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Serial Numbers

This chapter contains the following topics:

Introduction to Serial Numbers

Entering Serial Number Transactions

Entering History Transactions

Entering Update Transactions

Entering Loan Out and Loan Return

Printing Serial Number Edit Lists

Posting Serial Number Transactions

Distributions to General Ledger

Introduction to Serial Numbers

Use the Serial numbers selection primarily for upgrading. If your existing inventory is going to be converted from normal items to serialized items, you should use Move In function to convert your items.

There are six different transaction types that can be entered through Serial numbers. There a links in the table below to a brief description of each of the six transaction types, followed by detailed instructions for entering each type:

History of Sold Serialized Items

A History transaction is entered to place previously sold serialized items in Serial Numbers with a sold status. 

The on hand quantity of the item remains unchanged.

History transactions are typically entered when setting up Inventory Control, to build a history of previously sold serialized items.

For detailed information see Entering History Transactions.

To purge sold serial numbers, see the Purging Serial Numbers chapter.

Update Serialized Item Information

Enter an Update transaction to change existing data on a serialized item. The item's current status can be sold or unsold.

The information that may be changed depends on the serialized item's status. For example, the warranty date fields can be changed on a sold serialized item.

The on hand quantity of an item remains unchanged by an Update transaction.

For detailed information see Entering Update Transactions.

Loan Out Serialized Items

Enter a Loan Out transaction to track a serialized item that is on loan to a customer.

The status of the serialized item must be unsold and available (not committed or already on loan). After posting the Loan Out transaction, the status of the serialized item becomes on loan (and remains unsold). The on hand quantity of the item remains unchanged.

Serialized items on loan are reported on in the Serial Numbers on Loan report and are considered unsold in other reports.

For detailed information see Entering Loan Out and Loan Return.

Loan Return Serialized Items

A Loan Return transaction is entered when a loaned out serialized item is returned from loan.

The item's status becomes unsold and available (not committed or on loan).

For detailed information see Entering Loan Out and Loan Return.

Move Out Serialized Items

Enter a Move Out transaction to change the status of a serialized item from unsold to sold. A Move Out transaction does not change the on hand quantity of the item.

If an incorrect serial number was entered (and posted) for a sales transaction, you can enter a Move Out transaction to record the correct serial number as sold. Similarly, you would then enter a Move In transaction (see below) to record the incorrect serial number as unsold.

For detailed information see Entering Move In and Move Out.

Move In Serialized Items

A Move In transaction is entered to change the status of a serialized item from sold to unsold. A Move In transaction does not change the on hand quantity of an item.

Use this function when you change a Normal tracked item to a Serialized tracked item. Only enter serial #s for existing Qty on hand. You must then add a warranty program to the item once these serial numbers are posted.

For detailed information see Entering Move In and Move Out.

Entering Serial Number Transactions

Select

Enter from the Serial numbers menu.

Graphical Mode

The following screen displays:

From this screen, you can work with both new and existing serial number transactions.

Character Mode

In character mode the following screen displays:

Enter the following information:

Item number

(Description

You may use the lookup, by selecting <F8> or clicking on the lookup button, to select an item. For instructions on using the item lookup see Item Lookup.

For an existing transaction

In graphical mode up to 6 transactions will display in the list box. To edit an existing transaction find and select it by using the arrow keys, <PgUp>/<PgDn> and <Home>/<End> keys. Select the Edit button. You may sort the transactions in ascending or descending order by item number.

In character mode, enter the item number, warehouse code (if you are using multi-warehousing), serial number, and transaction type for the transaction you wish to change, or press <F1> to find the next transaction.

If there is no matching transaction, continue entry as if this were a new transaction.

For a new transaction

In graphical mode, select the New button to add a new transaction. In character mode start entering the item number.

Options 

Enter the item number or you may also use one of the following options:

After entering an item number, if you are using multi-warehousing, the cursor moves to the Warehouse field. Otherwise, the cursor moves to Serial number.

Warehouse

This field appears only if you are using multi-warehousing.

Enter the warehouse that is involved in the transaction, or press <Enter> for the Central warehouse.

Serial number

Enter the serial number of the item.

Type

Enter the transaction type as follows:

Options 

For subsequent transactions, you can also use one of these options:

Entering History Transactions

A History transaction allows you to enter historical data on a previously sold item without changing the item's on-hand quantity.

