Entering Serial Numbers

From the Inventory Maintenance window, you can add, modify, or delete the serial number(s) associated with an item. For serial numbers that are longer than 13 digits, you can enter additional digits in the Reference field (preceded by a + sign).

You can also enter a serial number at Point-of-Sale if you have security bit 655. This bit also controls whether a list of existing serial numbers displays at POS, allowing the clerk to select one.

Click one of the following to take you to the procedure steps:

• Adding Serial Numbers

• Changing Serial Numbers

• Printing a Label for Items with Serial Numbers

• Deleting Serial Numbers

• Looking Up Sold Information

Adding Serial Numbers

1. From the Inventory Maintenance window, display the item to which you want to add a serial number.

2. Click Misc, then click Maintain Serial Numbers.

3. If no serial numbers exist for the item, the Add Serial Number dialog box displays. Enter the serial number and optionally a ReferenceThis field can be used for any purpose such as entering a location, a comment, or even the remainder of a serial number that is longer than 13 characters. If using it for the latter purpose, enter the first 13 characters in the Serial Number field, then enter the remainder in the Reference field, but prefix it with a plus sign (+). This plus sign tells POS to concatenate the two parts together after the partial serial number is selected. The entire number will print as the serial number descriptor (comment) line.  
   
   , and click OK.

4. If one or more serial numbers already exist for the item, the Serial Number Maintenance Options dialog box displays. Click Add, enter the serial number, and optionally a ReferenceThis field can be used for any purpose such as entering a location, a comment, or even the remainder of a serial number that is longer than 13 characters. If using it for the latter purpose, enter the first 13 characters in the Serial Number field, then enter the remainder in the Reference field, but prefix it with a plus sign (+). This plus sign tells POS to concatenate the two parts together after the partial serial number is selected. The entire number will print as the serial number descriptor (comment) line.  
   
   , and click OK.

5. Click the Codes tab. In the *Tally box, enter an S, and then click Change.

   Note: The benefit of putting an S in the *Tally box is that at point-of-sale, when a clerk attempts to sell the item, a list of available serial numbers automatically displays.

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Changing Reference Number or Availability

Use the procedure below to change a serial number's reference number or its "availability."

When you enter a new serial number for an item (or if a customer returns an item with a serial number), the system marks that serial number as Available, and when that item is sold the system marks the serial number as Sold. However, this procedure allows you to manually change the availability of a serial number from Available to Sold or vice-versa. You must have security bit 219.

1. From the Inventory Maintenance window, display the item.

2. Click Misc, then click Maintain Serial Numbers.

3. Click the arrow to the right of the Serial Number box, and click on the appropriate serial number from the list.

Note: By default, the list displays only "available" (unsold) serial numbers. To display both sold and available serial numbers, click All.

4. Click Change.

5. Make your change(s), and click OK.

6. Click Cancel to close the dialog box.

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Printing a Label for Items with Serial Numbers

1.  Before you begin, use the Label Designer to create a template label that includes the Serial Number field, and optionally the Serial Number Reference field.  Assign this template to option 5818 "Default price label format used for printing from Serial # Maintenance."

2. .From the Inventory Maintenance window, display the item.

3. Click Misc, then click Maintain Serial Numbers.

4. Click the arrow to the right of the Serial Number box, and click the appropriate serial number from the list.

5. Click Label. In the dialog that displays, select your criteria and click OK. Note the following:

6. In the Label Type filed, be sure to select "Serial Label per Option 5818."

7. In the Print or Batch field, select Print Immediately or Save to Batch. If you select the latter, the system adds the SKU to the Label Manager, where the labels can be printed later.
   
   

You can add the same SKU to Label Manager multiple times as long you select a different serial number. To do this, select the first serial number, click Label, fill in the fields, and click OK. Press Cancel, then select the next serial number and repeat the process.

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Deleting Serial Numbers

1. From the Inventory Maintenance window, display the item.

2. Click Misc, then click Maintain Serial Numbers.

3. Click the arrow to the right of the Serial Number box, and select the serial number you want to delete from the drop-down list.

Note: By default, the list displays only "available" (unsold) serial numbers. To display both sold and available serial numbers, click All.

4. Click Delete.

5. Click Yes to confirm your selection.

6. Click Cancel to close the dialog box.

Looking Up Sold Information

For items with a large number of serial numbers, instead of scrolling through a long list, you can now easily lookup a specific serial number. On the ‘All’ serial #’s dialog enter the serial number and click on the <Sold Info> button to see if that serial number has been sold and, if so, see the sale information for that serial number. 

Example of the sold info dialog box for a serial number which has been sold:

Example of the sold info dialog for a serial number which is still available (not sold).

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