V9 - Using existing serial numbers on transactions affecting stock

After serial units have been assigned their respective serial numbers and entered into inventory, you must indicate on transactions which serial unit(s) you are shipping, adjusting, transferring, etc. The process is the same for any transaction involving the selection of existing serial numbers for line items.

Below is a screenshot of a sample shipment transaction specifying that two units of the serial-tracked item, Category B-New:Armenian Mantel Clock, are being shipped to a customer. The S/N field's format_list_bulleted icon, shown in the screenshot below, opens a pop-up window that allows you to select the serial numbers in the system needed for the transaction.  

Below are the steps for matching serial numbers with serial units, based on the method you're using (manual entry, scanning, or CSV upload). 

• Entering serial numbers manually.

1. Select the format_list_bulleted icon in the S/N field of the Description column. 
2. In the Select/upload serial numbers pop-up window, type a serial number (or the first few digits of it) in the Available column's Search bar (see example in the screenshot below). One or more serial numbers will appear in the Available column heading in gray ovals.
3. Click the oval that matches the number of the serial unit being used in your transaction. This will move the serial number from the Available column to the Selected column.
4. Repeat Steps 2 and 3 as often as needed until you have selected all the serial numbers of the serial units. An example of how the pop-up appears when some (but not all) serial numbers have been selected is shown below. The serial number prefix wd was manually entered in the search bar, displaying all relevant serial numbers in the Available column. The Selected column heading shows that, so far, only 1 of the 2 serial numbers needed have been selected. 
   
   
    
5. The quantity of serial numbers listed in the Selected column heading should match the quantity of the serial item in the transaction.
6. When finished, select Done.
    

• Scanning serial numbers.

1. Select the format_list_bulleted icon in the S/N field of the Description column. This will open the Select/upload serial numbers pop-up window. All serial number options for that unit at that location will be displayed in the Available column.
2. Place the cursor in the Available column's Search bar and scan the barcode of a serial unit. This places the serial number in the search bar and then limits the Available column to just that serial number.
3. Click the gray ovals containing the serial number to move it to the Selected column.
4. Clear the search bar.
5. Repeat Steps 2-4 until the quantity of serial numbers listed in the Selected heading matches the transaction's Total to build quantity for the serial input item.
6. 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 Select/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.
7. When finished, select Done.

Once the number of serial numbers in the Selected column heading indicates the quantity matches that specified in the transaction, the Available column's Search bar and serial numbers will be grayed out. You will not be able to select any more numbers.

When you select Done, the Select/upload serial numbers pop-up window closes, and SOS Inventory will populate the transaction's S/N field with the numbers you selected. Only a few numbers are visible in the S/N field. But you can view all numbers for that serial item by using the Quick view action.

Serial items with a warranty on shipments

If an item on the shipment has a warranty, that information will be added automatically to the serial unit record, which is stored on the Serial inventory list (Operations > Inventory > Serial inventory). The information can be viewed on that list by enabling the warranty-related columns with the Columns feature. Warranty information may be changed manually by editing the serial unit record. 

This warranty information can be included on the packing slip when printing or emailing a shipment. Refer to Including warranty information for serial units on packing slips for additional information.