Serialized Inventory Management

Serialized Inventory Management

RepairDesk allows you to keep track of essential details like IMEI or serial numbers, product color, size, warranty duration, and condition while accurately tracing inventory from supplier to sale, printing receipts with complete device details, and easily distinguishing identical products from different suppliers.

Video Guide:


FAQS:

What is the benefit of serialization?

Serial number will tell you about:

  • When you purchased it
  • Who you got it from
  • Purchase order number it came in on
  • Who you sold it to
  • Invoice number
  • Date of sale
  • How much you paid for it
  • How much you sold it for
Why is it important to keep on-hand stock equal to on-hand serials?

To maintain accurate stock keeping for serialized items, your on-hand quantity must match the number of created serials. Mismatches lead to gaps in inventory records, potential roadblocks while making a sale and reordering.

Keeping them equal ensures reliable tracking, reporting, and smoother operations.

How can I add a serialized product?

You can add a serialized product by following these steps:

  1. Navigate to Inventory > Manage Inventory > Products
  2. Click on Add product button in the top right corner.
    3. Save the product by entering the name in order to generate serials.

    4. Save the product by entering the name in order to generate serials.

          5. Even if the On-Hand Stock Quantity is currently set to zero, you can proceed to create serials without adjusting the quantity beforehand.
          6. In the serial creation window, enter details such as cost price, retail price, and select or add a supplier.
          7. Specify the serial quantity you want to generate and choose your preferred method (automatic, range, or manual entry).
8. Click on Add product button in the top right corner.
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Can I add a new supplier while generating serials?

In the Generate Serials popup:

  1. Enter the supplier name in the Supplier field.
  2. If it’s new, click + Add [Supplier Name] as a New Supplier.
  3. The supplier will be added and selected instantly without needing a supplier code.

How do I perform a decrease stock adjustment for serialized inventory products?

To decrease the quantity of a serialized product, follow these steps:

  1. Navigate to Inventory > Manage Inventory > Products

  2. Open the serialized product.

  3. In the Stock section, click the number shown under On-Hand Stock Quantity to initiate the adjustment.

  4. From the Adjustment Type dropdown, choose Decrease Stock.
    - You will see both serialized and non-serialized stock breakdowns if you have available stock that still need to be serialized.
    - Select the serial numbers you want to deduct from inventory.

  5. A summary window will appear showing the updated stock count. Click Post Adjustment to confirm and apply the changes.

  6. The On Hand quantity will update, and removed serials will be marked as Depreciated.


How can I add custom attributes on serials?

To add or manage custom attributes for serials:

  1. Open the Serials Tab from the product details page.

  2. Click on the Action button in the top-right corner.

  3. From the dropdown menu, select Manage Custom Attributes.

  4. To add a new attribute:
    - Enter the **Attribute Name and choose a **Field Type** (e.g., Text Field, Dropdown, Checkbox).

  5. To edit an existing attribute, click the pen icon next to it, make your changes, and tap Update.
    6. To disable an attribute, toggle it off from the list.


How can I display custom attributes on serialized inventory labels?

You can display custom attributes on your serialized inventory labels using the {{custom_attributes}} macro in the label template.

To enable this:

  1. Navigate to Settings > Module Configuration > Template Editor.

  2. Select Inventory Serial Label from the available templates and click on the edit option.

  3. Place the {{custom_attributes}} macro anywhere on the label design where you want the custom attributes to appear and click on save button to save the template.


How can I manage different statuses of serialized inventory in RepairDesk?
RepairDesk offers a comprehensive way to track the lifecycle of each serialized item by categorizing them into clearly defined statuses. This helps repair shops monitor inventory movement, ensure accountability, and make informed decisions based on real-time stock conditions.

Below is how each status is applied and can be viewed within the system:

  1. On Hand: When you create serials using Inventory > Products > Serialized Inventory > Create Serials, their status will appear as On Hand once saved.
  2. Sold: Add a serialized product to the cart in POS, select the desired serial using “Select Serial,” then complete checkout. The serial will now show a Sold status.
  3. Pending Refurbishment: Go to Inventory > Manage Inventory > Products, select a serial with On Hand status, click Action > Create Refurbishment Ticket, and proceed to the review step. The serial's status will update to Pending Refurbishment.
  4. In Transit: To mark a serial as In Transit, go to Inventory > Transfer Inventory, create a new transfer order, select the destination store, and choose a serialized product under the “Shipped Quantity.” Once added and saved, its status will update to In Transit.
  5. Transferred: Once the transfer order is received at the destination store, the originating store will see the serial status updated to Transferred.
  6. Depreciated: Open a product from the Inventory module and click the On-Hand Stock Quantity. Choose Decrease Stock as the adjustment type, select serials equal to the quantity being adjusted, and post the adjustment. The status will become Depreciated.
  7. Lost: Go to Inventory > Inventory Count, search for an inventory product with multiple On Hand serials, and click Count Serials. If fewer serials are counted than expected (e.g., 3 out of 30), the remaining 27 serials will be marked as Lost.
  8. In RMA: Once an invoice is created via POS, go to Warranty Claim, search for the serial using invoice number, click Actions > Add to RMA, and save. The serial’s status will now reflect as In RMA.
  9. Faulty: Similar to the RMA process, after creating a Warranty Claim, click Actions > Issue Refund, enter refund details, check the option to Mark as Faulty, and complete the checkout. The serial will be tagged as Faulty.
How do I update the retail price for all serials of a product?

