Enabling Serial Number Tracking

Users enable serial number tracking per item under the Inventory Information screen by selecting “I Track Serial Numbers for This Item.” Serial number tracking must be enabled per item. Once enabled, serial numbers must be recorded for every transaction involving that item.

1. Go to Inventory > Item List.
2. Select or create an inventory item.
3. Click Edit Item.
4. Go to the Inventory Details or Profile tab (depending on your system version).
5. Check the box labeled Track Serial Numbers.
6. Save the item.

Note: Once serial tracking is enabled and transactions are recorded, it cannot be disabled for that item.

AccountEdge provides serial number tracking reports to see where specific serial numbers are located, who purchased them, or which ones are still in stock. It helps track inventory movement and identify which serial numbers were involved in which transactions.

Purchasing and Receiving Items with Serial Numbers

When entering a Purchase Order (PO) or Bill, users can assign serial numbers to each unit of the item received. When receiving inventory (e.g., from a purchase order), you will be prompted to enter the serial numbers for each unit.

1. Go to Purchases > Enter Purchase (or Receive Items).
2. Select the vendor and enter purchase details.
3. The serial number selector appears in the Description field right next to the item name when the item is selected. Add the serial-tracked item.
4. When you enter the Received Qty, a Serial Number Entry window will appear. If you don't see the pop-up automatically appear, click on the barcode symbol in the Description field next to the Item name. 
5. Enter each serial number individually.
6. Click OK to confirm.

Tip: Ensure all serial numbers are entered accurately. Duplicate or missing numbers may cause tracking issues later.

Selling with Serial Numbers

When entering a Sales Invoice or Sales Order, AccountEdge requires the user to select the exact serial number(s) being sold. This ensures the specific item’s movement is logged. Each time a serial-tracked item is sold, the specific serial number sold must be selected.

1. Go to Sales > Enter Sales (or Create Invoice).
2. Select the customer and enter the sales details. 
3. When entering the Shipped Qty, the Serial Number Selection window will appear. The serial number selector appears in the Description field right next to the item name when the item is selected. Add the serial-tracked item.
4. Choose the correct serial numbers from the list of available (in-stock) serial numbers.
5. Click OK to confirm.

Warning: You cannot ship more items than you have in stock with serial numbers assigned.

Inventory Adjustments / Returns

For returns, the system asks which serial number is being returned. Serial numbers can also be manually adjusted in inventory if needed (e.g., correcting an error, shrinkage, or damage). To correct errors or perform stock adjustments, you may need to adjust serial number-tracked items through inventory adjustments.

1. Go to Inventory > Adjust Inventory.
2. Select the serial-tracked item.
3. Enter the Adjustment Qty (positive to add, negative to remove).
4. The Serial Number Entry window will appear.
5. Enter or select the appropriate serial numbers being adjusted.
6. Save the transaction.

Viewing Serial Number History

Customers may ask to check the history of a specific serial number (e.g. for warranty validation).

1. Go to Inventory > Item List.
2. Select the item and click History or Find Serial Number.
3. Use the Search field to enter the serial number.
4. The system will show the full transaction history including:

• Date received
• Purchase order or adjustment
• Sale or transfer
• Customer or vendor details

Reporting

AccountEdge provides serial number tracking reports to see where specific serial numbers are located, who purchased them, or which ones are still in stock. It helps track inventory movement and identify which serial numbers were involved in which transactions.

1. Go to Reports > Index to Reports > Inventory > Serial Numbers.
2. Select the appropriate serial number report.
3. Use filters such as:
   • Date range
   • Item number
   • Serial number
   • Customer/vendor
4. Click Display Report or Export.
    

Limitations or considerations?

Each serial number is linked to a single unit of an item.

Serial numbers must be assigned during relevant transactions; skipping this step can lead to data inconsistencies.

Selling items into negative inventory can cause issues with serial number tracking and should be avoided.

For a visual walk-through on using serial number tracking in AccountEdge, here's a useful video: https://www.youtube.com/watch?v=UeSHSBaIofM