Getting stock in
Set up serial prefixes
Make the short codes that start your unit numbers. Then Outlyz builds numbers like BTL001 for you when you add stock in bulk.
A serial prefix is the short code at the front of a unit number. BTL0001, BTL0002, BTL0003, and so on. You type the code once. After that Outlyz builds the numbers for you every time you add units.
This is only for stock where you follow each piece on its own. Gas cylinders. Water jerry cans. Crates you get back. Set your codes up before you add that stock. The number on the container is how you follow it out to a customer and back again.
Most shops need two or three codes. One for each kind of container is usually enough.
Step by step
1. Open the Serial Prefixes tab
In the sidebar, open "Settings" and then "Business". Click the "Serial Prefixes" tab. The line at the top of the tab reads "Manage serial number prefixes for bulk unit creation".
2. Click "Add Prefix"
The button sits on the right, above the list. A window opens. Its heading says "Add New Serial Prefix".
3. Type the code in "Prefix"
This is the part that comes before the numbers. The grey text in the box shows the idea, "Enter prefix (e.g., BTL, JBU)". Keep it short. Two or three letters look best on a printed label.
4. Say what the code is for
"Description" is optional. It takes up to 100 characters. Its grey text says "Enter description (optional)". Write something plain like 6kg gas cylinders. Then your staff do not have to guess months later.
5. Save it
Click "Save". "Cancel" shuts the window and keeps nothing. If you leave "Prefix" empty, the box turns red and says "Type the prefix to use".
6. Add the rest of your codes
Do the same for every group you want to tell apart. The list has a "Prefix" column and a "Description" column, sorted by the code. Use "Search prefix or description" once the list gets long.
7. Pick the prefix when you make units
Open the product under "Inventory" and then "Products". A "Units" tab shows only when one of its items is set to "Each one has its own number" or "Some have numbers, some I just count". If you do not see the tab, go and set the item that way first. On the tab, click "Bulk Units". Pick your code in the "Serial Prefix" list. Then fill "Start Number", "Quantity" and "Number Padding". Padding is how many digits each number gets. Three digits gives 001, 002.
8. Check the "Preview" before you save
A blue box under the fields shows the first few numbers and the last one. So you can see exactly what will be printed. When it looks right, click the save button. It reads "Create 10 Units", or whatever number you set.
9. Change or remove a code later
Back on the tab, every row has an "Edit" and a "Delete" button in the "Actions" column. "Delete" asks you to say yes first, under the heading "Delete Serial Prefix".
Worth knowing
Codes are always in capitals
What you type turns into capital letters as you type it. It is saved that way. A code can be 20 characters at most.
The same code cannot be added twice
If the code is already on your list, saving is refused. The window tells you that prefix already exists. Search the list first if you are not sure.
Numbers already given out do not change
Editing a code, or deleting it, leaves the numbers on your old units alone. Deleting only takes the code out of the list, and out of the dropdowns for new units.
500 units at a time
"Quantity" in the "Bulk Units" window takes 1 to 500. Go over that and you see "Quantity must be between 1 and 500". For a big delivery, do it in two or three rounds. Move "Start Number" along each time.
Questions
Do I have to pick a prefix every time?
No. The "Serial Prefix" list in the "Bulk Units" window also has a "No prefix" choice. That gives you plain numbers like 001 and 002. Outlyz picks the first code on your list when the window opens. So look at it before you save.
What happens if I leave the serial number empty for one unit?
Outlyz makes one for you. It puts the code you picked in front of a short code built from the time. You get something like BTL-M9K3X-4F7Q. If you do type a number yourself, the code goes in front of it. BTL and 0001 become BTL0001.
Why is the "Serial Prefix" list greyed out?
Two reasons. You have not picked the item yet in "Select Variant". Or you have no codes saved at all. When you have none, the window shows a warning with a link, "Create one under Business settings". That link takes you straight to this tab.
Outlyz does this
Outlyz tracks your stock, orders and deliveries, and every container you expect back. UGX 20,000 per person per month. The first month is free and no card is needed.
Or call 0780 784870 and we will set it up with you.