Serial Numbers

Serial number tracking lets you assign a unique identifier to individual units of a product, enabling precise traceability throughout the product’s lifecycle — from receiving, through storage, to sale and beyond. This is essential for warranty tracking, recall management, and regulatory compliance.

Key Concepts

• Serial number — A unique code assigned to a single unit of a product (e.g., SN-20260301-A001). Each serial number represents exactly one physical item.
• Lot — Serial numbers can optionally be grouped under a stock lot for batch-level traceability.
• Warranty ends — The date after which the product’s warranty is no longer valid.

Adding Serial Numbers

To register a new serial number:

1. Navigate to Inventory > Serial Numbers in the sidebar.
2. Click New.
3. Fill in the details:
   • Serial number — The unique identifier for this unit.
   • Variant — Which product variant this serial number belongs to.
   • Lot — Optionally link to a stock lot (for batch tracking).
   • Warehouse — Where the item is currently stored.
   • Location — The specific storage location within the warehouse.
   • Received — When the item was acquired.
   • Warranty ends — When the warranty expires (if applicable).
4. Click Save to register the serial number with In stock status.

Serial Number Lifecycle

Each serial number has a status that tracks the item’s current state:

What updates automatically. Maintenance part issues that name a serial number consume it: the serial flips to Consumed and leaves its warehouse in the same transaction as the stock movement. Maintenance returns restore it — back In stock at the return warehouse for an unused return, or Defective for a warranty return awaiting shipment to the supplier. Receiving, shipping, and manufacturing flows do not create or move serials yet — register those transitions manually here.

Returning a Returned item to stock is a physical restock: you pick the warehouse (and optionally the location) where the unit goes back on the shelf, and Beelocity increases the stock level there and records the movement in the stock journal. Returning a Reserved item to stock simply releases the reservation — the unit never left the warehouse.

Searching

Use the search bar on the serial numbers list to find rows by serial number, variant SKU/barcode, lot number, warehouse code/name, or location code/name/barcode. Combine with the filter below to narrow the view further.

Filtering by Status

The filter button beside the search box (Working with lists) narrows the list by Status — pick one or several:

• In stock — Items currently available in the warehouse.
• Reserved — Items reserved for pending orders.
• Sold — Items that have been sold.
• Returned — Items returned by clients.
• Defective — Items flagged as defective.
• Consumed — Items issued to a maintenance work order and installed on an asset.

The same panel narrows to one Warehouse, to a Received or Warranty ends range — “warranties ending this year” is one To date — and hides inactive serial numbers (Active — Yes); the choice is written into the page’s address so a view can be bookmarked.

Important Notes

• Each serial number must be unique within your organization — the system will not allow duplicates.
• Serial number tracking is most useful for high-value items, electronics, machinery, or any product requiring individual traceability.
• Link serial numbers to lots when you also need batch-level tracking (e.g., for expiry management alongside individual tracking).
• Consider your warranty tracking needs when setting expiry dates — this helps with after-sales support.