V9 - Adding serial stock into inventory

View V9 Video tutorial - Serialized inventory on transactions for a demonstration of how serial items are added into inventory with an item receipt. 

Serial-tracked items are brought into inventory by assigning a new serial number for each unit. The typical and easier method is via an item receipt. You may also enter new serial stock directly into the Serial inventory list if found during a physical inventory and simply need to add it to the system.

Each method is explained below.

Using an item receipt to assign serial numbers to serial units

A serial number for each serial unit received normally would be entered with an item receipt.

SOS Inventory offers multiple methods for entering serial numbers on a transaction. Barcode scanning, uploading a CSV file of the numbers, and manual entry are commonly used. A fourth method, less commonly used when receiving items, is enabling the Auto serial/lot numbers box. This option tells SOS to generate the numbers for the serial units automatically.

The screenshot below shows a S/N (serial number) field on an item receipt that includes a format_list_bulleted icon in the Description column. Selecting that icon opens the Enter/upload serial numbers pop-up window, in which you can scan, manually enter, or upload a CSV file with your serial numbers.

Regardless of the method you use to get the serial numbers into the system, they will populate the S/N field when you have finished. However, if the Auto serial/lot numbers option is used, you must save the transaction before you will see the numbers in the S/N field. All serial numbers—regardless of how they are created—can be seen by using the item receipt's Quick view action.

The quantity of serial numbers entered for the item should match the value in the Quantity column of the line item table. For example, if your item receipt indicates you should receive a quantity of 60 units of serial item Armenian Mantel Clock into inventory, you need to enter 60 serial numbers—one for each serial unit—into the system. If receiving less than the original quantity, change the quantity in the Quantity column before entering the serial numbers.

Scanning, CSV upload, and manual entry of serial numbers on item receipts

To scan barcodes, upload a CSV file, or manually enter serial numbers, select the S/N field's format_list_bulleted icon to open the Enter/upload serial numbers pop-up window. 

The sample screenshot below shows what you can expect to see while entering your serial numbers. Once a serial number has been added in the pop-up window, it will be displayed in a gray oval. The heading Entered (59 of 60) indicates that 59 of the 60 needed numbers have already been added to the pop-up. The last number needed, RCQ-KP7CW-JM30, is in the Add bar but has not yet been entered with the Add button. If needed, you can remove a serial number by clicking its oval.

Below are the steps for getting serial numbers into the transaction via scanning, a CSV file, and manual entry.

• Scanning serial numbers. 

1. Select the format_list_bulleted icon in the S/N field of the Description column.
2. Place your cursor in the Add bar of the pop-up window, then scan the barcodes as you normally would. The serial numbers will populate the pop-up window in gray ovals.
3. The quantity of serial numbers listed in the Entered heading should match the quantity of the serial item in the transaction. For example, Entered (60 of 60) in the graphic above would show the needed quantity.
4. When finished, select Done.
    

• Uploading a CSV file. 

1. Select the format_list_bulleted icon in the S/N field of the Description column.
2. In the Enter/upload serial numbers pop-up window, select Upload CSV. 
3. In the Upload serial numbers pop-up window, select the Choose serial number file and import button.
4. Select the CSV file of serial numbers that you want to upload.
5. The serial numbers will populate the Enter/upload serial numbers pop-up window.
6. The quantity of serial numbers listed in the Entered heading should match the quantity of the item in the transaction. For example, Entered (60 of 60) in the graphic above would show the needed quantity.
7. When finished, select Done.
    

• Entering serial numbers manually.

1. Select the format_list_bulleted icon in the S/N field of the Description column. 
2. In the pop-up window, type a serial number in the Add bar, then select the Add button (or hit Enter on your keyboard). The serial number will appear under the Entered heading in a gray oval.
3. Repeat Step 2 as often as needed. The quantity of serial numbers listed in the Entered heading should match the quantity of the item in the transaction. For example, Entered (60 of 60) in the graphic above would show the needed quantity.
4. When finished, select Done.
    

Using auto-generated serial numbers on item receipts

If you check the Auto serial/lot numbers box on an item receipt, the S/N field temporarily disappears, as shown for the item Armenian Mantel Clock in the sample item receipt below. When the transaction is saved, SOS Inventory will generate enough serial numbers to match the quantity listed in the item's Quantity column.

The serial numbers are generated according to the automated serial number specifications established by your company under the General inventory settings (Tools & settings > Configuration > Inventory > General).

When the transaction is saved, the S/N field reappears, displaying the auto-generated serial numbers. 

Adding serial items via the Serial inventory list

One limitation of adding serial units via the Serial inventory list is that it does not allow you to have control over the value of the item. It uses the purchase cost from the item definition. Another limitation is that you must add each serial unit individually.

To add a serial item via the Serial inventory list:

1. Go to Operations > Inventory > Serial inventory, then select the +Add button.
2. On the serial item Edit page:
   1. Enter the Serial number.
   2. Select from the Item dropdown the associated serial-tracked item.
   3. Optional: Enter a description in the Description field.
   4. If the unit is being added to a location, select it from the Location dropdown list.
   5. If the unit has already been shipped to a customer, select it from the Customer dropdown list.
   6. If the item already has a warranty in place, select the Warranty from the dropdown list and enter the Warranty start and Warranty end dates.
   7. Optional: Use the Add image field to upload a picture of the item.
   8. If you have any documents you wish to attach to the serial unit (such as warranty documentation), enable the paper clip icon (attach_file) by selecting Save and keep editing under the More button, then attach your document.
   9. Save and close when finished.

Once you add a serial item to either a location or a customer, it cannot be changed by editing the serial item. Changes can be made with a transaction (such as a shipment or return) only.