Some products are just products — a box of pens, a roll of cable, a jar of paint. You sell them by quantity and don’t need to know which specific unit went to which customer. But for other products, knowing exactly which unit was sold, to whom, and when is critical. Electronics with warranties. Medical devices with compliance requirements. Food products with batch expiry dates. Regulated items requiring chain-of-custody records.

iMagic Inventory’s Tracked Items feature handles both serial number tracking (one record per individual unit) and lot or batch tracking (one record per batch of units), so you can meet your record-keeping requirements without building a separate system.

Serial Number Tracking: One Record Per Unit

With iMagic Inventory, serial number tracking assigns a unique identifier to each individual item. When you receive a shipment of laptops, iMagic Inventory gives each one its own serial number. When you sell one, that serial number is recorded on the invoice against the customer who bought it. If that customer calls with a warranty issue six months later, you can instantly confirm whether their unit was purchased from you, when it was sold, and which shipment it came from.

This level of traceability is essential for electronics, machinery, tools, medical equipment, and any product where warranty or compliance records matter.

Lot and Batch Tracking: One Record Per Group

Lot tracking is slightly different — instead of tracking individual units, iMagic Inventory tracks a batch of items produced or received together. This is common in food manufacturing, pharmaceuticals, cosmetics, and any industry where regulatory requirements demand that you can identify and recall a specific batch of product.

When a recall is issued for a batch of products, iMagic Inventory’s lot tracking lets you instantly identify which customers received items from that batch and contact them directly. Without this capability, a recall becomes a nightmare of guesswork and broad notifications.

Setting Up Tracked Items

To enable serial or lot tracking for a product, you first need to configure it in iMagic Inventory. Go to View > Inventory, open the item, and enable tracking for that product. You specify whether it’s tracked by serial number or by lot/batch.

From that point on, whenever you receive stock of that item, iMagic Inventory prompts you to enter the serial numbers or batch identifiers. And when you sell the item on an invoice, iMagic Inventory prompts you to select which serial number or batch is being sold.

Using the Tracked Items Screen

One of iMagic Inventory’s most useful features is the View > Tracked Items screen, which gives you a complete overview of all tracked items — which serial numbers or lot numbers you have in stock, which have been sold, when they were sold, and to which customer. You can search by serial number, lot number, customer, or date range.

This screen is your go-to for warranty lookups, compliance audits, and recall management. Instead of digging through paper records or spreadsheets, iMagic Inventory gets you the answer in seconds.

How to Set Up and Use Serial Number Tracking in iMagic Inventory

  1. In iMagic Inventory, go to View > Inventory and open the item you want to track.
  2. Enable the Tracked option and select whether to track by Serial Number or by Lot/Batch.
  3. Save the item.
  4. When receiving stock of this item, iMagic Inventory will prompt you to enter the serial numbers or lot numbers for the units being received. Enter each one.
  5. When creating a New Invoice that includes this item, iMagic Inventory will prompt you to select which serial number or lot is being sold.
  6. To look up tracking information later, go to View > Tracked Items and search by serial number, lot number, or customer.
  7. For a full history of a specific unit — which shipment it arrived in and which invoice it left on — iMagic Inventory’s Tracked Items screen provides the complete chain.

Don’t Wait for a Problem

Many businesses only wish they had tracking in place after they face a warranty dispute or recall situation. The time to set up tracked items is before you need it, not when you’re scrambling to find records under pressure. If you sell any product where individual unit history matters, configure it in iMagic Inventory now.

Download iMagic Inventory free for 30 days and set up serial number tracking for your high-value products today.