Serialized Inventory - Serial Number Tracking
Add serial numbers to products in the product record or at the front register and to sell and return serialized items. Use the Serial Number History report to search for serial numbers and view the transaction history for each serialized item. Add serial numbers when receiving products in a vendor shipment, add serial numbers to store transfers, display serial numbers on printed receipts/invoices.
Improve your inventory management with serial number tracking
Enter serial numbers when adding inventory
Serial numbers can be attached to items when receiving, selling or returning. Product records show unsold and sold serial numbers.
Tightly manage inventory of high priced items
Track serial numbers of high price inventory, including registers sales, orders and returns and store transfers.
Scan barcodes when fulfiling orders
User barcode scanner to enter serial numbers by scanning barcodes when managing deliveries and order pick ups.
Confirm purchases for warranty claims
Use the Serial Number History report to locate serial numbers and match with purchaser and transaction record.
Make Serial Numbers Required or Optional for Sales and Inventory Transactions
MicroBiz Cloud allows you to control whether serial numbers are required or optional on different transaction types, giving retailers flexibility based on how strict serial tracking needs to be for a given item.
Serial number requirement options include:
- Make serial numbers optional or required on inventory transactions (receiving goods, store transfers, inventory adjustments)
- Make serial numbers optional or required on sales transactions (register sales, customer orders)
- Prompt for a serial number before a transaction can be completed when marked as required
This flexibility allows staff to enforce serial number tracking exactly where it matters — locking it down as required for certain items or transaction types, while keeping it optional everywhere else.
Assign Serial Numbers when Receiving Goods
MicroBiz Cloud allows you to assign serial numbers right at receiving, giving retailers an accurate record of every serialized item from the moment it enters inventory.
Serial number receiving options include:
- Enter serial numbers manually when receiving products into inventory
- Scan a barcode to capture serial numbers
- Require a serial number entry before items are added to stock when the product is set to required
This flexibility allows staff to capture serial numbers right at receiving — whether by typing them in or scanning a barcode — with required items locked down so nothing gets added to stock without one.
View In Stock and Sold Serial Numbers from Product Records
MicroBiz Cloud allows you to view serial numbers directly from the product record, giving retailers a complete picture of every serialized unit, whether it's still on the shelf or already sold.
Serial number visibility options include:
- View serial numbers for in-stock items
- View serial numbers for sold items
- Add or delete serial numbers from the product record
- Click through from a sold serial number to the underlying transaction or customer order
This flexibility allows staff to track a serialized item's full lifecycle from one screen — see what's in stock, what's been sold, and jump straight to the transaction or order behind any sold serial number.
Attach Serial Numbers when Selling Items at the Front Register
MicroBiz Cloud allows you to attach serial numbers to items right at the point of sale, giving retailers an accurate record of exactly which serialized unit left with the customer.
Serial number sales options include:
- Select a serial number from a list of available serial numbers at the register
- Enter or scan a serial number from the product instead, if preferred
- Make serial numbers optional or required to complete the sale, based on your settings
This flexibility allows staff to attach the right serial number at checkout — whether by picking it from a list or scanning it directly — with required items enforced automatically when needed.
Use Serial Number History Report to Lookup Sales by Serial Number
MicroBiz Cloud's Serial Number History Report allows you to search for any serial number and see its full transaction history, giving retailers a fast way to trace an item back to the sale without digging through orders manually.
Serial number history report options include:
- Search for a serial number to view its transaction history, including sales and returns
- Click through to the linked customer record for the sale
- Click through to the linked transaction record for the sale
This flexibility allows staff to look up any serial number and instantly see when it was sold, whether it's been returned, and who bought it — with one-click links straight to the customer and transaction behind it.
Process Returns, Exchanges, Store Transfers and Inventory Adjustments of Serialized Items
MicroBiz Cloud allows you to process returns on serialized items, giving retailers an accurate, up-to-date count of available serial numbers without manual reconciliation.
Serialized item return options include:
- Return a serialized item, automatically adding the serial number back to the pool of available, unsold serial numbers
- View both the original sale and the return transaction in the Serial Number History report
This flexibility allows staff to process a return on a serialized item with confidence, knowing the serial number is immediately available for resale and both transactions are fully tracked in the Serial Number History report.
FAQs
Q. Can a scan a barcode to enter a serial number into MicroBiz?
A. Yes, you can use a barcode scanner to scan a barcode symbol of serial number to enter it into MicroBiz. Barcodes can be scanned from the front register, a customer order or vendor shipment (allowing you to enter the serial numbers of items when receiving items into stock).
Q. Can I return a serialized item from the front register?
A. Yes, you can return an item with a serial number. When returning an item, your will be prompted to enter a serial number for the item being returned. The serial number is added back to the list of 'Available Serial Numbers' for this item.
Q. Can I search for serial numbers to find the transaction containing the serialized item?
A. Yes, the Serial Number History report allows to search by serial number. The report provides a list of all transactions with that serial number (or portion of the number) - including all sales and returns. The report includes the customer on teh transction and a transaction ID, allowing you to further research the transaction.
Q. Can I require my employees to enter a serial number when selling an item?
A. Yes. The serial number settings for an item can be set to optional or required. If its marked as 'required' the user will need to enter a serial number before an item can be sold.
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