Manage Serialized Inventory

You can get to this part of the system by clicking on the Inventory link in the blue Admin Toolbar and then clicking on the Manage Serialized Inventory button in the drop-down bar.

Working with Serial Numbers After the Sale

Please note that the Serialized Inventory tool is NOT meant as a tool to give you counts of your inventory on hand: it is meant to be used as a utility to work with serial numbers in various ways, detailed below. To see inventory counts, go to Products > Products and search for the item you need, then click on its title to open it in the Edit Product view. The Manage Serialized Inventory module has been created to help you do any and all of the following:

• Change a TBD serial entry to a legitimate serial number.
• Swap an incorrect serial number for one that is in inventory.
• Enter new serial numbers for sold inventory.
• Correct serial numbers that were entered incorrectly.
• Look up any serialized item in stock and adjust 
• Add Cost and Shipping info for a serialized item.

To start, after logging into the system, in the blue Admin Toolbar at the top of the window click on Inventory > Serialized and your Manage Serialized Inventory module will open. Initially, it will display all recent serialized items sold.

At the top of the window, you have the ability to filter by Location (if you have multiple locations set up). You can also change the drop-list that says All to filter for either In Stock or Sold items. Usually, you will want to keep it set to All and just use one of the search fields to find the item you need. Here is how to use each of the search fields:

Title/SKU/Serial

If you know the model name, or if you can see a SKU number on the receipt, you can enter either of those in this field to find all serialized items sold that match. If you need to check the status of a specific serial number, you can enter the serial number and the system will show you if it is in stock, sold, or not yet in the system.

Customer Name/Email/Phone

If you know the name of the customer who purchased the serialized item, enter all or part of their name, email, or phone number and the system will match it and bring up all serialized sales for that customer, with the latest at the top of the list.

Transaction ID

You can find a specific Transaction ID, either from a report such as the End of Day (pictured below), from the customer history, or from a receipt. Entering the transaction ID will bring up all serialized items in the sale.

Working with Serial Numbers

To make needed changes to a transaction or a product, after searching and finding the one you want to work with, click on the blue Pencil button on the far right to begin making edits. When you click it, you will see the following:

You have three choices on how to work with your serialized item, here is how each option works:

Modify Inventory

(See image above) This option allows you to edit an existing serial number, if needed. You can also adjust or add Cost information, as well as Freight Cost. Doing so will give you accurate profit margins in the reports!

Assign a New Serial Number

If you need to add a new serial number to the system, use this choice. This also allows you to add Cost and Freight Cost data for the item to make sure your profit margins are being reported accurately (see image below).

Assign an Existing Serial Number

If you know the serial number you need is already in the system, use the third option in the list. First, you will want to click to Search for the appropriate serial number (see below).

After you click Search, you will see a list of serial numbers that are in the system. You also have a search box where you can put all or part of the number you want. Once you find the number you want in the list, click on it.

After you click on the number you want, the system will outline for you exactly what it is going to do with the serial number. To make the listed changes, click OK.