Serial numbers are one of the two ways to identify and track products in SecureIO, along with lots. A serial number is a unique identifier assigned to a product to distinguish it from other products in a series. Serial numbers can consist of several character types: they can contain numbers, letters, other typographical characters, or any mix of these character types.
The goal of assigning serial numbers allows for the tracking of individual products and their expiration dates and location throughout the supply chain. For instance, serial numbers can help manufacturers locate products to provide after-sales services or in the event of a recall.
See also
SecureIO Tutorials: Lots & Serial Numbers
Enable lots & serial numbers
To track products using serial numbers, two settings need to be enabled: the Lots & Serial Numbers traceability setting, and serial number usage by operation type.
Traceability setting
The Lots & Serial Numbers traceability feature must be enabled first to track products. To do so, go to Inventory app ‣ Configuration ‣ Settings, scroll down to the Traceability section, and select the checkbox next to Lots & Serial Numbers. Be sure to click the Save button to save changes.
By operation type
Next, specify whether the ability to create new or use existing serial numbers should be turned on for particular operation types (such as shipping or receiving goods). In other words, this setting allows for serial number tracking on warehouse receipts and delivery orders.
Example
Enabling the Create New option for receipts allows new serial numbers to be assigned as items are received. However, for delivery orders, it is often disabled to prevent workers from accidentally assigning serial numbers that do not exist in inventory.
To enable the creation of new serial numbers on an operation, navigate to Inventory app ‣ Configuration ‣ Operations Types.
From the Operations Types page, select the desired operation type (e.g. Receipts, Delivery Orders, or Manufacturing), and select the Create New option in the Lots/Serial Numbers section of the operation type’s configuration page.
Configure serial number tracking on individual products
After the Lots & Serial Numbers setting is activated, individual products can now be tracked using serial numbers. To track a product, go to Inventory app ‣ Products ‣ Products, and open the desired product.
In the Tracking field of the General Information tab, select By Unique Serial Number, then click the (Save manually) icon to save the changes. Now, existing or new serial numbers can now be selected and assigned to newly received or manufactured batches of this product.
Assign serial numbers
In SecureIO, serial numbers can be assigned at several times and places:
When a product is already in stock
Via the Moves smart button on a receipt
Via the Detailed Operations window on a receipt
During a manufacturing order for a product tracked by lots or serial numbers
Create new serial numbers for products already in stock
New serial numbers can be created for products already in stock with no assigned serial number. To do so, go to Inventory app ‣ Products ‣ Lots/Serial Numbers, and click New. Doing so reveals a blank lot or serial number form. On this form, a new lot or serial number can be generated automatically.
First, add a Product to the form. A serial number is generated automatically with the next available serial number.
Tip
While SecureIO automatically generates a new lot or serial number to follow the most recent number, it can be edited and changed to any desired number, by clicking the line under the Lot/Serial Number field, and changing the generated number.
Optionally assign a unique Reference number for additional traceability. Additionally, the lot number can be made visible to a specific Company. A detailed description of this specific lot/serial number can also be added in the Description area.
Tip
The Reference number field is a space for manufacturers to input an additional unique number to allow for easier tracking. For instance, stock keeping unit (SKU) values may be used here.
When all desired configurations are complete, click the (Save) icon to save all changes.
After a new serial number has been created, assigned to the desired product, and saved, navigate back to the product form, by going to Inventory app ‣ Products ‣ Products and selecting the product that this newly-created serial number was just assigned to.
On that product’s detail form, click the Lot/Serial Numbers smart button to view the new serial number.
Create serial numbers for incoming or outgoing products
Serial numbers can be assigned to both incoming and outgoing goods. The receipt and delivery order forms mirror one another; the instructions below can be followed to assign serial numbers in either form.
Incoming goods: Assign serial numbers directly on the receipt. Receipts can be accessed by navigating to Inventory app ‣ Operations ‣ Receipts.
Outgoing goods: Assign serial numbers directly on the delivery order. Receipts can be accessed by navigating to Inventory app ‣ Operations ‣ Deliveries.
Important
Before assigning serial numbers on receipts or delivery orders, be sure that the ability to create new serial numbers by operations type is enabled.
Serial number field
Serial numbers can be entered directly into the Serial Numbers field on a receipt or delivery order.
Tip
To make the Serial Numbers field visible on a receipt or delivery order, in the Operations tab, click the (Adjust Settings) icon, and in the drop-down menu, select the Serial Numbers checkbox.
Example Serial Numbers field on a delivery order.
Detailed Operations pop-up window
For various methods of assigning serial numbers individually or in bulk, click the Details link in the product line of a receipt.
Add a line
In the Detailed Operations pop-up window, manually enter serial numbers in the Lot/Serial Number column. This method is best reserved for adding only one or a few serial numbers.
Generate Serials/Lots
Assign multiple serial numbers at once by clicking the Generate Serials/Lots link in the Detailed Operations pop-up window.
Doing so opens a new pop-up window, Generate Serial numbers, which contains a few fields:
First Serial Number: Input the first serial number that should start the sequence. SecureIO automatically detects what pattern should be followed to generate more serial numbers.
