Transcript
Find a serial numbered unit and see its details, then watch lots and expiry dates and write off stock that has gone out of date.
0:00 Introduction
Some products need more than a quantity. A phone has a serial number. A loaf of bread has a use by date. In this episode we look at both in the back office.
0:11 Serial numbers
In the menu, under Inventory, choose Serials and lots.
The first tab lists serial numbers. Every row is one individual unit: a bike frame, a ring, a phone. You see its product, its status, where it is, what it cost, and when it arrived. For items sold, there is a customer, and the date it was sold. Special details, such as a certificate or the condition, are shown on the right.
You can filter by status or by store. If you have a serial number, type it into the search box. This is the I M E I of a phone.
Click the row to open the unit.
At the top you see the product, the status, when it was received, who bought it, and where it is now. Below are the details of the unit itself: its serial number, its cost, and details that belong to this kind of product. For a phone these are the carrier lock, the condition, the I M E I and the M A C address.
Further down are the sales history and any repair jobs. This phone has not been sold yet. If it is sold, the sale appears here, so you can look up what was sold to whom, from the serial number alone.
The status can be changed here. A unit can be in stock, reserved, sold, returned, in service, or written off. Moving a unit in or out of stock updates the stock count and is recorded.
We leave it as it is, and close the unit.
1:44 Lots and expiry
The second tab is for lots. A lot is a batch of the same product with the same use by date, like a batch of bread from one bake.
The boxes at the top count the lots shown, the lots that have expired and still have stock, and the lots expiring soon. Below is each lot, with its number, its product, how many are in it, and when it expires. The coloured badge shows the days that are left.
The buttons filter by how soon lots expire. Click seven days, to see the lots that need attention this week.
We have two lots of sourdough bread, close to their dates. Click the history button on a lot, to see how it came in.
Each movement is listed: what was received, how many, when, and by whom. When you close it, the Receive lot button at the top adds a new lot, with its number, expiry date and quantity.
2:37 Writing off expired stock
The bread that expires first has twelve loaves left, and it is past its best. Let us write it off. We do that with a stock adjustment. Go to Stock levels, and click Adjust stock.
We choose Main Street, and the reason Damaged. Then add the sourdough loaf.
We take off twelve, and say why in the note. When you remove stock from a lot product without choosing a lot, the system takes it from the lot that expires first. That is the one we want.
Click Save adjustment.
Now back to Serials and lots, and the lots tab.
The old lot is gone from the list, because it is empty. Only the lot with a later date is left. If you want to see empty lots too, tick Include empty lots.
The lot is there with a quantity of zero, so the history is kept.
That is the end of the inventory season. In the next season, we look at customers and sales.