Serial Number Tracking on Invoices
Per-unit traceability for warranty & returns
Capture the exact serial number sold on each invoice line. Essential for electronics, mobiles, and any unit-tracked goods. Makes warranty claims and returns effortless.
Invoice #GST-2023-001
Generated 2 mins ago
Billed To
Tech Solutions Ltd
GSTIN: 29ABCDE1234F1Z5
What do you get out of it?
Every bill records which exact unit the customer walked out with. Months later, a service claim, an insurance query or a theft report can be answered from the invoice rather than from a photograph of a bill book page.
How does it work?
- 1
Capture the serial at the counter
When a serialised product is billed, the serial number of the unit being sold is recorded on the invoice line.
- 2
Several units, several serials
A line can carry more than one serial, so selling three identical handsets records three distinct units on one line rather than forcing three lines.
- 3
That specific unit is marked sold
Rather than reducing a count, the individual serialised record is marked as sold — so what remains in stock is a list of units you can still physically find.
- 4
The serial links the sale to the unit
Because the same serial exists on the stock record and on the invoice line, you can move in either direction: from a unit to its sale, or from a bill to the unit it covered.
What situations does it handle?
Three of the same model on one bill
Each unit's serial is recorded separately on the line. They are the same product but different objects, and the invoice keeps that distinction.
A customer returning with only the device
The serial is enough. You can find the sale from the serial alone, without needing the invoice number or their copy of the bill.
Serial plus warranty on the same line
The invoice line can carry both the serials and a warranty end date, so cover and identity are recorded together at the point of sale.
How do you get more out of it?
- Capture the serial at the counter while the box is in front of you — it is the one moment the number is easy to read.
- Selling three identical units? All three serials go on the same line, so there is no need to split the bill into separate rows.
- The serial alone reaches the invoice later, so a customer who has lost their copy is no longer a dead end.
- Record the warranty end date on the same line as the serials and a future service claim is answered from one place.
Common questions
Can I record the IMEI of each phone I sell?
Yes — the IMEI goes into the serial number field on the invoice line, and multiple units on one line each get their own. Later, the IMEI alone is enough to find the sale, the date and the warranty position.
What if I sell several identical units to one customer?
Each unit's serial is recorded on the same line. They are indistinguishable on the shelf but distinct on the record, which is the entire reason for serialising.
Does selling a serialised item reduce a stock count?
Not exactly — the specific serialised record is marked sold. The practical difference is that your remaining stock is a list of real units rather than a number, so a stock-take can actually be reconciled.
Can I trace a unit back to the customer who bought it?
Yes, where the sale was billed to a customer rather than a walk-in. The serial gets you to the invoice, and the invoice carries the customer.
Included free in every plan
Serial Number Tracking on Invoices isn't an upgrade or paid add-on. It sits inside Wiseventory alongside GST billing, inventory, POS, GSTR-1 filing and the rest. One simple price for everything.
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