The Stock Control Module provides the means of assigning Serial Numbers to individual Stock items, and then recording their usage.

Every time a Stock item flagged as Serial Number is referenced, it is necessary to enter or select by the Serial Number.

By implication, you can only deal with these Stock items on an individual basis, although you can select or enter Multiple Serial Numbers in Transactions.

Any Stock item can use Serial Numbers, including Component or Assembly items. A Serial Number item can also be a Location item, though in this case, each item can only be in one Location!

Before Serial Numbered Stock items can be used, the Stock item involved must be flagged as being a Serial Number item. This is done after the Stock record has been created and saved, but before it has been used.

To flag a Stock item in this way, it is necessary to Find or Browse to the Stock record required, and then click on the Type menu, which by default will not have flagged the item in any way. From this menu select Serial No., and a legend will be shown on the Stock record window to indicate that each individual item with this Stock Code will carry a Serial Number.

A Stock item may have more than one 'flag', i.e. it could be a Component with a Serial Number, or a Sub Analysis item with a Serial Number.

If you make a mistake, and you have flagged the wrong Stock item, just pull down the Type menu again, and click on Serial No. again. This will remove the flag as long as you have not used this record in any Transaction.

If there has been any activity connected with a Serial Number Stock item, then clicking on the Serial No. icon on the Stock record will display a Serial No. Summary movements window.

This lists the movements for this Stock item, showing their Serial Number, the Dates and Quantities in and out together with the Supplier or Customer involved.

If the movement has been a Transaction made within the Stock Control module e.g. an Adjustment or Write-off, then there will be no Customer or Supplier involved.

In the Sales Order Processing and Purchase Order Processing, if on a Transaction Detail line, you select a Serial Number Stock item, then a Serial No. legend will be displayed, with an entry box for the Serial Number.

You can select or enter Multiple Serial Numbers in Sales and Purchase Order Transactions.

If the Serial Number Stock item is also a Sub Analysis item:

When processing Sales Orders, the selection of a Serial Number will define the Sub Analysis. You will not be able to override the Sub Analysis in this situation and the search button will be disabled. However, you may select the Sub Analysis code first, this will limit the Serial Numbers offered for selection to those that match the Sub Analysis code.

When processing Purchase Orders, multiple Serial Numbers can be entered for each Sub Analysis type. You will require a separate detail line for each Sub Analysis type but not necessarily for each Serial Number.

When selling Serial Number Stock, you can click on the search button to display a list window showing each of the Serial numbers held for this Stock item.

You can select any number of Serial Numbers from the list by double clicking on each in turn to toggle the line to Yes. Then click OK to place them in the Sales Order. A multiple selection will be shown on the order as <multiple>.

When selling Serial Number Stock there are two Transaction Options that can be used:

Always Select First Serial No.

This will automatically select the Serial Number that is numerically first in the list of Serial Numbers. If the quantity entered on the order is increased, say to 4, the list window will be opened with the first 4 serial numbers pre-selected.

You can override this by opening the list window and selecting a different Serial Number.

Allow Serial No. field to be left empty

If you do not know the Serial Number to be used, this will enable you to leave it blank at this point, which will force this Transaction to be Batched.

Then when you do know the number, you can Edit the Batched Transaction, to add the Serial Number (or numbers) to the order and post the Transaction.

When buying Serial Number Stock, you can click on the search button to display the Serial Number Entry window. Here, using the Quick Entry mode, you are able to simply type in the Serial Numbers for the order. Using the Detailed Entry mode, multiple Serial Numbers can be entered if they are consecutive or follow a definable pattern.

A multiple entry will be shown on the order as <multiple>.

When buying Serial Number Stock the following Transaction Option can be used:

Allow Serial No. field to be left empty

As when selling Stock, this option will automatically cause the Transaction to be Batched.

Then when you do know the number, you can Edit the Batched Transaction, to add the Serial Number (or numbers) to the order and post the Transaction.

These Serial Numbers can now also be seen in the Stock record, by using the Serial Numbers icon.

Movement Transactions within the Stock Control module are used for setting up Opening Balances for Stock, for Adjustments or Write-offs, and can be used for Sales and Purchases outside the Sales and Purchase Order Processing, i.e. those that will be Paid for or Invoiced manually within the Sales or Purchase Ledgers.

The Transaction Options involving Serial Number items are similar to those available when buying and selling Stock, and operate in the same way.