Serials Management

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The serial number management system (Serials Management) allows you to track individual products through their unique serial numbers. This is essential for products that require individual tracking, such as electronics, medical devices, or high-value products.

Serials Management Overview

With Serials Management you can:

Track each product individually by its serial number
Manage the status of each serial (Ready, Hold, Out, Imperfect)
Add serials manually or via bulk CSV upload
View complete movement history for each serial
Print barcode labels for serials
Export serial data for analysis

Why Use Serials Management?

Individual Tracking

Track each product individually by its unique serial number. Ideal for high-value products or those requiring warranty.

Status Control

Manage the status of each serial (Ready, Hold, Out, Imperfect) to know exactly where each product is.

Complete History

Maintain a complete record of all movements and status changes for each serial for audit and traceability.

Bulk Upload

Add multiple serials at once via CSV upload, saving time during initial setup.

How to Access Serials Management

Navigate to Inventory - Warehouse View

From the main menu, go to the WMS section and then to Inventory.
Open Serials

Click Serials in the inventory options list (Inventory → Serials).
View Serials Table

You’ll see a table with all registered serials, showing information like Account, SKU, BIN, Location, Serial, Status, and more.

Serial Statuses

Serials can have the following statuses:

Ready: The product is ready to be shipped or used. It’s in a Regular bin.
Hold: The product is on hold, usually in a Staged bin. Not available for shipping.
Out: The product has been shipped or is out of the warehouse. No longer available.
Imperfect: The product is damaged or has defects. It’s in a Hurt bin.
Incoming: The product is entering the warehouse, usually during a replenishment.
Reserved: The product is reserved for a specific order.

Add a Serial Manually

Click Add Serial

On the Serials page, click the Add Serial button (with the file icon).
Select OMS Account

Choose the Accounts in the dropdown.
Select the Product

Choose the Products (SKU). Only products with serials enabled appear.
Select Status

Choose Status: Ready, Hold, or Imperfect.
Choose Location Bin

Select the Location Bin. The list shows bins for the selected status (Regular for Ready, Staged for Hold, Hurt for Imperfect).
Enter Serial Number

Type the product’s unique serial number in Serial. No spaces allowed.
Save the Serial

Click Save to add the serial to the system.

Change Serial Status

You can change the status of a single serial or multiple serials at once:

Change Individual Status

Locate the Serial

In the Serials table, find the serial you want to modify using filters if needed.
Click the Pencil Icon

Click the pencil icon next to the Status value in the row.
Select New Status

Choose the new status: Hold, Ready, Imperfect, or Out.
Select Destination Bin

If the status change requires a bin (e.g., Ready to Regular, Hold to Staged), select the destination bin from the Bins dropdown.
Add WMS Notes

Enter comments in WMS Notes (required) to document the change.
Confirm Change

Click Update to apply the status change.

Bulk Status Change

Select Multiple Serials

Check the boxes of serials you want to update. Only serials with status Hold, Ready, or Imperfect can be bulk updated (not Reserved or Out).
Open Actions Menu

Click the Actions button (with the checkmark icon).
Select Edit Status

Click Edit Status from the dropdown menu.
Configure Status Change
- Select the desired new status
- Choose destination bin if necessary
- Add WMS Notes (required)
Confirm Update

Click Update to change the status of all selected serials.

Edit Serial Information

You can edit the serial number and WMS Notes by clicking the pencil icon next to each field:

Edit Serial Number:

Click the pencil icon next to Serial (only for Hold, Ready, or Imperfect status)
Modify the serial number and click Update

Edit WMS Notes:

Click the pencil icon next to WMS Notes
Update the comments and click Update

View Serial History

Each serial maintains a complete history of all its changes:

Open History

Click the details icon (arrow) in the second column of the serial row.
Review History

A table shows all serial changes with: SKU, ProdID, BIN, Serial, Status, WMS Notes, OMS Notes, ProcessType, ProcessID, Order#, Update, User.
Download Full History

You can download the complete history by clicking the download button if available.

Print Serial Labels

You can print barcode labels for serials (max 20 serials at a time):

Select Serials

Check the boxes of serials for which you want to print labels (max 20).
Open Actions Menu

Click the Actions button.
Select Print 4x1 label

Click Print 4x1 label (with the printer icon).
Configure Options
- Label type: Serial (default)
- Label size: 4x1 inches
- Qty copies: 1-50 (recommended max 100)
Generate Labels

Click Print to generate the PDF. Use Print PDF in the preview modal to print.

Labels include:

Serial number with CODE 128 barcode
Product ID with CODE 39 barcode
Product information (SKU, description)
Location information (BIN, Location)

Export Serial Data

Export Visible Data: Exports all visible rows (based on filters and pagination) to CSV.

Apply Filters if Necessary

Use table filters to show only serials you want to export.
Click Export Visible Data

Click the Export Visible Data button in the header (next to Add Serial).
Download File

The CSV file downloads automatically with all visible data.

Download Serial History (from Actions): Select serials, click Actions → Download Serial History to get a CSV with full history and attributes for selected serials.

