Serialized Stock | Latner Software Documentation

Serialized Stock lets you track individual, serial-numbered machines through their whole life in Latner, from the purchase order that brings them in, through capital preparation, to the day they are either sold to a customer or converted into a rental fleet asset.

Overview

Some things you buy are interchangeable boxes on a shelf. Others are individual machines you need to follow by serial number, cost, and condition for their entire life. Serialized Stock is for the second kind.

A Serialized Stock record is the product definition (for example, a particular generator model), and each physical unit you own is a Serialized Stock Item with its own unique serial number. Latner tracks each item through a defined lifecycle:

Each item carries its own serial number, warehouse, supplier, and purchase cost.
Items are created from a confirmed Purchase Order and become available once received into stock.
You can raise Capital Preparation work orders to ready an item for service, and the cost of that work is captured against the item.
An item has two possible destinations: sold to a customer through a Sales Order and invoice, or converted into a rental fleet Equipment asset.
Every financial movement (received, sold, credited) is recorded and can be synced to your accounting package.

The Serialized Stock Lifecycle

Every Serialized Stock Item moves through a set status. The status is shown on the item and drives which actions are available.

Status	What it means
Ordered	The item has been created from a confirmed Purchase Order but has not yet arrived. It is not on hand.
In Stock	The item has been received into a warehouse. It is on hand and available to prepare, sell, or convert.
Capital Preparation	The item is the subject of an open Capital Preparation work order (checks, fit-out, servicing).
Allocated	The item has been reserved to a Sales Order line, but the sale is not yet invoiced.
Sold	The item has been sold to a customer through a completed invoice. This is a final state.
Converted	The item has been converted into a rental fleet Equipment asset. This is a final state; from here on you manage the machine as Equipment.

Before You Begin

Access to Serialized Stock is controlled by permissions, and one optional setting changes how selling behaves.

Requirement	Where to Find It
Serialized Stock permission (view)	Security › Configuration › Permission Groups — under the Stock module. Lets users search and view Serialized Stock.
Create Serialized Stock permission	Security › Configuration › Permission Groups — required to create Serialized Stock records.
Edit Serialized Stock permission	Security › Configuration › Permission Groups — required to edit records, add accessories, and raise capital prep work orders.
Edit Serial Number permission	Security › Configuration › Permission Groups — required to change an item's serial number after it has been received.
Create Pre Sale Inspection after adding Serialized Stock to Sales Order setting (optional)	Security › Settings › Equipment — when on, adding a Serialized Stock item to a Sales Order automatically raises a pre-sale inspection.

The Equipment settings tab, showing the Create Pre Sale Inspection toggle

The pre-sale inspection setting only takes effect if the Serialized Stock record has Pre Sale Inspections ticked and a Pre Sale Checklist selected on its detail page. The setting is the master switch; the record fields decide which checklist is used.

Where to Find Serialized Stock

Everything lives under the Stock menu, in the Serialized Stock group:

Stock › Serialized Stock › Serialized Stock — the product records and, beneath each, its individual items grouped by status.
Stock › Serialized Stock › Serial Numbers — a flat list of every individual item across all products, searchable by serial number.
Stock › Serialized Stock › Accessories — the accessory bundles that travel with a product (see below).

A Serialized Stock record showing its individual serial-numbered items grouped by status

Accessories

An accessory is a bundle of stock lines that should travel with a serialized product, for example a battery, a lead set, or a manual. Accessories are defined once and then pulled onto Sales Orders and Purchase Orders automatically when the product is added.

Accessories are matched at three levels of specificity, so you can define a default set broadly and override it narrowly:

Equipment Class only — applies to every product in the class.
Equipment Class + Equipment Model — applies to a specific model.
Equipment Class + Equipment Model + Serialized Stock — applies to one specific product.

The most specific matching accessory wins. Create and manage these from Stock › Serialized Stock › Accessories using Create Accessory, then add lines with Add Accessory Line. Accessory definitions can also be bulk loaded through the standard Imports and Exports screens using the Serialized Stock Accessories and Serialized Stock Accessory Details types.

A Serialized Stock Accessory record with its accessory lines

Pricing

There are two ways a price reaches a Serialized Stock sale:

Recommended Retail Price (RRP) — set on each Serialized Stock record's detail page. This is the default price used when the product is added to a Sales Order.
Sales Order Rate Books — customer- and site-specific price lists managed under Sales › Configuration › Sales Order Rate Books. A rate book can set a specific rate for a stock or serialized stock line, and is assigned to customers or sites so the right price is applied automatically.

How to Purchase Serialized Stock — create the product record and bring items in on a Purchase Order.
How to Capital Prep a Serialized Stock Item — raise a work order to ready an item for service.
How to Sell or Convert Serialized Stock — sell an item to a customer, or turn it into a rental fleet asset.

FAQs

What is the difference between a Serialized Stock record and a Serialized Stock Item?

The record is the product definition, tied to an Equipment Model (for example "Honda EU22i Generator"). Each item is one physical machine you own, with its own unique serial number, cost, and status. One record can have many items.

The Serialized Stock menu doesn't appear. Why?

You need the Serialized Stock view permission, granted under Security › Configuration › Permission Groups in the Stock module. Ask your administrator to add it to your permission group.

Can I delete a Serialized Stock Item?

Items that have only been ordered (not yet received) are removed automatically if the Purchase Order is reopened. Once an item has been received, sold, or converted it carries stock and accounting history, so it is retained rather than deleted. An item that has been converted to Equipment cannot be deleted while the Equipment record points at it.

What is the difference between Serialized Stock and Serialized Equipment?

Serialized Stock is inventory you have bought and may sell or convert. Serialized Equipment is a machine that is already part of your rental fleet. A Serialized Stock Item becomes Serialized Equipment when you use Convert to Equipment — see How to Sell or Convert Serialized Stock.

Do accessories add a cost to the sale automatically?

Yes. When a serialized product with matching accessories is added to a Sales Order or Purchase Order, the accessory lines are added as their own stock lines, each with the charge defined on the accessory. Lines flagged Required are always included.