Tracking a Product by Serial Number in Daftra
Continuing with the educational tutorials on Daftra, we will review the feature “Track Product by Serial Number” and how to perform related operations on Daftra.
Through Daftra, you can track your products using one of three methods: serial number, shipment number, or expiration date. In this article, we will specifically focus on the first method, “serial number.”
This topic will specifically cover the following information:
- How to add a product with a serial number tracking type.
- Assigning serial numbers from requisitions.
- Assigning serial numbers from purchase invoices.
- The impact of activating stock permits on adding a serial number to a product from a purchase invoice.
- Selling a product with a serial number from a sales invoice.
- Adding a product with a serial number tracking system to a point-of-sale invoice.
- Tables tracking product serial numbers.
Adding a Product with Serial Number Tracking
To complete this task, you need to first activate the product tracking system in the inventory. Then, add a new product specifying the tracking type as “Serial Number.” Here are the steps:
Activating the Product Tracking System in the Inventory
- Go to “Inventory” from the main menu and select “Inventory Settings.”
- Click on the “General” tab.
And now, activate the option “Track Products Using Serial, Lot or Expiry Date” as shown in the image. Then, click on “Save.”
Now, you have successfully activated the product tracking feature. Based on this, when adding a new product, you can assign one of the following tracking methods:
- Serial Number
- Shipment Number
- Expiry Date
Adding a New Product and Selecting the Tracking Type (Serial Number)
After activating the product tracking feature, we can add a new product and assign a serial number to it as a tracking method.
First, go to “Inventory” from the main menu, then choose “Products and Services.” Click on “Add,” select “New Product” as shown in the image, and you can refer to the “How to add a new product” guide to fill in the rest of the information.
In our illustrative example, we will add the “Mobile Phone” product and fill in its basic details.
Now let’s move directly to the control panel for the product, specifically to the “Inventory Management” field, to activate the “Stock Tracking” option. Here, you will see all the available tracking methods: Serial Number, Shipment Number, Expiry Date, or Quantity Tracking Only. As illustrated in the image.
We now select “Serial Number” as the tracking method among the available tracking methods in Daftra, then click “Save.” This way, when inbounding a requisition or purchase invoice for the “Mobile Phone” product, we can assign a serial number to track it.
Assigning a Serial Number from Requisition
Daftra allows you, when adding a quantity to an existing product through requisition, to assign a serial number to this product as a tracking method.
To assign a serial number to the “Mobile Phone” product from the requisitions, click on “Inventory” from the main menu, then select “Manage Requisitions.”
Next, click on the “Add” button and choose “Manual Inbound” from the dropdown menu, as shown in the image.
And now, we enter the data for the requisition as required. You can refer to the “Creating a Manual Inbound Requisition” to complete this step.
In the “Items” field, select the “Mobile Phone” product that you want to add to the requisition with a serial number.
In the “Quantity” field, specify the quantity added for the “Mobile Phone” product.
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And now, in the “Serial Number” field below the item, as shown in the image, add the serial number for the “Mobile Phone” product.
Being cautious to ensure that the quantity added for the product matches the number of serial numbers, where each serial number represents one unit of the product.
Now, click on the “Confirm” button to save the actions we have performed.
Setting a Serial Number from a Purchase Invoice
You can assign a serial number to the “Mobile Phone” product from its purchase invoice as a means of tracking.
Before doing this task, make sure that you haven’t activated “Setting up requisitions for purchases and sales.” If it’s activated, you will need to add the serial number from the inbound requisition related to the purchase invoice, not directly from the purchase invoice.
You can refer to the “enabling requisitions for sales and purchases” guide to successfully complete this step.
To assign a serial number to the “Mobile Phone” product from the purchase invoice, click on “Purchases” from the main menu, then select “Purchase Invoices,” and click on the “New Purchase Invoice” button, as shown in the image.
Now we need to enter the purchase invoice data as required. You can refer to the “creating a new purchase invoice” guide on Daftra.
In the “Items” field, select the “Mobile Phone” product that you want to add to the purchase invoice with a serial number. In the “Quantity” field, enter the quantity of the “Mobile Phone” product that we specified above.
In the “Serial Number” field below the item, as shown in the picture, add the serial number for the “Mobile Phone” product.
Make sure that the quantity added of the product matches the serial numbers, where each serial number represents one unit of the product.
And now click “Save“.
