Serials Management

The serial number management system (Serials Management) allows you to track individual products through their unique serial numbers. This is essential for products that require individual tracking, such as electronics, medical devices, or high-value products.

With Serials Management you can:

• Track each product individually by its serial number
• Manage the status of each serial (Ready, Hold, Out, Imperfect)
• Add serials manually or via bulk CSV upload
• View complete movement history for each serial
• Print barcode labels for serials
• Export serial data for analysis

Why Use Serials Management?

Individual Tracking

Track each product individually by its unique serial number. Ideal for high-value products or those requiring warranty.

Status Control

Manage the status of each serial (Ready, Hold, Out, Imperfect) to know exactly where each product is.

Complete History

Maintain a complete record of all movements and status changes for each serial for audit and traceability.

Bulk Upload

Add multiple serials at once via CSV upload, saving time during initial setup.

How to Access Serials Management

1. Navigate to Inventory - Warehouse View

   From the main menu, go to the WMS section and then to Inventory.

2. Open Serials Management

   Click Serials Management in the inventory options list.

3. View Serials Table

   You’ll see a table with all registered serials, showing information like Account, SKU, BIN, Location, Serial, Status, and more.

Requirement

The Serials module must be enabled in the system configuration to access this functionality.

Serial Statuses

Serials can have the following statuses:

• Ready: The product is ready to be shipped or used. It’s in a Regular bin.
• Hold: The product is on hold, usually in a Staged bin. Not available for shipping.
• Out: The product has been shipped or is out of the warehouse. No longer available.
• Imperfect: The product is damaged or has defects. It’s in a Hurt bin.
• Incoming: The product is entering the warehouse, usually during a replenishment.
• Reserved: The product is reserved for a specific order.

Add a Serial Manually

1. Click Add Serial

   On the Serials page, click the Add Serial button (with the file icon).

2. Select OMS Account

   Choose the OMS account to which the product belongs.

3. Select the Product

   Choose the product (SKU) for which you want to add the serial. Only products with serials enabled (serial_num = ‘Y’ or ‘R’) will appear.

4. Choose the Bin

   Select the bin where the product is located:

   • Bin Regular: For products in good condition
   • Bin Hurt: For damaged or imperfect products
   • Bin Staged: For products on hold

5. Enter Serial Number

   Type the product’s unique serial number.

6. Select Initial Status

   Choose the serial’s initial status based on the selected bin type.

7. Save the Serial

   Click Save to add the serial to the system.

Duplicate Serial

The system will verify that the serial number doesn’t already exist for that product and account. If the serial already exists, you’ll receive an error message.

Change Serial Status

You can change the status of a single serial or multiple serials at once:

Change Individual Status

1. Locate the Serial

   In the Serials table, find the serial you want to modify using filters if necessary.

2. Click the Serial

   Click the serial row to open the edit modal.

3. Select New Status

   Choose the new status from the dropdown menu:

   • Ready: Move to Regular bin
   • Hold: Move to Staged bin
   • Out: Mark as shipped
   • Imperfect: Move to Hurt bin

4. Select Destination Bin

   If necessary, select the destination bin for the new status.

5. Add WMS Comments

   Optionally, add comments in the WMS Notes field to document the change.

6. Confirm Change

   Click Update to apply the status change.

Bulk Status Change

1. Select Multiple Serials

   Check the boxes of serials you want to update, or use Select All to select all visible ones.

2. Open Actions Menu

   Click the Actions button (with the checkmark icon).

3. Select Edit Status

   Click Edit Status from the dropdown menu.

4. Configure Status Change

   • Select the desired new status
   • Choose destination bin if necessary
   • Add optional WMS comments

5. Confirm Update

   Click Update to change the status of all selected serials.

Status Change Rules

• You cannot change from Ready to Ready (same status)
• You cannot change from Hold to Hold (same status)
• You cannot change from Out to Out (same status)
• You cannot change from Imperfect to Imperfect (same status)
• When changing from Ready/Hold to Out, quantity decreases in the source bin
• When changing from Out to Ready/Hold, quantity increases in the destination bin

Edit Serial Information

You can edit the serial number and comments of a serial:

1. Open Edit Modal

   Click the row of the serial you want to edit.

2. Edit Serial Number

   If you need to correct the serial number, modify the Serial field.

3. Update Comments

   Edit the WMS Notes or OMS Notes fields as necessary.

4. Save Changes

   Click Save to save modifications.

View Serial History

Each serial maintains a complete history of all its changes:

1. Open History

   Click the details icon (arrow) in the first column of the serial row.

2. Review History

   A table will be displayed with all serial changes, including:

   • Update dates
   • Previous and new statuses
   • Bins and locations
   • Comments
   • User who made the change
   • Process type (Order, Replenishment, Return, Recount)

3. Download History

   You can download the complete history by clicking the download button if available.

Print Serial Labels

You can print barcode labels for serials:

1. Select Serials

   Check the boxes of serials for which you want to print labels.

2. Open Actions Menu

   Click the Actions button.

3. Select Print 4x1 label

   Click Print 4x1 label (with the printer icon).

4. Configure Options

   • Select how many copies you want to print
   • Choose label type if options are available

5. Generate Labels

   Click Print to generate the PDF with labels.

Labels include:

• Serial number with CODE 128 barcode
• Product ID with CODE 39 barcode
• Product information (SKU, description)
• Location information (BIN, Location)

Export Serial Data

You can export visible table data:

1. Apply Filters if Necessary

   Use table filters to show only serials you want to export.

