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Add-on: Serial numbers

Managing unique items efficiently with serial number tracking in Rackbeat

Serial Number Management in Rackbeat

Serial number management in Rackbeat allows you to track unique items using serial numbers.

This module is activated from your settings and provides a detailed overview of product movements.

How much does serial number management cost?

You can read more about the pricing of serial number management directly on our website here: Serial Number Management in Rackbeat.

How to add serial number management

Before you can start using serial number management, the add-on module must be activated.

You can add serial number management by:

  1. Accessing company settings: Hover over your name and click Company Settings.

  2. Clicking Add-on Modules: Select Add-on Modules from the menu on the left.

  3. Install Add-on: Click Install in the box with the serial number management module.

Your add-on module is now added to your Rackbeat account.

Add serial number management to your products

Once the add-on module is activated, you can select which products should use serial number management.

Note: Serial number management cannot be added to items that already have movements (such as stock levels, purchases, or sales). For items with existing movements, it is recommended to create a new version or a copy and block the old item.

Serial numbers cannot be enabled for items without stock tracking.

How to add serial number management when creating a new product:

  1. Create your product: Go to your product list and click Create New.

  2. Add product data: Fill in the required fields to create your product.

  3. Enable serial number management: Scroll to the bottom of the page and tick the box Has Serial Numbers?.

  4. Create product: Click Create Product to save the item.

You have now created a new product and added serial number tracking to it.

How to add serial number management to an existing product:

  1. Find your product: Go to your product list and edit the product that should have serial number tracking.

  2. Enable serial number management: Scroll to the bottom of the page and tick the box Has Serial Numbers?.

  3. Save changes: Remember to save the changes.

Serial number management has now been added to your product named SNR 1.

Adding products with serial numbers to your inventory in Rackbeat

You can add products with serial numbers to your inventory in Rackbeat either by making an adjustment or through a purchase.

Below you can see a walkthrough of both methods:

Purchase with serial number management

The purchasing process for products with serial numbers is almost the same as a normal purchase. The only difference appears upon receipt:

  1. Follow the normal purchasing flow in Rackbeat. Read more about the purchase flow here: Purchases in Rackbeat.

  2. When receiving the products, a pop-up window will appear where you must enter the unique serial number for each product.

⚠️ This can take time if you are receiving many products.

Adjustment with serial number management

The other method of adding products with serial numbers is through an adjustment:

  1. Create an adjustment as you normally would in Rackbeat.

  2. Select Adjust Difference.

  3. When you click Adjust Quantity + Cost Price, a window will appear where you must enter the unique serial number for each product.

  4. Once you have entered the serial numbers and saved, post the adjustment as usual.

View your serial numbers in Rackbeat

You can view an overview of all your serial numbers in Rackbeat in several ways:

  • Open the specific product, and you will see a list of all associated serial numbers.

  • Use the Serial Number report for a complete overview. Read how to generate this report here: Serial Number Report.

Selling products with serial number management

When selling products with serial numbers, the process follows the normal sales flow in Rackbeat. The only difference is that during shipment, you must select the serial number that belongs to the product you are sending.

  1. Pick your products as usual.

  2. Click Confirm. A window will appear where you must select the unique serial number being shipped.

Once the products are shipped and the inventory is updated, the report will show that the specific serial number has left Rackbeat.

Frequently Asked Questions

How long can a serial number be in Rackbeat?
Serial numbers in Rackbeat are limited to 100 characters, meaning your serial number can be up to 100 characters long.

As of February 6th, 2025, this limit was increased from a maximum of 25 characters to 100 characters.

Can I create an adjustment and return the serial number to stock?
Yes, you can return the product to stock by either creating an adjustment (remember to add to the current stock level, i.e., relative adjustment and not overwrite the actual quantity) or by issuing a credit note on the posted invoice with the product line and selecting Return to Stock.