---
title: "Serial Numbers"
---

> Documentation Index
> Fetch the complete documentation index at: https://docs.beelocity.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Serial Numbers

**Serial number tracking** lets you assign a unique identifier to individual units of a product, enabling precise traceability throughout the product's lifecycle — from receiving, through storage, to sale and beyond. This is essential for warranty tracking, recall management, and regulatory compliance.

## Key Concepts

- **Serial number** — A unique code assigned to a single unit of a product (e.g., SN-20260301-A001). Each serial number represents exactly one physical item.
- **Lot** — Serial numbers can optionally be grouped under a [stock lot](./stock-lots.html) for batch-level traceability.
- **Warranty ends** — The date after which the product's warranty is no longer valid.

## Adding Serial Numbers

To register a new serial number:

1. Navigate to **Inventory > Serial Numbers** in the sidebar.
2. Click **New**.
3. Fill in the details:
- **Serial number** — The unique identifier for this unit.
- **Variant** — Which product variant this serial number belongs to.
- **Lot** — Optionally link to a stock lot (for batch tracking).
- **Warehouse** — Where the item is currently stored.
- **Location** — The specific storage location within the warehouse.
- **Received** — When the item was acquired.
- **Warranty ends** — When the warranty expires (if applicable).
4. Click **Save** to register the serial number with **In stock** status.

## Serial Number Lifecycle

Each serial number has a status that tracks the item's current state:

| Status        | What it means                                         | Available actions                   |
| ------------- | ----------------------------------------------------- | ----------------------------------- |
| **In stock**  | The item is in the warehouse and available.           | Mark as Sold, Reserve, Mark as Defective |
| **Reserved**  | The item is set aside for a specific order or client. | Mark as Sold, Return to Stock       |
| **Sold**      | The item has been sold and dispatched to a client.    | Mark as Returned                    |
| **Returned**  | The item has been returned by the client.             | Return to Stock, Mark as Defective  |
| **Defective** | The item has been flagged as defective or damaged.    | — (terminal)                        |
| **Consumed**  | The item was installed on an asset by a maintenance work order. | — (a maintenance *unused return* puts it back In stock; a *warranty return* marks it Defective) |

**What updates automatically.** Maintenance part issues that name a serial number consume it: the serial flips to **Consumed** and leaves its warehouse in the same transaction as the stock movement. Maintenance returns restore it — back **In stock** at the return warehouse for an unused return, or **Defective** for a warranty return awaiting shipment to the supplier. Receiving, shipping, and manufacturing flows do not create or move serials yet — register those transitions manually here.

Returning a **Returned** item to stock is a physical restock: you pick the warehouse (and optionally the location) where the unit goes back on the shelf, and Beelocity increases the stock level there and records the movement in the [stock journal](stock-journal.html). Returning a **Reserved** item to stock simply releases the reservation — the unit never left the warehouse.

## Searching

Use the search bar on the serial numbers list to find rows by serial number, variant SKU/barcode, lot number, warehouse code/name, or location code/name/barcode. Combine with the filter below to narrow the view further.

## Filtering by Status

The **filter button** beside the search box ([Working with lists](../getting-started/working-with-lists.html#narrowing-the-list)) narrows the list by **Status** — pick one or several:

- **In stock** — Items currently available in the warehouse.
- **Reserved** — Items reserved for pending orders.
- **Sold** — Items that have been sold.
- **Returned** — Items returned by clients.
- **Defective** — Items flagged as defective.
- **Consumed** — Items issued to a maintenance work order and installed on an asset.

The same panel narrows to one **Warehouse**, to a **Received** or **Warranty ends** range — "warranties ending this year" is one *To* date — and hides inactive serial numbers (**Active — Yes**); the choice is written into the page's address so a view can be bookmarked.

## Important Notes

- Each serial number must be unique within your organization — the system will not allow duplicates.
- Serial number tracking is most useful for high-value items, electronics, machinery, or any product requiring individual traceability.
- Link serial numbers to lots when you also need batch-level tracking (e.g., for expiry management alongside individual tracking).
- Consider your warranty tracking needs when setting expiry dates — this helps with after-sales support.

Source: https://docs.beelocity.com/en/inventory/serial-numbers/index.mdx