There are two ways to enable tracking for an inventory item:
Via the Edit Item Page:
Open the item for editing.
Check the Tracking box.
Select the appropriate tracking method from the dropdown list (e.g., serial number, lot number, expiration date).
Via the Serial/Lot Numbers Page:
Navigate to Inventory → Serial/Lot Numbers.
Select the item from the list on the left panel.
In the right panel, choose the desired tracking method and click Enable Tracking.
Generally, changing the tracking method for an item is not allowed once tracking has been enabled.
If no transactions involving serial/lot numbers have been created for the item, you may contact HandiFox Support to request a change in the tracking method.
Unassigned Quantity refers to the portion of an item's on-hand stock that does not have tracking information assigned (i.e., no serial/lot number or expiration date).
This can occur when:
Tracking is enabled for an item that already has stock on hand.
An item is received or sold without assigning serial/lot numbers or expiration dates.
To add tracking information to existing stock:
Go to Inventory → Serial/Lot Numbers.
Select the item from the left panel.
Click Assign Numbers (or Edit Numbers) in the right panel.
Follow the on-screen instructions to enter serial/lot numbers and expiration dates (see Initial Entry of Tracking Information for more information).
A negative quantity indicates that a serial/lot number was used in a sales transaction (e.g., invoice) before it was received into inventory.
There are two ways to view transaction history:
If the serial/lot number is currently in stock:
Go to Inventory → Serial/Lot Numbers.
Select the item in the left panel.
Locate the serial/lot number (expiration date) on the right and click on it to view the last five related transactions.
To run a full report:
Navigate to Reports → Serial/Lot Numbers.
Run the Transactions by Serial/Lot Number report.
Select the item and enter the serial/lot number or expiration date in the filters.
If a serial/lot number or expiration date was entered incorrectly during receiving (Item Receipt):
Preferred method: Locate and edit the original Item Receipt transaction.
Alternatively:
Go to Inventory → Serial/Lot Numbers.
Select the item and click Edit Numbers.
Update the serial/lot number or expiration date.
⚠️ Note: This change will not retroactively update previously recorded transactions.
To identify transactions that lack tracking details:
Go to Reports → Serial/Lot Numbers.
Run the Transactions Missing Serial/Lot Numbers report.
Yes. To enforce this restriction:
Navigate to Settings → Inventory.
Enable the option: "Do not allow saving transactions with unassigned serial/lot numbers."
To identify products with upcoming expiration dates:
Go to Inventory → Serial/Lot Numbers.
Click the Expiring Products button in the top-right corner (see Writing Expiring (or Expired) Products Off for more information).
To adjust the quantity for a specific serial/lot number:
Go to Inventory → Serial/Lot Numbers.
Select the item in the left panel.
Locate the serial/lot number and click on it.
In the pop-up window, open the Adjust Quantity tab.
Enter the new quantity and reason for adjustment.
💡 This action will also affect the total quantity on hand (QOH) for the item.
Alternatively, you can:
Create a Counting Session and update the quantity through the count.
Go to Inventory → Serial/Lot Numbers.
Select the item and click Edit Numbers.
Update the serial/lot number or expiration date.
If you entered the wrong serial/lot number and want to change it, then:
Go to Inventory → Serial/Lot Numbers.
Select the item in the left panel.
Locate the serial/lot number and click on it.
In the pop-up window, open the Adjust Quantity tab.
Enter the 0 as new quantity and reason for adjustment.