ADD SERIAL NUMBERS Window

GENERAL DESCRIPTION

The window Add Serial Numbers is the module for capturing and validating serial numbers during the processes of entering merchandise into inventory. This window appears automatically when products configured to use serial numbers are received, replacing the traditional "quantity" field with an individual serial number capture system.

This window is essential to guarantee the traceability from the source, ensuring that each unit that enters inventory is duly identified and registered with its corresponding serial numbers.

⚠️ AUTOMATIC ACTIVATION: This window opens automatically when:

  • A product that has serial number usage enabled is entered.
  • A purchase order containing products with serial numbers is received.
  • Any inventory inbound movement is made for serialized products.

WINDOW INTERFACE

The window is organized into three clearly differentiated areas:

Top Area - Serial Number Capture Fields

Up to three text boxes to enter the different types of serial numbers configured for the product:

  • Serial 1 field: First identifier (e.g., Serial number, IMEI, main code).
  • Serial 2 field: Second identifier (e.g., Production batch, manufacturing date).
  • Serial 3 field: Third identifier (e.g., Expiry date, additional code).

Note: The number of visible fields depends on how the product was configured in the creation/edition window. If the product only uses one type of serial number, only one field will be shown.

Middle Area - List of Registered Serial Numbers

A table that shows all the serial numbers that have been captured up to now:

  • Real-time display: As serial numbers are added, they appear immediately in this list.
  • Automatic counter: Shows how many serial numbers have been registered.
  • Columns: Display the values of the three serial fields entered.

Bottom Area - Action Buttons

Two main buttons to manage the process:

  • Button "Add": Captures the values entered in the text fields and adds them to the list of registered serial numbers.
  • Button "Done, serial numbers": Finishes the capture process, telling the system that no more serial numbers will be added. The total quantity of units to be entered is calculated automatically according to the number of registered serial numbers.

AUTOMATIC SYSTEM OPERATION

Kardex Tauro implements validations and automatic calculations to guarantee data integrity:

Automatic Quantity Calculation

  • Smart inference: The system does not allow entering the quantity manually when the product uses serial numbers.
  • Automatic count: The quantity of units to be entered is determined automatically by counting the number of serial numbers registered in the list.
  • Example: If you add 15 different serial numbers, the system will understand that you are entering 15 units of the product.
  • Advantage: Eliminates typing errors where a quantity different from the number of captured serial numbers is entered.

Unique Serial Number Validation

For products configured with unique serial numbers, the system implements strict validations in real time:

  • Duplicate check: When clicking "Add", the system immediately checks whether the serial number already exists in inventory.
  • Error message: If it detects that the serial number is already registered (whether in this product or in another), it shows a clear message indicating the duplicity.
  • Automatic block: It does not allow adding the serial number to the list until a truly unique value is entered.
  • Global search: The validation is performed across the entire database, not only in the current product or in the temporary list.

Repeated Serial Number Validation (Lots)

For products with repeated serial numbers:

  • Allows duplicates: The system allows multiple units to share the same batch number.
  • Format validation: It verifies that the serial number complies with the established minimum format (minimum 3 characters).
  • Automatic grouping: It identifies how many units belong to each batch for reports and traceability.

Required Field Validation

  • Main field required: The first serial field is always mandatory.
  • Secondary fields optional: Fields 2 and 3 may be optional according to the product configuration.
  • Validation when adding: The system verifies that the mandatory fields are complete before allowing the serial number to be added to the list.

WINDOW USE CONTEXTS

The Add Serial Numbers window can appear at different moments of the operational flow, with different implications:

During Direct Inventory Receipts

Scenario: Merchandise is physically received and registered directly in inventory.

Flow:

  1. The merchandise arrives at the warehouse.
  2. The inventory receipt window opens.
  3. The product with serial numbers is selected.
  4. The "Add Serial Numbers" window opens automatically.
  5. The serial numbers of each physical unit received are captured.
  6. Click on "Done, serial numbers".
  7. The entry is completed with the exact quantity of serial numbers captured.

Key feature: The serial numbers are known and captured at the same moment as the entry.

During Purchase Order Receipt

Scenario: Merchandise is received against a previously created purchase order.

Flow:

  1. The purchase order to the supplier is created (without serial numbers, because they are not yet known).
  2. When the merchandise arrives, the purchase order reception window opens.
  3. When selecting the product with serial numbers, "Add Serial Numbers" opens automatically.
  4. The real serial numbers that come with the received merchandise are captured.
  5. It is completed with "Done, serial numbers".
  6. The purchase order is closed and the inventory is updated with the specific serial numbers.

