Warranty goods accounting by serial numbers

What is serial number accounting?

The need for serial number accounting arises when each item has its own unique number — the product's serial number.

Products with serial numbers require a special approach to accounting: for each serial number, you need to track the product's journey — from receipt at the warehouse to sale to the customer, print a warranty card, and store and calculate the warranty period after the sale.

Serial number accounting in Torgsoft

The additional option «Warranty product accounting by serial numbers» allows for the accounting of warranty products and products with serial numbers in three different variations:

• warranty accounting,
• strict warranty accounting,
• warranty accounting without serial numbers.

You can choose one of the three warranty accounting methods for each product. Torgsoft will impose different requirements for these products.

After selecting the warranty accounting type, set the warranty period for the product.

How to perform serial number accounting

There are three methods for working with warranty products:

Warranty accounting

Torgsoft ensures that for each unit, a serial number is entered upon receipt.
The program will require the serial number to be entered during the sale of the product but will not verify the exact match. In this case, the seller controls the accuracy of the serial number entry themselves.
Entering a serial number is required for all product movement documents.

Strict warranty accounting

Torgsoft checks the entry of serial numbers for each product upon receipt and searches for matching serial numbers in the database. This prevents errors and the re-entry of identical serial numbers.

Torgsoft checks the serial number for returns to the supplier and defective returns to notify the manager if a defective unit that was previously returned to the supplier is received again.

Torgsoft ensures that a product with a serial number is in stock when it is sold, returned to the supplier, written off, or moved internally. During a customer return, the accounting software checks that the serial number was indeed sold.
This method ensures precise serial number accounting.

Warranty accounting without serial numbers

This accounting method can be used for products without serial numbers but with warranty obligations, where it is necessary to track the warranty period and issue a warranty card to the customer.

In any scenario, when the product is sold, Torgsoft will print a warranty card and monitor the warranty period of the sold product. The warranty card template can be customized for each type of product.

Warehouse accounting by serial numbers

Warranty period control

Torgsoft calculates the remaining warranty period for each serial number. This allows you to quickly check whether there are any warranty obligations for a specific product.

Inventory of products with serial numbers

For inventory of products with serial numbers, Torgsoft provides a separate type of inventory report — «by serial numbers». Such a report cannot be closed if a serial number is found during the count that is not listed in the program's warehouse records. This is because a serial number cannot appear out of nowhere, and you need to search for an error in the movement documents.
Often, when such a situation arises, you will find another serial number in the report but with a shortage. This means that one serial number was entered during the sale, but another was given to the customer. This error can be corrected in Torgsoft with a single action.

Stock balances and product movement with serial numbers

The «Warranty accounting» mode displays all stock balances of warranty products by serial numbers.
The movement of each serial number is tracked. This feature is useful in situations where the data in the program does not match reality, and the serial number we see on the shelf is missing in the program.
The manager can review the serial number's history, trace the sequence of events, and identify the cause of the error.

Warranty repair

If a product is returned under warranty, the function «Warranty product accounting by serial numbers» transfers the information to the «Repair and warranty service» mode. In this mode, warranty repairs are recorded, and the warranty period for the product is extended.

Important detail before starting serial number accounting in Torgsoft

To start serial number accounting for a specific product, its stock must be 0 — you cannot simply assign serial numbers and warranties to an existing batch of products.
If you need to enable serial number accounting for products already in stock, you must first return the product to the supplier in the program, enable the settings, and then re-stock the product according to the new accounting rules.

Requirements for using the additional option:

• Torgsoft Ultra or Terminal license
• Additional option «Warranty product accounting by serial numbers»

Webinar "Warehouse accounting by serial numbers"

• How to start serial number accounting
• Receipt of products with serial numbers
• Sale, internal movements using serial numbers
• Inventory by serial numbers
• Control of product receipt after return to the supplier
• Viewing reports on products under warranty
• How to add a barcode from the receipt to the warranty card?
• Can product movement be carried out without entering a serial number, and how?
• Is it possible to print a return invoice with comments on the reason for the return?
• Can an exchange be made immediately after the sale?