Stock & Shop

Serial Numbers, Warranty & Returns

Track individual units by IMEI or serial, look up any unit's history, and handle warranty claims and returns.

On this page

For phones, appliances and anything under warranty, *how many* isn't enough. You need to know which one. Track each unit by its IMEI or serial and you can answer, months later, whether a particular handset came from you, when, and who bought it.

Turn on serial tracking

In Product Catalog, select the item, click Edit item and tick Each unit has an IMEI / serial. Set Warranty (months) at the same time if the item carries one. Turning serials on also turns on stock tracking, because you can't identify units of something you aren't counting.

Record serials as they arrive

1Open Inventory → Stock.
2Find the item and click Add serials on its row. On a phone, tap ⋯ on the row first.
3Scan or type up to 500 serials per save, one per line or separated by commas. Each serial can be up to 120 characters. Scanning straight into the box works.
4Click Add serials.

Note

If a serial is already on record it's reported back rather than added twice. The same IMEI appearing twice means either a typo or a unit that was never marked sold, and both are worth a look.

Adding serials adds to the count

Each serial you add is counted in as one unit. If those units already came in as opening stock or on a purchase bill, your count will now be too high. Correct it with Adjust. See Tracking stock.

Sell a specific unit

On an invoice, a line for a serial-tracked item has an extra IMEI / serial numbers field: in the line's ⋯ options on a computer, or when you tap the line on a phone. Enter the serials being handed over, separated by commas. On issue, matching units recorded as In stock for that product are marked sold and linked to the invoice. Check any warning for an unrecorded or unavailable serial.

Tip

Selling a serial you never recorded doesn't stop the invoice. It's reported afterwards so you can sort it out, and the sale is never held up at the counter. Quick Bill doesn't ask for serials, so sell serial-tracked items on a full invoice.

Look up a unit

This is the reason the whole feature exists. On the Stock tab, type or scan a serial into Find an IMEI / serial and click Find. You get:

Which item it is, and its status: In stock, Sold, Returned or Written off.
Warranty on a sold unit: covered until when and how many days are left, or when it expired.
Sold to: the customer, with the invoice number and date.

Looking up an IMEI: the item, warranty cover, and who bought it on which invoice. Earlier layout shown; use the current navigation steps in this guide.View full size

Note

No record of … means the serial is absent from your saved records. It does not prove that your shop never handled the unit; check for an unrecorded serial or a typing error. An unsold unit is labelled Not sold yet — still on the shelf.

How warranty is counted

The app's warranty estimate uses the recorded sale date and the warranty months saved for the item. Months are calendar months, so twelve months from 15 March is 15 March the following year. Check the supplier or manufacturer's actual terms before deciding a warranty claim.

Handle a return

Look the unit up, then click Record a return. The sheet says whether it's still under warranty. Enter why it came back (required) and the Refund given (₹), leaving it at 0 for a straight swap. Tick Put it back on the shelf if it can be sold again, then click Record a return.

Note

A serial return must match a recorded Sold unit from the selected product and invoice. An unsold or already returned unit cannot be returned again. The invoice must be issued and not cancelled; returned quantities and refunds cannot exceed its remaining returnable quantity and total. Enter the refund actually given: this form records it and does not transfer money.

Choice	What happens
Put it back on the shelf ticked	The unit becomes sellable again and the count goes back up.
Left unticked (faulty)	The unit is recorded as returned but stays out of your sellable count.

The original invoice is not rewritten

A tax invoice stays as it is. It isn't edited because something came back a fortnight later. The return is recorded as its own event, and any refund is deducted from your revenue in the profit report.

Note

Returns can be recorded by the owner, an admin or a manager.

Can I delete a serial I typed wrongly?+

Not from the app. Add the correct serial, then use Adjust to take the extra unit off the count. A sold unit's record is always kept, because a warranty claim depends on it.

What if I cancel the whole invoice instead?+

Cancellation is available only when the issued invoice has no recorded payment or return. It restores units linked to that sale to stock and clears their sale link. Once a return is recorded, use that return history rather than cancelling the original invoice.

Need help with these steps? Contact support