This document covers taking prepaid or full payment for serialized products using the procurement workflow. Serial numbers must be known before the products can be received into inventory.

Prerequisites

Before proceeding, ensure the following:

• The Deposit feature is enabled in Admin > Products & Services > Preferences. (See also: Products & Services Settings Reference.)
• You have created at least one Product with the "Maintain Stock" and "Serialized" checkboxes checked. (See also: Create a Product or Service.)
• You are familiar with the Purchase Order and Deposit workflows. (See also: Work with Purchase Orders; Take a Deposit.)
• You are familiar with the Order Procurement Flow. (See also: Use Estimates with Deposits & POs to Replace Client Equipment.)

How Serialized Products Work

Serialized products can only be added to inventory through a Purchase Order or CSV Import. This is enforced across the platform.

You can rename or delete Serial Numbers on a Product to correct typos.

Selling a serialized product requires using the Deposit feature, even when collecting the full payment amount upfront. This allows the platform to link the Invoice, payment, and serialized Product natively.

If you skip the Deposit step, the platform cannot take upfront payment for a serialized product that already has quantity in stock.

Sell a Serialized Product Using the Procurement Workflow

1. Create an Estimate and add the serialized Product to a line item.
2. Once the End User approves, click New Ticket to convert the Estimate to a Ticket.
   IMPORTANT: The platform allows Estimates to be converted directly to Invoices. If you do this, the serialized Product cannot be linked to a Ticket. Always convert to a Ticket first.
3. Fill out the Ticket title, description, and any other relevant details.
4. On the Ticket, confirm the following:
   
   • Billing Status is “Invoice Required.”
   • The Estimate is hyperlinked on the Ticket.
   • Pending Ticket Charges shows the serialized Product from the Estimate.
5. Click Actions and select Take Deposit.
   Note: If Take Deposit does not appear, the Deposit feature must be enabled in Admin > Products & Services > Preferences.
6. Process the payment. This can be a partial or full amount for the line item(s).
7. On the Ticket, confirm the following:
   
   • A Deposit Invoice was created and linked to the Ticket.
   • Billing Status changed to “Partially Invoiced.”
   • Under Add/View Charges, a negative charge for the deposit amount was added.
8. Navigate to Products & Services > Purchase Orders.
9. Create a Purchase Order for the serialized Product and submit it to the vendor.
10. When the product arrives, set the Purchase Order status to "Check-In" and enter the serial number using the Managed Serial button:
    
11. Click Receive and select the Ticket created in the steps above to fulfill the order.
12. Navigate to the serialized Product's Serial Number History page and confirm the following:
    • The Purchase Order appears in the history:
      
    • Under Product Instances, the received serial number is listed with its associated Ticket and Purchase Order:
      
13. On the Ticket, click Add/View Charges and confirm the serial number is correctly assigned to the Pending Ticket Charges:
    
14. Click Make Invoice.
15. On the resulting Invoice, confirm the following:
    
    • The Ticket is linked.
    • The correct serial number(s) appear in the line items.
    • The Deposit appears as a negative line item.
    • If a balance remains, collect the remaining payment. If the full amount was already collected, process a $0 payment to close the Invoice.
      
16. Return to the Ticket and confirm the following:
    
    • Billing Status is “Invoiced.”
    • The Estimate, Deposit Invoice, and Balance Invoice are all linked to the Ticket.
17. Navigate to the Product's Serial Number History page and confirm the serial number is associated with the Customer Organization, Invoice, Ticket, and Purchase Order: