Require and record serial numbers

Before you start

Require serial numbers

1. 1

   Step 1: Set the template requirement

   Open the template's Before an order is placed area, then Warranty and Edit. Tick Require a serial number.

   

   The change saves immediately. Wait for Saving… to finish. The Warranty row adds serial number required to its summary.

2. 2

   Step 2: Set a Shopify product requirement

   Open By product in Warranty coverage and edit the product's warranty. Tick Require a serial number, then save. See coverage exceptions for the product dialog.

3. 3

   Step 3: Set a plan requirement

   In the plan editor, use Units and Require a serial number for each covered unit. Save the plan.

   These requirements are recorded at sale. Earlier orders don't acquire the requirement when you change the template or plan. Template imports also support Serial required through CSV import.

Enter serials for fulfilled units

1. 1

   Step 1: Open the line's serial dialog

   On the order, click Serials X of Y missing, or use Serial numbers in the line menu. A line without a requirement offers Add serial numbers with an Optional badge.

   

2. 2

   Step 2: Enter each unit's serial

   Enter the serial in each Unit N field, matching the physical serial plate to the unit. The dialog shows how many units are fulfilled and how many serials are entered.

   

   Each serial can contain up to 100 characters. An unfulfilled unit shows Not fulfilled yet or Available after fulfillment and cannot be assigned a serial.

3. 3

   Step 3: Save the entries

   Click Save. Serial numbers saved confirms the result. The missing count updates for the fulfilled units.

   Save is unavailable when no serial has been entered or changed. Read that reason before assuming the form cannot save.

Correct a serial

1. 1

   Step 1: Open the individual unit

   From the order's Warranty panel, open the unit menu and choose Edit serial number. Check the product and unit again before replacing the value.

2. 2

   Step 2: Save the correction

   Enter the correct serial and save. Activity records the change. If another person changed the same serial, close and reopen before editing again.

   Serials are unique per product across orders. An Already assigned to Order message identifies the existing order and unit; inspect that assignment instead of inventing a different serial.

Find a unit by its serial

Use the serial in Coverage look-up, the warranty claims queue, or Start a claim under Find the order. These searches can identify the unit even when the customer doesn't know the order number.

A claim's part or replacement purchase order includes the unit's serial in the vendor notes. That helps the vendor identify the physical product needing service.

What happens next

Missing serials remain visible until entered. Coverage look-up and claims can then find the unit by serial. Cancelling its shipment in Shopify retires that shipment's serials.

On POS, Fulfillment details shows how many fulfilled units have serials. The order screen can show Serial needed. These views are read-only; enter serials in the OrderPilot app.

If something goes wrong