking for the item in the Item Master. Here’s how:


  1. Navigate to Home > Stock > Items to access the Item Master.


  1. Select the item you want to enable for serial number tracking.


  1. In the item details, check the box for Has Serial No.


  1. If you want the system to automatically generate serial numbers, enter a Serial Number Series in the format PB2L.##### (or any custom format). This series will be used to generate unique serial numbers for each unit of the item.


  1. Save the changes.




Step 2: Creating Serial Numbers

Serial numbers can be created automatically during stock transactions or manually through the Serial Number List. Here’s how to do both:


2.1 Automatic Creation of Serial Numbers

  • When creating a Purchase Receipt or Stock Entry for a serialized item, the system will automatically generate serial numbers based on the Serial Number Series defined in the Item Master.


  • Simply enter the quantity of the item in the transaction, and the system will create the corresponding serial numbers upon submission.


2.2 Manual Creation of Serial Numbers

  1. Navigate to Home > Stock > Serial No to access the Serial Number List.


  1. Click on the Add Serial Number button to open the New Serial Number Creation screen.


  1. Enter the Serial Number manually.


  1. Select the Item Code for which the serial number is being created. The system will fetch the item details automatically.


  1. Save the serial number.



Step 3: Managing Serial Numbers in Stock Transactions

Once serial numbers are created, they can be used in various stock transactions. Here’s how to manage them:


3.1 Purchase Receipts

  • When receiving goods, enter the serial numbers in the Serial Nos column of the Purchase Receipt.

  • If the item is configured for auto-creation, the system will generate the serial numbers automatically.


3.2 Delivery Notes

  • During sales, assign the relevant serial numbers to ensure that the correct items are delivered to customers.

  • The system will update the status of the serial numbers to Delivered once the transaction is completed.


3.3 Stock Entries

  • For internal stock movements, such as transfers between warehouses, include the serial numbers to maintain accurate tracking.



Step 4: Tracking Serial Number Status

Each serial number in iVendNext has a status that indicates its current inventory state. The possible statuses are:


  • Available: The item is in stock and available for sale or use.

  • Delivered: The item has been sold or delivered to a customer.

  • Expired: The item has reached its end-of-life or expiry date.


To check the status of a serial number:


  1. Navigate to Home > Stock > Serial No to access the Serial Number List.

  2. Search for the serial number and view its status in the Status column.



Step 5: Warranty and AMC Tracking

For serialized items, iVendNext allows you to track warranty and Annual Maintenance Contract (AMC) details. Here’s how to set it up:


  1. In the Serial Number details, enter the Warranty Expiry Date and AMC Expiry Date.

  2. The system will automatically update the status of the serial number based on these dates.



Step 6: Generating Serial Number Reports

iVendNext provides detailed reports to help you track the history and status of serial numbers. Here are some key reports:


6.1 Serial No Ledger

  • This report provides a complete history of all transactions related to a specific serial number.

  • To generate the report, navigate to Stock > Standard Reports > Serial No Ledger.


6.2 Serial Number Status Report

  • This report shows the current status of all serial numbers in your inventory.

  • Use this report to identify available, delivered, or expired serial numbers.



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