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Manage products with lots and serial numbers
Manage products with lots and serial numbers

Create and manage lots or serial numbers for your products

Héctor Emperador avatar
Written by Héctor Emperador
Updated over a week ago

Create a product with lots or serial numbers

To create a product with lot or serial numbers, follow these steps:

  1. Go to Inventory > Products in the navigation bar.

  2. Click the "New Product" button in the upper right corner.

  3. Enter basic product information, including a name and description.

  4. Include information related to sales, purchasing and manufacturing, tracking, and stock management.

  5. Under Options, check the "Manage lots" or "Manage serial numbers" box.

    If you choose lots, you can mark the start date (manufacturing, quality control, etc.), or the end date (expiration, etc.):.

  6. Complete the information related to accounting and categorization, and upload, if you wish, an image.

  7. Press the "Save" button.

Manage lots and serial numbers

By default, the platform will use the product name or SKU that you provided when creating the product as the lot or serial number.

If you want to edit or add lots or serial numbers, follow the steps below:

  • In the list, click on the product whose lots you want to manage

  • In the 'Lots' or 'Serial Numbers' section, click Manage Lots or Manage Serial Numbers, as appropriate:

In the editor, add, edit, archive or send units, as needed:

1. Add or delete lots or serial numbers:

Add using the "Add lot" / "Add serial number" buttons, or delete them using the trash button:​

When you create a new sales invoice, you can choose which lot or serial number you have created that you want to assign. Also, keep in mind that each time you choose a lot or sn, a new line will be added to the invoice, and from there you can also edit the quantity of each of the lots or sn.

In case you do not know the lot or sn until you receive the merchandise, we recommend using purchase orders to quickly create the different lots or sn, once you receive the shipment.

2. Edit lots or serial numbers:

Modify the information by clicking on the fields (Lot/SN, Barcode, Description, Start Date, End Date), and press "Save" to apply the changes:​

3. Archive lots or serial numbers:

Deactivate your lots or serial numbers using the switch in the 'Status' column. You can click "Show Archived" to see them all, or turn them back on:

4. Send units of an order with lots or serial numbers:

To ship the units of an order with lots or sn, see these articles:

💎 Activate the Inventory gem in the Holded Store to access products with variants, lots, serial numbers or packs.

Track products with lot or serial numbers

The traceability report is a tool specially designed for those who handle products with lots or serial numbers, and need careful tracking. It allows you:

  • Track which customers you sent a specific lot to.

  • Verify the supplier from which you purchased said lot.

  • View the list of orders, invoices, sales, purchases or delivery notes related to the same lot.

This report not only gives you a detailed record of your lots, but also helps you quickly identify any quality problems or related incidents. Check it here.

Manage products with lots or serial numbers in Shopify, WooCommerce and PrestaShop

This option only works if you configure, for the respective e-commerce:

  • in 'Sales Sync', convert to Sales Order

  • in 'Product Sync', Don't sync my products

  • and in 'Stock synchronization', Do not synchronize stock

Learn how to configure these sections in Shopify, WooCommerce, and PrestaShop

Once your integration is activated and your store is added, follow these steps:

  1. In your e-commerce, place an order with the products you need. For example, a product with two variants (a white and blue t-shirt) and a simple product (pants)..

    ☝🏼 First, make sure you have registered the products in Holded: in this example, and given that Holded can only cross the SKU of each variant of your e-commerce with the SKU of a simple product with lots or serial numbers in Hold, you will have three simple products registered (one for each t-shirt variant, and another for the pants).

  2. Save the order and import it to Holded.

  3. In Holded, locate your order in Inventory > Sales Orders.

  4. Open your order, check that the products have been linked correctly.

  5. Click on the order, and then on the "Send units" button.

  6. In the pop-up panel, select the lots you are interested in, click on "Serve pending", and "Confirm" (the stock of the corresponding lot will be discounted).

Learn more about shipping units of an order with lots or sn here.

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