Adding and Editing Serial Units

• Overview
• Adding a Serial Unit
• Editing a Serial Unit
• Uploading Files to 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.

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 Units tab.
3. Click the  Add New Serial Unit icon. 
4. 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.
   • RFID Tag: If RFID scanning is enabled in your system, this will be the additional unique tag associated with this unit. See here for more RFID information.
   • Stencil: If there is identifying writing or markings on the unit, you can enter it into this field.
   • Model Number: 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 Order: A purchase order number, if applicable.
   • Purchase Date: The date that the unit was purchased.
   • Depreciation Period (in Months)
   • Salvage Value
   • 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.
   • Quantity: 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.
5. Click the ADD button.

Editing a Serial Unit

1. Go to the Serial Units tab of an inventory model.
2. Double-click on the serial unit that you want to edit.
3. Click the  Edit Unit icon in the upper right-hand menu. 
4. Edit the serial number information.
   • Serial Number: The manufacturer serial number found on the unit, if applicable.
   • Barcode: The barcode that is used for scanning the unit in Flex.
   • RFID Tag: Optional field for RFID Tag creation.
   • Stencil: If there is identifying writing or markings on the unit, you can enter it into this field.
   • Model Number: The model number of this 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.
   • Resource 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.
   • Purchase Order: A purchase order number, if applicable.
   • Purchase Date: The date that the unit was purchased.
   • Depreciation Period (in Months)
   • Salvage Value
   • 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.
   • Out Of Commission
   • 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.
   • Current Location: Where the unit is currently located.
   • Container: The container the unit belongs to, if applicable. 
   • 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. 
   • 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.
5. Click SAVE.

You can also bulk edit serial units from the Serial Units tab of the parent inventory model page by selecting the check box to the left of the serial units you would like to edit, then clicking the  Edit Selected Units icon in the menu at the bottom of the tab.

Uploading Files to a Serial Unit

Each serial unit has a Files tab. This is where you can upload documents, URLs, or images associated with the serial unit.

1. Open the contact that you want to upload a document to.
2. Click the Files tab.
3. Select the  Add New File icon located in the bottom menu.
4. Click Upload File to locate the document you want to upload OR enter a URL link.
5. Click ADD.

Each uploaded file or URL will now be listed on the Files tab. You can download the document by clicking on the file name or the URL to navigate to that link. To delete a file or URL, click the checkbox on that line and select the  Delete Selected Lines icon in the bottom menu.

Marking a Serial Unit as Out of Commission

1. Open the unit that you want to mark as out of commission (OOC).
2. Click the  Mark Unit as Out of Commission icon in the upper right-hand menu.
3. In the Out of Commission Record popup, enter the reason why the unit is being marked OOC.
4. Click OK 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 the  Edit Unit icon in the upper right-hand menu.
3. Change the Decommissioned field to Yes.
4. Click SAVE.

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

Marking a Serial Unit as Presumed Missing

1. Open the unit that you want to mark as presumed missing.
2. Click the  Edit Unit icon in the upper right-hand menu.
3. Change the Presumed Missing field to Yes.
4. Click SAVE.

Serial units that are marked as presumed missing 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 presumed missing.

Marking a Serial Unit as Sold

1. Open the unit that you want to mark as sold.
2. Click the  Edit Unit icon in the upper right-hand menu.
3. Change the Sold field to Yes and enter the Sold Date and Sold Price (if applicable).
4. Click SAVE.

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 the  Move Unit icon in the upper right-hand 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 (or double-click the new parent inventory model).

You can also bulk move serial units from the Serial Units tab of the parent inventory model page by selecting the check box to the left of the serial units you would like to move, then clicking the  Move Selected Units icon in the menu at the bottom of the tab.

Viewing a Serial Unit Audit Trail

The Audit Trail page will show you each time the inventory unit has been changed, including whenever it was prepped or returned (quantity changes), if it was free scanned in or out, or if it was marked out of commission. 

1. Open the inventory model that you want to view the audit trail for.
2. Click the  Audit Trail icon in the upper right hand item header.

Deleting a Serial Unit

1. Open the serial unit that you want to delete.
2. Click the  Delete Serial Unit icon in the upper right-hand menu.

Undeleting a Serial Unit

1. On the Inventory menu, click Inventory Manager.
2. In the Show Only filter located in the footer, choose Deleted Items.
3. Search for the deleted serial unit that you are looking for using the search fields of the Inventory Manager.
4. When you find the deleted serial unit, select the checkbox of the line, then click the Undelete Selected Lines button in the footer.