A serial number identifies one unit of an item. When an item has serial numbers, Frappe Books keeps a Serial Number record for each unit. The status of the record shows if the unit is in stock.
Turn On Serial Numbers
Serial numbers need inventory. Turn on Enable Serial Number in the Features section of the inventory settings. Then save the settings and reload Frappe Books.
Set Up an Item
- Open the item, for example from Sales > Sales Items in the sidebar.
- Make sure that Track Inventory is selected.
- Select Has Serial Number.
- Optional: Enter a Serial Number Series, such as
SN. - Click Save.
Has Serial Number shows only when Track Inventory is selected. You can select Track Inventory only on a new item.
Serial Number Series
When you save a purchase receipt or a Material Receipt, Frappe Books adds the missing serial numbers of the item from its series. This also applies to the purchase receipt that a purchase invoice makes.
Frappe Books adds a dash and a number to the series, starting at 1001. For example, the series SN gives SN-1001, SN-1002, and so on. It skips the numbers that are already used. A series cannot contain /, ?, &, =, or %.
Enter Serial Numbers
Each row of an item with serial numbers needs one serial number for each unit.
- Add the item to the document and enter the quantity.
- Click the Edit row button at the end of the row. On a phone, tap the row.
- In Serial Number, enter one serial number on each line. You can also separate them with commas.
Frappe Books also fills the serial numbers in these documents:
| Document | What Frappe Books Does |
|---|---|
| Shipment | Fills the serial numbers that came in first at the location of the row. |
| Sales invoice, purchase invoice | Passes the serial numbers to its shipment or purchase receipt. If Serial Number is empty, that document fills them. |
| Point of Sale | Fills the serial numbers from the stock of the POS inventory. |
In other stock movements, enter the serial numbers yourself. If you change the quantity later, check the serial numbers again.
The Serial Number List
There is no sidebar item for serial numbers. Search for Serial Number in Quick Search and open the List result.
Frappe Books makes a serial number when a new one comes into stock, so you do not have to make them first. To make one before you use it, click New in the list, and enter the Serial Number and the Item.
You cannot delete a serial number that a document uses.
Serial Number Status
You cannot change the status yourself. Frappe Books changes it when you submit a document:
| Status | Meaning | Set By |
|---|---|---|
| Inactive | The unit is not in stock. A serial number that you make by hand starts with this status. | A Material Issue, the raw materials of a Manufacture, or a return of a purchase receipt |
| Active | The unit is in stock. | A purchase receipt, a Material Receipt or Material Transfer, the finished goods of a Manufacture, or a return of a shipment |
| Delivered | A shipment sent the unit to a customer. | A shipment |
When you cancel a document that took the unit out, the status changes to Active. When you cancel a document that only brought the unit in, it changes to Inactive. When you cancel a return of a shipment, it changes back to Delivered.
Rules for Serial Numbers
Frappe Books shows an error and does not save or submit the document in these cases:
- The number of serial numbers is not equal to the quantity.
- A serial number belongs to a different item, or shows more than one time in the document.
- A serial number that goes out is not in stock at the source location.
- A serial number that comes in is already in stock.
- On a return, a serial number is not on the original document, or is returned already.
You also cannot cancel a document that brought a unit into stock after the unit went out again.
Serial Numbers in Reports
The Stock Ledger has a Serial Number column with one row for each serial number. The Stock Balance has a Serial Number filter that shows the stock of each serial number.