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Help centre · Inventory

Serial numbers and IMEI

Sell phones and electronics by their serial number or IMEI: record each unit when it arrives, scan it at the till, print it with the warranty on the bill, and look any number up.

Who can do this: Anyone who receives goods types the numbers; every cashier scans them; anyone with the View inventory permission looks them up.

Say which products have numbers

  1. Open Catalogue → Products and open the product (or add a new one).
  2. Tick Each unit has its own serial number or IMEI. It shows when Track stock for this product is ticked.
  3. Optional: in Warranty (months), type how long the warranty lasts, for example 12. The bill prints the date it ends.
  4. Save.

Stock already on the shelf has no numbers yet. The till takes the number from the box when it is sold, so nothing stops selling.

Record the numbers when goods arrive

  1. Receive the order as usual: Purchasing → Purchase orders, open the order, Receive.
  2. Under each numbered product, scan the barcode of each box into Serial numbers or IMEI, one per line. A scanner starts a new line by itself.
  3. The line says how many are numbered, for example 3 of 5 numbered.
  4. Tap Post receipt.

For stock you already had, use Inventory → Adjustments with the reason Opening stock and type the numbers the same way. A number already in stock is refused, so the same box is never counted twice.

Sell by number at the till

  1. Scan the IMEI barcode on the box: the phone goes on the bill with its number.
  2. Or tap the product: the till asks Which unit? Scan the number, or tap one of the units on the shelf here.
  3. For another unit of the same product tap +; the − button takes the last one off.
  4. Take payment as usual. The bill shows S/N and Warranty until under the item.

When the till is online, a number already sold or in stock at another shop is refused at once, with the reason. Offline, the sale goes through and is marked for a manager to check.

Returns and voids

On a return, tick the units that came back. Units put back on the shelf can be sold again by their number.

Voiding a sale puts its units back in stock.

Send a unit to another shop, or back to the supplier

On a transfer (Inventory → Transfers), type or scan the numbers of the units you send under the product. They arrive at the other shop by the same numbers.

On a supplier return (Purchasing → Supplier returns), scan the number of each unit that goes back, for example a phone dead on arrival.

Only a unit on the shelf where the goods leave from can be sent: a wrong number is refused with the reason.

Count phones by scanning

  1. Go to Inventory → Stock counts, start a count for the shop and add the product.
  2. Under the product, scan the box of every unit on the shelf into Serial numbers on the shelf, one per line.
  3. The screen says which units the books expect here and you have not scanned yet, and which scanned ones it did not expect. Look again for those.
  4. Tap Save the scan, then complete the count.

When the count is completed, the units not scanned are marked missing and the extra ones come into stock here, even when the total was right.

Online orders

When you press Send it (or Collected), the units leave stock by their numbers. The order, the buyer's order page and the invoice show S/N and Warranty until for each unit.

  1. Open Online shop → Orders and open the order. When it is confirmed, press Mark packed.
  2. For each phone or other numbered item, scan or type the serial or IMEI number of every unit you put in the parcel, one per line.
  3. Press Mark packed. Each number is checked against the stock of the shop the orders are sent from.

If a phone you packed was sold at the till in the meantime, Send it says which number is gone. Press Change numbers, scan the box you are sending instead, and send it again.

Phones with two IMEIs

A dual-SIM phone has two IMEI numbers, and the customer's phone may show either one. When the goods arrive, type both on one line with / between them, for example 356938035643809 / 356938035643817.

For a phone already in stock, look it up here, open it and type its Second number, then press Save. Either number then finds the phone at the till, here and on every bill.

Look a number up

  1. Go to Inventory → Serial numbers.
  2. Type or scan at least three characters of the number.
  3. You see the product, where it is or who bought it on which receipt, and when the warranty ends.
  4. Tap the row to see everything that happened to it: received, sold, returned.

A step marked no number was given: check it means stock left without a number, for example sold before numbering began. Count the shelf and check it.

Phones in stock the longest

Open Inventory → Serial numbers without typing anything: the list shows the numbered units that have been in stock the longest, with how many days. Phones lose value every month, so sell these first or put them on offer.

Below it, What came back shows for the last 90 days each phone sold, returned, brought in for repair or sent back to the supplier, and for each supplier how many of the phones it delivered came back. Many from one product or one supplier is a reason to talk to the supplier.

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