Serial numbers and warranty
For phones, laptops, instruments and anything else with a unique serial number, ekPOS records the serial when the unit is sold. You don't scan serials into stock when goods arrive; stock is counted as quantities, and the serial is captured at the counter.
Turn it on for a product
Tick Enable Serial Number on the product, and set its Warranty Period (for example 12 Months). See Add a product.
Capturing serials
| Where | How |
|---|---|
| POS | Adding the product asks for its serials, one per line. Click them under the product in the cart to change them, or + Add Serial No. if none was entered. |
| Add Sale / Edit Sale | Adding the product asks for its serials, one per line. Click them under the product to change them. |
| Returns | Returning a unit asks which serials are coming back; the number must match the return quantity. |
In POS, Add Sale and Edit Sale, the serial box is ready for typing or scanning as soon as it opens, including when you change an existing line’s serials. You do not need to click inside it first.
Phones: serial and IMEIs
A phone has a serial number and one or two IMEIs. Keep them together as one device by putting them on one line with | between them — serial first:
R58W12AB40A|356938035643809|356938035643817
With a barcode scanner, scan the serial, type |, scan the first IMEI, type |, scan the second IMEI, then go on to the next phone. The scanner presses Enter after each scan; typing | at the start of the new line joins it back onto the phone above, so you never need to delete the line break yourself.
The phone is one unit with one warranty, and any of its numbers finds it: Serial Lookup, the repair desk and returns all accept the serial or either IMEI. Invoices and receipts print it as SN: R58W12AB40A · IMEI: 356938035643809 / 356938035643817.
Serials and quantity
Each line in the serial box is one unit. When the number of serials doesn't match the line's quantity, the box tells you before it closes:
- Fewer serials than the quantity — some units would be sold with no serial, and so no warranty record.
- More serials than the quantity — the quantity is probably wrong. Set quantity to changes it to the number of serials in one click. Typing three serials for a new product and clicking it sells three units.
Press Confirm again to keep what you typed; the check never stops a sale. An empty box closes without a message, so the serials can be added later.
If a serial has already been sold before, ekPOS warns you after saving but does not block the sale — a mistyped serial is corrected on the document afterwards.
At the POS the warning appears beside the Sale completed message.
NoteComponents sold inside a combo are not asked for a serial at all.
Warranty
Each sold line carries a warranty: it starts on the sale date and runs for the product's warranty period. On Add Sale you can change the period per line or choose No Warranty; the POS always uses the product's period. Customers in a contact group with Warranty Applicable turned off default to No Warranty.
The expiry date is printed on invoices and receipts under the serials. Returning a unit voids its warranty.
Looking up a serial
- Reports → Serial Lookup finds a serial or IMEI and shows when and to whom it was sold, and whether it came back.
- Reports → Serial / Warranty Log lists warranties by product and customer with their status and expiry.
- The repairs desk checks a device's warranty from its serial or IMEI when you book it in.