Accounting for warranty goods by serial numbers is a Torgsoft option that keeps records of each product unit by its unique serial number and prints a warranty card at the time of sale.
When goods are received into the warehouse, the inventory specialist enters the serial numbers of the units. At the time of sale, the cashier scans or enters the number, the program links this unit to the customer, records the date, and prints or offers to print a warranty card according to the settings. When a customer makes a warranty request, the serial number allows you to see the sale date, customer, and warranty validity period.
The option is suitable for stores selling mobile phones, household appliances, tools, watches, optics, bicycles, and other goods with warranty obligations. The connection terms depend on the Torgsoft license and version — check them in the option requirements below.
Warranty under control for every serial number
Link a product unit to a customer, print a warranty card, and see the remaining warranty by number.
What serial number accounting is
The need for serial number accounting arises when each product unit has its own unique number. For such goods, you need to see the full path of an individual unit — from receipt into the warehouse to sale to the customer, print a warranty card, and after the sale store the data and calculate the warranty obligation period.
The Torgsoft option keeps such accounting in three modes: warranty, strict warranty, and warranty accounting without serial numbers. For each product, you choose your own mode and set the warranty period.
Basic concepts
Serial number
A unique number of an individual product unit used to track it in the program.
Warranty card
A document printed at the time of sale that confirms the warranty for the product.
Warranty period
The period of warranty obligations. The program calculates the remaining period for each number.
Warranty accounting
Basic mode: the serial number is entered at receipt and sale without match verification.
Strict accounting
The program checks the uniqueness of the number and its availability in the warehouse.
Without serial numbers
Warranty accounting and card printing for goods that do not have a unique number.
Who this option is for
Mobile phones and gadgets
Each device has a unique number. It shows when the product was sold and whether the warranty is valid.
Household appliances and electronics
Warranty periods are long, so period control and card printing are needed.
Tools and equipment
Serial numbers at receipt and sale plus an automatic warranty card.
Watches, optics, bicycles
Goods with a warranty where it is important to keep the sale date and customer.
Who does not need it. Stores where goods have no warranty obligations and do not require a card — for example, food products, small consumables, or goods without a warranty period.
When to connect it immediately
- you sell appliances or other goods with a warranty period;
- you issue a warranty card to the customer;
- you handle warranty repair and search for goods by serial number;
- you want to see the path of each unit from receipt to sale.
What tasks the option solves
How it looks before and after
Before
Warranty data is kept in a notebook or Excel, and cards are filled in by hand. When a customer contacts the store, the salesperson spends a long time searching for the sale date and warranty period, and the serial number on the shelf does not always match the documents.
After
Each unit has a serial number in the database, and the card is printed at the time of sale. By number, you can see the customer, sale date, and remaining warranty, and the product movement can be traced from receipt to sale.
How it works: 6 steps
Setup. Choose the accounting type for the product — warranty, strict warranty, or without serial numbers — and set the warranty period.
Receipt. During posting, the inventory specialist enters the serial numbers of the units. In strict accounting, the program checks the uniqueness of the number and searches for a match in the database.
Sale. The cashier enters or scans the serial number. The program links the unit to the customer and records the sale date.
Warranty card. Depending on the setting, the card is printed automatically, offered for printing, or not printed.
Period control. Torgsoft calculates the remaining warranty for each serial number.
Warranty request. By serial number, the sale date, customer, and remaining warranty are visible. In repair mode, the product is found by the same number.
Important. To enable serial number accounting for a specific product, its stock quantity must be 0. If the product is already in stock, first return it to the supplier in the program, enable the setting, and then post it according to the new accounting rules.
Try it in your business
Download the demo version for 30 days and configure serial number accounting for your own assortment. All data remains on your computer.
Option capabilities
Scenarios by niche
Mobile phone store
Strict warranty accounting: each serial number is unique. During return, the program checks whether this exact device was sold, so third-party goods cannot be processed.
Tool store
Warranty accounting: serial numbers are entered at receipt and sale, and the warranty card is printed automatically according to the template.
Optics and watches
Accounting without serial numbers for goods with a warranty period but without a unique number. The program still prints the card and calculates the period.
Example
An electric tool store keeps strict warranty accounting. A customer brings in a broken drill. The salesperson enters the serial number, and the program shows: the product was sold three months ago, and the warranty is valid for another nine months. The request is created in repair mode using the same number.
Previously, searching for the sale date took time and did not always give a result. Now the entire history of the unit is available by serial number. The example is illustrative.
Which options and equipment it works with
- Repair and warranty service — creating warranty repair requests with product search by serial number.
- Torgsoft licenses — the option works on Start, Ultra, and Terminal.
- Barcode scanner — quick entry of the serial number at receipt and sale.
- Printer — printing warranty cards and product movement documents.
Comprehensive automation. Serial number accounting together with the repair and warranty service option provides a full cycle: from product receipt and sale with a card to warranty repair by the same number.
Price and connection terms
How to connect
- Download the demo version and test accounting on your own assortment.
- Request a consultation to choose the required accounting mode.
- Connect the option to your Torgsoft license.
Frequently asked questions
What is accounting for warranty goods by serial numbers?
It is an additional Torgsoft option that keeps records of each product unit by its unique serial number, prints a warranty card at the time of sale, and calculates the warranty period.
How do the three accounting modes differ?
Warranty accounting requires entering a serial number without match verification. Strict accounting checks uniqueness and availability of the number in the warehouse. Accounting without serial numbers keeps warranty and card data for goods without a unique number.
Can warranty be kept without serial numbers?
Yes. The mode without serial numbers is suitable for goods with a warranty period but without a unique number. The program still prints the card and controls the period.
Why can’t accounting be enabled for a product that is already in the warehouse?
The product quantity in the warehouse must be 0. If the product is in stock, first return it to the supplier in the program, enable the setting, and then post it according to the new rules.
Is the warranty card printed automatically?
It depends on the setting. The card can be printed automatically at the time of sale, offered for printing, or not printed.
Can the warranty card template be configured?
Yes. The card template is configured separately for each product type.
How can I check how much warranty remains?
Torgsoft calculates the remaining warranty for each serial number, so the period is visible immediately when searching for the product.
What does strict warranty accounting do during a return?
The program checks whether this serial number was actually sold and also detects repeated receipt of a unit that was already returned to the supplier.
How is inventory by serial numbers carried out?
There is a separate type of statement for this. It will not close if a serial number is found that is not in stock in the program, so an error in movement documents is visible immediately.
Which licenses does the option work with?
The option is available on Torgsoft Start, Ultra, and Terminal licenses.
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