Graphical Mode

When you specify a History transaction by selecting History in the Type field, a screen similar to the following displays:

Character Mode

When you specify a History transaction type in the Type field, a screen similar to the following displays:

Enter the information as follows:

Transaction date

The current date is displayed for the first transaction. For subsequent transactions, it displays the last date entered.

Enter the date for this transaction or press <Enter> to use the System date.

New/Used

Select New or Used to indicate the status of the item.  

You may also use one of the options:

P.O. number

Enter the purchase order number under which this item was bought.

Source

Enter the source from which this serial number was obtained, or press <Enter> to default to the vendor number for the item.

If your inventory is financed, you can use this field to identify the finance company for this serial number.

Item cost

Enter the cost of this item, or press <F1> to default to the Average cost in Items (replacement cost for LIFO/FIFO valuation- Standard cost for Standard valuation).

Item price

Enter the price of this item, or press <F1> to default to Price 1 for the item.

Invoice date

Enter the invoice date for this sold serial number, or press <Enter> to default to the System date.

Invoice #

Enter the invoice number, or press <Enter> to leave this field blank.

Customer #

Enter the number of the customer to whom this item was sold, or press <Enter> to leave this field blank.

Warranty

Enter the warranty program.

Reference

Enter any reference text or comments for this transaction, or press <Enter> to leave this field blank.

Correcting entry

Check this box if this is a correcting entry.

Entering Update Transactions

Use the Update transaction to change existing serial number information.

An Update transaction is not allowed if an unsold serialized item is committed or on loan.

The changes you enter here do not affect the existing serial number information in Serial Numbers until the Update is posted.

Entering Loan Out and Loan Return

Use the Loan Out transaction to record the serial number of loaned items, and use the Loan Return transaction to record the return of the loaned serialized items.

For Loan Out transactions, the Reference field is used to deter-mine the sequence of printing on the Serial Numbers on Loan report. 

Loan Out and Loan Return transactions are entered in the same manner, with the following exceptions: 

As with other serial number transactions, Loan Out and Loan Return transactions do not change the on hand quantity of the item.

Entering Move In and Move Out

Use a Move In transaction to establish a serial number as unsold (without increasing the item's on hand quantity) if a receiving was previously entered for a serialized item through the Inventory selection.

Similarly, a Move Out transaction changes the status of a serialized item from unsold to sold without changing the on hand quantity of the item.

You can also use the Move In and Move Out transactions to correct the status of serial numbers that were entered incorrectly on a sales transaction or credit memo and return transaction that has already been posted.

If you are using the average cost valuation method, and have specified that serial costs are to be used (in Control information), the average cost for the item in Items is recalculated during posting, using the serial cost of the serialized item.

Printing Serial Number Edit Lists

Select

Edit list from the Serial numbers menu.

Graphical Mode

Character Mode

Starting item number and

Ending item number

Enter the range of items to include on the edit list, or press <F2> at each field for "First" to "Last".

Check the Serial Transaction Edit list for warning messages regarding transactions that will not be posted. If such a message appears for any transaction, use the Serial numbers (Enter) selection to correct or complete entry of the transaction prior to posting.

OK or Cancel

Select OK to print the edit list of Cancel to return to them menu.

Posting Serial Number Transactions

Select

Post from the Serial numbers menu.

You are asked to select a printer or Print to disk for the Serial Transaction Register. After the printer is selected there will be a period of processing and then you are returned to the menu.

Posting Results

If you are using the average cost valuation method, and are also using serial costs (as specified in Control information), Items is updated to reflect any change to an item's average cost that may be caused by Move In and Move Out transactions.

Serial Numbers data is updated for the new transactions as follows:

Distributions to General Ledger

If you are using the average cost valuation method, and have specified in the I/C Control information that you are also using serial costs, Move In and Move Out serial transactions will create distributions only if there is a change in the item's average cost.

In this case, the distribution amount will be the change in the item's average cost times the quantity on hand of the item.

If the change causes an increase in average cost, distributions are posted to I/C Distributions as described below:

If the change causes a decrease in average cost, distributions are posted to I/C Distributions as follows:

G/L distributions are not created by any other serial transaction type. If you are not using serial costs, distributions are not created by this selection.

For printing distributions, see the Distributions to G/L Report chapter.