Managing Serial Statuses

Every serial number in AccuArk has a status that indicates its current state. Statuses control whether a serial is available for sale, and they provide visual color coding throughout the application so you can quickly identify the state of any serial at a glance.

Built-in Statuses

AccuArk includes the following built-in serial statuses:

These statuses cover the most common states in a serial's lifecycle. The system uses them automatically during sales, returns, and transfers.

What “Available” Means

The Available flag on a serial status controls whether serials with that status appear in the POS serial capture dialog and the invoice serial selection dialog. When a status has its availability set to Yes, serials with that status can be selected for sale.

By default, only In Stock is marked as available. All other built-in statuses are unavailable, which prevents selling serials that are reserved, defective, in repair, or otherwise not ready for sale.

You can create custom statuses that are also available if your workflow requires it. For example, you might create a Refurbished status and mark it as available so that refurbished units can be sold alongside new stock.

Changing a Serial's Status

To manually change the status of a serial number:

1. Open the Serial Detail form for the serial (by double-clicking the serial in any grid)
2. Click the Change Status button on the toolbar
3. In the dialog that appears, select the new status from the dropdown list
4. Optionally add notes explaining the reason for the status change
5. Click Confirm to apply the change

A status_change event is recorded in the serial's event history, capturing the old status, new status, your notes, and your user ID.

Changing a serial's status requires the INV_CHANGE_SERIAL_STATUS permission. If you do not see the Change Status button, contact your administrator to have this permission assigned to your role.

Configuring Serial Statuses

To view and manage the list of serial statuses available in your system:

1. Go to Inventory menu
2. Click Manage Serial Statuses

This opens the Serial Statuses management form, which displays a grid of all serial statuses — both built-in and custom. From this form you can add, edit, and manage statuses.

Access to this form requires the INV_MANAGE_SERIAL_STATUSES permission.

Adding a Custom Status

To create a new serial status:

1. On the Serial Statuses form, click the Add button
2. Enter a Name for the status (e.g., “Refurbished”, “On Loan”, “Pending Inspection”)
3. Pick a Color that will be displayed as the status indicator throughout the application
4. Set the Available flag to indicate whether serials with this status should be selectable for sale in the POS and invoice dialogs
5. Click Save

The new status immediately appears in all status dropdowns across the application.

Editing a Status

To edit an existing status:

1. Select the status in the grid
2. Click the Edit button
3. Modify the name, color, or availability flag as needed
4. Click Save

Changes take effect immediately. Any serials that currently have the edited status will reflect the updated color and availability.

System Statuses

The built-in statuses (In Stock, Sold, Returned, Transferred, etc.) are used automatically by AccuArk during system operations:

• Sold is set automatically when a serial is sold through the POS or on an invoice
• Returned is set automatically when a sold serial is returned through a return transaction
• Transferred is set automatically when a serial is transferred to another location
• In Stock is the default status when a serial is first created or received on a purchase order

You can edit the color of system statuses to match your preferences, but you should not delete them. Deleting a system status could prevent automatic status updates from functioning correctly.