Serial Number Capture #

register allows you to capture serial numbers at point-of-sale checkout for applicable items, ensuring accurate tracking and visibility in QuickBooks Online.

Easily capture serial numbers right at checkout, print them on receipts, and sync them directly into QuickBooks Online for easy searching, reporting, and warranty tracking.

Serial Number Capture #

• Serial number capture is enabled per item.
• By default, the system sets items as Does Not Use Serial Numbers.
• Based on your workflow, you can set serial number entry as:
  
  • Optional: When selling an item, the entry of a serial number will be optional.
  • Required: When selling an item, the entry of a serial number will be required.
  • Required (Lot Number):  Represents a lot number for multiple items sold together.
    
• When enabled, the item will prompt for a serial number during checkout
  

Enable Serial Capture #

• In the register app, go to Menu – Items
• Select the item
• Under Serial Number Settings, use the dropdown to select Optional, Required, Required (Lot Number)

Workstation Profile Settings #

• Auto-focus can be enabled in the Management (Admin) Organization Dashboard under Workstation Settings
• Select Manage Workstation Profiles
• Click on the profile to review.
• Enable Autofocus item popups when adding items to a sale
  • When enabled, item popups (like serial number inputs) will automatically gain focus when they appear, allowing for faster data entry.
  • Ideal for barcode scanners or fast keyboard entry

Making a Sale #

On the Make a Sale screen, when a serial-number-enabled item is added:

• The cashier is prompted with a serial number entry field
  
• If set as required, the sale cannot be completed until the serial number is entered
  
• The serial number field appears immediately on screen for quick input
  
• Once entered and saved, the serial number appears with the item
  

Receipt #

• The serial number prints on the receipt for the customer’s records
  

Syncing to QuickBooks Online #

When the sale syncs to QuickBooks Online:

• The captured serial number is appended to the line item description
  
• No additional setup is required in QuickBooks Online
  

Searching & Lookup in QuickBooks Online #

Serial numbers can be used to:

• Search transaction history
  
• Look up past sales containing a specific serial number
  

This makes it easy to track sold items for support, warranty, or returns.

Note:  On the QuickBooks Home Screen, you can enter the serial number in the search bar and the related transaction will be displayed.  You can select the transaction to review. 

Reggi’s Tip  #

Create a custom memorized report in QuickBooks Online to easily track items sold with serial numbers.

Steps:

1. In QuickBooks Online, go to Reports → Standard Reports
   
2. Under Sales and customers, select Sales by Product/Service Detail
   
3. Select Customize (upper right)
   
4. Under Filters, set:
   
   • Field: Memo/Description
     
   • Condition: Contains
     
   • Value: SN:
     
5. Select Save As
   
6. Name the report (e.g., Serial Number Inventory Sold) and save
   

The report will be available under Reports → Custom reports.