Serial Numbers

Utilities Menu -> Inventory Control -> Change Serial# Flag -> Serial Numbers

Utilities Menu -> Inventory Control -> Clone Rental & Sales Products -> Serialized Products -> Serial Numbers

Utilities Menu -> Inventory Control -> Product Quantity Adjustment -> Serialized Products -> Serial Numbers

Utilities Menu -> Inventory Control -> Rates/Costs/Prices -> Update Product Costs & Prices -> Serialized Products -> SN# window -> Serial Numbers

The Serial number information only applies to sales parts that are tracked by individual serial number, within the product number.

Quantity Discrepancy Window:

The "Quantity Discrepancy" window to balance the serial number count is triggered when quantity changes are made to a serialized sales part that is not flagged to capture the serial numbers at Time of Sale.
The Quantity On Hand is listed along with the current Serial Numbers count.

The Serial # Inventory Integrity Report can be used to identify discrepancies.

Reconcile the Serial Number count with the Quantity count according to actual inventory stock:

• Click on the ADD SERIAL button to enter serial numbers to equal the quantity at the locations or correct the quantities in the window on the Quantity On Hand field.
  e.g. If quantity of 3 is added to location 1, record 3 serial numbers to match.

• Click on the DELETE SERIAL button to remove any extra serial numbers in the Serial Numbers to Mark as Sold screen or increase the quantities in the window on the Quantity On Hand field.
  e.g. If an extra serial number has been added in error, delete it to match the actual serial numbers in stock.

The information tracked in the Serial Numbers window includes:

Quantity Count:
At the bottom of the window, the current Quantity On Hand, and also the number of active Serial Numbers that have been recorded are displayed.

SEQ

The sequence number tracks the number of records in the table.

SERIAL NUMBER

Enter the serial number, up to 20 characters.

Note: Existing serial numbers displayed in red text, are serial numbers that have already been committed on a document such as a Contract, Work Order, etc.

Serial # Inquiry By Product can be used to review serial numbers for Sales products.

Duplicate Serial Number Alert:
When a serial number is entered on a Serialized Sales Inventory record, the Duplicate Serial Numbers warning is triggered if the serial number being entered matches the serial number on an existing Sales Part or matches a serial number on an Asset Tag Detail of a Rental Inventory record.
This alert to the operator is helpful to prevent creating a duplicate sales part record when one already exists or when a Transfer Rental to Sale should be processed instead of creating a new part.

DELETE - Serial Numbers to Mark as Sold screen:

This field is only displayed in the Serial Numbers to Mark as Sold screen if there is a discrepancy where the number of Serial Numbers is greater than the product Quantity On Hand.

Check the box for serial numbers that should be adjusted to balance the count.
When accepted these serial numbers are no longer active, the Sold Date is assigned, and the Invoice# displays "Adjustment".

Uncheck the box for valid serial number records that should not be deleted or marked as sold.

Note: Records can be deleted entirely in the standard serial number paging screen, by clicking on the sequence number to highlight the appropriate serial# record and then clicking the DELETE button.
Confirmation is required.

DATE RECEIVED

This date defaults from the Adjustment Date or from the Date Received if entered in the Warehouse Receiving or in A/P Invoicing, but can be over-typed as required when the serial record is first entered in Add mode.

This field cannot be changed in Change mode.

DATE SOLD

This date reflects the date when this item was sold or transferred to a rental.

This field is only accessible in Add mode when the serial number is first recorded.
After the serial number is accepted it is updated by the software and cannot be modified manually.

This field is suppressed in the Serial Numbers to Mark as Sold screen, as only active serial numbers are displayed.

INVOICE #

If the serialized sales item is:

• sold, the invoice number is displayed and a window is provided to view the invoice history details as outlined in View Document Information
• transferred to a rental product in Transfer Sale To Rental, the transfer transaction is displayed, preceded by XFR.
• used on a open W.O., the word WORKORDER displays.
• used on a repair transaction, the word REPAIR displays.
• used on an addition from a W.O. or a repair transaction, the word ADDITION displays.
• removed by deleting on the Serial Numbers to Mark as Sold screen, the word ADJUSTMNT displays.
  The Serial Numbers to Mark as Sold screen is triggered when there are more serial numbers than there is quantity.

This field is only accessible in Add mode when the serial number is first recorded.
After the serial number is accepted the Invoice# field is updated by the software and cannot be modified manually.

This 'Invoice #' field is suppressed in the Serial Numbers to Mark as Sold screen, as only active serial numbers are displayed.

COST

This is the cost for this unit.
When multiple records are being entered, this value defaults from the previous serial number record, but can be over-typed as required.

If the option to Post Serial# Cost For Sales is activated in the Company Posting Parameters, then this cost will be used when this item is sold, rather than the Average Cost Each.

LOCATION

This is the location assigned to this item.
When selling the item on contracts, orders or invoices, and a serial number is selected, only serial numbers matching the contract/order/invoice location will be display in the search list.

NAME

The location name displays

Expanded Record

Click EXP/CON or press <F9> to view the following details:

WARRANTY EXPIRY

This expiration date uses the Date Received and defaults according to the "Number of Days of Warranty" for this product's group, as established in Equipment Groups.
It can be over-typed as required.

MODEL

This is the model of this serialized unit.

When multiple records are being entered, this value defaults from the previous serial number record.

MAKE

This is the make of this serialized unit.

When multiple records are being entered, this value defaults from the previous serial number record.

SPECIFICATIONS

This window can be used to set product specifications for the individual serialized sales items as outlined in Serial Specifications.

ENGINE#

If applicable, enter the engine's serial number.

When multiple records are being entered, this value defaults from the previous serial number record.

MAKE

If applicable, enter the make of engine.

When multiple records are being entered, this value defaults from the previous serial number record.

METER USAGE

This field only applies if meter history is being tracked on the non-bulk rental equipment, that is associated with this serialized sales part.
The meter readings are used to determine the useful life expectancy of the serialized part.

Meter history can be viewed as outlined in Meter History on Serialized Sales Part.

Finished?

Click ACCEPT twice (once for the line and once for all serial numbers).

A warning is issued if the quantity on hand does not match the number of serial numbers.

ACTIONS:
Additional actions provided by buttons on the Serial Numbers screen include:

• Delete a Serial Number:
  Records can be deleted entirely in the standard serial number paging screen, by clicking on the sequence number to highlight the appropriate serial# record and then clicking the DELETE button.
  Confirmation is required.

  No audit log of the deletion is maintained.

• Access Warranty and Manufacture Information:
  Click the EXP/CON button to record and review any product specifications, meter usage, and manufacturing information for the individual serialized items.

• Filter Serial Numbers Listing:
  The Serial Numbers screen provides the ability to view the complete list of serial numbers for this sales product by clicking DISPLAY ALL.
  Conversely, click ACTIVE ONLY to restrict the display to only serial numbers that have not sold or transferred date.