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Adding item serial numbers to a sales order (SO)
Adding item serial numbers to a sales order (SO)

Add serial numbers to sales orders to ensure accurate tracking and compliance.

Dayvid Lorbiecke avatar
Written by Dayvid Lorbiecke
Updated over a week ago

Adding serial numbers to sales orders (SO) ensures accurate tracking and compliance. Depending on the order type (Make-to-Order or Make-to-Stock), you can automatically assign or manually select serial numbers for items. Orders imported from e-commerce platforms will display warnings for missing serial numbers, which can be addressed by reverting and updating the SO.

If you sell products with serial number tracking enabled, serial numbers must be assigned to the items on a SO.

Depending on whether you are Making-to-Order or taking sales items from existing stock (Make-to-Stock), Katana will prompt you to select items from existing serial numbers or assign serial numbers automatically.

Sales orders that are imported from an e-commerce platform (e.g. Shopify, WooCommerce) and fulfilled from the e-commerce side are marked as Done in Katana. A yellow notification will appear within the list of completed SOs, along with a warning about missing serial numbers for the order.

Adding serial numbers for Make-to-Order

If you make items to order (using the Make-to-order button to create an MO for the item), serial numbers are automatically assigned to items.

As Make-to-Order products are directly related to an underlying SO, the SO always takes items from the related MO (Make-to-Order).

Adding serial numbers for Making-to-Stock

When taking items from existing stock, you'll need to manually select items from serial numbers.

You can select serial numbers for SO line items when you mark the SO delivery status as Packed or Delivered.

To add serial numbers to a sales order

  1. Click the yellow warning on a line item and a serial number selection window will open.

  2. Select numbers from the stock and click Done.

To edit serial numbers on the SO, click the green checkmark. This will open a window where you can add or remove serial numbers. If you need to adjust the quantities, you can do so directly on the SO row before removing any unnecessary serial numbers.

Adding serial numbers when fulfillment is initiated from ecommerce

If a SO includes products with serial numbers, the order should to be completed in Katana because ecommerce integrations don't import or sync serial number data.

It's possible to set the order status to Done in the e-commerce platform, which will result in a yellow notification in the Done SO list in Katana, indicating missing data from the SO. You can filter out these orders by clicking the warning icon in the Order # column of the Sell page. The warning information is also displayed on the SO.

Yellow warning on the Sales screen

Yellow warning within a sales order

To add serial numbers to a completed SO, the order needs to be reverted. Note that a reverted SO doesn't sync back to the e-commerce platform.

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