Create Sales Order for Serialised Item
Use this guide to sell and despatch an item that NexWave tracks by serial number. The Sales Order records the demand. The Delivery Note makes the stock movement and records the serial number that you send.
Before you start
Confirm that:
The Item has Maintain Stock and Has Serial No enabled.
The Item uses a whole-number stock unit of measure. Each serial number represents one unit.
The required serial numbers are in stock in the dispatch warehouse.
You have permission to create and submit Sales Orders and Delivery Notes.
Do not create a Serial No record and set its warehouse by hand. Receive or manufacture the item through a stock transaction, such as a Purchase Receipt or Stock Entry. NexWave then creates or updates the Serial No record and its warehouse.
1. Check the Item serial settings
Open the Item.
Select the Inventory tab.
Expand Serial Nos and Batches.
Confirm that Has Serial No is enabled.
Review Serial Number Series. NexWave can use this series when an inward stock transaction creates serial numbers automatically.
Item serial number settings
Do not change serial tracking after you have submitted stock transactions for the Item. This can make the stock history inconsistent.
2. Create the Sales Order
Open Selling > Sales Order.
Select Add Sales Order.
Select the Customer.
Set the Delivery Date.
Sales Order details
In Items, select the serialised Item Code.
Enter the Quantity. The quantity must be a whole number.
Set the source Warehouse if the field is available in your configuration.
Check the price and taxes.
Select Save, then select Submit.
Serialised item on the Sales Order
A submitted Sales Order does not move stock. If stock reservation is enabled, NexWave can reserve stock against the order. The serial number that you despatch is still confirmed on the stock transaction.
3. Check that serial numbers are available
Open Stock > Serial No.
Filter by Item Code.
Check that the required records have Status set to Active.
Check that each record is in the warehouse that will supply the Delivery Note.
Active serial numbers in the dispatch warehouse
A serial number will not be available for selection when it belongs to another Item or warehouse, is disabled, or has already been delivered or moved.
4. Create the Delivery Note
Open the submitted Sales Order.
Select Create.
Select Delivery Note.
Create a Delivery Note from the Sales Order
Check the Customer, Posting Date, and Posting Time.
Check the source Warehouse on each item row.
Remove any item or quantity that you will not despatch now.
Delivery Note details and items
5. Select the serial numbers
In Items, open the serialised item row.
Serialised Delivery Note item row
Check the source Warehouse.
If Use Serial No / Batch Fields is enabled, enter one serial number per line in Serial No.
Empty Serial No field on the Delivery Note item
Check that the number of entries matches Quantity.
Selected serial number on the Delivery Note item
Some sites use a serial bundle. On those sites, select Pick Serial / Batch No, select one serial number for each unit, and confirm the selection. NexWave stores the result in Serial and Batch Bundle.
The number of selected serial numbers must equal the item quantity. If a Pick List supplied the Delivery Note, check the serial numbers that came from the Pick List before you submit.
6. Submit the Delivery Note
Select Save.
Review the selected serial numbers and quantities.
Select Submit.
After submission, NexWave reduces stock in the source warehouse. The Serial No records show Status as Delivered and no longer show an active warehouse.
7. Check the result
Open Stock > Serial No.
Open one of the serial numbers from the Delivery Note.
Confirm that Status is Delivered.
Use View Ledgers to check the stock transaction history when you need an audit trail.
Delivered serial numbers
Also check that the Sales Order shows the correct delivered percentage.
Correct a mistake
For a draft Delivery Note, change the serial selection and save again.
For a submitted Delivery Note, do not edit the Serial No master record. Cancel or return the downstream stock transaction through the normal document flow:
If the despatch did not occur, cancel dependent documents in reverse order, then cancel and amend the Delivery Note.
If the customer returns the item, create a return Delivery Note and select the serial number that came back.
Check the Serial No status and warehouse after the return is submitted.
Troubleshooting
The serial number is not available in Pick Serial / Batch No
Check that:
The serial number exists through a submitted inward stock transaction.
Status is Active.
The Item matches the Delivery Note row.
The serial number is in the source Warehouse.
The serial number has not already been delivered, consumed, or moved.
Your role has access to the company and warehouse.
The selected count does not match the quantity
Select one serial number for each unit. If Quantity is 3, select three serial numbers.
A manually created Serial No record cannot be selected
A new Serial No record cannot be assigned to a warehouse by hand. Receive or manufacture the stock through a submitted transaction so NexWave records the inward movement.
NexWave selected serial numbers automatically
Your Stock Settings can allow automatic selection for outward transactions. Open Pick Serial / Batch No and check the selection before you submit the Delivery Note.