Window SERIAL NUMBERS LIST

GENERAL DESCRIPTION

The window Serial Numbers List is the module for querying, traceability and individual management of products within Kardex Tauro. It allows viewing all the serial numbers or batches associated with a specific product, whether the complete inventory in the warehouse or the serial numbers involved in a specific sale.

This window is the key tool to implement granular traceability in the inventory, allowing the tracking of individual units (or specific batches) from their receipt to their issue or sale.

⚠️ ACTIVATION CONDITION: This window is only available when the selected product has the use of serial numbers configured and active in the product creation/editing window ("Other" tab). If the product does not have serial numbers enabled, the option will not appear in the context menu.

WINDOW INTERFACE

The window is organized into two main areas:

Upper Zone - Product Identification

Shows the basic information of the queried product:

  • Product code: Unique identifier.
  • Current stock on hand: Total quantity of units available in the current cost center.
  • Product name: Commercial description.

Lower Zone - Serial Numbers List

Presents a table with all the serial numbers registered for that product:

  • Complete listing: Shows up to three information fields per serial number (according to the product configuration).
  • Integrated search box: Allows quickly locating a specific serial number within the list through real-time search.
  • Print button: Generates a physical or digital report of the complete list of serial numbers.

ACCESS TO THE WINDOW

The Serial Numbers List window can be opened from two different contexts, with different features depending on the origin:

3.1 From the Inventory Window (Query and Editing)

  1. Select the product in the inventory list.
  2. Click right-click on the product.
  3. In the context menu, select the option "View Serial Numbers".
  4. The window will open showing all serial numbers currently in the warehouse for that product.

⚠️ EDIT MODE ACTIVE: When accessed from the inventory, the window allows modify existing serial numbers (see section 4 for details).

From a Sale or Consumption (View Only)

When reviewing a completed sale or consumption, the same window will show only the serial numbers that were delivered in that specific transaction.

⚠️ READ-ONLY MODE: When accessed from sales or consumptions, the window is purely informational and does not allow modifying the serial numbers, guaranteeing the integrity of the transactional history.

MODIFICATION OF SERIAL NUMBERS (Only from Inventory)

When the Serial Numbers List window is accessed from the inventory (not from sales or consumptions), the system enables editing features to correct data entry errors or update information.

Modification Process

  1. Select the serial numbers: In the lower list, select one or more serial numbers you want to modify (using Ctrl+Click for multiple selection).
  2. Modify Serial Number button: Click the button "Modify Serial Number" located in the window.
  3. Edit window: A small window will open where you can edit the serial number value.
  4. Automatic validation: The system verifies in real time that:
    • The new serial number is not duplicated (for products with unique serial numbers).
    • The format is valid according to the configured rules.
    • There are no conflicts with other serial numbers in the inventory.
  5. Confirmation: If the validation is successful, the serial number is updated immediately.

Modification Rules

✅ WHAT YOU CAN DO:

  • Correct typing errors in existing serial numbers.
  • Update batch information or expiry dates.
  • Modify multiple serial numbers simultaneously (multiple selection).
  • Replace damaged or illegible serial numbers with their correct values.

❌ WHAT YOU CANNOT DO:

  • Delete serial numbers: It is not possible to delete serial numbers from the inventory from this window. To remove serial numbers, you must perform a sale, consumption, inventory adjustment, or return to supplier.
  • Modify serial numbers from historical sales: Serial numbers already sold or consumed are immutable to maintain the integrity of the history.
  • Duplicate unique serial numbers: The system blocks any attempt to create duplicates in products with unique serial numbers.

Unique Serial Number Validation

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

  • Real-time verification: When modifying a serial number, the system immediately checks whether another product already exists with that same serial number.
  • Error message: If it detects duplication, it shows a clear message indicating that the serial number is already in use.
  • Automatic block: It does not allow saving the change until a truly unique serial number is entered.
  • Global search: The validation is performed throughout the entire system, not only in the current product.

Common Use Cases for Modification

Correction of data entry errors:

  • An employee typed a serial number incorrectly while receiving merchandise.
  • The barcode reader captured incorrect characters.

Information update:

  • The supplier corrected the batch number on the label.
  • It was detected that the recorded expiry date was incorrect.

Replacement of damaged labels:

  • The original label was damaged and the product was relabeled with a new internal serial number.
  • There is a need to standardize the serial number format across the entire inventory.

Information consolidation:

  • Unify serial number naming criteria across the entire company.
  • Correct historical inconsistencies in the database.

