Defining and Selecting Serial Numbers on Every Transaction

You can define serial numbers for serial number-managed items on every transaction. For more information, see Managing Serial Numbers on Every Transaction.

You can create serial numbers manually by specifying each serial number or create the numbers automatically. Creating serial numbers automatically can save time when you have a large number of items to enter.

Note Note

Items managed by serial numbers must be inventory items. They may not be only sales items or only purchase items and they may not be defined as phantom items.

End of the note.

Procedure

Creating an Inventory Receipt Document with Serial Numbers Managed on Every Transaction

Create an inventory receipt document.
To open the Serial Numbers - Setup window, choose the Add button. The Serial Numbers - Setup window appears.

Note
When you create goods receipt purchase orders or A/P invoices with negative rows (representing inventory issue), select the serial numbers for issue by choosing CTRL and TAB in the Quantity field. The Serial Number Selection window appears, which is similar to regular issue documents.

End of the note.

Note
When you add goods returns or A/P credit memos, the Serial Number Selection window opens automatically, enabling you to choose from the available serial numbers.

When you add a document that creates an inventory issue transaction (such as an A/R invoice or a delivery) with a negative quantity of the serial numbers-managed item, the Serial Number Selection window opens. To open the Serial Numbers – Setup window, choose the Create button.

End of the note.
To define serial numbers for items, choose a row in the Rows from Documents table.
This table displays all the document rows that include serial number-managed items. The values in this table cannot be changed. The row you chose in the document is selected by default. To define serial numbers for a different row, select it.
Define the serial numbers in one of the following ways:
- To specify the serial numbers manually, enter them in the Created Serial Numbers table.
- To create numerous serial numbers automatically, choose the Automatic Creation button, if required. For more information, see Creating Serial Numbers Automatically.
Only the field defined as a unique number is mandatory. The other fields can remain empty and be updated later.

Note
If you selected the Unique Serial Numbers by option in the General Settings window, only the field defined as a unique number is mandatory. The other fields may remain empty and be updated later, if required.

End of the note.

Note
To separately display additional fields for each table, click (Form Settings) on the toolbar and select the desired fields.

End of the note.
Repeat the steps above until you have defined serial numbers for all items in the Rows from Documents table.
To save the created serial numbers, choose the Update button and the OK button.
The Serial Numbers - Setup window closes.
To save the document, choose the Add button.

Selecting Serial Numbers in an Inventory Issue Document with Serial Numbers Managed on Every Transaction

Create an inventory issue document.
Specify the necessary details for the document and choose the Add button.
The Serial Number Selection window appears, displaying a list of available serial numbers. Alternatively, choose one of the following methods to open the window:
- Before adding the document, in the Quantity field, press CTRL and TAB.
- Before adding the document, right-click the Quantity field and choose the Batch/Serial Numbers option.
- From the Goto menu, choose the Batch/Serial Numbers option.
Note
To separately display additional fields for each table, in the toolbar, click (Form Settings) and select the desired fields.

End of the note.
Choose a row in the Rows from Documents table.
This table displays all the document rows that include serial number-managed items. The values in this table cannot be changed. The row you chose in the document is selected by default. To select serial numbers for a different row, highlight it.
Select the required serial numbers for release in the Available Serial Numbers table.
You can choose rows in the following ways:
- Highlight the required row number.
- To select additional rows, use CTRL and SHIFT.
- Sort one of the columns you would like to use for finding the item, enter the value in the Find field, and press TAB to select the required item. The default sort is by the Serial Number column.
After selecting the required rows, click the arrow button to move the serial numbers to the Selected Serial Numbers table on the right. The reverse arrow button moves the serial numbers to the Available Serial Numbers table on the left.
You can also use the Auto Select button to automatically move rows from the Available Serial Numbers table to the Selected Serial Numbers table, according to the open quantity in the document rows. The selection is done according to the currently defined sort for the table.

The Selected Serial Numbers table displays the selected serial numbers up to this point.

Note

The Open Quantity field displays how many serial numbers have to be selected for the item.

If you select fewer numbers than are displayed in the Open Quantity field, you cannot add the document.

End of the note.

Note
If you change the warehouse in the document subsequent to choosing the serial numbers, the application alerts you that continuing this operation resets the selected serial numbers.

End of the note.
To save the link between the document and its serial numbers, and to update the inventory issue transactions of the selected serial numbers and make them unavailable, choose the Update button.
To save the selection, choose the OK button. The inventory issue document appears.
To add the document in SAP Business One, choose the Add button.

More Information

Managing Serial Numbers on Every Transaction

Creating Serial Numbers Automatically

Serial Numbers - Setup Window

Serial Number Selection Window