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Changing Serial Numbers on Equipment

Serialized equipment items are required by e-automate to have their serial numbers entered when they are received into inventory. If you have Equipment History Tracking enabled, e-automate simultaneously creates the equipment records for equipment coded items and assigns the serial number enters upon receipt to the equipment record. Once a serial number is entered in e-automate, it stores the serial number database table even after the serialized item is sold. When you receive an equipment coded item, e-automate creates the equipment record and establishes a link to the serial number table for the serial number assigned to the equipment.

If you do not have Equipment History Tracking enabled, e-automate does not create the equipment record when the serialized equipment coded item is received. When you sell serialized equipment-coded items, e-automate can assist you in creating the equipment records associated with these equipment if you have the option enabled. This option is called Auto-Create Equipment, and it is available under Sales options. For more information, see the Setting Sales Options topic. Because the serial number is already in the e-automate database, e-automate automatically assigns the serial number to the equipment.

If you have Equipment History Tracking enabled, modifying the serial number on equipment-coded items is simple and completed by modifying the equipment record and changing the serial number. When editing the equipment record, it might appear that you cannot edit the serial number because the field is disabled. Actually, you can edit the serial number, but you must use the drop-down menu instead of just editing. Because the serial number is referenced to the serial number table, any changes to the serial number must update the serial number table. Use the instructions in the "Changing Serial Numbers on Equipment Currently/Previously in Inventory" section of this topic to modify the serial number. When you make a change to a serial number, e-automate changes the entire history of the serial number; it is as if you never had the previous serial number. If Equipment History Tracking is enabled, the default tracking configuration tracks serial number changes and users that change serial numbers.

If the equipment has never been in inventory and you simply created the equipment, you change the serial number by modifying the equipment record and editing the serial number field. For non-inventoried equipment, e-automate does not create a link to the serial number table. To change the serial number on equipment-coded items that have never been in inventory, follow the instructions in the "Changing Serial Number on Equipment Never in Inventory" section of this topic.

If the items for which you want to modify the serial number are not equipment coded, you must un-receive the inventory item and re-receive with the correct serial number. If you are not using equipment history tracking and you have equipment-coded items that are serialized, you can un-receive and re-receive with the correct serial number or wait until you sell the items and modify the serial number using the instructions in the "Changing Serial Numbers on Equipment Currently/Previously in Inventory" section of this topic.

Changing Serial Numbers on Equipment Currently/Previously in InventoryChanging Serial Numbers on Equipment Currently/Previously in Inventory

On the e-automate toolbar, click [Equipment] to open the Equipment window.

To limit the display to equipment currently or previously in inventory, do the following:

In the unlabeled column field (the first field in the QuickSearch region), use the drop-down menu to select Serial Number Linked.

In the unlabeled comparison operator field (the second field from the left in the QuickSearch region), use the drop-down menu to select Equals.

Click the Yes radio button.

Click [Go] to display all the equipment with serial numbers linked to the serial number table.
Note: To use advanced QuickSearch functionality, see the Using the QuickSearch topic.

Double-click on the equipment with the serial number to be changed. The Edit Equipment window opens.

To the right of the Serial number field, use the drop-down menu to select Edit.

In the Serial Number field, enter the new serial number.

Click [OK] to change the serial number.

Answer Yes to the question “Are you sure you want to change the serial number from ‘xxxx’ to ‘xxxx’?
Note: If you have Equipment History Tracking Enabled and you are using the default configuration, e-automate created a history record identifying which user changes the serial number and the date, as well as the current and previous serial numbers.

Changing Serial Numbers on Equipment Never in InventoryChanging Serial Numbers on Equipment Never in Inventory

On the e-automate toolbar, click [Equipment] to open the Equipment window.

To limit the display to equipment not in inventory, do the following:

In the unlabeled column field (the first field in the QuickSearch region), use the drop-down menu to select Serial Number Linked.

In the unlabeled comparison operator field (the second field from the left in the QuickSearch region), use the drop-down menu to select Equals.

Click the No radio button.

Click [Go] to display all the equipment with serial numbers linked to the serial number table.
Note: To use advanced QuickSearch functionality, see the Using the QuickSearch topic.

Double-click on the equipment with the serial number to be changed. The Edit Equipment window opens.

In the Serial Number field, remove the incorrect serial number and enter the new serial number.

Click [OK] to change the serial number.
Note: For serial numbers not linked to inventory, e-automate does not perform an equipment history tracking entry.