How to Track Serial Numbers With QuickBooks Pro

QuickBooks is an extremely flexible program for accounting with the ability to adapt to business owners' needs. If your small business sells items for which you need to keep track of serial numbers for warranty or other purposes, you can keep track of this information with QuickBooks. However, QuickBooks software does not include a "Serial Number" function. To keep track of this information, you'll need to create "Custom Fields" in the item list and then add the "Serial Number" column onto invoices using the "Customize Documents" feature.

Instructions

1. Add the serial number field to the item edit feature by clicking the "Lists" button in the top menu bar and scrolling down to "Items." Highlight the serial number of any item you sell, and press the "CTRL" and "E" keys simultaneously. The "Edit Item" window will open instantly.

2. Click the "Custom Fields" button in the upper right corner of the "Edit Item" window. When the "Custom Fields" window opens, click the "Define Fields" tab, opening the "Set up Custom Fields for Items" window. Delete the word that appears in the "Label" column, then replace it with the words "Serial Number." Use your mouse to place a check mark in the "Use" column if one does not already appear there.

3. Open the "Create Invoice" screen by clicking on the "Create Invoice" icon in the center of the "Home Page" screen. Click the "Customize Invoice" button, located right of center on the "New Invoice" screed. (The icon resembles a corner square ruler.)

   When the "Customize Your QuickBooks Forms" window opens, choose the option labeled "Customize Data Layout". You will be prompted to save the current invoice template and the alterations you make in this new one will be saved as a different template. Click "Ok" and the "Additional Customization" window will open.

4. Check the box in the lower portion of the "Columns" section of this window. (You will see the "Serial Number" you just created.) Use your mouse to place checks in both the "Screen" and "Print" boxes. Type the phrase "Serial Number" into the "Title" column, and click "OK." A caution window will warn you that adding a new column to an invoice can result in overlap; click the "OK" button, and follow the prompts.

5. Open the "Layout Designer" by clicking the "Layout Designer" button, and use your mouse to drag the "Serial Number" column or resize the column to eliminate overlap. Holding down the left button on the mouse, drag the column borders to the left or right to create your desired column width. Click "OK" to save the new invoice template.

6. Use the "Serial Number" function you created to track the serial numbers. Each time you sell a particular item, type that item's serial numbers into the corresponding box on the "Invoice" screen.

7. Track the serial numbered items using the "Transaction List by Customer" report. Click the "Report" button, then click the "Customers & Receivables" tab and scroll down to the "Transaction List by Customer."

8. Add the "Serial Number" column to the report: Click the "Modify Report" button in the upper left corner. In the "Display" tab, scroll down the "Columns" list and click next to the words "Serial Number," placing a check next to the term. Click "OK." The report will now contain information on each transaction, along with the serial numbers of the items purchased by each customer.

   Use this same technique to generate customized reports by item or by sales.

References

• Intuit QuickBooks Support: Adding Custom Name Fields
• The QB Specialists: QuickBooks Tips and Tricks
• Intuit QuickBooks Support: Customizing Your Invoice Forms
• Intuit QuickBooks Support: Using the Layout Designer