Track the serial number and IMEI of every single unit of refurbished smartphones and high-value spare parts: real-time status (in stock, reserved, sold, transferred, scrapped) and full history for warranties.
A generic display or battery is interchangeable with any other of the same model, but a refurbished smartphone is not: every single unit has its own history, its own IMEI, and its own wear condition, and it is essential to know exactly which physical unit was sold to which customer. Fixh IT's serial number tracking records every single unit in stock with its own serial number and, when available, its IMEI, following it through the entire warehouse journey until it is sold, used in a repair, or transferred between shops.
Why it matters for a repair shop
In repair inventory management for a shop that also handles refurbished devices, knowing that "there are five iPhone 12s available" is not enough: you need to know which specific iPhone 12, with which IMEI, was sold to a given customer on a given day, so you can handle a future warranty claim correctly and without ambiguity. The same applies to high-value spare parts or parts covered by a manufacturer warranty, where you need to prove exactly which unit was fitted during a repair. Without serial tracking, a repair shop risks being unable to reliably trace a sale or a job back to the exact physical unit involved, complicating every return, warranty, or dispute.
How it works in practice
Serial tracking is enabled per individual catalog product: once enabled, every unit of that product in the warehouse must have its own recorded serial number, and optionally an IMEI. Units are loaded three ways: manually from the product record by entering the list of serials, automatically when receiving a purchase order (for every unit received you enter the matching serial), or as inbound stock from a transfer between shops.
Every serialized unit has a status that tells its lifecycle: in stock when available in the warehouse, reserved when selected for a transfer in progress, sold after checkout, transferred once it has arrived at another shop, scrapped if found defective or unrecoverable, or returned after a customer return. A status change also automatically updates the product's aggregate stock, so the two levels of detail — per unit and total available — always stay consistent with each other.
At checkout or when used in a repair, staff select the specific unit sold or fitted among those available in stock at that shop: from that moment the serial number stays permanently linked to that sale or that repair. You can also quickly look up a unit by entering its serial number or IMEI, useful when a customer walks in with the device in hand for a return or warranty job, to immediately trace when and how it was sold.
Quick guide
- Open the product record in Warehouse and enable serial tracking.
- Record the serial numbers (and IMEI, if any) of units already in stock, or load them while receiving a purchase order.
- At checkout, select the specific serial number of the unit actually handed to the customer.
- If the serial is used in a repair, select it when the spare part is used.
- Check each unit's status (in stock, reserved, sold, transferred, scrapped) from the product's Serials tab.
- Look up a unit by serial or IMEI when a customer walks in with the device for service or a return.
Real use cases
A customer comes back after three months complaining about a battery issue on a refurbished smartphone bought in the shop: staff look up the serial number printed on the device, immediately trace the original sale, and check whether it is still within the warranty granted on that specific unit.
A lab fits a replacement camera module, serial-tracked because it is expensive and prone to possible factory defects: if the component turns out defective after the replacement, the technician can show the supplier exactly which unit with that serial number was fitted and when, to get a warranty replacement.
A multi-shop chain transfers five refurbished tablets from the central warehouse to an outlying shop: it selects the specific serialized units to move, and on receipt at the destination shop each serial number correctly shows as available there, with no confusion against other identical units in the catalog.
Tips and best practices
Enable serial tracking only on products that really need it, typically refurbished devices and high-value parts or those covered by a manufacturer warranty: applying it to every single screw or screen protector would needlessly slow down daily work. Record the IMEI in addition to the serial number when available, since it is often the piece of information the customer has closest at hand when seeking service. Check unit status before a transfer, so you only move units that are actually available in stock.
Common mistakes to avoid
Do not sell "by eye" a unit different from the one actually selected in the system: the serial number linked to the sale must exactly match the physical device handed over, otherwise a future warranty claim will point to the wrong item. Do not forget to record serial numbers when receiving a purchase order for a product with tracking enabled: without that step, the units will not show as available for sale. Avoid marking a still-sellable unit as scrapped just to temporarily "clean up" the list: status must reflect the item's actual condition.
Frequently asked questions
Is serial tracking mandatory for all products? No, it is enabled only on products that require it, for example refurbished devices or high-value spare parts.
Can a serial number be tracked for parts used in a repair too, not only for sales? Yes, the specific serial number stays linked to the transaction both when sold and when used as a spare part in a repair.
What happens to a unit's status when it is sold? It automatically moves from "in stock" to "sold" and the product's aggregate stock decreases accordingly.
Can I look up a unit directly by IMEI? Yes, search works both by serial number and by IMEI, useful when the customer brings in the physical device.
What happens to serial numbers when I transfer units between shops? The selected units move to "reserved" status during the transfer and to "transferred" on shipping, then become available again at the destination shop on receipt.
What is the practical use of knowing the exact serial number sold or installed? It lets you correctly manage warranty and future service on that specific unit, distinguishing it from other identical units in the catalog.
