Exporting Serial Numbers
How to Export
- Open the Data Exchange Center from the Business menu
- Click Export on the Serial Numbers card
- Select the Location you want to export serial numbers for
- The wizard displays the number of serial records available (e.g., "Ready to export 356 Serial Numbers records")
- Click Export to CSV
- Choose a save location and filename, then click Save
What Gets Exported
The exported CSV file contains one row per serial number record at the selected location. The file includes the following columns:
| Column | Description |
|---|---|
| serial_number | The unique serial number assigned to the unit |
| item_name | The name of the inventory item this serial belongs to |
| item_sku | The SKU or product code of the inventory item |
| status | The current status of the serial number (e.g., Available, Sold, In Repair) |
| location | The location where the serial number is registered |
Location Filtering
Serial numbers in AccuArk are registered to a specific location. The export is filtered by the location you select in Step 3. Only serial records assigned to that location are included in the file.
If you need serial number records for all locations, run a separate export for each location. Each export file will contain the serials registered at that one location.
Common Uses
Auditing Serial-Tracked Inventory
The serial number export is an essential tool for inventory audits. During an audit, you need to verify that every serial number in the system corresponds to a physical unit at the expected location. Use the export as an audit checklist:
- Export the serial numbers for the location being audited
- Open the CSV in Excel or print it out
- Walk through the location and physically verify each serial number
- Mark any serials that are missing, misplaced, or in an unexpected condition
- Update the records in AccuArk as needed to reflect reality
This process helps you identify discrepancies between your system records and the actual physical inventory.
Inventory Verification
If you are transitioning from another system to AccuArk, the serial number export allows you to verify that all serial records were imported correctly. Export the serial numbers after your import and compare the list against your source records to confirm nothing was missed or duplicated.
Warranty and Service Records
The exported serial number list can be shared with service teams or warranty departments. Because each row includes the item name, SKU, and status, the file serves as a comprehensive reference for tracking which units are available, which have been sold, and which are in repair.
Multi-Location Comparison
If you track serialized items across multiple locations, export the serial numbers from each location and compare the files side by side. This can help you identify units that may have been transferred without being updated in the system, or units that appear at an unexpected location.
Understanding Serial Statuses
The status column in the export reflects the current lifecycle state of each serial number. Common statuses include:
- Available — The unit is in stock and ready for sale or assignment
- Sold — The unit has been sold to a customer
- In Repair — The unit is currently being serviced
- Retired — The unit has been permanently removed from service
Your AccuArk system may have additional custom statuses configured by your administrator. All configured statuses will appear in the export as they are assigned to each serial record.
Tips
- Filter by status in Excel — After exporting, use Excel's filter feature on the status column to quickly isolate serial numbers in a specific state (for example, filter to "Available" to see only units ready for sale).
- Combine with stock level export — For a complete picture of your inventory at a location, export both the stock levels and the serial numbers. The stock levels file gives you aggregate quantities, while the serial numbers file gives you the individual unit-level detail.
- Regular exports for compliance — If your business is subject to regulatory requirements for serial number tracking (such as electronics, medical devices, or firearms), schedule regular exports to maintain an off-system record of your serial inventory.
- One location per file — Each export covers a single location. If you need all serial numbers across all locations, export each location separately and combine the files in your spreadsheet application.
- Use as a reconciliation baseline — Export serial numbers before and after a physical audit. Comparing the two files makes it easy to see what changed during the reconciliation process.