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Serial-level tracking solves unit traceability, and regulated ecommerce categories need a second layer on top: lot codes and expiration dates that drive the pick itself. A supplement or skincare order shipped by shortest remaining shelf life is a different operation than one picked by location alone.
ShipBob runs first expired, first out (FEFO) picking across GMP- and GFSI-certified fulfillment centers, with lot codes tracked by receipt, order, and pick event. When a recall lands, the affected lot can be isolated without pausing the rest of the operation, and returns come back with expiration date photos so the record stays clean and audit-ready.
In this guide, we'll explore how to manage warehousing and fulfillment effectively using serial numbers, ensuring seamless operations from receiving goods all the way through to delivery.
Serial number management is crucial for ensuring traceability, accountability, and precision in your warehouse and fulfillment processes. Here’s why:
Serial numbers allow you to track each item individually, making it easier to know exactly where every product is at any given time. This leads to more accurate inventory counts, preventing stock discrepancies and ensuring real-time visibility of stock levels.
When every product has a unique serial number, you can trace each item’s journey throughout the warehouse and the entire supply chain — from receipt to shipping and beyond. This is especially critical for businesses that handle high-value, sensitive, or regulated items like electronics, medical devices, or pharmaceuticals.
With serial numbers, you can quickly locate the exact product ordered by the customer, reducing the time spent searching for items and accelerating the order fulfillment process. Barcode scanning or RFID technology makes it easy to instantly retrieve serial number data during order picking.
Managing returns and warranty claims is more straightforward when each product is assigned a unique serial number. If a customer returns an item, you can quickly verify the product’s history and warranty status, ensuring accurate processing and minimizing returns fraud.
For industries that require strict regulatory compliance (e.g., pharmaceuticals, medical devices, automotive, aerospace), serial number management ensures that each item can be traced to meet legal requirements. This also helps during audits, as you can provide clear, verifiable records of product movement, maintenance, and service.
The first step is to assign a unique serial number to each product when it’s received into the warehouse or manufactured. This serial number should be entered into your inventory management system (IMS) or Enterprise Resource Planning (ERP) software.
Manual Assignment: If the serial numbers are not pre-printed on the products, you can assign them manually during the receiving or production process.
Automatic Generation: Use an automated system that generates serial numbers based on a predefined format (e.g., including the product type, date of manufacture, or batch number).
Best Practice: Serial numbers should follow a consistent format (e.g., alphanumeric codes) and be scalable for future product batches.
To efficiently manage serial numbers during warehousing and fulfillment, integrate barcode scanning or RFID technology. These technologies enable you to quickly capture serial number data at various stages of the inventory process.
Barcodes: Attach barcodes to each product, and use barcode scanners during receiving, picking, and shipping to log serial numbers automatically.
RFID Tags: Use RFID technology to enable contactless tracking of products in your warehouse. This method is particularly beneficial in large warehouses with thousands of products, as it doesn’t require line-of-sight scanning like barcodes.
When products arrive in your warehouse, scan or enter their serial numbers into your inventory system. This step ensures that your inventory system is updated in real-time and that all serial numbers are linked to the correct product and location in your warehouse.
Batch Receiving: If you receive a large batch of products with unique serial numbers, scan them all at once and link them to their respective product categories in the system.
Product Categories: Ensure that each serial number is connected to the correct product model, so you can quickly identify any potential issues (such as defective batches) later on.
Once products are in your warehouse, track each product’s location in the facility by linking serial numbers to specific bin locations, shelves, or racks. This provides a clear view of where each serial number is stored, improving product retrieval during fulfillment.
Storage Organization: Use warehouse management systems (WMS) to optimize your warehouse layout, ensuring that high-demand items are stored in easily accessible locations.
Stock Movement Tracking: Every time a product is moved within the warehouse (e.g., from receiving to storage or from storage to the picking area), update the serial number’s location in the system.
Serial numbers play a critical role in the order picking and packing process. When an order is placed, the serial number allows your warehouse staff to identify the exact product, ensuring that the correct item is picked and packed for shipment.
Picking Lists: Generate picking lists that include the serial numbers of the products needed for each order. Warehouse staff can use barcode scanners to scan and confirm each serial number during the picking process.
Order Verification: Before packing, verify that the picked product’s serial number matches the order details to avoid shipping errors.
Once products are picked and packed, attach the serial number to the shipping documentation (such as invoices or packing slips). This allows you to track shipments in real-time, providing transparency for customers and helping to manage delivery logistics.
Shipping Integration: Use serial numbers in conjunction with shipping carriers and tracking systems to monitor each product’s journey from warehouse to customer.
Customer Tracking: Share the serial number with customers so they can track the shipment and verify their products upon receipt.
When customers return products or request warranty service, serial number management simplifies the process by enabling you to verify the product’s purchase history, warranty status, and any past service requests.
Return Verification: Check the serial number against your inventory system to ensure the product is eligible for return or repair.
Warranty Checks: Verify whether the product is within its warranty period and whether it qualifies for a repair, replacement, or refund.
With serial numbers in place, it’s much easier to conduct regular inventory audits. During an audit, scan and verify the serial numbers of items in stock, comparing them to the records in your system. This ensures the accuracy of your inventory and helps identify discrepancies early.
Audit Trails: Keep a record of all inventory movements, including serial number assignments, sales, returns, and stock adjustments, to maintain clear audit trails.
Cycle Counts: Perform regular cycle counts where you verify a subset of inventory items against the serial number records.
Here are some best practices for effective serial number management in your warehousing and fulfillment processes:
Ensure all serial numbers are stored in a centralized database that can be accessed by all departments (e.g., inventory management, customer service, shipping, and returns).
Leverage automation tools like barcode scanners, RFID readers, and ERP systems to reduce manual entry, improve speed, and increase accuracy.
Ensure that serial numbers are consistently updated in your system as products move through different stages (receiving, picking, packing, shipping). This provides real-time data and eliminates discrepancies.
Integrate serial number tracking with shipping carriers and tracking systems to ensure visibility and timely updates for customers.
Ensure your staff is trained on how to properly handle serial number scanning, product tracking, and updating records to maintain accuracy.
Managing warehousing and fulfillment using serial number management significantly improves accuracy, efficiency, and visibility in your operations. It enables precise product traceability, faster order fulfillment, and better inventory management. Serial numbers also play a key role in customer service, helping with warranty claims, returns, and providing traceability for product recalls.
With the right system in place, such as an integrated ERP or WMS (Warehouse Management System), serial number tracking becomes an invaluable tool for streamlining warehousing and fulfillment processes.
Implementing serial number management in your warehouse today ensures better control over your inventory, improves operational efficiency, and ultimately boosts customer satisfaction.