Serial Tracking
Serial Tracking assigns a unique serial number to each unit and follows it through receiving, production, transfers, shipping, returns, and adjustments. It enforces one-to-one matching (serials = quantity) and blocks duplicates, giving audit-ready traceability for quality, warranty/RMA, and compliance. Optional auto-generation speeds high-volume entry and keeps formats consistent.
Overview / Insight
- Serial Tracking assigns a unique serial number to each unit and follows that unit across locations and inventory stages (receiving, shipping, transfers, builds, adjustments).
- It improves traceability (quality/recall), accuracy, and accountability.
- Works in two modes inside transactions: add serials (bring into stock) and remove serials (take from stock).
- System rules: serial numbers must be unique, quantity must be an integer for serial-tracked items, and the count of serials must equal the quantity on each transaction, or the save is blocked.
Where to Access
| Area | Path | Notes |
|---|---|---|
| System setup | User name ▸ Settings ▸ General ▸ Tracking Settings | Enable Serial Tracking (auto-saves) |
| Per-item setup | Inventory ▸ Items ▸ Add New/Edit ▸ Inventory tab | Track Serial Numbers; optionally Auto Serial Number + Format; initial stock serials set via General tab (Initial Stock Quantity) then Inventory tab (Initial Stock Serials) |
| Serial list & history | Inventory ▸ Serial List | Click a serial to open its Serial History modal |
| In transactions | Item Receipt, Shipment, Transfer, Relocation, Adjustment (increase/decrease), Build, Restock | — |
Key Attributes (all settings & rules)
Core Settings
-
Enable Serial Tracking: Turns on serial control platform-wide.
⚠️ Disabling it deletes all serial-tracking data — this cannot be undone.
-
Auto Serial Number (optional, set per item): Not a platform toggle — turned on for an individual item (Inventory ▸ Items ▸ Inventory tab), together with a required Format. Auto-generates serials when you enter quantity for that item. No manual typing, prevents duplicates/missing serials — ideal for high volumes.
Per-Item Controls
| Control | Description |
|---|---|
| Track Serial Numbers (item level) | Activates serial tracking for the item |
| Initial Stock Serials | If the item has beginning inventory, enter the same count of serials as the initial quantity |
| Add to existing items | If stock already exists, initialize serials for the on-hand quantity — when "Serial tracking not initialized" appears, use Adjust Stock to load serials |
Auto Serial Number Format (required when using auto-generation)
The format must contain exactly one auto-increment token: [[INCNUM,resetCycle,digits,startNumber]]
Reset cycles:
| Cycle | Behavior |
|---|---|
| NONE | Never resets — e.g. [[INCNUM,NONE,4,1]] → 0001, 0002, … |
| DAILY | Resets each day — today: 0001…; tomorrow: 0001… |
| MONTHLY | Resets on the 1st of each month |
Other tokens are plain text, plus date/time tokens: [[DATE]], [[YEAR]], [[MONTH]], [[DAY]], etc.
Examples:
SN-[[INCNUM,NONE,6]]→ SN-000001, SN-000002, …ITEM-[[YEAR]][[MONTH]]-[[INCNUM,DAILY,4]]→ ITEM-202412-0001, …[[DATE]]-[[INCNUM,NONE,3,1]]→ 2024-12-01-001, 2024-12-01-002, 2024-12-02-001, …
Validation & Data Rules
| Rule | Description |
|---|---|
| Counts must match | Serial count must equal the transaction quantity (or initial stock) |
| Uniqueness | Serial numbers must be unique system-wide; used serials can't be reused |
| Integers only | Serial-tracked quantities must be integers |
| Save blocking | If counts don't match, Save is disabled and an error is shown |
Key Functions (complete workflows & operations)
4.1 Platform Enablement
- User name ▸ Settings ▸ General ▸ Tracking Settings ▸ enable Enable Serial Tracking.
- Verify the toggle is set as intended. (Auto Serial Number is set per item, not here — see 4.2.)
4.2 Item-Level Setup
New item:
- Create item ▸ Inventory tab ▸ Track Serial Numbers.
- (Optional) Enable Auto Serial Number and enter an Auto Serial Number Format (must include one
[[INCNUM...]]token). - If there's initial stock: General ▸ Initial Stock Quantity, then Inventory ▸ Initial Stock Serials (enter exactly the same count of serials as the quantity).
Existing item:
- Open item ▸ Inventory tab ▸ Track Serial Numbers.
- If on-hand stock exists, initialize serials: when "Serial tracking not initialized" appears, click Adjust Stock and enter serials for the current stock.
- (Optional) Set Auto Serial Number Format ▸ Save.
⚠️ Disabling serial tracking deletes all serial data — this is irreversible.
4.3 Serial Number Modal — Entering Serials
A) File upload — Supported: .xlsx, .csv, .txt. Drag & drop or click to upload; duplicates are auto-removed.
B) Auto-generate
| Field | Description |
|---|---|
| Prefix | Fixed text before numbers (e.g., SN-) |
| Start | Starting number (e.g., 1) |
| End | Auto-calculated after Start |
| Padding | Digit width (4 → 0001) |
| Suffix | Fixed text after numbers (e.g., -A) |
Examples: SN- + Start 1 + Padding 4 → SN-0001, SN-0002, … / Start 100 + Padding 3 + Suffix -A → 100-A, 101-A, …
C) Manage the list — Collapsed ranges by default (e.g., SN-0001 – SN-0010 (10)). Use Show all to expand, Collapse to compress, the trash icon to delete one, or Clear to remove all.
D) Quantity check & save — Header shows (entered / required), e.g., Serial numbers (5 / 10). Save is enabled only when counts match.
⚠️ Serials must be unique and match quantity exactly.
4.4 Use in Transactions
Add serials (bring into stock): Item Receipt, Build (finished goods output), Adjustment (increase), Restock.
- With Auto Serial Number on, serials auto-generate when you enter quantity.
- Or click Serials to open the modal and enter/import manually.
- Rules: serial count = quantity; serials unique; integer quantity only.
Remove serials (take from stock / consume): Adjustment (decrease), Build (component CONSUME), Shipment, Transfer, Relocation.
- The modal lists on-hand serials for the item — select the ones to remove.
- Tools: Filter/Search, Select All, Auto Select, review selected list.
- Ensure selected count equals the quantity. Serials already used elsewhere can't be selected.
General notes: Quantity must be an integer for serial-tracked lines. Serials are unique across the system and cannot be reused once consumed/used.
4.5 Serial List & History
- Serial List: Inventory ▸ Serial List shows all serials in a table.
- Serial History: Click a serial to open its detailed history. Each row links to the original transaction (opens in a new modal).
- Transaction types:
SHIP,RECEIVE,ADJUST,MOVEIN,MOVEOUT,BUILD,CONSUME,WORKBUILD,WORKCONSUME,RETURN - Columns: Related Document, Date/Time, Quantity, Location