Serial Numbers on Invoices

How Invoice Serial Tracking Differs from POS

On invoices, serial capture is a manual process. Unlike the Point of Sale where the serial capture dialog opens automatically when you add a serial-tracked item, on invoices you click the serial cell in the line items grid to open the capture dialog yourself. This gives you more flexibility when building complex invoices with many line items, since you can add items first and capture serials when you are ready.

The Serial Column in the Invoice Items Grid

When an invoice line item is a serial-tracked product, the item_serials column in the invoice items grid shows a clickable indicator. This indicator tells you at a glance whether serials have been captured for that line:

• Blank — The item is not serial-tracked, or serials have not yet been captured
• [SN] — Serials have been captured for this line item

For non-serial-tracked items, the serial column remains empty and is not clickable.

Capturing Serials on an Invoice

To capture serial numbers for an invoice line item:

1. Add the serial-tracked item to the invoice as a line item
2. Click the serial cell for that line item in the grid
3. The Capture Serials dialog opens, showing available serials at the invoice's location
4. The dialog displays each serial's number, status, and condition notes
5. Select the serial or serials that correspond to the units being invoiced
6. Click OK to confirm the selection

The serial cell now shows [SN] to indicate that serials have been captured for the line.

SN: Prefix Barcode Scanning

In the invoice item search bar, you can scan a barcode that starts with SN: followed by the serial number. When AccuArk detects this prefix, it performs the following steps automatically:

1. Looks up the serial number across all inventory items
2. Identifies which product the serial belongs to
3. Adds that product as a line item on the invoice
4. Captures the scanned serial for the new line item

This is the fastest way to add serialized items to an invoice. One scan adds the item and captures the serial in a single step.

Save Validation

AccuArk prevents saving an invoice when serial-tracked items do not have serials captured. When you click Save, AccuArk checks every line item that requires serial tracking. If any serial-tracked item is missing its serial capture, a warning message appears identifying which items need serial numbers assigned.

You must capture serials for all serial-tracked line items before the invoice can be saved. This ensures that every serialized sale is properly recorded and traceable.

How Serials Are Linked

When the invoice is saved with captured serials, the following updates happen automatically:

• Each captured serial's status changes to Sold
• Each serial is linked to the specific invoice line item it was captured on
• If a customer is assigned to the invoice, each serial is associated with that customer's record

This creates a complete audit trail linking the serial to the invoice, the line item, and the customer.

Editing Serials on Existing Invoices

When you reopen a saved invoice, previously captured serials are displayed in the serial column. You can modify the serial assignments as needed:

• Click the serial cell to reopen the capture dialog
• Remove a previously captured serial and select a different one
• Add serials to line items that were added after the initial save

When you re-save the invoice, AccuArk updates the serial records accordingly — releasing any removed serials back to In Stock status and marking newly captured serials as Sold.