Serial numbers

Track individual units of products with serial numbers

Serial numbers let you track each individual unit of a product — one by one. This suits expensive products, electronic devices and anything else where you need to know exactly which unit was purchased, where it is, when its warranty expires and who it was sold to. Each serial number has its own status, location and history of movements, so it can be traced all the way from purchase to sale and returns.

The product must use serial number tracking. Only products set up with the tracking method Serial number (trackingMethod = SERIAL) appear in the product filter and can have serial numbers registered. You set the tracking method on the product itself under Products. If you track groups of units from the same lot, use Lot numbers instead.

Serial numbers are created on goods receipt. When a serial-tracked product is received on a goods receipt, you enter one serial number for each unit received in the Serial numbers column on the line (marked “SN#”), separated by commas. The number of serial numbers must match the quantity received exactly and each serial number may appear only once — otherwise PayGo rejects the receipt with an error message. Each serial number is created with the status Available, the receipt date as its purchase date, the line’s purchase price and the warehouse the goods were received into, and gets its own Purchase movement. If any of the serial numbers is already registered on the same product, the whole receipt is rejected.

You reach the page under Products & stock → Serial numbers. At the top there are two buttons: Refresh to reload the list and New serial number (the blue primary button) to register a new unit.

Enlarge

Serial numbers with product, status, location, customer and purchase date

Search and filtering. Above the table is a filter card with three fields: a search field where you type “Search by serial number…” (searches the serial number itself), a status filter (Status) and a product filter (Product). The product filter shows only products that use serial number tracking, and you can search it by name or SKU. In addition, you can filter directly in the header of the Status column in the table and sort by Purchase date by clicking the column header. The status filter offers the same statuses that are explained in the status table below.

Column	Description
Serial number	The serial number itself, shown in a fixed-width font (monospace) so it is easy to read.
Product	The name of the product with the SKU below it in smaller, grey text.
Status	Colour-coded status of the unit (see the status table below). You can filter by status in the column header.
Location	The unit’s current warehouse (e.g. Aðallager Reykjavík). “-” is shown if no warehouse is recorded on the unit.
Customer	The customer who bought the unit. Shown only when the status is Sold, otherwise “-”.
Purchase date	Date of purchase in the format DD.MM.YYYY. The list can be sorted by this column.
Actions	The Details and History buttons for each row.

At the bottom of the table you can see the total count (“Total X serial numbers”) and choose how many rows are shown per page (20, 50 or 100 — 50 by default).

Open the new entry form

Click “New serial number”. The “Create serial number” dialog appears with two tabs: “Manual entry” and “Scan barcode”.

Scan a barcode (optional)

On the “Scan barcode” tab the camera opens. When a barcode is scanned a confirmation appears (“Barcode scanned”), the value is moved automatically into the serial number field and the dialog switches back to “Manual entry”.

Fill in the fields

Enter (or scan) the serial number and fill in the fields that apply: purchase date, purchase price, warranty expiry and notes. Note: as the dialog currently stands, no options appear in the Product dropdown or in Current location, so you cannot select a product or location in it.

Save

Click “Create”. The button turns green and shows “Saved”, and the new serial number appears at the top of the list. A newly registered serial number automatically gets the status Available.

View details and history

In the list, use “Details” to see all values of the unit and “History” to see a timeline of all its stock movements.

Field	Description	Required
Serial number	Unique serial number of the unit. Typed in or scanned. Must be at least 3 characters.	Yes
Product	The product the unit belongs to. Required, but the dropdown is currently empty (no options), so a product cannot be selected in the current version.	Yes
Status	Initial status. A newly registered unit is, however, always set to Available on the server regardless of the selection.	Yes
Current location	Warehouse/location where the unit is stored. The dropdown is currently empty (no options).	No
Purchase date	Date of purchase (DD.MM.YYYY).	No
Purchase price	Purchase price of the unit in krónur (e.g. 45.000 kr.).	No
Warranty expiry	Date when the warranty of the unit expires.	No
Notes	Free text with notes about the unit.	No

New entry is not fully finished in the current version. The product dropdown in the new entry dialog is empty and Product is a required field, so registering a new serial number cannot be completed on this page as it currently stands. The same applies to Current location. Register serial numbers instead when the product is received on a goods receipt (see above).

Serial numbers must be unique for each product. If you try to register a serial number that already exists on the same product, you get the error “Serial number ... is already registered for this product”. The same serial number can, however, be used on different products. If the product does not use serial number tracking, you get the error “Product does not use serial number tracking”.

The Details dialog. When you click “Details”, a dialog opens with all the information about the unit in a summary table: Serial number, Product (with SKU), Status, Location, Purchase date, Purchase price, Warranty expiry, Customer, Notes and “Created” (date and time of registration). Click “Close” to close the dialog.

The History dialog. “History” opens a timeline of all stock movements linked to the serial number, newest first. Each entry shows the movement type, date and time, who recorded it and a note if there is one. If there are no movements, “No movements recorded for this serial number” is shown.

Movement type	Meaning
Purchase	The unit was purchased / received into stock.
Sale	The unit was sold to a customer.
Return	The unit was returned.
Adjustment	Manual adjustment of the unit.
Transfer	The unit was moved between locations/warehouses.

Unit status. The status tells you where in the process the unit is. It updates automatically when the unit goes through a sale, return and other movements. This page has no buttons for changing the status manually or deleting a unit — only Details and History — so status changes happen through PayGo's processes.

Status	Colour	Meaning
Available	Green	The unit is in stock and available for use. Default status of new serial numbers.
Sold	Grey	The unit has been sold to a customer. The customer is then shown in the list and in the Details dialog.
Returned	Orange	The unit was returned by a customer.
Damaged	Red	The unit is damaged.
Allocated	Blue	The unit is reserved for an order or transfer.
Quarantined	Yellow	The unit is in quarantine/quality inspection.
Scrapped	Reddish	The unit has been written off.

The status updates automatically on sale and return. When a unit is sold, it gets the status Sold together with the sale date and a link to the customer and invoice. When a sold unit is returned, it moves to Returned with the return date. The processes take care of status changes entirely — this page does not offer manual changes.

Status transitions are restricted in the backend. PayGo only allows certain status transitions (e.g. only a unit with the status Sold can be returned), and an invalid transition returns the error “Invalid status transition”. Likewise, a unit that has any stock movements cannot be deleted, and only units that are Available and have no movements may be deleted. These rules are implemented in PayGo's backend/API — they are not actions you perform from this page, as there are no delete or status-change buttons here.

Use barcode scanning when registering serial numbers to speed things up and avoid typing errors — especially when many units come in at once.

Fixed prices

Lot numbers