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Denford
Level 1

Inventory tracking of same product with different serial numbers

I sell the same product but with different serial numbers, and I would like to track my inventory using serial numbers how do I get to do that ?

8 Comments 8
RCV
QuickBooks Team
QuickBooks Team

Inventory tracking of same product with different serial numbers

Let me help you track your inventory item using serial numbers, Denford.

 

In QuickBooks Online (QBO), we can use the Stock Keeping Unit (SKU) to track the variation of your inventory items. It's an alphanumeric code that has key characteristics of the product's color, size, type, etc. We can manage the format of your serial number by going to the Product/Service information of the item. Let me show you how:

  1. Go to the Gear icon on the top menu.
  2. Select Products and services.
  3. Choose a product you'll want to enter the serial number (SKU).
  4. Click the Edit link. 
  5. Enter the serial number from the SKU field with your desired format.
  6. Tap Save and close.

To learn more about adding inventory products including SKU's, just check out the Add inventory products in QuickBooks Online article. Then, go to Step 2: Add your product’s name, SKU, and category section. 

 

Then, you can run the Product/Service List report to see the inventory items with the serial numbers. Here's how:

 

  1. Go to Reports on the left side menu.
  2. Enter the Product/Service List in the search field.
  3. Tick the Gear icon on the report.
  4. Place a checkmark on the SKU box.

See customise reports in QuickBooks Online article for more details about modifying your reports. Feel free to visit our QBO Help Articles page for more insights about running your business in your account.

 

I hope that this response finds you with a smile. Keep me posted if you need a hand with importing inventory data or any QBO related. Assistance is just one click away. You have a good one. 

Denford
Level 1

Inventory tracking of same product with different serial numbers

Thank you for the response, I will try it out , but whilst we are at it, are you able to also assist me with how I can export my list from excel because I will be having more than 2000 items to capture

AlcaeusF
Moderator

Inventory tracking of same product with different serial numbers

Hello @Denford,

 

I appreciate you for getting back to us here in the Community. Let me assist you with your data from the Excel file.

 

If you're trying to import products and services from Excel to QuickBooks, you can do it by clicking the Gear icon and selecting Import data. Please note you can only import 1,000 rows at a time. If your list is longer than that, split it up into multiple, smaller files.

 

Here's how:

 

  1. Click the Gear ⚙ icon, then select Import Data
  2. Select Products and Services.
  3. On the Import products and services page, select Browse.
  4. Find and select your Excel file. Select Open, then Next.
  5. Map your information. Your Field represents the headers on your spreadsheet. From each drop-down menu ▼, select the one that matches a field in QuickBooks Online.
  6. Select Next.
  7. Select Overwrite all values for each product or service with the same name. Make sure everything looks correct because this can't be undone.
  8. Select Import.

For more information, as well as how to upload your lists to QuickBooks (suppliers, customers, inventory, and chart of accounts), I recommend the following article: Move your lists to QuickBooks Online.

 

Drop me a comment below if you have any other questions. I'll be happy to help you some more.

J12345
Level 1

Inventory tracking of same product with different serial numbers

Hello,
It seems that QBO is not letting us add Products with different SKUs / Serial Numbers. 

When we add the first one (say, SKU = SN1), it works. However, when we duplicate that product and try to change the SKU to SN2, it gives us the following error:

Another product or service is already using this name. Please use a different name.

If it makes us change the product name, then it is not really allowing us to have multiple serial numbers for the same product. I.e., we are just entering a new product for every serial number.
Are we missing something or is there a different way to do this?

Thanks,

John

JenoP
QuickBooks Team

Inventory tracking of same product with different serial numbers

Jumping in to answer your questions about setting up inventories in QBO, J12345.

 

Even if it's the same product, there's no option to use the same name when setting up inventory items in QBO. You'll want to use a different one or add a special character so you can set it up with a different serial number.

 

Please see this article for more details when setting up items in your account: Set up and Track Your Inventory in QuickBooks Online.

 

Aside from that, you can also look for third-party apps that offer more options when it comes to tracking inventrory. Here's how to look for accredited and approved apps inside QBO:

 

  1. Go to the Apps menu and proceed to the Find Apps tab.
  2. Click the drop-down list for Browse category and select Track inventory

 

Feel free to take a look at these articles or bookmark them in case you will need more references when managing inventories in QBO: 

 

 

Don't hesitate to visit us again and let us know if you need anything else from us. The Community will be glad to offer our help again. 

Fiat Lux - ASIA
Level 15

Inventory tracking of same product with different serial numbers

@J12345 

You need an additional app with the matrix inventory feature.

J12345
Level 1

Inventory tracking of same product with different serial numbers

Ok, then QBO doesn't really support inventory tracking by serial numbers by SKU (at least not without a 3rd party app), and the method described in the original answer on this thread doesn't work, correct?

AbegailS_
QuickBooks Team

Inventory tracking of same product with different serial numbers

Hi there, @J12345.

 

Let me provide you with additional information about inventory tracking.

 

The method provided above is working when managing the format and setting up your serial number. 

 

To learn more about adding inventory products including SKU's in QuickBooks Online (QBO), please check out this article: Add inventory products in QuickBooks Online.

 

Moreover, the additional app that was mentioned is intended for the matrix feature.

 

Feel free to visit our QBO Help Articles page for more insights about running your business in your account.

 

 

Should you have any further questions with reports or with QuickBooks, let me know. It's my priority to help you succeed. Have a great day!