If an Inventory item is Serialized (the Serialized flag on its database record is enabled), each unit sold (or purchased) must have a serial number.
When a Serialized item is entered on a Sales Transaction, Keystroke displays its list of available Serial Numbers or displays the Scan Serial Number screen (if the Scan Serial Numbers Line Item Entry Parameter is enabled). The Serial Number being sold may be scanned from its barcode or selected manually from the list of available Serial Numbers by highlighting it and pressing [Enter]. After the required number of Serial Numbers have been selected, the Serial Numbers list is closed.
If Serial Numbers are not entered or scanned, Keystroke warns the Clerk with a message: "You have not selected enough Serial Numbers for this item". Two options are presented:
- Reduce Qty back to 0
- Proceed as entered
If Reduce Qty back to 0 is selected, Keystroke changes the Qty of the line item to match the number of Serial Numbers entered (if 3 of an item were entered and only 2 Serial Numbers were selected, the Qty is changed to 2).
If Proceed as entered is selected, Keystroke skips the Serial Number selection and proceeds with the Sales Transaction.
More information about entering Serial Numbers on Sales Transactions:
If the Shipped/Received Qty of a serialized line item is changed to a number less than the current qty shipped/received (or in the case of negative numbers, greater than the current number), Keystroke displays the Serial Numbers already entered so the Clerk can remove the Serial Numbers no longer required (or if the change requires more serial numbers, Keystroke displays the list of available Serial Numbers so the Clerk can select them).
When adding new Serial Numbers, Keystroke uses the information stored in Line Item Comment field and extracts the Serial Numbers from it using the Serial Number Prefix to identify them. The Line Item Comment is searched for the Serial Number Prefix and the characters following the prefix up until either the end of the line (paragraph mark) or end of the comment are
defined as the Serial Number.
Keystroke removes or adds Serial Numbers to the Inventory item's database record when a Sales Transaction is edited or deleted. The Serial Number prefix is also used to define the Serial Number for this function.
When managing Serial Numbers on Orders Keystroke automatically changes the Line Item Comment on an Invoice created by an Order to only include the Serial Numbers being shipped/received by that invoice. When saving a transaction created by items being shipped from an order, Keystroke searches the Line Item Comments for Serial Numbers (based on the Serial Number Prefix) and removes all Serial Numbers except for those representing the qty being shipped/received on the transaction being saved. This is necessary to manage Serialized item on orders shipped/received more than once due to partial shipments. The first shipment places its Serial Numbers in the Line Item Comment. The second shipment then add its Serial Numbers. When the Line Item Comment is copied to the invoice being created, the old Serial Numbers are in it so Keystroke removes the old Serial Numbers leaving only those involved with the current shipment.
When the Copy Transaction function is used, Serial Numbers for Serialized line items are removed from the Line Item Comments on the new copy of the transaction.
Note: The list of available Serial Numbers is populated when a Serialized item is received on a Purchase Transaction and Keystroke displays the Enter New Serial Numbers screen into which the Serial Number(s) may be scanned or manually entered. After the required number of Serial Numbers have been entered, the Enter New Serial Numbers screen is closed.
See:
Sales Manager Contents