How do I track IMEI or serial numbers and warranties?

Phones, laptops, consoles and other electronics should be tracked unit by unit. With serial tracking on, RetailPOS Studio records each unit’s IMEI or serial number when you receive it and when you sell it, and links a warranty to the sale. When a customer comes back with a claim, you search the number and see the sale, the date and the warranty in seconds. Available on the Stockroom and Chain plans.

Before you start

• A list of the warranties you offer, for example 6 months shop warranty or 12 months manufacturer warranty.
• A barcode scanner that reads the IMEI barcode on boxes. Most 2D scanners do.

Create your warranties

1. Go to Settings → Warranties → Add.
2. Enter a name (“12 months – brand”), a duration and a short description of what’s covered.
3. Save. Repeat for each warranty you offer.

Turn on serial tracking for a product

1. Open the product and tick Enable IMEI or serial number.
2. Choose the default warranty for the product.
3. Save.

Recording serials

• Receiving: when you add a purchase, enter or scan the serial for each unit.
• Selling: at the POS, after adding the product, enter or scan the serial of the unit you’re handing over. It prints on the invoice with the warranty and its end date.

Looking up a serial

Search the serial number in the sales list or product history. You’ll see who bought the unit, when, from which shop and which warranty applies.

Common problems

• A serial was typed wrong at the sale. Edit the sale line and correct it before the end of the day, so the warranty record stays accurate.
• The scanner reads the wrong barcode. Phone boxes carry several barcodes. Cover the others or scan the one labelled IMEI.
• Dual-SIM phones have two IMEIs. Record IMEI 1 as the serial and add IMEI 2 in the sale note.

Tips

• In Pakistan, check a handset’s PTA status before buying it from a supplier; an unregistered device can be blocked on local networks.
• Pair warranties with the repair job sheets so claims are handled in one place.