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Can I track products with serial numbers using inFlow Cloud?

Inventory Using inFlow

Yes! You can create a product as a serialized product type. You can generate serials for items of this type or simply enter them yourself, whichever you choose.

Windows

inFlow Cloud for Windows

NOTE: A product’s type is permanent once saved so it’s important to set up your product and choose to make it “serialized” before you start receiving stock.

In this guide, you’ll learn how to:

Creating your serialized product:

  1. Create a new product via Main Menu > Inventory > New Product.
  2. Enter the name (or part number) in Product Name field.
  3. Select “Serialized Product” from the Type dropdown.
  4. Click Save.

Now you can move on to purchasing, selling, or tracking your serialized item.

Purchasing your serialized product

Purchasing serialized products is just like other stocked products with one exception, you’ll want to enter–or have inFlow create–serial numbers.

To purchase/receive a serialized product:

  1. In a purchase order, choose your product.
  2. Click into the Quantity field to enter the quantity you will be buying.
  3. If you click the quantity box you’ll see a dropdown with a number of boxes corresponding to the quantity you typed in. Here’s where you can either:
    a) Enter your serial numbers manually; or
    b) Let inFlow generate them for you.
  4. If you’re going to have inFlow generate your serials: Click the link to Generate Serials where you can specify a Prefix, Next Number, and Suffix for your serial numbers right from this window.
  5. Complete your purchase order as usual to update your inventory.

You’ll notice that once selected, your serialized item has three dots in its Quantity field. If the dots are colored grey, your serials have not been entered and you’ll need to follow the steps above. Otherwise, the dots will be colored black, indicating that the serials have been entered.

Selling your serialized product 

Selling serialized products is just like other stocked products with one exception; you’ll want to enter the serial numbers for the items you’re selling.

To sell/ship a serialized product:

  1. In your sales order, choose your serialized item (you’ll see the three dots appear in the Quantity field)
  2. Click into the Quantity field to enter the number of serialized units you’ll be selling.
  3. Next you will have to select the serial number for each unit. To do so either
    a) Click into the box that pops up and start typing in your serial number(s); or
    b) Click into the box and begin scanning your serial number (s).
  4. Complete your sales order to update your inventory.

Tracking serials

From the Movement History tab:

Because each serial can have its own movement, we’ve included a Serial filter in the Movement History tab of a product record so you can easily track its movement. You can get to this screen from the Product Record > Movement History tab. Enter in the serial number you want to track in the Serial field and click Refresh.

From the Movement History screen:

You can also track your serial in the Movement History screen. You can get to this screen by going to the Main Menu > Inventory > Movement History.

Click Show serial numbers to display and filter for the movement of specific serial numbers.

From the Current Stock screen:

The Current Stock screen can quickly show you what you have in stock and you can further breakdown serialized products by serial number. You can get to this screen by going to the Main Menu > Inventory > Current Stock.

Click Show serial numbers to display and filter your quantity on hand by serial number.

Web

inFlow Cloud for Web

NOTE: A product’s type is permanent once saved so it’s important to set up your product and choose to make it “serialized” before you start receiving stock.

In this guide, you’ll learn how to:

Creating your serialized product:

  1. Create a new product via Main Menu > Inventory > New Product.
  2. Enter the name (or part number) in Product name field.
  3. Select “Serialized Product” from the Product type dropdown.
  4. Click Save.

Now you can move on to purchasing, selling, or tracking your serialized item.

Purchasing your serialized product

Purchasing serialized products is just like other stocked products with one exception, you’ll want to enter–or have inFlow create–serial numbers.

To purchase/receive a serialized product:

  1. In a purchase order, choose your product.
  2. Click into the Quantity field to enter the quantity you will be buying.
  3. If you click the quantity box you’ll see a dropdown with a number of boxes corresponding to the quantity you typed in. Here’s where you can either:
    a) Enter your serial numbers manually; or
    b) Let inFlow generate them for you.
  4. If you’re going to have inFlow generate your serials: Click the link to Generate Serials where you can specify a Prefix, Next Number, and Suffix for your serial numbers right from this window.
    When the serial number icon in the quantity field is solid blue, then you’ve added the correct number of serial numbers that matches the quantities ordered. If the symbol is still grey, then there are some serial numbers that still need to be entered. If you see a red serial number icon, then there’s an error with the serial numbers entered.
  5. Complete your purchase order as usual to update your inventory.

Selling your serialized product 

Selling serialized products is just like other stocked products with one exception; you’ll want to enter the serial numbers for the items you’re selling.

To sell/ship a serialized product:

  1. In your sales order, choose your serialized item (you’ll see the grey serial icon in the Quantity field)
  2. Click into the Quantity field to enter the number of serialized units you’ll be selling.
  3. Next you will have to select the serial number for each unit. To do so either
    a) Click into the drop-down menu that pops up and start typing in your serial number(s); or
    b) Click into the drop-down and begin scanning your serial number (s).
  4. Complete your sales order to update your inventory.

Tracking your serialized products

You can track your serialized products on the Movement history report. This is available on the Advanced and Enterprise plans.

  1. Go to Main Menu > Reports.
  2. Click the Inventory tab.
  3. Click on Inventory Movement Details to open this report.
  4. Add the filters you’d like to use, then click Generate to create the report.

If you’d like to get more detailed serial number tracking you can do this in inFlow Cloud for Windows on the following screens:

  • Movement history tab on product record (Main Menu > Inventory > Product List).
  • Movement history screen (Main Menu > Inventory > Movement History).
  • And the current stock screen (Main Menu > Inventory > Current Stock) ** check if serials is displayed here**

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