How to add serial numbers to items that carry them

For products where every unit is different - phones, laptops, appliances, jewellery - you can record each unit's serial number. When you sell one, ChecKmate records exactly which unit the customer took, so warranties and returns are easy to trace.

Step 1: Turn on unit tracking for the product

Open Products, edit the product and open the Inventory tab. Turn on Track individual units.

Then, under When is the exact one decided?, choose:

• At the till, by the cashier - the cashier scans or picks the unit at checkout. Best for a shop where the customer walks out with it.
• In the warehouse, when it is picked - for orders that are picked and packed later.

Press Update Product to save.

Step 2: Open the Units tab in Warehouse

From the Dashboard open Warehouse and go to the Units tab. Your tracked product shows how many units have serial numbers - for example 0 of 2 named and 2 to name. Press Add serial numbers.

Step 3: Enter the serial numbers

1. Under Where are they, choose where the units are kept - for example In the store, not a warehouse.
2. Set a Warranty if you like, or leave it to use the product's.
3. In Serial numbers, scan or type each one and press Enter. You can also paste a whole list. The counter shows how many you have entered.
4. Press Name to save them.

The product now shows All named.

Step 4: Sell a unit at the POS

When the cashier taps the product, ChecKmate asks Which one?. Scan or type the serial on the box, or pick it from the list.

The cart line shows the serial number, and it is kept with the sale so you always know which unit the customer took.

Good to know

• Add serial numbers whenever new stock arrives - the Units tab shows how many still need naming.
• Each serial can only be picked once, so the same unit cannot be sold twice.
• Use the search under Serialised units on the Units tab to find a unit by its serial number.