The Impact of Activating Requisitions on Adding a Serial Number to a Product from a Purchase Invoice
When activating the option “Enable Requisitions for Purchases and Sales,” the requisition is responsible for approving the issuance or receipt for purchases and sales, not the invoice. Therefore, if you have enabled the option “Enable Requisition for Purchases and Sales,” you will need to add the serial number to the purchase invoice from the inbound requisition associated with the invoice.
In this case, you will create a purchase invoice for a product that you have tracked by serial number. After that, go back to “Inventory” from the main menu, then click on “Requisitions,” and choose this purchase invoice to assign a serial number to its items for tracking.
If you do not activate the “Enable Requisitions for Purchases and Sales” option, you can assign a serial number directly from the invoice.
Issuing a Product with a Serial Number from the Sales Invoice
You can issue a product with a serial number from its sales invoice.
However, before doing this task, you should first make sure that “Enable Requisitions for Purchases and Sales” is not activated. If this option is activated, you will need to add the serial number from the requisition specific to the sales invoice, not directly from the sales invoice.
You can refer to the “Requisitions of Purchases & Sales” guide to successfully complete this step.
Now, let’s continue with the steps after confirming that the enable requisitions for purchases and sales are not activated.
First, click on “Sales” from the main menu, then select “Create Invoice.”
Enter the sales invoice details as required, and you can refer to the “Creating a new sales invoice on Daftra” guide for assistance.
In the “Items” field, select the product “Mobile Phone” that is tracked by a serial number.
In the “Serial Number” field, enter the serial number for the product “Mobile Phone.”
And you should be aware that the system will not accept the difference between the first and last serial numbers to be more than 150, as this is the maximum number of checks in one book.
Complete filling in the remaining data on the invoice, then click the “Save” button.
Adding a product with a serial number tracking system to a point-of-sale program
To add items with a serial number tracking system when creating a sales invoice from a point of sale program, follow these steps:
Activate "Add Products with Tracking System to Invoice"
From the main menu, click on “Point of Sale“, then choose “Point of Sale Settings” from the menu.
Click on the “General” tab.
Activate the “Accounting System for Each Invoice” option, and you will automatically see the option to activate “Add Products by Serial Number, Lot, or Expiry Date.” Activate this option as well.
Then click the “Save” button, and you have successfully activated the option to allow adding products with a tracking system in the invoice.
Choosing the product with a tracking system on the sales screen
Now we begin the task of creating an invoice from the point of sale and adding products to it with a serial number tracking system.
But before starting, you must first make sure that “Setting up requisitions for purchases and sales” is not activated; because if it is activated, you will need to add the serial number from the outbound requisition for the sales invoice, not directly from the sales invoice.
You can refer to the “activating requisition for sales and purchases” to successfully perform this step.
We continue the steps of creating a sales invoice from the point of sale by clicking on “Point of Sale” from the main menu.
Then click on “Start Selling” to open a new sales session or go directly to an already open sales session.
In the “Sales Screen,” we select the product “Mobile Phone.”
In the “Sales Screen,” we select the product “Mobile Phone.”
And here you should be aware that if you enter a serial number different from the one assigned to the product, the system will reject completing the task, explaining the reason for this, which is the incorrect entry of the serial number.
Click on the “Save” button, then complete the remaining steps to confirm and settle the invoice.
Tracking Product Tables
Daftra provides the feature to review the movement of tracked products in organized tables. This feature allows us to access the serial number of the product and know its purchase and sales invoices.
To display the movement of the “Mobile Phone” product tracked by the serial number, we first click on “Inventory” from the main menu, then click on “Product Tracking.”
Choose between the two displayed cards: “Serial Number.”
As shown in the image below, we see two cards: the serial number and the expiration date. This is because I already track products by the serial number and the expiration date. If I do not track products by the expiration date, for example, a card for the expiration date will not appear, and I will proceed directly to the control panel for products tracked by the serial number.
A list of products assigned with a tracking method (serial number) will appear. Click on the “Mobile Phone” product to display its inventory movement.
The panel displayed in the following image will appear. In the “Details” tab, the system will show you the product details, including the name and serial number.
To view the details of the product transaction, click on the “Stock Transaction” tab.
And thus, we have reviewed the transactions of the product “Mobile Phone,” identified its serial number, and accessed its purchase and sales invoices.
In this way, we have reached the end of our explanation of this crucial topic, which is adding a product with a serial number for tracking purposes and performing related operations in Daftra Accounting program. This program ensures an exceptional experience in managing your business with a secure cloud-based system and a user interface that supports the Arabic language and is customizable.