When Serially Numbered Stock is sold via Sales Order Processing, or moved out of stock by entering a Stock Movement Out transaction, the Serial Numbers of the stock items must be selected from those recorded in the serial tracking system.

When selling stock, these are selected from the Sales Order Processing Detail window.

For a Stock Movement transaction, the serial numbers are selected from the Stock Movements Detail window.

Serial numbers can also be selected from the Stock Allocation window and when editing a Batched Sales Order.

On the Sales Order Processing Detail window and in the Stock Movements Detail window, when you select a Serial Number Stock item, the Serial No. legend will be displayed with an entry box for the Serial No.

If the serial number is known it can be entered directly into the Serial No. field. If the serial number is unknown or the quantity is greater than one, click on the to display a Serial Number Selection window showing each of the Serial Numbers held for this Stock item.

On the Stock Allocation window, when a detail line is selected and set to YES for processing, theSe rial No. window will be available by clicking on this function found in the lower left part of the window.

If a Sales Order is processed with the Allow Serial No. field to be left empty option selected, it will be sent to the batch awaiting the entry of the Serial Numbers.

You can add the Serial Number from the SOP Batch Detail window from both the Orders batch and the Deliver Orders batch. The Credit Note batch also includes this feature. The S/No window will be available by clicking on this function found in the lower left part of the window.

You can also add the Serial Number by Editing the Sales Order and adding the Serial Number from the Sales Order Processing Detail window. Editing a Batched Sales Order opens the Sales Order Processing Header and Detail window and the serial numbers can be entered or selected as described above.

Select the Serial number, or numbers, to be applied to the current Sales Order or Stock movement.

When this window is opened from SOP Batch Detail it will be titled Serial Number Selection for Delivery.

Existing serial numbers for the selected Stock item will be displayed.

If no serial numbers are displayed, click on Display All.

Goods Delivery Notes and Invoices show all the Delivered and Invoiced Serial Numbers on one line (not on a line each). The Description field is used for this and is limited to displaying only 3750 characters. If the serial numbers are long or you have a very large quantity, not all the serial numbers will be printed.

To reduce the serial numbers listed, highlight lines and click Remove Line. This just removes the selected lines from the list, they can be re-displayed by clicking Display All.

When selecting serial numbers from the SOP Batch Detail window, the functionality of the Remove Line button is extended to enable you to remove the Allocation Status from the serial number.

If the serial number selected for deletion has a Status of A, already selected and allocated to the order, when the Remove Line function is clicked the following message is displayed.

"Your selection for removal includes pre-assigned serial numbers.
Are you sure you wish to remove these as they will no longer be assigned to this order."

Yes - removes them from the list and un-assigns them from the order removing the A status;

No - leaves them in the list and they will remain assigned to the order (this is the default).

Serial Number Removal in a Multi User environment.

The Serial Number selection window will list the serial numbers that are available at the time of opening the window. Whilst you are selecting your serial numbers, some may be taken by other Users and processed on Orders.

When you try to complete the processing, you will be notified that some of the Serial Numbers you have selected are now no longer available. In fact, the Serial Numbers will be removed from the order. The message will contain a full list of the offending numbers and you will be able to print this list.

You can select Serial Numbers by double clicking on them, to change the NO to YES.

Alternatively, you can shift-click or control-click to select multiple Serial Numbers, but in this case, you MUST click on the toggle switch to change the NO to YES.

When you have made your selection, click on OK, and you will be returned to the Detail window with that Serial Number added to the window. If more than one Serial Number is selected for a single Detail line then the text ‘<multiple>’ is shown in the Serial Number field.

The Serial Numbers can be sorted by clicking on the label bar at the top of each column.

Status The status of a Serial Numbered Stock item will be A if the serial number has already been selected and allocated to the order.

Sub Analysis If the Serial Number Stock item is also a Sub Analysis item, the Sub Analysis value will be displayed.

The selection of a Serial Number will also select the Sub Analysis of the item.

You cannot change the Sub Analysis of the Serial Numbered item.

Additional Information Further columns display additional information that has been stored for the selected Serial Number. This information can also be displayed in the lower part of the window as follows.

If the Quick Entry function is indented, only Lot Number, Sort Key and Renew Date will be displayed.

If the Detailed Entry function is indented, more details will be displayed (as above).

The additional information, displayed in the lower part of the window, relates to the currently selected record.

You can Edit the additional details for any of the Serial Numbers but changes will only be saved for those records that are marked YES when the OK function is clicked and the selection is saved to the SOP order.

In Quick Entry mode, individual serial numbers can be located by entering them in the Serial Number field and pressing enter or clicking on Display All.

In Quick Entry or Detailed Entry mode, clicking Find enables you to search for serial numbers using the additional detail fields at the foot of the window, such as Lot Number or Renew Date.

If you are using ADM (Access Document Management), the external documents function will be available.

You will only be able to attach one document at a time and the document will be attached to the first of the currently highlighted serial numbers.

The serial number line does not have to be toggled to Yes and if multiple lines are highlighted, the first serial number will be selected.

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

The selection of a Serial Number will also select the Sub Analysis of the item. You cannot change the selected Sub Analysis in this situation.

If you have already selected a Sub Analysis, then the Serial Number selection window will list only those Serial Numbers held for that Sub Analysis.

When processing Sales Orders or Stock Movements, if you select multiple Serial Numbers you can only select one Sub Analysis. Separate detail lines should be used if you require items with different Sub Analysis values.

When using the Stock Allocation window, if you have not selected a Sub Analysis, you may select multiple Sub Analysis values by selecting and allocating multiple Serial Numbers.

If the transaction options Always Select First Serial Numbers and Always Select First Sub Analysis have both been selected; the Serial Number will take precedence over the Sub Analysis.

On both the Sales Order Processing Header window and the Stock Movements Header window:

Always Select First Serial No.

The Serial Numbers will be selected automatically, they are selected in the order they were entered into the Stock Record.

For a transaction with a quantity of one, you can enter a different Serial Number in the Serial No. field.

For a transaction with a quantity of one or more, you can re-select by clicking on to open the Serial Number Selection window.

This option is also available on the Stock Allocations window as part of the Auto Allocate options.

On the Sales Order Processing Header window:

Allow Serial No. field to be left empty

This option will enable you to leave the Serial Number field empty if you do not know which serial numbers are to be used. The transaction will be batched.

When the serial numbers are known, you can Edit the batched transaction to add them and post the Transaction.

If a Sales Order is processed with the Allow Serial No. field to be left empty option selected, it will be sent to the batch awaiting the entry of the Serial Numbers.

The Serial number can be added from the Stock Allocations window.

The process is described in the Serial Number Selection topic in the Stock Allocations section of the Help.

In brief, the Serial Number Selection window is as shown above and single or multiple Serial Numbers can be selected.

If the Stock item is both Sub Analysis and Serial tracked, the selection of a Serial Number will also select the Sub Analysis of the item.

When selecting Serial Numbers via the Stock Allocation window, if you have not selected a Sub Analysis, you may select multiple Sub Analysis values by selecting and allocating multiple Serial Numbers.

It is not necessary to add a Serial Number, allocations can still be saved, the Serial Numbers can be added later at the point of delivery.

The Serial Numbers and their Movements can be seen from the Stock record by clicking on the Serial No. function.