Using Serial Numbers in AccountingSuite™

Using Serial Numbers in AccountingSuite™

AccountingSuite™  has the ability to track serial numbers for product items on sales and purchase documents.

Enabling Serial Numbers

To enable the use of serial numbers, navigate to Quick Menu ➜ Settings ➜ Inventory tab and check Use Lots and Serial Numbers.

Setting a Product Item to Use Serial Numbers

The serial numbers feature may be activated for the item when creating a new item or when editing an existing item. To activate, choose an option from the drop-down menu labeled Use Lots/Serial Numbers in the setup tab. Once you have enabled serial numbers for an item, they may not be disabled.


Using Serial Numbers

Assigning Serial Numbers on receipt from Vendor

Serial numbers may be entered into AccountingSuite™ when the items are received items from a vendor. This is recorded using an item receipt or a bill. When an item that uses serial numbers is added to one of these documents, the serial number field will be displayed.


To assign the items with serial numbers in AccountingSuite™,
  1. Double click in the serial # field.
  2. Click the elipses on the right side of the field. A pop-up will appear.
  3. Click Add.
  4. Enter the unique serial number for each quantity of the item.
  5. Click Save and Close.

Recording Serial Numbers on Sales Documents

When creating a shipment, any items that use serial numbers will require that one from the pool of serials be used. Similarly to the purchase order, the serial number field appears on the item's line on the shipment. To record the serial number, double click in the field to reveal and click the ellipses which will result in a pop-up window that allows for the selection of  the serial number(s) being sold.



Rules

Sales Documents

There are some rules to be aware of when using serial numbers: 
  • If an Item uses Serial Numbers, they will be always required on the following transactions:
    • Shipment.
    • Sales Invoice.
    • Sales Return.
    • Cash Sale.
    • Assembly (in Line Items list, if assembly components have Serial Numbers). Its required to track used serial numbers.
System will ensure proper tracking: 
  • If a Serial Numbered item  was shipped and not yet invoiced, then it can't be shipped again.
  • If a Serial Numbered item was shipped and not yet invoiced, then it cannot be sold via a Sales Invoice, Cash Sale or used in an Assembly Build.
  • If a Serial Numbered was sold, it cannot be shipped, sold or used in an Assembly Build.
  • If a Serial Numbered has not been sold it may not be returned via Credit Memo. 
  • A Serial Numbered item can be returned from only the Customer who bought it.
  • If Serial Number was used in Assembly build, it can't be shipped, sold or returned.
  • If Sales Invoice is created based on Shipment, then it should contain only Serial Numbers that were shipped by it.

Purchases Documents

  • If the Use Serial Numbers on purchases is checked, then Serial Numbers will be required on the following transactions:
  • Item Receipt.
  • Bill.
  • Purchase Return.
  • Assembly (in header if Assembly Item has Serial Numbers).
  • Serial Number Adjustment.
  • If Serial Number is not on Hand it can't be sold, shipped or used in an Assembly Build
  • If a Serial Numbered item is already on Hand it can't be billed or receipt again, or created via Assembly Build.
  • If Bill is created by an Item Receipt then it should contain only Serial Numbers received by it.

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