Serial numbers can be added either during PO reconciliation or afterward from the stock section. Just make sure the item is first marked as "Serialized Material."
🔵 Path A — During PO Reconciliation | 🟡 Path B — After Reconciliation (from Stock) |
Enter serial numbers as you receive each item | Add serial numbers to already-received stock |
Best when you have the physical items and their serial numbers in front of you at the time of receiving. The serial number field appears inline in the reconcile form when you click Edit QTY. | Best when you reconciled first and want to add serial numbers later, or when you're onboarding existing inventory. Use Edit Availability in the Stock section. |
➡️ Step 1 - Mark the item as a serialized material.
Go to your Catalog or Stock and click on the item
Click on "Edit Material"
Activate the "Serialized Material" option
➡️ Step 2a - Adding serial numbers during PO Reconciliation
Open the PO and begin the reconciliation process (remember the item needs to be marked as serialized beforehand).
When reconciling each item, you will see a field to enter the serial number directly; click on Edit QTY to add the serial number.
➡️ Step 2b - Adding serial numbers after reconciliation (from Stock)
Go to Stock and find the item
Click on "Edit Availability"
Enter the serial numbers from ther
Note: You can have as many serial numbers per material as you have on hand. For example, if you have 5 units on hand, you can add up to 5 serial numbers. This must be done material by material
Once it’s active, go back to the item and click on “Edit Availability”:
And select the serial number here:
A few things to keep in mind:
You can have as many serial numbers per material as you have on-hand quantity for. For example, if you have 5 on hand, you can have up to 5 serial numbers.
This has to be done material by material. If you have a large number of materials to update, please email the list to [email protected] in an Excel file and we can have engineering upload it for you.
The file should include: Material Name + Item # + Location + Quantity on Hand + Serial Number.
➡️ Best practices
✅ Mark the item as serialized before your first PO for it, not after.
If you reconcile a PO first and mark the item serialized later, you'll need to go back and add serial numbers manually via Stock instead of catching them inline during reconciliation.
✅ Have your physical count and serial numbers ready before starting reconciliation.
The inline field during Path A is convenient, but it goes faster if you're not searching for labels mid-reconciliation.
✅ If you're onboarding a large existing inventory with many serialized items, don't do it one by one.
See the bulk option under Common issues & fixes below.
➡️ Common issues & fixes
"I have a large number of materials that need serial numbers added; doing this one by one will take forever."
This has to be done material by material through the admin today. If you have a large list, email it to [email protected] in an Excel file, and we can have engineering upload it for you. The file should include: Material Name + Item # + Location + Quantity on Hand + Serial Number.}
"I need to find the serial number for an item I received a while ago, but I can't see it on the PO."
Today, serial numbers aren't shown in a consolidated view on the PO itself; you have to open each item individually and check its Activity tab to find the serial number tied to that receipt. There's an open feature request to show all serial numbers associated with a PO directly on the PO view, similar to how receipt details are displayed, you can add your vote here: Serial Numbers visible on PO view. In the meantime, check the Purchase Orders: Activity Tab on each item for that detail.
"I marked an item as serialized, but I don't see anywhere to add the serial number." Double-check you activated "Serialized Material" under Edit Material before reconciling; if the toggle wasn't on yet when you reconciled, the field won't have appeared. You can still add the serial number after the fact via Stock > Edit Availability (Path B).
➡️ FAQs
Can I add more serial numbers than my on-hand quantity for an item?
No, the number of serial numbers you can add is capped at your current quantity on hand for that material.
Do I have to add serial numbers during reconciliation, or can I always add them later?
You can do either Path A (during reconciliation) or Path B (afterward via Stock > Edit Availability); both work, whichever fits your workflow better.
Can I bulk-add serial numbers instead of doing it material by material?
Not directly through the admin, but our support and data team can load a bulk list for you, see Common issues & fixes above.
Still need help? Contact Support!
Questions about serial numbers during reconciliation? We're happy to walk you through it.