Serial Numbers

Overview

BOS Enterprise provides functionality to record Serial Numbers when you Receive, Issue or Return products. The Receive transaction adds a serial number to the database whereas the Issue and Return transactions let you select an existing serial number.

Serial number tracking is important if your products have warranties. Serial number tracking tracks a product from purchase to sale.

Settings

Transaction Settings

Navigation Example

Main Menu > Setup > Settings > Transactions (tab)

Note

The defaults are the values for new databases, new users and new Transaction Types. Your database may have different values.

Setting Description Default
Transactions > Use Serialised Stock
  • N/A: Serial number tracking is not used.
  • Issue (Scan Serial No.): The system will only issue serial numbers that were received.
  • Receive/Issue (Scan Code): A serial number can be allocated (scanned or entered). A new serial number is created and linked to the item.
  • Return (Scan Serial No.): The serial number entered or scanned is checked against serial numbers in the system.
  • Produce: Serial numbers are produced.
N/A
Transactions > Status: Serial Numbers (Produce)
  • Only applies if Produce was selected under Transactions.
  • Click Edit... in the Value column to open a popup in which the control numbers can be entered. When a Work Order is produced, the Output is allocated a serial number in sequential order.
  • Popup explained (when you click Edit):
Blank

Edit Serial Number Status: Buttons Explained.

Field Description
NewCreates a serial number.
SaveSaves any changes.
CloseCloses the popup.

Edit Serial Number Status: Fields Explained.

Info

Fields marked in blue (✎) can be edited.

Field Description
IDA system-generated number for the serial numbers.
DescriptionEnter a description.
DefaultSelect New from the dropdown list.
ColourSelect a colour to colour-code different groups of serial numbers.

Goods Received and Serial Numbers

Warning

The items must be Inventory Items.

  • This process is based on the Transaction setting for Goods Received being set to Receive/Issue (Scan Code).
  • When a Transaction or an Item on a transaction is deleted, the linked Serial Numbers are also deleted.
  1. Create a Goods Received (PO) (e.g. Copy a Purchase Order).
  2. Click the Serial Number Icon at the top of the screen (Barcode with 123 at the bottom) or click Menu (button) > View / Edit Serial Numbers.
  3. On the popup:
    1. If you have already entered a transaction, check the checkbox next to Selected Transaction Item to autofill the code in the block else type in the Item Code in the block provided.
    2. Scan or enter a Serial Number in the block provided (duplicate serial numbers are not allowed).
    3. Click Add (button).
    4. Repeat Steps 2 and 3 until all the Serial Numbers are added.
      • Note: If there are multiple items you can use the navigation arrows on the popup to scroll through the items.
    5. If a Serial Number is entered incorrectly:
      1. Click the serial number and click Remove (button).
      2. Add the correct serial number.
    6. Close the Serial Number popup by clicking the X in the corner.
  4. The Quantity (Qty) field is adjusted to match the number of Serial Numbers added.
  5. Click Menu (button) > Show Item Serial Numbers to display or hide the serial numbers.

Goods Issued and Serial Numbers

Info

This process is based on the Transaction setting for Goods Issued being set to Issue (Scan Serial No.).

  1. Create a Goods Issued.
  2. Click the Serial Number Icon at the top of the screen (Barcode with 123 at the bottom) or click Menu (button) > View / Edit Serial Numbers.
  3. On the popup:
    1. Enter the Serial Number of the goods being issued in the block provided.
    2. Click Add (button).
      • Note: If the number exists, it is added. If the number does not exist, a red warning appears that the number is invalid.
    3. Repeat Steps 1 and 2 until all the serial numbers are added.
      • Note: If there are multiple items you can use the navigation arrows on the popup to scroll through the items.
    4. Close the Serial Number popup by clicking the X in the corner.
  4. The Quantity (Qty) field is adjusted to match the number of serial numbers added.
  5. Click Menu (button) > Show Item Serial Numbers to display or hide the serial numbers.

Goods Returned and Serial Numbers

Info

This process is based on the Transaction setting for Goods Returned being set to Return (Scan Serial No.).

  1. Create a Goods Returned.
  2. Click the Serial Number Icon at the top of the screen (Barcode with 123 at the bottom) or click Menu (button) > View / Edit Serial Numbers.
  3. On the popup:
    1. Enter the Serial Number of the goods being returned in the block provided.
    2. Click Add (button).
      • Note: If the number exists, it is added. If the number does not exist, a red warning appears that the number is invalid. The number only exists once an issue transaction is completed (that is, Status = Complete).
    3. Repeat Steps 1 and 2 until all the serial numbers are added.
      • Note: If there are multiple items you can use the navigation arrows on the popup to scroll through the items.
    4. Close the Serial Number popup with the X in the corner.
  4. The Quantity (Qty) field is adjusted to match the number of serial numbers added.
  5. Click Menu (button) > Show Item Serial Numbers to display or hide the serial numbers.

Inventory Reports

  • A Serial Numbers view is situated in the Inventory Reporting module.
  • This view lets you search for a Serial Number to see exactly when it was Received, Issued and Returned (if applicable).
  • This view only shows Serial Numbers entered using the process on this page. There is an additional process for serial numbers (through Item Tracking). Those Serial Numbers do not appear on the Inventory Report – Serial Numbers.

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