Serial Numbers

The Serial numbers functionality provides the ability to use and track parts and products with unique serial numbers (S/N).

The Serial numbers functionality is for tracking every item individually. By default, MRPeasy tracks all items by batch already, so if tracking of Batch No./Lot No. is required, this function is not needed to use.

This functionality can be enabled at Settings -> System settings -> Professional functions -> Serial numbers, after which

• the section Stock -> Serial numbers becomes available.
• for tracked items:
  - the section Serial number becomes available in stock lots details and Manufacturing Orders.
  - the item report Serial Numbers becomes available.
  - actions with serial numbers can be reported.
  - serial number labels can be printed.
• custom fields for serial numbers (displayed in the Stock -> Serial numbers section) become available.

Jump to:

1. Demo video: Serial numbers
2. Enable tracking of serial numbers for an item.
3. Enter serial numbers of purchased items.
4. Create serial numbers for manufactured items.
5. Serial numbers of nested subassemblies.
6. Report serial numbers of used components.
7. Finish manufacturing orders with serial numbers
8. Print serial number labels.
9. Ship serial numbered items to customers.
10. Transfer serial numbered items to another warehouse.
11. Accept customer returns of serial numbered products.
12. Write off serial numbered items.
13. Serial numbers statuses.

Enabling serial number tracking for an item

Serial numbers can be enabled in the item's details, at Stock -> Items -> Serial numbers: Yes.

The serial numbers are tracked and saved within its stock lots.

Entering serial numbers of purchased items

1. Open the Purchase Order.
2. Click on the line item's Target lot link.
3. In the Serial numbers section, click on the Add button to start adding serial numbers.
   If there are more than 100 serial numbers, these can be added by 100 at a time.

Serial numbers can be entered: 

• individually, by keyboard input or barcode scanning;
• all at once, by copying them from a Notepad or an Excel file and pasting them into the first serial number field. The software will place each number in its own field.

Creating serial numbers for manufactured items

1. Open the Manufacturing Order.
2. Scroll to the Serial numbers section.
3. Click Add serial number to the product.
   • In the reporting screens, this button will become available after the operation start.
   • By default, the software will auto-increment the last serial number of the item by one.

Serial numbers can be entered: 

• individually, by keyboard input or barcode scanning;
• all at once, by copying them from a Notepad or an Excel file and pasting them into the first serial number field. The software will place each number in its own field.

Serial numbers can be also manually entered or edited at each stock lot's details at Stock -> Stock lots. If there are more than 100 serial numbers, these can be added by 100 at a time.

Finishing manufacturing orders with serial numbers

Serial numbers introduce some constraints on finishing the MO:

• In a normal MO, product serial numbers must be added before the MO can be finished. The MO can still be finished, if parts have unreported serial numbers.

• In a disassembly MO, serial numbers of both parts and products must be entered before the MO can be finished.

• Auto-assembly (kitting) and auto-disassembly (un-kitting) MOs are not automatically completed if parts or products have serial numbers. The MO must be manually finished after all serial numbers are entered.

Serial numbers of nested subassemblies in multi-level manufacturing orders

In case there is a subassembly that is nested in a multi-level MO, it is not possible to create serial numbers for the subassembly in the normal way.

Instead, the serial number can be created at the point when reporting which serial-numbered component was used in a specific serial-numbered product.

To enter a serial number for a subassembly:

1. Add a serial number to the main product of the MO.
2. Start reporting the used component serial numbers.
3. Select the subassembly and type in the desired serial number.
4. Once saved, the serial number of the component:
   • Is tied to the serial number of the product.
   • Can now be seen in Stock -> Serial numbers, where also a label for it could be printed.

Reporting used component serial numbers

1. Open the Manufacturing Order.
2. Scroll to the Serial numbers section.
3. Find the product serial number and click the View/Edit button.
4. Choose the component serial numbers.

Serial number label, serial number barcode

It is possible to print labels to identify items with serial numbers. The labels for serial numbers can be printed by clicking Print label at

• the Stock -> Serial numbers page,
• the Stock Lot details page,
• the Manufacturing order, where the products with serial numbers were manufactured.

The size, information, and layout of the label can be edited with the Label editor. 

The standard label also contains the unique serial number barcode, if the Barcode System functionality is enabled.

Read also: What happens when a serial number barcode is scanned?