Flex4: Adding and Editing Serial Units

• Overview
• Adding a Serial Unit
• Editing a Serial Unit
• Marking a Serial Unit as Out of Commission
• Marking a Serial Unit as Decommissioned
• Marking a Serial Unit as Presumed Missing
• Marking a Serial Unit as Sold
• Moving a Serial Unit to Another Parent Inventory Model
• Viewing a Serial Unit Audit Trail
• Deleting a Serial Unit
• Undeleting a Serial Unit

Overview

A serialized inventory model will contain serial units, which are the individual units of that inventory model. Each serial unit will have its own barcode and can be tracked when it is scanned in and out of your warehouse.

Additionally, you can Log Maintenance on serial units, mark them as Presumed Missing, or designate them as Decommissioned.

Adding a Serial Unit

1. Open the inventory model that you want to add a serial unit to.
2. Click on the Serial Numbers tab.
3. Enter the serial unit details.
   • Serial Number: The manufacturer serial number found on the unit, if applicable.
   • Barcode: The barcode that will be used for scanning the unit in Flex. You can either enter a barcode (if the unit already has a tracking barcode on it), or leave it blank and Flex will automatically generate a barcode.
   • Stencil: If there is identifying writing or markings on the unit, you can enter it into this field.
   • Model: The model of this unit, if applicable.
   • Location: The business location that you want this unit to belong to.
   • Resource Type: The Resource Type to which you want the unit to belong. This is typically "Rental," but you can also choose "Retail" or any other custom Resource Type.
   • Purchase Date: The date that the unit was purchased.
   • Purchase Order: A purchase order number, if applicable.
   • Purchase Cost: The purchase cost of the unit. If the inventory model has a purchase cost entered, it will inherit to the unit purchase cost field when you click into the field.
   • Qty: The quantity that you want to add. Typically you will be adding units one at a time. But if you are adding units that don't require a separate serial number, stencil, or model, then you can add more than one at a time.
4. Click the ADD button. (You might have to scroll to the right to see the ADD button.)

Editing a Serial Unit

1. Go to the Serial Numbers tab of an inventory model.
2. Double-click on the serial unit that you want to edit.
3. Click Edit Serial Number Detail in the Workbench Menu.
4. Edit the serial number information.
   • Serial Number: The manufacturer serial number found on the unit, if applicable.
   • Stencil or Marking: If there is identifying writing or markings on the unit, you can enter it into this field.
   • Barcode: The barcode that is used for scanning the unit in Flex.
   • Barcode Label Field: Optional field for advanced barcode label creation.
   • Model Number: The model number of the unit, if applicable.
   • Out: Determines whether or not the unit is considered "Out." This field automatically changes between Yes and No whenever you scan the unit in or out from a job.
   • Stock Type: The Resource Type to which the unit belongs. This is typically "Rental," but you can also choose "Retail" or any other custom Resource Type.
   • Currency: The currency that the unit uses.
   • Date Purchased: The date that the unit was purchased.
   • Purchase Order: A purchase order number, if applicable.
   • Purchase Cost: The purchase cost of the unit.
   • Replacement Cost: The replacement cost of the unit. (This is inherited from the inventory model, but can be changed here.)
   • Notes: Notes related to the unit.
   • Location - Home Base: Where the unit should live. If you set a home base location for the unit, then scan the unit into another location, a prompt will inform you that you are scanning the unit into the wrong location.
   • Sold: Determines whether or not the unit is considered sold. If Yes is selected, the unit will no longer be accounted for in the overall quantity of the model.
   • Sold Date: The date the unit was sold.
   • Sold Price: The price for which the unit was sold.
   • Presumed Missing: Determines whether or not the unit is presumed missing. This field automatically changes when you finalize a manifest and the unit hasn't been returned from the manifest. If Yes is selected, the unit will no longer be accounted for in the overall quantity of the model.
   • Decommissioned: Determines whether or not the unit is considered decommissioned. Typically, decommissioned items are things that you don't plan on using anymore as rental stock, but you still own and want to keep track of.
   • Tags: Non-working feature.
5. Click UPDATE.

Marking a Serial Unit as Out of Commission

1. Open the unit that you want to mark as out of commission (OOC).
2. Click Mark Out of Commission in the Workbench Menu.
3. In the Reason field, enter the reason why the unit is being marked OOC.
4. Click CREATE to create the OOC record.

When you click the Out of Commission tab of a serial unit, it will show the OOC record details. To resolve the OOC record, click the Resolve button.

Serial units that are marked OOC will still be included in the allocated (total owned) quantity calculation, but the on-hand calculation will be reduced by 1 for each unit marked OOC.

Marking a Serial Unit as Decommissioned

1. Open the unit that you want to mark as decommissioned.
2. Click Edit Serial Number Detail in the Workbench Menu.
3. Change the Decommissioned field to Yes.
4. Click UPDATE.

Serial units that are marked as decommissioned will still be included in the allocated (total owned) quantity calculation, but the on-hand calculation will be reduced by 1 for each unit marked as decommissioned.

Marking a Serial Unit as Presumed Missing

1. Open the unit that you want to mark as presumed missing.
2. Click Edit Serial Number Detail in the Workbench Menu.
3. Change the Presumed Missing field to Yes.
4. Click UPDATE.

Serial units that are marked as presumed missing will not be included in the allocated (total owned) quantity calculation or the on-hand quantity calculation.

Marking a Serial Unit as Sold

1. Open the unit that you want to mark as sold.
2. Click Edit Serial Number Detail in the Workbench Menu.
3. Change the Sold field to Yes and enter the Sold Date and Sold Price (if applicable).
4. Click UPDATE.

Serial units that are marked as sold will not be included in the allocated (total owned) quantity calculation or the on-hand quantity calculation.

Moving a Serial Unit to Another Parent Inventory Model

1. Open the unit that you want to move.
2. Click Move This Serial Number in the Workbench Menu.
3. Search for the parent inventory model that you want to move the unit to.
4. Highlight the new parent inventory model in the search results and click ACCEPT. (You can also double-click the new parent inventory model.)

Viewing a Serial Unit Audit Trail

1. Open the serial unit that you want to view the audit trail for.
2. Click Audit Trail in the Workbench Menu.

The Audit Trail page will show you each time the serial unit has been changed, including the modification of the unit, whenever the unit was prepped or returned (quantity changes), and whenever the unit was marked OOC.

Deleting a Serial Unit

1. Open the serial unit that you want to delete.
2. Click Delete Serial Number in the Workbench Menu.

Alternatively, you can bulk delete serial units from the Serial Numbers tab of the parent inventory model page. Select the checkbox next to any unit you want to delete, then click Delete Selected Serial Units in the Workbench Menu.

Undeleting Serial Unit

1. On the Inventory menu, click Inventory Manager.
2. In the upper right corner, click the Deleted check-box.
3. Search for the deleted unit you are looking for using the search fields of the Inventory Manager.
4. When you find the deleted inventory, highlight it, then click the UNDELETE SELECTED button in the upper right corner.