Using Serial Numbers

Using Serial Numbers

Serial numbers are unique identifiers assigned to individual items for tracking purposes. They help manage inventory, enable warranty and service tracking, prevent fraud, and ensure accurate stock control.

In CustomBooks™, use the Serial Number feature to assign serial numbers to items received on Item Receipts or Bills and to track items going out on Shipments or Invoices.

The Lots and Serial Numbers feature must be enabled in both the Inventory Settings and on the Item Card before serial numbers can be assigned to items.

To enable Lots and Serial Numbers in the Inventory Settings:
  1. Navigate to Admin Panel > Inventory Settings.
  2. Enable the "Lots and Serial Number" checkbox.



To enable "Lots and Serial Numbers" on the Item Card:
  1. Open the Item Card. Navigate to Inventory > Items > open the specific item.
  2. Select both the "Use Serial Numbers" checkbox and the "Add Serial Numbers when Receiving Goods" checkbox.



Viewing the List of Serial Numbers

To view the list of available serial numbers for an item, open the item card and navigate to the Serial Numbers Tab.




The Serial Numbers Tab displays the following columns:
  1. Serial Number: A unique identifier assigned to each individual item.
  2. Condition: Describes the product's physical state or usability, such as New, Used, Refurbished, Damaged, or Expired.
  3. Last Increase: The last document (item receipt or bill) that increased the product quantity.
  4. Last Cost: The cost recorded on the item receipt or bill.
  5. Last Decrease: The last document (shipment or sales invoice) that decreased the product quantity.
  6. Last Price: The price recorded on the shipment or sales invoice.
  7. Notes: Any additional remarks or information about the serial number.

Assigning Serial Numbers to Items

You can assign serial numbers to items either by entering them directly on Item Receipts/Bills or through Serial Number Adjustments.

Assigning Serial Numbers via Item Receipts/Bills

To assign serial numbers to items you've received:
  1. Create a new Item Receipt or a Bill.
  2. Enter the serial number(s) in the Serial # column.
  3. To add multiple serial numbers, click the Select More button or the "..." button, then click Add. From there, you can enter the serial number, product condition, and any relevant notes.



Assigning Serial Numbers via Serial Number Adjustment

To add serial numbers using a Serial Number Adjustment:
  1. Navigate to Inventory > Serial Number Adjustments.
  2. Click Create New.
  3. Enter the Date and select the Item.
  4. Click the Add button and enter the new serial number.
  5. Save/Save and Close.


Selling Items with Serial Numbers

When selling items that have serial numbers, these numbers are assigned on the Shipment or the Invoice.

To select the item serial numbers on shipments or invoices:
  1. Create a new Shipment or Invoice.
  2. Select the serial number(s) for the chosen item in the Serial # column.
  3. Save/Save and Close. The selected serial numbers will then be removed from that item's available serial number list.



Adjusting Serial Numbers

Serial Number Adjustment in CustomBooks, which allows you to edit, add, or mark serial numbers (old, new, sold), is critical for accurate inventory records. This directly impacts financial accuracy by ensuring correct asset valuation and cost of goods sold. Operationally, it enables efficient stock management, preventing losses and improving traceability for quality control, ultimately leading to better decision-making.

Viewing the List of Serial Number Adjustments

To view existing serial number adjustments, navigate to Inventory > Serial Number Adjustments.



From the Serial Adjustments List, you can:
  1. Create new or copy an existing serial number adjustment.
  2. Show: Audit Logs or Document Register Records.
  3. Add Attachments.
  4. Export the list to Excel, PDF, or Word.
  5. Manage Columns.

Creating a New Serial Number Adjustment

To create a new serial number adjustment, follow these steps:
  1. Navigate to Inventory > Serial Number Adjustments.
  2. Click Create > New.
  3. Enter the Date of the adjustment.
  4. Enter the Item Code or Description of the item.
  5. Adjust the Serial Numbers. Mark them as old, new, or sold as applicable.



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