Serialization

What is Serialization?

Serialization is a feature that allows merchants to track individual items using unique serial numbers. This is particularly useful for businesses requiring precise tracking, such as electronics stores, antique shops, and firearms dealers. By categorizing items as:

• Always Serialized: Requires serial numbers for all inventory and transactions.
• Sometimes Serialized: Serial numbers are optional, depending on business needs.
• Not Serialized: No serial number tracking is required.

Serialization ensures accuracy in inventory management and traceability throughout the item lifecycle.

How to Configure Serialized Items?

The Serialization level is defined on the Console by an entire Classification or Attribute to have the serialization level designated.

"Always serialized" tracking allows you to exercise tight management control over the movement of quantities for the item. Serial numbers must be specified for every transaction (receiving, transfer, sale, etc.). You may only sell serial numbers that are actually in stock. Always serialized tracking ensures that there is a serial number associated with each item on hand.

"Sometimes serialized" tracking provides looser management controls. Recording of serial numbers during receiving (or other transactions) is optional. To ensure that you keep good records, you may specify for each item whether serial numbers are required when selling and returning. The sometimes serialized tracking method is useful for businesses that don't track in-stock serial numbers but may want to record serial number information at the time of sale.

Set Serialization at Classification Levels

1. Go to Console → Catalog → Attributes → Departments, Categories, or Subcategories.
2. Assign a default serialization type for all items within a classification.
3. Save settings.

How does Serialization work on POS?

Users can create items with the serial numbers recorded. The item will have one of the following: not serialization, sometimes serialized, or always serialized.

When a sale takes place for an item that is always serialized, a predefined prompt will appear and require the cashier to input the mandatory information. 

If the cashier does not enter the mandatory information on a always serialized item, the sale cannot be completed

Items may be defined as "Always serialized", "Sometimes serialized" or "Not serialized".

Transactions with Serialized Items

1. Always Serialized Items:
   • The POS prompts for serial numbers before completing the sale.
   • The system validates that:
     • Serial numbers are in stock.
     • Serial numbers are unique and not sold previously.
   • If a serial number is missing or invalid, the system prevents the sale.
2. Sometimes Serialized Items:
   • The POS optionally prompts for serial numbers.
   • Transactions can proceed without serial numbers, depending on item settings.
3. Not Serialized Items:
   • No prompt or serial number validation is required.

How to do Inventory Operations with Serialized Items?

Serialized items require careful handling during inventory operations.

How to Receive Serialized Items

Go to Console → Inventory → Merchandise Receiving → Receive Merchandise

If you are receiving inventory, and you need to record the serial number for the item, this is done on the receiving screen.

Once you have entered the item and quantity, press the Serial Number box to bring up this pop-up to enter the serial numbers.

This page is only available if your item is created as "Sometimes Serialized" or "Always Serialized". 

The number of serial numbers entered must equal the number of items you are receiving (receive 5 items - provide 5 serial numbers)

Serial Numbers: The serial number for the item(s) you want to receive

If receiving multiple quantities of 1 item you will need to put a comma (,) after every serial number.

Ex. You are receiving the quantity of 3 for a serialized item in the Serial Numbers box you enter (Ex. Serial Numbers:1111,2222,3333) - NOTE: Do not add a space between serial numbers or the system will include the space as part of the number

Then press the Save button.

After you save it goes back to the original Merchandise Receiving page and you can receive your item(s).

How to Do Adjustments with Serialized Items

Go to Console → Inventory → Inventory Adjustment → Initiate Adjustment

If you are adjusting inventory, and you need to record the serial number for the item, this is done on the adjustment screen.

Once you have entered the item and quantity, press the Serial Number box to bring up this pop-up to enter the serial numbers.

• Adjustment Options:
  • Add → Add 5 quantity, input 5 serial numbers 
  • Subtract → subtract 5 quantity, input the 5 serial numbers 
  • Final Quantity → Adjust 5, input 5 serial numbers
    • Enter the serial number(s) for items being adjusted.
    • Ensure the quantity matches the number of serial numbers entered.

Submit the adjustment.

How to Transfer Serialized Items

Go to Console → Inventory → Inventory Transfer → Initiate Transfer

If you are transferring inventory, and you need to record the serial number for the item, this is done on the transfer screen.

Once you have entered the item and quantity, press the Serial Number box to bring up this pop-up to enter the serial numbers.

This page is only available if your item is created as "Sometimes Serialized" or "Always Serialized". 

The number of serial numbers entered must equal the number of items you are transferring (transfer 5 items - provide 5 serial numbers)

Serial Numbers: The serial number for the item(s) you want to transfer.

If transferring multiple quantities of 1 item you will need to put a comma (,) after every serial number.

Ex. You are transferring the quantity of 3 for a serialized item in the Serial Numbers box you enter (Ex. Serial Numbers:1111,2222,3333) - NOTE: Do not add a space between serial numbers or the system will include the space as part of the number

Then press the Save button.

After you save it goes back to the original Transfer page and you can transfer your item(s).

Reportings

Serial Number History

Go to Console → Reports → Inventory Reports → Serial Number History

Serial Number History report generates transaction reports of serialized items. The report can show the Sale, Receiving, Transferring, and Adjustment transactions of a Serialized Item.

How to Generate the Report

1. Go to Reports → Serial Number History.
2. Apply filters:
   • Venue, Store, or Register.
   • Serial Number (From-To).
   • Transaction Type (Sale, Return, Transfer, etc.).
   • Classification (Department, Category, Subcategory).
   • Date Range or Preset Filters (e.g., Current Day, Current Month).
3. Click Search.

Report Details

• Serial Number: Serial Number. This is a unique Number of an Item that's been serialized.
• Description: Shows the Item name.
• Product ID: Product ID of the Item
• Product Name: Product Name of the Item
• Transaction Date: The date of the transaction.
• Customer Number: The name of the customer.
• Customer Name: Name of the customer.
• Transaction Type: The type of transaction of the serialized item. It can either be Sales, Receiving, Transferring, or Adjustment.
• Source: Source of transaction type
• Destination: Destination of the transaction type (destination will be blank for transaction type: receiving and adjustment)
• Department: Department of the serialized item.
• Category: Category of the serialized item.
• Sub Category: Sub category of the serialized item.
• Style: Style of the serialized item
• Size: Size of the serialized item
• Color: Color of the serialized item.
• Brand: Brand of the serialized item.
• Season: Season of the serialized item.
• Team: Team of the serialized item.
• Vendor: Vendor of the serialized item.
• Transaction Initiated By: The user name of the person who initiated the transaction.
• Event: Event associated with the transaction.

Serial Number On Hand

Go to Console → Reports → Inventory Reports → Serial Number On Hand

Serial Number On Hand report generates a report of the serial number available on hand.

How to Generate the Report

The user provides details by using criteria on the drop-down menus filters and specifies the report by the venue, and store, and then provides details such as department, size, and the date range in which the sales are to be reported. Users can also provide the UPC of the serialized items.

The user then can generate the report or download the CSV file.

Each Serial Number is listed that is available on hand.

Description of report headers:

Serial Number On Hand: Each Serial Number is listed that is available on hand.

UPC: UPC number of the serialized item.

Description: Description of the serialized item.

Product ID: Product ID of the Item

Product Name: Product Name of the Item

Department: Dept of the serialized item.

Category: Category of the serialized item.

SubCategory: Sub Category of the serialized item.

Style: Style of the serialized item

Size: Size of the serialized item

Color: Color of the serialized item.

Brand: Brand of the serialized item.

Season: Season of the serialized item.

Team: Team of the serialized item.

Vendor: Vendor of the serialized item.

Unit Cost: The cost of the serialized item.

Retail Price: The selling price of the serialized item.

Additional UPCs: You can now associate up to 10 additional UPCs with a single item.

• These UPCs are fully scannable and linked to the same item, allowing seamless POS operation.
• Managed via a tag-style input (e.g., type and hit enter) when creating or editing an item in the Console.
• Main UPC is still required and used as the default across the system (e.g., label printing, receipts, QuickPick).

Reports have been enhanced to optionally include a new “Additional UPCs” column which will be hidden by default and can be enabled from filter settings. When a report is exported, the additional UPCs will be included.

Articles in this section

• Item Import Field Descriptions
• Overview
• Merchant Onboarding
• Navigation Bar
• Reports
• Items
• Settings
• Dashboard Overview
• Company
• Register

See more