Serial Numbers lists every individual unit SolaStock has recorded for your serial-tracked items: phones, laptops, appliances, machines and anything else where each unit has its own number. Open a unit to see where it is, which document brought it in, and every movement it has made. From the unit's page you can quarantine it, mark it damaged or retire it.
Use it for warranty questions ("when did we sell this unit, and to whom?"), theft or loss checks, and to stop a faulty unit from being sold. Warehouse supervisors, after-sales staff and inventory managers use it most.
Serial numbers are not created on this screen. They are captured on inbound documents (goods receipt, opening stock, stock-in adjustment) for items with Tracking → Serial ticked.
Where to find it
| Sidebar | Traceability → Serial Numbers |
| URL | /inventory/traceability/serials; one unit at /inventory/traceability/serials/{id} |
| Breadcrumb | Traceability → Serial Numbers (→ serial on the detail page) |
| Other ways in | The Serial Numbers card on the Traceability hub; serial links in the Serial Lifecycle report |
| Plan | Batch and expiry tracking feature (the whole Traceability group) |
| Permission to view | View lots, serials, expiry & traceability |
| Permission to change status | Create / edit serials & serial status |
How serial numbers are captured
On each inbound line of a serial-tracked item a scanner-friendly box appears: "Scan or type a serial number, then press Enter".
| Behaviour | Detail |
|---|---|
| Add one | Scan, or type and press Enter (or click Add). |
| Add many | Paste a list separated by new lines or commas; each becomes one serial. |
| Duplicates | Skipped, with ":count duplicate serials skipped." Matching ignores upper/lower case. |
| Count check | A badge shows e.g. 8 / 10 serials; it turns green only when the count equals the line quantity. Saving with a mismatch is refused: "Serial count (8) must equal quantity (10)." |
| Scan mode | Tick it for a larger input box suited to handheld scanners. |
| Remove | Click × next to a serial. |
| Already in stock | A serial that is already available, reserved, picked, packed or shipped for the same item cannot be received again: "Serial … is already live (status: …)." |
| Coming back | A serial previously Returned, Damaged, Quarantined or Retired can be received again; it becomes Available. |
On outbound documents you tick the units to send from a list of available serials (Available or Returned units, not already reserved). The badge shows e.g. 2 / 2 selected. If none are free: "No available serials."
Screen tour: the serial list
Header and filters
Serial Numbers, with a Sample data badge if no organization is selected. No New button.
| Control | How it works |
|---|---|
| Search by serial number… | Matches any part of the serial as you type. |
| Status filter | All statuses, Available, Reserved, Picked, Packed, Shipped, Returned, Damaged, Quarantined, Retired. |
Columns
| Column | Meaning |
|---|---|
| Serial number | Click it to open the unit. |
| Item | SKU · item name. |
| Location | The warehouse holding the unit, shown as its internal number (for example #3), or — if it is not in a warehouse (for example shipped). |
| Status | The unit's stored status. Older units may show In stock (the same as Available). |
The list shows the 50 most recently created matching units; use the search box for older ones. Warehouse-scoped users see only units in their assigned warehouses.
Empty: No serial numbers — "Serial numbers are captured on inbound documents for serial-tracked items." Error: Serial numbers could not be loaded — "Try loading the serial numbers again." with Try again.
Screen tour: the serial detail page
Header: the serial number and a status badge (legacy values shown as their modern equivalent: in stock → Available, sold → Shipped, scrapped → Retired).
Summary panel
| Field | Meaning |
|---|---|
| Item | SKU · name. |
| Current location | Warehouse #3 / bin #12 (internal numbers), or —. |
| Receipt source | The first incoming document, e.g. GoodsReceipt #42. |
| Warranty until | Warranty end date if recorded, otherwise Not recorded. |
| Owner | Owner reference if recorded, otherwise Not recorded. |
Tabs
| Tab | Shows |
|---|---|
| Lifecycle timeline (default) | One line per movement: Received / returned or Issued / shipped, date and time, source document type and number, and warehouse number. Empty: "No lifecycle events yet." |
| Ledger | The stock ledger movements for this unit. |
Action buttons
| Button | Shown unless status is | Sets |
|---|---|---|
| Quarantine | Quarantined | Quarantined |
| Mark damaged | Damaged | Damaged |
| Retire | Retired | Retired |
Greyed out without Create / edit serials & serial status ("You do not have permission for this action.").
There is no button to put a unit back to Available. A unit becomes available again only when it is received again on an inbound document (for example a sales return). Use these buttons deliberately.
