Import serial numbers into QuickBooks

Axis

Overview

QuickBooks Enterprise with the Advanced Inventory feature switched on allows you to track inventory with Serial Numbers and expiration dates.  These features are enabled in the Advanced Inventory feature set up.

Once this feature is set up then entering the serial numbers and expiration dates has to be done for new items either via Invoices, Bills, Item Receipts or Sales Orders.  To add serial numbers and expiration dates to existing inventory items you will need to do that via an Inventory Adjustment see more here.  These processes are done item by item but if you are looking for a way to do that in batch by importing this data from text or Excel files then Zed Axis can do that for you.


 Where the Serial Numbers appear in QuickBooks

Import serial numbers
 

What transactions support importing Serial Numbers

Serial numbers can be imported on the following transactions types: 

Points to consider

It is important to consider the following points when importing serial numbers into QuickBooks:

  • To assign serial numbers to existing items then use the Inventory Adjustment type transaction.
  • The quantity of the item imported needs to match the number of serial numbers, for example if you are importing three widgits on a item receipt then you should have 3 distinct serial numbers. These should be in the same field and separated by a comma or a space.
  • New serial numbers can only be imported on transaction types that receipt items into inventory in QuickBooks, so this is Item Receipts, Checks and Credit Card Charges
  • Existing serial numbers can only be imported on transaction types that draw down items from inventory in QuickBooks, so this is Sales Orders, Invoices, Credit Memos and Inventory Adjustments
Article ID: 193, , Modified: 1/30/2025 at 12:22 AM

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