This article will show you how to add new serialized items within your inventory list. Do you have pieces of inventory that are part of a group but you would like to keep usage and income separate for? For example, you might have four trenchers and want to keep the usage for all four units separate, but do not want to have four different inventory items of the same product.  This article will show you how you can keep your items together but keep the income and utilization separate using serialized inventory.

Topics included in this article

• Add New Serialized Item

• Basic Information Screen

• Pricing Screen

• Add Stock Using Quick Add

• Add Stock with More Information

• Scheduled Maintenance

• Suggested Items

• Supporting Documents

• Delete/Update Supporting Documents

• Send Out Contract via Email with Supporting Documents Attached

• Add an Item to the Transaction

Add New Serialized Item

From the Inventory menu, click on Inventory. 

From here, click + New Item. Choose what type of item you want to add. To keep all your items under the same group but income and utilization separate, select Serialized Item as the item type.

Basic Information Screen

From the Basic Information screen, complete the required information for the item. The Name, Category, and Display are the only fields required for this screen, but you might want to complete other fields for your information and reporting purposes.  

Administrative Information  

Item Type

If this is a metered item, specify which meter type it will use. This option is at the bottom of the Basic Information screen.

Setting a Minimum Rental Period

Establish a minimum rental period to prevent customers from booking an item for less time than you specify.  Typical uses include weekly‑only rentals on bicycles, scooters, or other high‑demand assets.

Type the minimum duration using standard time codes:

1. 1. D = Day(s)  3D → 3 days
   2. W = Week(s) 1W → 1 week
   3. M = Month(s) 2M → 2 months

 (Optional) Verify in Storefront

1. Open Storefront and perform a hard refresh (Ctrl + Shift + R) to clear the cache.
2. Locate the item; the product page now displays Minimum Rental Period: <duration>.
3. Add the item to the cart.
4. Attempt to select a rental period shorter than the minimum. A message appears: “An item in your cart has a minimum rental duration of <duration>.” Adjust dates to proceed.

Verify at the Counter

1. In the Counter app, click New Rental.

2. Select a customer and set the start date.

3. Enter a duration shorter than the minimum (optional).

4. Add the item. The system warns: “This item requires at least <duration>. Adjust duration to minimum?” Choosing OK automatically updates the rental length.

Tips & FAQs

Pricing Screen

Once you have completed all the desired information, go to the Pricing Tab to set up the base rate of what you will be charging to rent this item, any deposit required, replacement cost, and any flat dollar damage waiver amount.  

Note: If you have an overall damage waiver percentage for all your items set under Configuration, the damage waiver dollar amount field will not be available for your items.

If this is a meter-type item, complete the allowed usage and any amount charged for usage that exceeds the allowed times.

If you have multiple price sheets set up, assign the appropriate price sheet to the item.  The default price sheet will be linked to the item if no price sheet is assigned.

Once all the desired information is entered, do not forget to click Save.

Add Stock Using Quick Add

Click the Stock tab to add each specific unit with its serial number. The easiest way to add all units simultaneously is to click the + Quick Add Serialized Item button. This will allow you to add each unit to a list and then add them to the main item record at the same time. Once you complete the Model Name, Serial Number, and Price you paid, click the + Add button to add this unit to your list of units to be added. As you add the units to your list, you can see the list populate with each unit you have added. 

Once you have all of the units in your list, click Save. All your units will now appear under the main item under the Stock tab.

Add Stock with More Information

You can also add each unit separately. You will have more fields to complete for your information when you do. When choosing Advanced Mode, you will have the ability to add the manufacturer, meter count, specific barcode, model year, model number as well as vendor information and much more.

Scheduled Maintenance

Once all the stock or serialized items have been added, you can click Scheduled Maintenance and add any routine maintenance schedules for this item.  If you do not have any, you can skip this screen.

Suggested Items

If you have any optional or automatically suggested items, you can add those to the Suggested Items tab. 

Supporting Documents

Supporting Documents allows you to upload any PDF documents associated with this particular item. These can be anything from instruction documents to additional contract terms and agreements. 

Click Upload Document, select the PDF file you want to upload, and click Open. The document will now be attached to the item. 

This allows you to see the file name and when the document was created (or uploaded).

This document can be viewed anytime by editing the inventory item and clicking View.  

Delete/Update Supporting Documents

If you have an out-of-date document attached, once the document has been updated, you can remove the old document by either clicking the "X" next to it or checking the selection box next to it and clicking the Delete Item Document button at the top of the document list.

Once any documents are uploaded, if you have entered all of the desired information on the item record, click Save and you’re done. Now you will see the inventory listed in your inventory list.

Send Out Contract via Email with Documents Attached

When you send a contract via email to the customer and an item on the contract has a document attached, you will be asked if you want to include the item document. If so, just check the selection box next to the item document and it will be sent to the customer along with the contract.

Add an Item to the Transaction

When you add this item to a transaction, you will add the main item name and see a TBD times the quantity under the item name on the transaction. This means that the specific unit(s) has not been assigned yet. You can either click on the TBD and choose an available unit by checking the box next to the unit you will be sending out, or when you send out the transaction, you can select the specific unit from the list of available units. 

Once the specific unit has been selected, it will appear on the transaction and contract for you and the customer to see.