Assigning
Serial Numbers to P/O Receipts and Invoices
When you receive serialized items from vendors in Purchase Orders, the program prompts you to assign serial numbers.
You use the same procedure when entering a vendor invoice, except you start with the Invoice Entry form instead of the Receipt Entry form.
To assign serial numbers when receiving serialized items:
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Open the Receipt Entry form, if you haven't already done so.
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Process the receipt as usual.
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Enter a value in the Quantity Received field, and then press either the Enter key or the Tab key to display the Serial Numbers Generation/ Allocation form.
If the correct number already appears in the Quantity Received field, and you just want to change a serial number already assigned, click the Zoom button in the Quantity column.
Note: You cannot partially invoice receipts of serialized items.
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Either accept or edit the default value that appears in the Next Serial Number field. The value in this field is the starting point for the serial numbers you will assign.
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Assign serial numbers either automatically or manually:
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Click the Auto Gen button to generate serial numbers automatically for the quantities you require, starting with the value in the Next Serial Number field.
Or
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Click the Add button for each serial number you need to create. Edit the Next Serial Number value if you don't want to assign the next sequential number.
In both cases, assigned serial numbers appear in the details grid. You can select entries in the grid to change serial numbers as required.
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Click Close.
If the Remaining value is not zero, there are still serial numbers to assign. You cannot close the form until the Remaining value is zero.
After closing the Serial Numbers Generation/ Allocation form, you can complete and post the transaction.
Assigning Serial Numbers During Receipt Entry or Invoice Entry
You can assign serial numbers when you receive serialized items, or when you create the invoice for the items, provided the item does not use the serial costing method and the Allow Serial Quantity To Be Different From The Quantity In The Entries option is selected in the I/C Items form.
Generally, there are not big differences in assigning numbers during receipt or invoicing. However, there can be an impact when using the Inventory Control Serial Inquiry report.
Note that if you chose not to assign numbers in the P/O Receipt Entry form, but did so using the P/O Invoice Entry form, the cost that appears in the Inventory Control Serial Inquiry report will be zero, as this inquiry reports only the net change from the time of receipt to invoice, not the original receipt cost. For instance, say you enter the cost of a serialized item as two dollars during receipt entry, but you don't assign the serial number. Then, you use the P/O Invoice Entry form to enter the serial number, and you change the cost of the item to three dollars. The value that appears on the I/C Serial Number Inquiry for that transaction is one dollar.
See also