Tracking Serial Numbers in Reckon Accounts

Legacy KB ID: 4537

Question

How can I track Serial Numbers for the items I track in Reckon Accounts?

Answer

Reckon Accounts does not natively track Serial Numbers for items sold.

You can use some other features of Reckon Accounts that will give you the ability to record and report on Serial Numbers. 

Note:  you cannot pre-record serial numbers for items.  You can only add serial numbers when creating an invoice or sales receipt.

You will need to:

  1. Add a Custom Field called Serial No. To the Inventory Part Record
  2. Customize an Invoice and Sales Receipt Template to show a Serial No. Column
  3. When making a Sale, record the Serial No. In the Serial No column.
  4. Create a Memorised Report to report on serial numbers.

 

Detailed Instructions

Add a Custom Field to the Item record:

  1. List > Item List > Item > Edit Item;
  2. Click on Custom Fields button and select Define Fields;
  3. In an empty Label box, add Serial No and tick the box for Use, then click OK;
  4. On the Custom Fields for ...... window, leave the Serial No. box empty > OK;
  5. Close the Inventory Part record.

 

Customise an Invoice (and Sales Receipt) Template to include the Serial No:

  1. Open an Invoice and select a template to customise;
  2. Click on Customise tab > Manage Template > Copy;
  3. Enter a name for this template in Template Name (eg Serial No. Inv) > OK;
  4. Additional Customisation > Columns;
  5. Tick the boxes next to Serial No To show on the Screen and Print versions;
  6. In the Order box, set the order for this field to appear on the invoice – set it to be the next column after your Item Description;
  7. Click on the Layout Designer button;
  8. Check the location  of the column and its width – adjust as necessary – and click OK to save;
  9. Click OK and OK to close the customisation window;
  10. Check the appearance of the screen and print versions of the template.  Make any adjustments that are necessary.

 

 

When making a Sale, record the Serial No. in the Serial No. column.

 

Create and memorise a report for your serial numbers:

  1. Open a report like Sales by Item Detail;
  2. Add the Serial No. Column - Modify Report > Columns > select Serial No;
  3. Remove unwanted columns and add any other relevant columns; click OK;
  4. Make any adjustments to the Report – column width; Date Range; Sort By;
  5. Memorise the Report: Edit > Memorise > add a Name > OK;
  6. Add the Report to your Icon Menu: View > “Add ReportName” to Icon Bar

 

To Search for a specific Serial Number:

  1. Edit > Find > Advanced;
  2. In the Filter box, select Serial No;
  3. In the Serial No box, enter the serial number > Find;
  4. Click on the entry in the results table to view the invoice/sales receipt.

 

Need more help?

Ask the Reckon Community at: https://community.reckon.com/

Or Log a Support Ticket: https://www.reckon.com/au/support/

 

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