Number of SN: Specify the desired number of serial numbers to generate.
Note
The number of serials generated will be reflected in the Quantity field on a receipt or delivery order. Even if the number of serial numbers generated exceeds the Demand value, SecureIO still allows the quantity (based on the serial numbers) to be delivered or received.
Keep current lines: Select this to keep existing serial numbers that may have been previously added. To replace existing serial numbers in the list, leave the box unchecked.
After filling out these fields, click the Validate button.
The newly generated serials now appear in the Detailed Operations window. Click Save to update the Quantity field on the delivery order or receipt.
Import Serials/Lots
Another option for assigning multiple serial numbers at once is to click the Import Serials/Lots link in the Detailed Operations pop-up window.
Important
If the import link is not visible, ensure the Create New box is checked in the receipt’s configuration page.
Doing so opens the Import Serials pop-up window. Enter each serial number on a separate line in the Serial numbers text field.
As when generating serials, check the Keep current lines box to keep existing serial numbers, or leave it unchecked to overwrite them.
Tip
To expedite this process, copy and paste serial numbers from an existing spreadsheet and add them to the Serial numbers text field.
Finally, click Import.
Example
For a receipt with a Demand of 5.00 products, one product has already been assigned
a serial number in the Detailed Operations pop-up window.
So, in the Import Serials pop-up window, four serial numbers, SN-2 through SN-5
are assigned to the remaining products by entering the following in the Serial
numbers input field:
SN-2 SN-3 SN-4 SN-5
The Keep current lines option is selected to add these serial numbers in addition
to the serial number, SN-1, that has already been assigned.
Detailed operations
Accessible from both receipt and delivery order forms, the Detailed Operations page shows a detailed view of product movements, including information about serial numbers, exact locations, expiration dates, etc. This level of detail permits more precise tracking, for example, when handling perishable or regulated goods.
To access this page, first select a warehouse receipt or delivery order. Then, click the Moves smart button at the top of the page.
In the Lot/Serial Number Name column, manually type (or select from the drop-down menu) the desired serial numbers for each individual product.
When finished, click the receipt or delivery order’s breadcrumb, and the assigned serial numbers are automatically saved.
Display serial numbers on delivery slips
When selling products tracked using serial numbers, it is possible to include the serial numbers on the delivery slips sent to customers. This can be helpful to customers in cases where serial numbers are needed, such as filing an RMA or repair request, or registering the product.
To include serial numbers on delivery slips, navigate to Inventory app ‣ Configuration ‣ Settings. Scroll down to the Traceability section, select the Display Lots & Serial Numbers on Delivery Slips checkbox, and click Save.
After enabling the Display Lots & Serial Numbers on Delivery Slips setting, serial numbers are listed on delivery slips for products tracked by serial numbers after the delivery order is validated.
To view serial numbers on delivery orders and delivery slips, navigate to Inventory ‣ Operations ‣ Deliveries and select an order containing a product tracked using serial numbers.
To view the serial numbers of products included in the order, make sure the Operations tab is open, then click the (adjust) icon to the right of the tab. Ensure that the Serial Numbers checkbox is selected, which causes a Serial Numbers column to appear. The serial numbers for each product included in the order are displayed in this column.
When the order is ready to be processed, click Validate to confirm the delivery and add product information to the delivery slip.
At the top of the order’s form, click the (Actions) button, and select Print ‣ Delivery Slip. The delivery slip is downloaded. Open the delivery slip using the device’s browser or file manager. Serial numbers are listed next to their respective products in the Lot/Serial Number column.
Traceability & reporting
Manufacturers and companies can refer to the Lots/Serial Numbers dashboard and traceability reports to see the entire lifecycle of a product: when and where it originated, where it was stored, and who it was shipped to.
Lots/Serial Numbers dashboard
To see the full traceability of a product, or group by serial numbers, go to Inventory app ‣ Products ‣ Lots/Serial Numbers. Doing so reveals the Lots/Serial Numbers dashboard.
Tip
By default, this list is grouped by Location. To group by product, clear the Search field, then click Group By ‣ Product.
Reporting
On the Lots/Serial Numbers dashboard, products with serial numbers assigned to them are listed.
To group by lot and serial numbers, first remove any default filters from the search bar. Then, click in the field and select Custom Group, which opens a drop-down menu. From this drop-down menu, select Lot/Serial Number.
Doing so reveals all existing serial numbers and lots. Expanded each row to show all quantities of product assigned to that lot or serial number. For unique serial numbers that are not reused, there should be one product per serial number.
Tip
For additional information regarding an individual serial (or lot) number, click the line item for the serial number to reveal that specific Serial Number form. From this form, click the Location and Traceability smart buttons to see all stock on-hand using that serial number and any operations made using that serial number.
In addition to using the Lots/Serial Numbers dashboard, there are several other reporting templates that display the Lot/Serial Number field or the ability to filter by serial number. Go to Inventory app ‣ Reporting to access:
See also