Tasks
Look up a unit
- Traceability → Serial Numbers.
- Type or scan the serial into Search by serial number….
- Click the serial. Read Current location and the Lifecycle timeline: the last Issued / shipped line tells you which shipment sent it out.
Quarantine, mark damaged or retire a unit
- Open the unit.
- Click Quarantine, Mark damaged or Retire.
- The confirmation (same title as the button) says "This changes the availability status of this lot or serial. Existing stock restrictions still apply." Click the confirm button or Cancel.
- You see e.g. "Serial number marked Damaged."
The unit stays in the stock balance (the button does not move stock) but it can no longer be picked or shipped. To take its value out of stock, post a stock-out adjustment. If the connection drops you see Status not confirmed; click Check current status before trying again.
Statuses & lifecycle
| Status | Set by | Can ship? |
|---|---|---|
| Available | Receipt, opening stock, stock-in adjustment, re-receipt | Yes |
| Reserved | Reserving stock for a sales order | Only for that order |
| Picked / Packed | Pick list / packing | In the fulfilment flow |
| Shipped | Posting a shipment | No (already gone) |
| Returned | Posting a sales return | Yes |
| Damaged | Mark damaged, or a return marked damaged | No |
| Quarantined | Quarantine, or an activated recall | No |
| Retired | Retire | No |
Normal path: Available → Reserved → Picked → Packed → Shipped (→ Returned → Available).
Permissions
| Role | See | Change status |
|---|---|---|
| Owner, SolaStock Administrator | All warehouses | Yes |
| Organization Manager / Member without a SolaStock role | Assigned warehouses | Yes |
| Organization Viewer / Warehouse User (legacy) | Assigned warehouses | No |
| Accountant; scoped Inventory Manager, Warehouse Manager, Warehouse Operator, Inventory Viewer | No (unless a custom role adds it) | No |
| Custom role | If view permission ticked | If Create / edit serials & serial status ticked |
Worked examples
Example 1: warranty claim (quick)
A customer brings back a laptop with serial LT5-88213 to Al Noor Trading LLC.
- Sara Khan scans
LT5-88213into Search by serial number… and opens it. - Receipt source GoodsReceipt #42; Lifecycle timeline: Received / returned 2026-06-03, Issued / shipped 2026-07-19 (Shipment #118, warehouse #1 = Dubai Main). Status Shipped.
- The sale was 11 weeks ago, inside the 1-year warranty, so she accepts the claim and books a sales return.
Example 2: receive, sell, return damaged (full scenario)
- Omar Haddad receives 10 phones
PH-15into Dubai Main onGRN-00102. He scans 10 serials (PH15-0001…PH15-0010); the badge shows 10 / 10 serials. After posting, the list shows 10 rows Available, Location#1. - Sales order
SO-00450for 2 phones is reserved, picked and packed; the shipment's serial list shows 2 / 2 selected (PH15-0003,PH15-0004). After posting, both show Shipped, Location —. - The customer returns
PH15-0004with a cracked screen. The sales return is posted; the unit shows Returned, back in#1. - Omar opens
PH15-0004, clicks Mark damaged → "Serial number marked Damaged." It no longer appears in the serial picker for new shipments. - He posts a stock-out adjustment with reason
damageto write it off. Stock: 10 − 2 + 1 − 1 = 8 phones on hand, 8 sellable.
How it connects
| Screen / app | Connection |
|---|---|
| Items | Tracking → Serial turns capture on. |
| Purchasing, Opening stock, Adjustments | Capture serials. |
| Sales & fulfilment, Transfers | Move and ship units; sales returns bring them back. |
| Recalls | A serial-number recall quarantines its units when activated. |
| Reports | Serial Report, Serial Lifecycle, Shipment Report (serial counts). |
Tips & common problems
| Problem | Cause | Fix |
|---|---|---|
| "Serial count (n) must equal quantity (m)." | Scanned fewer or more serials than the line quantity. | Add or remove serials until the badge is green. |
| "Serial … is already live (status: available)." | That unit is already in stock. | Check for a typo or double receipt. |
Location shows #3, not a name |
The list shows the internal warehouse number. | Match it on Warehouses, or use the Serial Report, which shows names. |
| Can't set a unit back to Available | No such button. | Receive it again via a sales return or contact Solavel support. |
| Unit missing from the shipment picker | It is reserved, quarantined, damaged, retired, or in another warehouse. | Open the unit to check status and location. |