Serialized Items
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      Serialized Item Specifications

      Track detailed information for items that are sold, rented, or serviced.

      Getting Started

      One of the most powerful features of the serialized item module is that a record is created for each individual item purchased or sold. This record records the serial number, history, additional costs, and any associated work orders. Review this section for more information on the following description options:

      1. General inventory Description, Memo, and Product code: These descriptions are standard and are included in EBMS licenses that include the serialized item module.

        • The Description is listed within all serialized item lists such as the Inventory > Serialized Items page, the product record Serial Numbers tab, and serial number selection lists throughout EBMS. The Description entry should include any description details that help identify the item within serialized item lists.

        • Go to Inventory > Options > Serial No. Specs tab to set defaults for serialized item specifications. Update the Description field by adding a number to the Update first line of serialized item description with the first _ specifications option.


          The Serial No. Specs tab is part of the optional Serial No. Specs feature described later in this section, so the tab will not appear under Inventory > Options unless that feature is installed.

        • The alternative description is the Memo entry. Unlike the Description, this information will not be displayed on any lists or reports. The Serialized Item record must be opened to view memo information.

        • The Product code is the most important of all the standard description entries. This setting is required to create a serialized item record. The main Product ID record also contains the default Serial No. Specs that are described below. Review the Serialized Item Overview for more details on creating or setting the Product ID.

      2. Images: This option gives the user the ability to attach multiple images of the serialized item. Review Inserting and Exporting Graphics into EBMS for details on how to add images to a serialized item.

      3. User-defined Serial No. Specs: The Serial No. Specs are a list of user-defined serial number specification fields that contain details about the serial number. The Serial No. Specs tab on the Serialized Item record, as shown below, can be configured with specifications created by the user.

        (Go to Inventory > Serialized Items and double-click on a listed item to open the Serialized Item record. This record is different from the broader product record, because the Serialized Item record refers to one unique serial number.)


        Continue with the following steps to set up and configure the Serial No. Specs: 

        1. The recommended first step in creating Serial No. Specs: Create the serialized number specification defaults within an inventory item that has a Classification of Serialized Items. This step creates standard labels and specifications for a specific group of items. Fill in the Product Specs tab on the product record to populate basic specifications for all serialized items connected to that product.

        2. Go to the Serial Numbers tab of the product record and double-click on an item in the Serial Number list to open a serialized item record for that serial number.

        3. Click on the Serial No. Specs tab to populate the specifications for the serial number as shown below:

        4. Click on the Import Serial No. Spec Defaults button to pull the default Description and Info from the product record Product Specs tab to the specific serial number. This information will be copied to the serial number if the defaults have already been entered within the inventory item before the serialized item records are created.

      Review Recording a Vehicle or Equipment by VIN Number to user serialized items to record vehicles.   

      Review the Serialized Items Overview for more information about processing a serialized item.

      Common use cases

      Vehicle & Equipment Details

      Specifications such as year, make, model, engine, mileage, and more can be recorded per serialized item. Serial No. Specs are displayed on the Sales Order as well as the Task/Work Order for easy access during a sale or job.

      Service Details

      This module can also be used to track customer’s vehicle information and record service history. Details such as Hours/Miles info can be recorded per service event. Users can track the work orders, tasks, or invoices associated with a specific vehicle or equipment. This provides easy access to the history of the customer’s equipment.

      The Serialized Item Specs module is used by auto parts and accessories stores, vehicle service centers, truck upfitters, trailer sales and service companies, rental or outdoor power companies, and other vehicle or large equipment sales and service companies. Large or expensive inventory items are often serialized, so manufacturers of sheds, mini barns, and other large items also benefit from this module.

      Features

      • Identify an unlimited number of specs for each serialized item.
      • Configure standard specification labels for groups of items.
      • Track customer's vehicle information.
      • Track the work orders or invoices associated with a specific vehicle or equipment.
      • View the history of the customer's equipment.
      • View serial number specs on the sales order and task or work order.
      • Capture hours/miles info per service event.