Set the Tracking Type When Quick-Adding a Product from the Invoice

You can set the Tracking Type of a product while adding it from inside the invoice with quick add, without leaving to the products page to set it and then returning to the invoice. This guide explains how to set the tracking type during quick add, the available options, and how they affect the invoice and the product page.

Enable Product Tracking

1. From the main menu, click Inventory, then Inventory & Products Settings.
2. Go to the Product Tracking section.
3. Enable the Track Products Using Serial, Lot or Expiry Date option.
4. Click Save.

Set the Tracking Type from the Invoice

1. Open a new invoice or a new purchase invoice, or any other sales or purchase document.
2. On the item line, click the items list to open it.
3. Click Add New Product at the bottom of the list. The add product window opens.
4. Enter the required product details, such as the name and the selling price.
5. Scroll down to the Inventory Management section and check Track Stock. The Tracking Type field appears.
6. Choose the suitable Tracking Type from the list. The default value is Quantity Only.
7. Click Save. The product is added to the item line in the invoice with the tracking type you chose.

Available Tracking Types

Tracking Type	Use
Serial Number	Tracks each unit with its own serial number, such as electronic devices.
Lot Number	Tracks quantities by lot or batch number.
Expiry Date	Tracks quantities by expiry date.
Lot Number And Expiry Date	Tracks quantities by both lot number and expiry date, such as medicines and food.
Quantity Only	Tracks only the quantity in stock, with no serial number, lot, or expiry date. This is the default value.

Effect on the Invoice and the Product

• In the invoice: you are asked to enter the product’s tracking data according to the chosen type (such as the serial number, or the lot number and expiry date) before saving the invoice.
• On the product page: the tracking type is saved with the product and shows on its page in Products, so you don’t need to set it again.
• In sales and purchases: quick add with a tracking type is available in sales and purchase documents, and the tracking type applies to all later transactions on the product.

Validation Rules

• When Track Stock is checked, Tracking Type becomes a required field.
• The tracking type field appears only if the Product Tracking option is enabled from Inventory & Products Settings.
• You cannot turn off product tracking from the settings if there are products with tracking recorded on them.
• After stock transactions are added on the product, you may not be able to change the tracking type, so choose the correct type from the start.

FAQ

The Tracking Type field doesn’t appear in the quick add window. Why?

Make sure Track Stock is checked in the Inventory Management section of the add product window, and that the Track Products Using Serial, Lot or Expiry Date option is enabled from Inventory & Products Settings.

Can I change the tracking type later?

You can edit it from the product page in Products as long as the system allows it, but it’s better to choose it correctly when adding the product, because tracking data is recorded with every transaction on the product.

Is this feature available in purchase invoices?

Yes. Quick add of a product with a tracking type is available in both sales and purchase documents.