Serial Number Tracking

Serial number tracking is the process of assigning a unique identifier to each individual item (not batches) and recording that identifier throughout the product’s lifecycle—from manufacturing through sales and service. It provides the highest level of inventory traceability.

What Is Serial Number Tracking?

Definition

Each unit has its own unique number that:

• Identifies that specific item
• Follows it through supply chain
• Links to customer/sale
• Tracks through service/warranty

Serial Number Example

Product: Laptop Computer
Serial: SN-2024-US-0001234
        │   │   │    │
        │   │   │    └── Unique sequence
        │   │   └─────── Region code
        │   └─────────── Year
        └─────────────── Prefix

This exact number exists on only ONE laptop.

Serial vs. Lot Tracking

Why Serial Tracking Matters

Warranty Management

Customer calls: "My laptop is broken"
Support: "What's your serial number?"
Customer: "SN-2024-US-0001234"

System shows:
- Purchase date: Jan 15, 2024
- Warranty: 2 years (valid)
- Previous issues: None
- Eligible for service: Yes

Theft/Loss Recovery

• Verify ownership
• Track stolen items
• Insurance claims
• Law enforcement reports

Regulatory Compliance

• FDA drug serialization
• Medical device tracking
• Electronics regulations
• Export controls

Recalls

• Identify specific units
• Pinpoint affected items
• Targeted customer outreach
• Efficient recall execution

Industries Using Serial Tracking

Mandatory

Common Practice

• Electronics
• Appliances
• Automotive
• Jewelry
• Luxury goods
• Industrial equipment

Serial Number Lifecycle

From Manufacture to Customer

1. MANUFACTURING
   Serial assigned and printed
         ↓
2. RECEIVING (distribution)
   Serial scanned and logged
         ↓
3. STORAGE
   Serial tracked to location
         ↓
4. PICKING
   Specific serial picked for order
         ↓
5. SHIPPING
   Serial recorded with order
         ↓
6. CUSTOMER
   Serial linked to customer record
         ↓
7. SERVICE/WARRANTY
   Serial used for support

Implementing Serial Tracking

System Requirements

• WMS/inventory system with serial support
• Barcode/RFID scanning
• Database storage
• Order management integration
• Customer record linkage

Process Changes

1. Scan serial at receiving
2. Track serial to location
3. Scan specific serial at picking
4. Record serial with shipment
5. Link serial to customer

Data Structure

Serial: SN-2024-US-0001234
SKU: LAPTOP-PRO-15
PO Received: PO-2024-001
Date Received: 2024-01-10
Location: A-1-2-3
Sold To: Order #12345
Customer: John Smith
Ship Date: 2024-01-18
Warranty Expires: 2026-01-18

Serial Tracking in WMS

Receiving

Receive 10 Laptops:
System prompts: Scan each serial
Scan: SN-2024-US-0001234 ✓
Scan: SN-2024-US-0001235 ✓
... (8 more scans)

Result: Each unit tracked individually

Picking

Order: 1 Laptop (SKU: LAPTOP-PRO-15)

Options:
1. System assigns specific serial
2. Picker chooses any serial
3. Customer requested specific serial

Picker scans: SN-2024-US-0001234
System validates and records

Serial Number Formats

Common Formats

Best Practices

• Unique across all products
• Include meaningful segments
• Machine-readable (barcode)
• Human-readable
• Consistent format

Challenges of Serial Tracking

Operational

When Serial Tracking Is Worth It

• High-value items
• Regulated products
• Warranty-heavy products
• Theft-prone items
• Service-intensive products

Serial Tracking Benefits

For Business

• Precise inventory accuracy
• Warranty management
• Service history
• Theft deterrence
• Regulatory compliance

For Customers

• Warranty verification
• Service support
• Ownership proof
• Recall notifications
• Transfer of ownership

Reporting and Analytics

Serial-Based Reports

• Inventory by serial
• Sales by serial
• Warranty status
• Service history
• Location tracking
• Age analysis