This guide will walk you through the process of creating and using pre entered serial numbers on your products, and how to assign them via the Order Dispatch screen.

Please read the guide for setting the Dispatch Identifier mode on products before you start, as this is required for them to function.

This guide assumes you are using either Pre Entered Product Serial Numbers (Single Use) or Pre Entered Product Serial Numbers (Multiple Use) mode. Both of these require you to input your serial number on the product screen and then assign it to the product at the point of dispatch.


Continue below to learn how this works.

1. Admin Centre

From the Admin Centre menu in Cloud Commerce Pro, click the "Products" button.

2. Products

Search for the product you want to add serial numbers to by hitting the "Search" button.

3. Product Variation

There are two ways in which you can start adding serial numbers for this product. If you change the stock level at all, you will be prompted to add any serial numbers by the system.

Otherwise you can add them by pressing the "Manually Update Serial Numbers" button.

4. Product Serial Numbers

Here you are given a text box for each unit of stock of this product. Bear that in mind if you intend to use this feature with high volumes of stock.

How you proceed depends which Dispatch Identifier mode you are using:

  • Pre Entered Product Serial Numbers (Single Use) - Single use serial numbers must be unique, therefore you must add a serial number for each unit of stock before the system will allow you to save. It is highly recommended you do not use this mode for any product you have large amounts of stock of unless you are happy to input a lot of serial numbers. This mode is best used when it is of upmost importance that no serial number is used twice.

    This mode is well suited if you have products with specific identifying numbers attached to them which you would like to keep track of, such as the IMIE number on a mobile phone.
  • Pre Entered Product Serial Numbers (Multiple Use) - While each serial number you enter in this mode needs to be unique, you can use each one multiple times when dispatching.

    Even though you still have a text box for each unit of stock in this mode, you do not have to fill in each one in order to save. Simply add each serial number you intend to use while dispatching.

    This mode is extremely flexible and can be used in a multitude of ways. A good example would be using it to assign a use by date to perishable goods. The dates you require can be pre entered so the correct date can be selected for the product when you dispatch it.

Regardless of the mode you are using, you can input your dispatch identifier in any format you need. You can use numbers, upper and lowercase letters as well as special characters. They are case sensitive too so, for example, "ABC" and "abc" would be considered two unique serials.

Once you are happy with your serial numbers, hit the "Save Changes" button.

5. Saved

A dialogue box will confirm your serial numbers have been saved against the product.

Click "OK" to continue.

6. Using Serial Numbers

Now you have pre entered your serial numbers, you can use them when dispatching the product.

Select orders awaiting dispatch by checking the box besides them before hovering your mouse over the "Actions" tab.

You can select single or multiple orders using this method.

Don't worry if you can't remember exactly which orders might need identifiers adding. Simply select a bunch of orders and any that do not have dispatch identifiers enabled will not display a text box.

7. Actions Menu

On the Actions Menu, click "Dispatch Identifiers" in the Shipping section.

8. Allocate Dispatch Identifiers

Here you can add your serial numbers against the products. If you are using Pre Entered Product Serial Numbers (Single Use) mode, the system will warn you if a serial number is already in use if you select an incorrect number.

Click the empty text box and select one of your pre entered serial numbers from the list before pressing the "Save Changes" button.

9. Allocation Complete

You will be greeted by a message to let you know your identifiers have been saved against this order.

Click "OK" to return to the Order Dispatch screen and continue dispatching your orders as normal.

10. Single Order Allocation

Sometimes you might want to add Dispatch Identifiers to a single order. While you can use the method above on a single order, you can also follow the method below if you prefer it.

To add a serial number to a single order, click the "Details / Ready" button next to the order.

11. Order Details

Enter the number you intend to dispatch in the box provided and click the "Complete Order" button.

12. Dispatch Identifiers Needed

A box will show to notify you that dispatch identifiers need adding to products in this order.

Click the "Add" button to continue.

13. Allocate

Here you can add your serial numbers against the products. If you are using Pre Entered Product Serial Numbers (Single Use) mode, the system will warn you if a serial number is already in use if you select an incorrect number.

Click the empty text box and select one of your pre entered serial numbers from the list before pressing the "Save Changes" button.

After adding your identifiers, click the "Save Changes" button.

14. Allocation Complete

You will be greeted by a message to let you know your identifiers have been saved against this order.

15. Complete Order

You can now finish off the order by hitting the "Complete Order" button once more.

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