Serial Numbers

The serial number tracking functionality individually tracks items – parts and products – and records full history and current status of each item.

Serial number tracking in MRPeasy helps you meet quality standards and regulatory compliance.

  • How to track each physical item individually by a serial number.
  • How to report used serial number parts in products with serial numbers.
  • How to input serial numbers.
  • How to gain an overview of serial numbers, and check a specific serial number’s history.
  • How to define custom information fields for serial numbers.
  • How to track the shipping of serial numbered items.
  • How to process customer returns of serial numbered items.

User Manual: Serial Numbers

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With the MRPeasy Professional edition, it is possible to track serial numbers of your parts and products.

This functionality allows:

  • Tracking each physical item individually by a serial number
  • Seeing status and history of actions with each serial numbered item
  • Saving which parts were used in a specific product by serial numbers
Enabling serial number tracking for an item

To enable serial number tracking for an item, open its details page in the stock section and check the “serial numbers” checkbox. Serial numbers must be tracked for this item; the “serial numbers” report becomes available for this item.

Overview of your serial numbers

In the “stock – serial numbers” section, you will see the overview of all serial numbers recorded in the system. Here it’s possible to search for a specific serial number and see its status and full history.

Custom fields for serial numbers

In addition, it’s possible to freely add custom fields for the serial numbers, which will be displayed in the serial numbers table. These can be found at  “settings – system settings – custom fields” section.

This allows storing specific information, which you need to know about each item.

Saving serial numbers for parts

If the serial numbers are procured, then serial numbers should be entered when receiving the goods.

To record serial numbers during receipt, click on the target lot in the purchase order, which will take you to the stock lot’s details. In the “serial numbers” section, enter the serial numbers.

You can either type in the serial numbers, copy them from a spreadsheet and paste in bulk, or scan them with a barcode reader.

“Save” and click back to repeat the process with other items on the purchase order.

Alternatively, it’s always possible to open the stock lot via the “stock – stock lots” section and fill in the serial numbers.

Saving serial numbers for products and tracking parts used in manufacturing

The serial numbers of products can be defined in the manufacturing order. Depending on whose responsibility it is, these could be predefined by the manager or planner, or entered by the workers.

The manager can use the administrative screen of the manufacturing order and click “add a serial number to product” button.

By default, MRPeasy auto-fills the serial number by incrementing it. Alternatively, you can either type in the serial numbers, copy them from a spreadsheet and paste in bulk, or scan them with a barcode reader.

If there are parts that must have serial numbers saved, then for each product’s serial number, you must save that part’s serial number.

Only these parts’ serial numbers, which are available from booked stock lots for this manufacturing order, can be chosen from.

If there was an entry mistake, it’s always possible to come back and edit the serial number’s details.

Alternatively, for entering product serial numbers, it’s also possible to just open the stock lot of the products by clicking on the “target lot” to pre-define them.

For the worker, reporting via the “my production plan” functionality is identical and works the same. They can use the “add a serial number to product” button, scan the serial numbers and save part serial numbers.

For the worker reporting serial numbers via the “Internet-kiosk,” the advanced mode of internet kiosk must be enabled at “settings – system Settings – software settings” to access serial numbers.

To report serial numbers, click on the “serial numbers” button, enter the product serial number and select part serial numbers. When you are finished with a product, click “save.” Once saved, in the “Internet-kiosk” mode, it is not possible to edit already saved serial numbers’ details.

Shipping serial numbered items

At first, when a shipment is planned, then the items are only booked based on the stock lot number, which allows you to plan a shipment even before products with specific serial numbers have been manufactured.

When items are being picked for a shipment, then the software asks which serial numbers are being picked. Select the “shipped serial numbers” and “save.”

Now, it’s possible to see which serial number a customer received, and which specific parts were used in it when they were purchased and so on.

Customer returns

When using the Enterprise function “Return Merchandise Authorization,” it’s possible to record which serial numbered products were returned to you. Then MRPeasy will add the customer return and service information to the serial number’s history.

To record the serial number, simply click the “+” button in the RMA order to save the serial number of the product and MRPeasy will match it with the serial number already saved in the system.

Enabling serial number tracking functionality

The serial number tracking can be enabled in the section “settings – system settings – professional functions.”

In this video, we described how the serial number tracking system works.

To learn more about MRPeasy, please see our other videos.

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Keywords: serial number tracking, serial number traceability, inventory tracking, customer returns

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