Serial Inventory View Form

 

The "Serial Inventory View form" Tool Bar Icon

 

(Enlargement)

 

Introduction

Using the Serial Inventory table is entirely at the user's option.  The user may create Serial Inventory records so that both the Active POS system and the user can access them later.  Each Serial Inventory record is unique due to the fact that no two Item and Serial Number combinations may be the same.  If the user attempts to 'Save' a new Serial Inventory record with the same Item and Serial Numbers paired in an existing record, the system will not allow it.  To illustrate you will see in fig. 1 that the same Item exists in every record shown, but in each of those records the serial number is different.  Therefore it is allowed.  Conversely, the system allows the same serial number to exist in more than one serial inventory record in the table (not illustrated), as long as the Item Number in each of those records is different.  Another way of saying it perhaps is that the Primary Key in this table is the Item Number and Serial Number combination.  Those of you that use the Customer-Item table found within Active Accounting will see some parallels to what we are discussing.

 

Process

·         Any Item needing to be serialized should have the Serialized field in the Item record set to "Y" to mean "Yes, it should be serial numbered."

·         After creating the needed Serial Inventory records, the POS system needs to be updated through the POS posting routine.

·         When adding the serialized Item to the POS sales screen the user will be prompted for the required serial number.  It may be entered using the keyboard or scanned using a bar code reader.  It must match the serial number in a Serial Inventory record.

·         A POS invoice can be printed and the Serial Number will be printed next to the Item it is associated with.

·         Update POS information to Active Accounting using the POS posting routine.

·         An AR Invoice History record will be created in Active Accounting as illustrated in fig. 6

·         The Customer, Purchase Date and Invoice Number fields will automatically be added to the Serial Inventory record.

·         User may use the Serial Inventory View for future look-up or verification when necessary.

 

Forms

Serial Inventory records are saved in a table accessible from the S/N Serial Inventory View form shown in fig. 1.  The Serial Inventory View window is opened from the main menu by selecting:  File, View, Inventory, and then Serial Inventory.  The user may modify their layout of this form to alter its' appearance.

 

Serial Inventory View fig. 1

 

The user may then right click in the view to have the pop-up menu to appear as represented in fig. 2.

 

Serial Inventory Pop-up menu fig. 2

 

Left clicking on New will present the user with the S/N Serial Inventory F/M Add Mode form that will accept new information keyed in to create and save a new Serial Inventory record.  Generally the user will only add the desired Item Number representing the Item to be serialized and the actual Serial Number. of that individual Item and then 'save' the record.  The system will update the record with the Customer, Purchase Date, and Invoice Number when and if the Item is sold through the Active Point of Sale system and POS information is updated to the Active Accounting system.

 

Serial Inventory Add fig. 3

 

If the user selects Open they will be presented with the S/N Serial Inventory F/M Change Mode form that will accept changes to the Serial Inventory record selected.  It is not foreseen that the user will have need to change any information on this form unless it is to correct an error.

 

Serial Inventory Change fig. 4

 

Selecting View will present the user with the S/N Serial Inventory Single Record View form that will allow the contents of the particular Serial Inventory record to be safely viewed but not changed.  It is suggested that for parts serial number look up, this form is the one that should be used.

 

Serial Inventory Single Record View fig. 5

 

 

Fig. 6 below serves to illustrate the resulting history record of the Invoice from the POS sale involving a serialized Item.  Notice that the serial number is added to the comment field in the Invoice Detail.  This insures that the serial number sticks with the particular Item on the sale that it relates to.  Naturally, the serial number printed next to the serialized Item on the original POS Invoice also.

 

Serial Inventory Invoice Example fig. 6

 

Fields on this Form

Item Number - The unique identifier of an Item.  The same Item Number may appear many times in the Serial Inventory table.

Serial Number - A Serial Number that has been assigned to the individual Item must be keyed into this field.  It may be quite lengthy.  The same Serial Number may appear in the Serial Inventory table any number of times along as the Item number is different in each use.  However possible this may occur, we would consider it coincidental at best.

Customer Number - The system will fill in the Customer Number and description fields when this particular serialized inventory is sold through the POS system and after POS has been posted to Active Accounting.

Purchase Date - The system will fill in the Purchase Date field when this particular serialized inventory is sold through the POS system and after POS has been posted to Active Accounting.

Invoice Number - The system will fill in the Invoice Number when this particular serialized inventory is sold through the POS system and after POS has been posted to Active Accounting.

 

 

 

End of Serial Inventory Help Topic