Assigning Serial Numbers to Purchases in AltheaSuite
AltheaSuite allows you to assign serial numbers either at the time of purchase or after the goods have been received. Here’s how the process works:
1. Creating a Purchase Document
- Navigate to the Purchases module and create a new purchase order.
- Choose the supplier (e.g., GE) and add the items with quantity and cost.
- When you hit Create, AltheaSuite prompts you to enter serial numbers for the items.
2. Assigning Serial Numbers Immediately or Later
If you don’t yet have the serial numbers at the time of creation (which is common when goods are in transit or awaiting unpacking), you can skip this step and save the purchase document. Inventory quantity is updated, but serial numbers remain unassigned.
3. Assigning Serials Post-Creation
- Open the saved purchase document in View mode.
- Access the context menu of the line item and click Assign Serials.
- Enter or generate serial numbers manually—AltheaSuite lets you save partial entries if only a subset of serials is known at the time.
4. From PO to Purchase Conversion
For those working through the Purchase Order (PO) workflow:
- After creating a PO, use the Receive Goods option once the shipment arrives.
- A purchase document is created from the PO.
- Later, once serials are available (often after unpacking or receiving the invoice), you can follow the same steps above to assign serials.
Assigning Serial Numbers to Invoices in AltheaSuite
Serial number tracking continues into the sales process, ensuring every delivered appliance is accounted for and linked to a customer record.
1. Creating a Sales Invoice
- Go to the Sales Invoices module and start a new invoice.
- Select the customer, then choose an item from inventory.
- If desired, assign a warranty at this stage.
2. Assigning Serial Numbers During Invoice Creation
- Click the context menu on the line item.
- Select Assign Serial Numbers.
- From the dropdown, pick a serial number from your available stock. AltheaSuite clearly indicates which serials are in hand or already committed.
3. Assigning Serials After Invoice Creation
- If you didn’t assign a serial at invoice creation, open the invoice in View mode.
- Use the same context menu to assign the serial numbers before delivery.
4. Managing Pending Deliveries
Unassigned serial numbers will block delivery, ensuring no item is shipped without proper tracking.
- Navigate to Pending Deliveries.
- View the relevant invoice and assign serials from this queue if not already done.
Why This Matters: Benefits for Appliance Retailers
Warranty & Service Management
With serial numbers assigned to each sale, tracking warranty periods and managing service requests becomes seamless.
Inventory Accuracy
Serial-level tracking helps prevent inventory discrepancies, duplication, or loss—especially for high-value items like refrigerators, washers, and ovens.
Compliance & Recall Readiness
In case of recalls, having serial numbers linked to customers allows for precise communication and product traceability.
Flexible Workflow Integration
Whether you assign serials during receiving, after unpacking, or at the time of sale, AltheaSuite adapts to your process without disrupting operations.
Enhanced Customer Trust
A serialized purchase record gives your customers confidence, knowing their product and warranty details are documented accurately.
Conclusion
AltheaSuite simplifies the complex process of managing serialized inventory across the purchase and sales lifecycle. Whether you’re a single-store appliance retailer or a multi-location operation, properly assigning serial numbers in AltheaSuite ensures accurate inventory, smooth deliveries, and exceptional after-sales support. It’s a small process with a big impact—one that enhances traceability, accountability, and customer satisfaction.
If you’d like to learn more about setting up serial number workflows in AltheaSuite, our team is ready to help. Reach out for a demo or personalized walkthrough.
