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Serial Number Management

Setting up serial numbers for individual product items enables businesses to track inventory, manage orders, and ensure product authenticity and traceability. This is particularly important for high-priced consumer electronics, such as mobile phones and computers, which often require complex component replacements during after-sales support.

To utilize serial numbers effectively, leverage the Serial number feature offered by the Smart Inventory Management app. This guide will walk you through creating and managing serial numbers for your products.

Note: Once you enable serial number management for a product, you'll need to provide the serial number for each item throughout its lifecycle, including procurement, sale, transfer, and other stages.

 

 

Enabling Serial Number Management

Before creating individual serial numbers, enable serial number tracking for the specific product you want to manage. Follow these steps:

  1. Go to Apps > Smart Inventory Management. Install the app if you haven’t already.
    1.1.png

  2. Proceed to Product > Product center. Locate the desired item and toggle on the enable switch in the Serial code management column.
    1.2.1.png

  3. Click Confirm in the pop-up window to activate the serial code management for this item.
    1.2.2.png

 

 

Creating Serial Numbers

There are two ways to create serial numbers for product items with enabled management. Select the one that best fits your needs.

 

Individual Creation

  1. Within the Smart Inventory Management app, go to Inventory > Serial number and click Create a serial number.
    2.1.1.png

  2. In the pop-up, search for the item, select the applicable store and enter all the required serial numbers by pressing Enter. Then click Confirm.
    Group 1.png

 

Batch Creation

  1. Within the app Smart Inventory Management, go to Inventory > Serial number and click Import serial number.
    2.2.1.png

  2. Click Bulk import templates to download the template form.
    2.2.2.png

  3. Fill out the template with the required information: SKU, product name, location, and serial number.
    2.2.3.png

  4. Return to the Import serial number window, click Upload file, choose the completed form, and click Upload and import.
    2.2.4.png

    Notes:
    • You can create multiple unique serial numbers for the same product item at the same store.
    • Ensure the entered serial numbers match the available quantity for sale to avoid discrepancies.

 

 

Applying Serial Numbers

For product items with enabled serial number management, you need to specify serial numbers during various actions to maintain product traceability.

 

Application Scenarios

  • Product Sale: When adding a managed item to the cart in your POS app, a pop-up appears prompting the cashier to enter or scan the serial number.
    3.1.1.png

  • Purchase Receipt: When processing newly purchased stock in "Smart Inventory Management," enter new serial numbers for managed items by clicking the + SN button next to the inbound quantity.
    3.1.2.png

    Notes:
    • All entered serial numbers must be unique and not already present in the system.
    • Newly added/updated serial numbers will be reflected in the Inventory > Serial Number section.
  • Purchase Return: When processing purchase returns for managed items in "Smart Inventory Management," input serial numbers by clicking + SN next to the returned quantity.
    3.1.3.png

    Note: You can input unsold or unoccupied serial numbers at the chosen location. After successfully creating a purchase return order, these serial numbers will be deleted.

  • Inventory Transfer: During transfer order reviews (inward or outward) for managed items in the "Smart Inventory Management" app, use + SN next to the transferred amount to input serial numbers:
    3.1.4.png

      • Transfer Out: Ensure the entered serial numbers are not sold or allocated at the transfer-out location and match the transfer quantity. 
      • Transfer In: After the transfer-in order is approved, the entered serial numbers will be occupied.

  • Inventory Count: During inventory counts for product items with enabled serial number management in "Smart Inventory Management," use the + SN button next to the count quantity to enter serial numbers.
    3.1.5.png

    Note: You can input any serial number, which will be reflected in the Inventory > Serial Number section and marked as unsold or unallocated after the count is complete. However, you cannot add serial numbers for products in transit during transfer.

 

Entering Serial Numbers

You have three methods for entering serial numbers in scenarios such as purchase receipt, purchase return, inventory transfer, and inventory count. Choose the best one for your needs.  

The following example demonstrates the process using an inventory count:

  • Manual Input
    1. Click the + SN button.
      3.2.1.png

    2. Under Manual input, type the serial number manually or use a handheld barcode scanner. Click Add after each entry.
      3.2.2.png

    3. Click Save.
      3.2.3.png

      Note: Camera scanning is currently not supported.

 

  • Batch Table Import
    1. Click the + SN button.
      3.3.1.png

    2. Under Bulk input, click Import from table.
      3.3.2.png

    3. Click Bulk import templates to download the template and fill it with the required information (SKU, product name, location, and serial number).
      3.3.3.png

    4. Click Upload file to choose the completed template, then click Upload and import.
      3.3.5.png

    5. Once uploaded, click Save.
      3.3.6.png

  • Auto Generation According to Rules: If your serial number follows a pattern, you can automatically generate them using predefined rules.
    1. Click the + SN button.
      3.4.1.png

    2. Under Bulk input, click Import rules.
      3.4.2.png

    3. Define your rule and click Import to apply it.
      3.4.3 (2).png
      • Prefix: Fixed content of the serial number.
      • Starting Value: The first number in the sequence.
      • Increment value: The amount by which the number increases.
      • Piece: Number of items to apply this rule to.
  1. Click Save to complete the addition.
    3.4.4.png

 

 

Managing Serial Numbers

After creating serial numbers, you can further manage them by viewing their statuses, editing their assigned locations and numbers, or deleting them.

 

Viewing Serial Number Statuses

In the Smart Inventory Management app, go to Inventory > Serial number. Here, you can see all created serial numbers and their statuses.
4.1.png

Note: Sold and in-transit serial numbers will appear in the Sales record section with their respective order or transfer numbers. These serial numbers cannot be used.

 

Editing Serial Numbers

  1. In the Smart Inventory Management app, go to Inventory > Serial number. Locate the desired item and click Edit in the Operate column.
    4.2.1.png

  2. Make necessary changes in the pop-up window and click Confirm.
    4.2.2.png

 

Deleting Serial Numbers

  1. In the Smart Inventory Management app, go to Inventory > Serial number. Locate the item you want to delete and click Delete in the Operate column.
    4.3.1.png

  2. Click Confirm to delete the serial number.
    4.3.2.png