2. Click Export Visible Data

   Click the Export Visible Data button in the top bar.

3. Download File

   The file will be generated and downloaded automatically with all visible data in the table.

Download SKU/Grade

This function allows you to download serials with Ready or Hold status:

1. Apply Filters if Necessary

   Filter the table to show only serials you want to include.

2. Click Download SKU/Grade

   Click the Download SKU/Grade button (with the cloud download icon).

3. Download File

   A CSV file will be generated with visible serials that have Ready or Hold status.

Upload Serials via CSV

You can upload multiple serials at once using a CSV file:

1. Prepare Your CSV File

   The file must contain the following columns:

   • Sku: Product SKU
   • Serial: Serial number
   • CurrentBIN: Serial’s current bin
   • New_Bin/Location: New bin or location (optional)

2. Click Upload SKU/Grade

   Click the Upload SKU/Grade button (with the cloud upload icon).

3. Select Your File

   Choose the CSV file from your computer.

4. Process Upload

   The system will process the file and show:

   • Success file with correctly processed serials
   • Error file with serials that couldn’t be processed and the reason

5. Review Results

   Download and review success and error files to verify everything was processed correctly.

CSV Format

Make sure the CSV file has the correct columns: Sku, Serial, CurrentBIN, and New_Bin/Location. The system will validate the format before processing.

Filter and Search Serials

The Serials table includes multiple filters to find specific serials:

• Account: Filter by OMS account
• SKU: Search by product SKU
• ProdID: Search by Product ID or Product ID WH
• BIN: Filter by bin
• Location: Filter by location
• Serial: Search by serial number
• Status: Filter by status (Ready, Hold, Out, Imperfect, etc.)
• WMS Notes: Search in WMS comments
• OMS Notes: Search in OMS comments
• ProcessType: Filter by process type (Order, Replenishment, Return, Recount)
• ProcessID: Search by process ID
• Order#: Search by order number
• Update: Filter by update date
• User: Filter by user who made the last update

Use these filters in combination to find exactly the serials you need.

Add Attributes to Serials

You can add custom attributes (metadata) to serials:

Add Individual Attributes

1. Open Edit Modal

   Click the row of the serial to which you want to add attributes.

2. Add Attributes

   If attributes are available, you’ll be able to add them from the edit modal.

Bulk Add Attributes

1. Select Multiple Serials

   Check the boxes of serials to which you want to add attributes.

2. Open Actions Menu

   Click the Actions button.

3. Select Add Attributes

   Click Add Attributes (with the tags icon).

4. Configure Attributes

   Select the attributes you want to add and their values.

5. Confirm Addition

   Click Save to add attributes to all selected serials.

Add Attributes by CSV

1. Prepare Your CSV File

   The file must contain the necessary columns for attributes.

2. Select Serials

   Check the boxes of serials to which you want to add attributes.

3. Open Actions Menu

   Click the Actions button.

4. Select Add Attributes By CSV

   Click Add Attributes By CSV.

5. Upload File

   Select and upload your CSV file with attributes.

6. Process Upload

   The system will process the file and apply attributes to selected serials.

Serials Table Information

The table shows the following columns:

• Account: OMS account name
• SKU: Product SKU
• ProdID: Product ID or Product ID WH
• BIN: Bin where the serial is located
• Location: Serial location
• Serial: Serial number
• Status: Current serial status (Ready, Hold, Out, Imperfect, etc.)
• WMS Notes: Warehouse comments
• OMS Notes: OMS system comments
• ProcessType: Associated process type (Order, Replenishment, Return, Recount)
• ProcessID: Associated process ID
• Order#: Order number if associated with an order
• Update: Last update date
• User: User who made the last update

You can sort by any of these columns by clicking the column header.

💡 Best Practices

Verify Before Adding

Before adding a serial, verify that the serial number is unique and correct. Duplicate serial numbers will cause errors.

Use Descriptive Comments

Add clear comments in WMS Notes when changing a serial’s status. This helps track why the change was made.

Review History Regularly

Regularly review serial history to detect discrepancies or tracking issues.

Keep Bins Organized

Make sure you have Regular, Hurt, and Staged bins configured before adding serials. The system needs these bins to assign statuses correctly.

Troubleshooting

I Can’t Add a Serial

Problem: I receive an error when trying to add a serial.

Solution:

• Verify that the serial number is unique for that product and account
• Ensure the product has serials enabled (serial_num = ‘Y’ or ‘R’)
• Verify that the selected bin exists and is available
• Check that the OMS account has the serials module enabled

Status Change Doesn’t Work

Problem: I can’t change a serial’s status.

Solution:

• Verify you’re not trying to change to the same status
• Ensure the destination bin exists and has available capacity
• Check that the destination bin is the correct type for the desired status (Regular for Ready, Staged for Hold, Hurt for Imperfect)
• If the current bin has quantity 0 or less, you may need to use the “pass current bin” option

Products Don’t Appear in Selector

Problem: I don’t see products when trying to add a serial.

Solution:

• Verify that the OMS account has products with serials enabled
• Ensure products are not discontinued
• Verify that the account has the serials module enabled in Premium Services

History Doesn’t Show

Problem: I can’t see a serial’s history.

Solution:

• Make sure to click the details icon (arrow) in the first column
• Verify that the serial has changes recorded in history
• Try refreshing the page if history doesn’t load

Next Steps

• Bin Management: Learn how to manage bins where serials are stored
• Locations: Understand how locations work in the warehouse
• Replenishments: Learn how to process replenishments with serials