You can easily apply a retail price update to all serials of a product by following these steps:

  1. Go to Inventory > Manage Products.

  2. Open the serialized product from the listing table.

  3. Update the Retail Price field in the product details and click on save button to save the updated retail price.

  4. A pop-up will appear asking if you want to update the retail prices for all on-hand serials.
  5. Click Proceed to apply the price to all serials, or Cancel to skip updating serial prices.


How can I bulk import or export serialized inventory products in RepairDesk?

The Bulk Serialized Import/Export feature in RepairDesk helps you efficiently manage large volumes of serialized inventory. You can download a structured template, fill in product and serial details, and import them in one go saving time and ensuring accurate records.

Export options also let you back up or update serialized data quickly through Excel. Please check the knowledgebase article about bulk importing or exporting serialized inventory.

How can I transfer multiple serials?

You can simply select a serialized product from the Name column while creating a Transfer Order. After selecting the product, you can then select specific serials from the Select Serials dialog either by manual selection or a barcode scanner.

Based on the scanned serial, its quantity and cost price will be updated in the Transfer Order. Specify an appropriate shipping status for the serialized products. Please check the knowledgebase article about transferring multiple serials.

Can I generate serials while creating GRN?
Yes, you can. If a product is not initially marked as serialized but you choose to add serial numbers while creating a Goods Received Note (GRN), the system will automatically update the product’s configuration and mark it as serialized. Please check the knowledgebase article about generating serials while creating GRN.
How to print labels for serialized products?

To print labels for serialized inventory items:

  1. Open the Serials Tab from the product details page.

  2. Click on the Three Dots icon next to the serial.

  3. From the dropdown menu, select Print Serial Label.

  4. A PDF preview will be generated, showing barcode labels for the serial.


Can I customize serial barcode labels?

Yes, you can fully customize the design of your inventory serial barcode labels:

  1. Navigate to Settings > Module Configuration > Template Editor Inventory Serial Label.


  2. Click the Action button on the right and select Edit to open the serial label template editor.

  3. Use the text editor to customize your label design by inserting available macros such as:
    • {{serial_barcode}} – to print the barcode
    • {{serial_price}}, {{serial}}, {{serial_color}}, {{serial_condition}} – to show product-specific info
    • {{custom_attributes}} – to include custom fields like battery health or compatibility
  4. Arrange the layout using the formatting toolbar to align, bold, or size content as needed.
  5. Once done, click Save to apply your customized label template.


How to select a serial number while selling a product?

You can select a serial number while selling a product by following these steps:

  1. Navigate to the POS by clicking on Point of Sale from the top menu bar.

  2. On the POS screen, search for the serialized item by entering its name, SKU, or scanning the barcode in the search field.
  3. Once the product appears in the search results, click on it to add it to the cart. The product will be added with a “Select Serial” option underneath.

  4. If no serial number is selected for a serialized inventory product, your sales staff will be prompted to assign one before completing the sale.


How can I sell multiple serialized products from POS?

To sell multiple serialized items from the POS, follow these steps:

  1. Navigate to the POS by clicking on Point of Sale from the top menu bar.

  2. In the POS screen, search for the serialized item by entering its name, SKU, or scanning the barcode in the search field.
  3. Once the product appears in the search results, click on it to add it to the cart. The product will be added with a “Select Serial” option underneath.

  4. Click on Select Serial to open the serial selection dialog box.

  5. In the Select Serials window, you'll see:
    • A list of all available serials for that product.
    • Serial-specific details like Supplier Name, Retail Price, and Variant.
    • A search bar to quickly locate a specific serial number.
  6. Use the checkboxes to select multiple serials you want to sell. Each checked serial will be treated as a separate line item.

  7. Click Save Serials to add the selected serials to the invoice. Each will now show in the cart with its respective price and tax breakdown.

  8. Click Checkout at the bottom right of the POS screen to initiate payment.

  9. In the Payment window, enter the payment amount, select the payment method and click Confirm.

  10. After payment is processed, you’ll be shown a confirmation screen with multiple options. Click View Invoice.

  11.  Each serial is listed with its own line item, including the serial number, SKU, warranty duration, and price.


Can I sell a product marked as serialized if no serials have been created for that stock?

Yes, you can sell a serialized product even if serial numbers haven’t been created yet.

  1. Add the serialized product to the cart on the POS screen.

  2. The system will prompt for a serial number before allowing checkout.
  3. If serials exist, your staff can select one from the list.

  4. If not, the system displays a warning prompting the creation of serials before proceeding to checkout.


How can I view history of specific serialized inventory item?

You can track all changes made to a serialized inventory product in RepairDesk. This log records every update, including details of the user who made the changes. The log cannot be edited and helps monitor employee actions related to inventory updates. To view the history of a serial, Navigate to the serials tab of a serialized product. and click on three dots against any serial and choose “History” from the dropdown where you can view History of each serial.