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 for batch-level traceability.
- Warranty Expiry — The date after which the product’s warranty is no longer valid.
Adding Serial Numbers
To register a new serial number:
- Navigate to Inventory > Serial Numbers in the sidebar.
- Click Add Serial Number.
- Fill in the details:
- Serial Number — The unique identifier for this unit.
- Product 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.
- Purchase Date — When the item was acquired.
- Warranty Expiry — When the warranty expires (if applicable).
- Click Create 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 |
| 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, Mark as Defective |
| 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. | Return to Stock |
Filtering by Status
The serial numbers list includes status tabs that let you quickly filter the view:
- All — Shows every serial number regardless of status.
- 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.
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.