Key feature: Serial numbers are captured only at the moment of receiving, not at the moment of creating the purchase order, because that is when the real serial numbers delivered by the supplier are known.

During Customer Returns

Scenario: A customer returns a product that originally had a serial number.

Flow:

  1. The returned product is received.
  2. The return window opens.
  3. The serial number of the returned product is captured.
  4. The product re-enters inventory with its original serial number.

Key feature: It allows maintaining complete traceability of the product lifecycle.

During Inventory Adjustments

Scenario: Unregistered products are found or stock on hand needs to be corrected.

Flow:

  1. The need for adjustment is identified.
  2. The inventory adjustment window opens.
  3. The serial numbers of the products found are captured.
  4. The inventory is updated with the new serial numbers.

DETAILED WORKFLOW

Step-by-Step Process for Serial Number Capture

Step 1: Preparation

  • Have the physical merchandise at hand with its serial number labels visible.
  • If you have a barcode reader, connect it and verify its operation.
  • Open the corresponding entry or reception window.

Step 2: Automatic Opening

  • When selecting the product with serial numbers, the "Add Serial Numbers" window opens automatically.
  • Verify that the text fields correspond to the configured serial types.

Step 3: Capturing the First Serial Number

  • Position the cursor in the first text field (Serial 1).
  • Manually type the serial number or use the barcode reader.
  • If the product has multiple serial fields, complete the additional fields (Serial 2, Serial 3).

Step 4: Add to the List

  • Click the button "Add".
  • The system automatically validates:
    • That the required fields are complete.
    • That the unique serial number is not duplicated (if applicable).
    • That the format is valid.
  • If the validation is successful, the serial number appears in the list below.
  • If there is an error, the system shows a message and does not add the serial number.

Step 5: Repeat for Each Unit

  • Repeat steps 3 and 4 for each physical unit of the product.
  • Observe how the list grows and the counter increases.
  • The text fields are cleared automatically after each "Add" to make it easier to capture the next serial number.

Step 6: Finish the Process

  • When you have captured all the serial numbers of the received merchandise, click on "Done, serial numbers".
  • The system closes the window and returns to the entry/reception window.
  • The quantity of units is updated automatically with the number of serial numbers captured.
  • Complete the entry/reception process normally.

Error Correction During Capture

If you add an incorrect serial number:

  • Locate the incorrect serial number in the list.
  • Click the Delete button (X icon)
  • Enter it again correctly

If the system rejects a serial number as duplicated:

  • Check whether the serial number was already captured earlier in this same session.
  • Check whether the serial number already exists in inventory (it may be a used or refurbished product).
  • Correct the serial number and try to add it again.

If you need to cancel the process:

  • Close the "Add Serial Numbers" window without clicking "Done, serial numbers".
  • The system will cancel the product receipt.
  • No serial number will remain temporarily registered.

INTEGRATION WITH BARCODE SCANNERS

The Add Serial Numbers window is optimized to work with barcode readers, significantly speeding up the capture process.

Scanner Configuration

  • Keyboard mode: Most USB readers work as keyboards, entering characters automatically.
  • Enter suffix: Configure the reader so that it sends an "Enter" after each reading (typical default configuration).
  • Encoding: Make sure that the reader supports the barcode type of your serial numbers (Code 128, Code 39, Data Matrix, etc.).

Workflow with Scanner

Quick method (a single serial field):

  1. Click the Serial 1 field.
  2. Point the scanner at the barcode.
  3. Press the scanner button.
  4. The serial number is entered automatically.
  5. Press Enter or click "Add".
  6. Repeat for the next product.

Method with multiple fields:

  1. Manually complete fields 2 and 3 if they are necessary (e.g., batch, expiry date).
  2. Use the reader for field 1 (main serial number).
  3. Click "Add".
  4. Repeat the process.

Advantages of Using a Scanner in this Window

  • Extreme speed: Serial number capture in milliseconds.
  • Zero typing errors: It eliminates transpositions, omissions or incorrect characters.
  • Massive productivity: It allows processing hundreds of serial numbers per hour.
  • Ergonomics: It reduces fatigue in large-volume receptions.
  • Guaranteed traceability: Each serial number is perfectly recorded.

Troubleshooting the Scanner

The scanner does not capture anything:

  • Verify that the cursor is in a text field.
  • Confirm that the reader is connected and turned on.
  • Test the reader in a text editor (Notepad) to verify its operation.

The scanner captures incorrect characters:

  • Clean the barcode label.
  • Verify that the reader supports the code type.
  • Adjust the reading distance and angle.

The scanner does not send "Enter" automatically:

  • Configure the reader using its configuration codes (manufacturer's manual).
  • Or press Enter manually after each reading.

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