Serial numbers are used to uniquely identify products. They make it possible to trace the origin and history of a specific item, simplify complaints and servicing, protect against counterfeiting, and help with asset tracking and product security.
⚠️ Serial number tracking is available starting from the Business plan. In lower plans, you won't find the serial number fields in the price list.
Setting up serial number tracking
If you've checked the Track serial numbers flag on the Details tab of the item card (see menu Goods – Price list), then the Serial numbers form will display all serial numbers for any items you have had or currently have in stock.
If you need to search for price list items, you can do so in the Goods – Price list menu.
In the toolbar, click the filter button and set the Track serial number field to Yes. This will filter out the stock items that have the Track serial numbers flag checked in the Goods – Price list menu, on the Details tab. On the price list items (see menu Goods – Price list), on the Serial numbers tab, you'll find the serial numbers of items you have in stock, including the number of the document related to their purchase and receipt into stock.
On this tab, for each serial number you can find out which document the item was purchased or sold with, as well as which document was used to receive it into stock or issue it from stock.
If you're only interested in the serial numbers of items you currently have in stock, you can use the filter directly in the price list to filter out the stock items that have serial number tracking enabled. Then, on each individual card, on the separate "Serial numbers" tab, you'll find the serial numbers of items you have in stock, including the number of the document related to their purchase and receipt into stock.
Above the list there is a drop-down list with the following values:
unlimited serial numbers – shows the movement of the serial number (received, issued),
issued serial numbers – have already been sold and are not in stock,
unissued serial numbers – are still in stock.
Entering serial numbers
You record serial numbers on the Goods receipts/issues form (Goods module). Insert an item and select the price list item within it. If the Track serial numbers flag is checked for it on the Details tab, the Serial numbers button will appear on the item detail.
Click on it, enter the number, and save it using the OK button. If the price list item requires unique serial numbers (the Serial numbers must be unique checkbox), uniqueness will be checked against all serial numbers of the price list item when new ones are added, and you'll be notified with an error message if this requirement is not met.
⚠️ Entered serial numbers automatically have invisible characters (spaces, tabs, etc.) removed from the beginning and end.
Other ways to obtain serial numbers
Besides manual entry on a document, there are two other ways to get serial numbers into Flexi:
in bulk via import from Excel, always via document items, never on their own,
programmatically, directly when creating a goods receipt via the API.
The same functionality is also available in the web interface, where you can also enter serial numbers from received and issued invoices.
💡 Not sure how to handle a specific case? Write to us at podporaflexi@abra.eu.
FAQ
How do I issue a credit note for an invoice that contains a set whose items track serial numbers?
When issuing the credit note, you must select the serial numbers that were issued on the original goods issue document and are to be returned to stock via a goods receipt.
Also check whether the "Track serial numbers" option is checked for the set in the price list (if the set itself does not track serial numbers).
If this option were checked but the set didn't actually have serial numbers, it would not be possible to issue a credit note for the invoice (there wouldn't be enough serial numbers in stock).