🔢 Stock / Godown
Serial Numbers
Serial Numbers gives you one searchable list of every individually tracked unit across all your serial-tracked products — its current status, warranty expiry, and which customer it was sold to.
📍 Menu path: Stock / Godown → Serial Numbers
👤 Who uses it: All roles with Inventory view access
Overview
This page is a read-only, filterable ledger of serial numbers already recorded against your serial-tracked products (e.g. phones, appliances, anything with an IMEI or unique unit number) — it does not add new serials itself.
New serial numbers are added from the Inventory page: open a serial-tracked product's ⋮ menu → Serial Numbers to register new units as they arrive, and their status updates automatically to Sold when billed at POS.
A left-hand status rail (All / Available / Sold / Returned / Damaged) shows a live count badge per status, and a Products list below it lets you narrow to one specific product.
Before You Start
- At least one product must be marked "Serial Tracked" (on the Products page) and have serial numbers registered against it via Inventory → ⋮ → Serial Numbers before anything appears here.
- Adding serial numbers to a product from Inventory requires the Advanced plan tier or above for the Inventory feature.
Step-by-Step Guide
1 Filter by status
- Use the left rail to switch between All Serials, Available, Sold, Returned and Damaged — each shows its own live count.
- The grand total badge at the top of the page adds up all four statuses.
2 Filter by a specific product
- Use the Products dropdown at the top, or click a product name in the left rail's Products list, to see only that product's serials.
- Click "All Products" to clear the product filter.
3 Search, sort and export the list
- Use the table's search box to find a serial number, product name/SKU, or customer name/phone.
- Click any column header (Serial Number, Product, Status, Batch, Warranty Expiry, Customer, Sale Date) to sort by that column.
- Switch page size (25/50/100) at the bottom, and use the export button to download the current view as a spreadsheet.
Every Field & Button, Explained
| Field / Button | What it does |
|---|---|
Grand total badge | Sum of Available + Sold + Returned + Damaged counts, shown at the top of the page. |
Product filter dropdown | Restricts the table to serials belonging to one serial-tracked product. |
Status rail | All Serials / Available / Sold / Returned / Damaged, each with its own count badge; clicking one filters the table instantly. |
Serial Number column | The unique serial/IMEI value, shown in monospace font. |
Product column | Product name and SKU the serial belongs to. |
Status column | Colour-coded badge: Available (green), Sold (blue), Returned (amber), Damaged (red). |
Batch column | The batch/lot number this serial was received under, if batch tracking is also used for the product. |
Warranty Expiry column | The warranty end date recorded for this specific unit, if any. |
Customer column | Name and phone of the customer this unit was sold to (populated automatically once sold). |
Sale Date column | The date this specific serial was billed at POS. |
Tips & Best Practices
- Use the Damaged status to flag defective units returned by customers so they never get accidentally re-sold at POS.
- Search by customer phone number when a customer calls in about a warranty claim — it is faster than looking up their whole purchase history.
- Keep Warranty Expiry filled in when registering serials; it is what makes warranty-claim lookups useful later.
Troubleshooting & FAQ
The list is completely empty.
No product is marked "Serial Tracked" yet, or no serial numbers have been registered. Go to Inventory, open a serial-tracked product's ⋮ menu → Serial Numbers, and add units there.
I can't find a "Serial Numbers" action on a product in Inventory.
That action only appears for products flagged Serial Tracked on the Products page, and requires the Advanced plan tier or above.
A serial still shows Available after I sold the unit.
Status only flips to Sold when the specific serial is selected during POS billing for a serial-tracked product. If billing was done without picking a serial, the record is not linked and will need a manual status update from the Inventory panel.
Can I edit or delete a serial number from this page?
No — this page is read-only. Adding, editing status, or deleting serials is done from Inventory → product ⋮ menu → Serial Numbers.