Download SKU/Grade

This function allows you to download serials with Ready or Hold status:

Apply Filters if Necessary

Filter the table to show only serials you want to include.
Click Download SKU/Grade

Click the Download SKU/Grade button (with the cloud download icon).
Download File

A CSV file will be generated with visible serials that have Ready or Hold status.

Upload Serials via CSV

You can upload multiple serials at once using a CSV file:

Prepare Your CSV File

The file must contain the following columns:
- Sku: Product SKU
- Serial: Serial number
- CurrentBIN: Serial’s current bin
- New_Bin/Location: New bin or location (optional)
Click Upload SKU/Grade

Click the Upload SKU/Grade button (with the cloud upload icon).
Select Your File

Choose the CSV file from your computer.
Process Upload

The system will process the file and show:
- Success file with correctly processed serials
- Error file with serials that couldn’t be processed and the reason
Review Results

The modal shows links to Download Success Report and Download Error Report. Download and review to verify processing.

Filter and Search Serials

The Serials table includes multiple filters to find specific serials:

Account: Filter by OMS account (Select dropdown)
Sku: Search by product SKU
ProdID: Search by Product ID or Product ID WH
BIN: Filter by bin
Location: Filter by location
Serial: Search by serial number
Status: Filter by status (Ready, Hold, Out, Imperfect, etc.)
WMS Notes: Search in WMS comments (filter label: Note)
OMS Notes: Search in OMS comments (filter label: Note)
ProcessType: Filter by process type (Order, Replenishment, Return)
ProcessID: Search by process ID
Order#: Search by order number
Update: Filter by update date
User: Filter by user who made the last update (Select dropdown)

Use these filters in combination to find exactly the serials you need.

Add Attributes to Serials

You can add custom attributes (metadata) to serials:

Add Individual Attributes

Open Row Dropdown

Click the dropdown (⋮) on the serial row.
Select Attributes

Click Attributes to open the attributes modal and add attributes for that serial.

Bulk Add Attributes

Select Multiple Serials

Check the boxes of serials to which you want to add attributes.
Open Actions Menu

Click the Actions button.
Select Add Attributes

Click Add Attributes (with the tags icon).
Configure Attributes

Select the attributes you want to add and their values in the modal.
Confirm Addition

Save to add attributes to all selected serials.

Add Attributes By CSV

Select Serials

Check the boxes of serials to which you want to add attributes.
Open Actions Menu

Click the Actions button.
Select Add Attributes By CSV

Click Add Attributes By CSV.
Upload File

Select your CSV file. Optionally check “overwrite attributes that already exist”.
Download Template

Use the Download Template link to get the correct CSV format.
Process Upload

Click Upload to process the file and apply attributes to selected serials.

Serials Table Information

The table shows the following columns:

Account: OMS account name
SKU: Product SKU (Sku in filter)
ProdID: Product ID or Product ID WH
BIN: Bin where the serial is located
Location: Serial location
Serial: Serial number
Status: Current serial status (Ready, Hold, Out, Imperfect, etc.)
WMS Notes: Warehouse comments
OMS Notes: OMS system comments
ProcessType: Associated process type (Order, Replenishment, Return)
ProcessID: Associated process ID
Order#: Order number if associated with an order
Update: Last update date
User: User who made the last update

You can sort by any of these columns by clicking the column header.

💡 Best Practices

Verify Before Adding

Before adding a serial, verify that the serial number is unique and correct. Duplicate serial numbers will cause errors.

Use Descriptive Comments

Add clear comments in WMS Notes when changing a serial’s status. This helps track why the change was made.

Review History Regularly

Regularly review serial history to detect discrepancies or tracking issues.

Keep Bins Organized

Make sure you have Regular, Hurt, and Staged bins configured before adding serials. The system needs these bins to assign statuses correctly.

Troubleshooting

I Can’t Add a Serial

Problem: I receive an error when trying to add a serial.

Solution:

Verify that the serial number is unique for that product and account
Ensure the product has serials enabled (serial_num = ‘Y’ or ‘R’)
Verify that the selected bin exists and is available
Check that the OMS account has the serials module enabled

Status Change Doesn’t Work

Problem: I can’t change a serial’s status.

Solution:

Verify you’re not trying to change to the same status
Ensure the destination bin exists and has available capacity
Check that the destination bin is the correct type for the desired status (Regular for Ready, Staged for Hold, Hurt for Imperfect)
If the current bin has quantity 0 or less, you may need to use the “pass current bin” option

Products Don’t Appear in Selector

Problem: I don’t see products when trying to add a serial.

Solution:

Verify that the OMS account has products with serials enabled
Ensure products are not discontinued
Verify that the account has the serials module enabled in Premium Services

History Doesn’t Show

Problem: I can’t see a serial’s history.

Solution:

Click the details icon (arrow) in the second column to expand the row
Verify that the serial has changes recorded in history
Try refreshing the page if history doesn’t load

Next Steps

Bin Management: Learn how to manage bins where serials are stored
Locations: Understand how locations work in the warehouse
Replenishments: Learn how to process replenishments with serials