SERIAL NUMBER TYPES IN KARDEX TAURO

The system handles two fundamental categories of serial numbers, each with different purposes and behaviors:

Unique Serial Numbers

Definition: Identifiers non-repeatable that distinguish a specific unit from all the others, even if they are of the same product.

Features:

  • Each unit has a serial number that cannot be repeated throughout the entire system.
  • They allow tracking individual units.
  • They are permanent and immutable.
  • Generally associated with manufacturer warranties.

Typical examples:

  • IMEI number of cell phones and tablets.
  • Serial number of laptops and computers.
  • Serial number of printers, televisions, and household appliances.
  • Chassis or VIN number of vehicles.
  • Serial number of specialized tools.
  • MAC address of network equipment.

Behavior in sales:

  • When selling, the system requires selecting which specific serial numbers are being delivered.
  • Each serial number sold leaves the inventory permanently.
  • Allows associating warranties with specific serial numbers.

Repeated Serial Numbers (Lots)

Definition: Identifiers that can be repeated in multiple units of the same product, generally associated with production batches or manufacturing dates.

Features:

  • Multiple units can share the same serial number/batch.
  • They group products with common characteristics (production date, ingredients, origin).
  • Essential for quality control and expiries.

Typical examples:

  • Lot number of medications.
  • Food production lot.
  • Expiry date of perishable products.
  • Batch number of construction materials.
  • Lot of fabrics or textile materials.

Behavior in sales:

  • When selling, the batch to which the sold units belong is recorded.
  • Allows performing selective recalls by defective batch.
  • Essential for expiry date control (FEFO - First Expired, First Out).

BUSINESS CONTEXT: TRACEABILITY AND SERIAL NUMBER CONTROL

Serial number management in Kardex Tauro implements the principles of unit and batch traceability, required by international regulations and essential for modern business quality.

What is Traceability?

Traceability is the ability to track the history, location, and application of a product or component through recorded identifications. In simple terms: to know where each product came from, where it is now, and to whom it was sold.

Regulations that Require Traceability

Pharmaceutical Industry:

  • Good Manufacturing Practices (BPM/GMP).
  • Regulations of the FDA (U.S.) and INVIMA (Colombia).
  • Mandatory traceability of medications and medical devices.

Food Industry:

  • HACCP system (Hazard Analysis and Critical Control Points).
  • Sanitary regulations for consumer protection.
  • Traceability "one step forward, one step back".

Technology Industry:

  • Manufacturer warranties.
  • Control of certified products (UL, CE, FCC).
  • Recall management for manufacturing defects.

Automotive Industry:

  • Vehicle safety regulations.
  • Control of original vs. alternative spare parts.
  • Extended warranty management.

BUSINESS BENEFITS OF USING SERIAL NUMBERS

Implementing serial number management in Kardex Tauro generates significant operational, commercial, and legal advantages:

Accurate Warranty Management

  • Immediate validation: When receiving a product under warranty, it is verified whether the serial number corresponds to a sale made by the company.
  • Fraud prevention: It prevents false warranties with products not purchased at the establishment.
  • Post-sale traceability: Know exactly when, to whom, and on what date each unit was sold.
  • Automatic calculation: Determine whether the product is still within the warranty period.

Quality Control and Recalls

  • Selective recalls: If a manufacturer reports a defect in a specific batch, it is possible to identify exactly which customers received products from that batch.
  • Proactive notification: Contact affected customers before incidents occur.
  • Fast containment: Remove from the inventory only the products of the affected batch.
  • Regulatory compliance: Respond appropriately to requests from regulatory entities.

Expiry Control

  • Early alerts: Identify products nearing expiry.
  • Adequate rotation: Implement FEFO strategies to minimize shrinkages.
  • Strategic discounts: Apply promotions to products close to expiring before they deteriorate.
  • Sanitary compliance: Avoid selling expired products (legal liability).

Prevention of Losses and Theft

  • Identification of stolen products: If merchandise is recovered, it can be verified whether it belongs to the inventory by means of the serial number.
  • Internal traceability: Know which employee handled or sold a specific product.
  • Return auditing: Verify that the returned product is indeed the one that was sold.

Differentiated Customer Service

  • Complete history: Check which specific products a customer has purchased over time.
  • Precise technical support: Identify the exact model and version of the product to provide assistance.
  • Personalized offers: Contact customers who purchased complementary products.
  • Accessory management: Know which accessories are compatible with the specific serial number sold.

Purchasing Optimization

  • Supplier analysis: Identify which batches or serial numbers present more failures or returns.
  • Data-based negotiation: Use the warranty history to negotiate better terms with suppliers.
  • Detection of problematic lots: Avoid repurchasing products from batches with a high failure rate.

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