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Duplicate Serial Numbers |
.August 11/09.. Geoff |
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There are three cases where we can have duplicate serial numbers:
Our system can only handle unique serial numbers, so here is how to handle these issues.
Returns of new engines
We want the next purchaser of the new
engine to have full warranty coverage, and we will need to report the engine
sale to Deere using the new serial number. In this case:
- change the serial
number of the original sale to something else
- record a credit invoice for
the engine using the full, proper serial number
e.g. customer returns Deere engine RG6068A123456.
- change the
original sale serial number to 6068A123456*
- create a credit invoice for
s/n RG6068A123456
- if this is a Deere engine, do a 'rollup return' to
record that the engine is now back in our stock
Trade-ins
Simply add an asterisk to the serial number.
e.g. the original serial number is 12345. Record the trade-in as s/n 12345*. This works as long as the serial number is short enough--but we have a maximum of 13 characters to work with. With Deere engines we need to be a little more creative. Maybe drop a portion of the beginning of the serial number?
Same serial number
When we receive a new item that has a
same serial number as a previously sold unit, it seems better to change
the OLD serial number, rather than the new one. This creates less confusion
when our auditors are counting our equipment inventory, looking for s/n 123456,
which is on the engine, vs. s/n 123456* which is different that what is on the
engine tag
Changing a serial number
Intranet > Equipment > Correct
serial number
- add notes on all customer invoices and credit notes noting
the serial number change
- add notes to each piece of equipment, referring
each serial number to the other one