If you run a shop in Sri Lanka selling phones, laptops, cameras or other equipment with a warranty, your stock is not just quantities. Every unit has its own serial or IMEI number and its own warranty clock. When a customer walks back in with a fault, you need to answer three questions fast: did we sell this, when, and is it still covered? Spreadsheets and invoice books make that slow. This guide shows how to track it properly.
Why Serial Numbers Matter
Two units of the same model are not the same item. Recording the serial or IMEI number on each unit lets you:
- confirm that a returned product was actually sold by you,
- find the original invoice and customer instantly,
- check the warranty status without arguing, and
- spot problem batches if one model fails repeatedly.
1. Record the Serial Number at the Time of Sale
The cleanest method is to capture the serial when you bill the item, so it is tied to the customer, the date and the invoice. Doing it later means gaps and guesses. Ideally, keep the serials from your supplier’s delivery note too, so you know exactly which units you hold.
2. Set a Warranty Period per Product
Warranty lengths differ by product and brand. Set the period on each product so the warranty expiry date is calculated automatically from the sale date. That removes mental arithmetic at the counter.
3. Get Alerts Before Warranties Expire
An expiry reminder is useful to both sides: you can contact customers about extended warranties or replacements, and you avoid honouring claims that have actually lapsed by mistake. A full warranty record for every unit sold turns disputes into a quick lookup.
4. Print Warranty Labels and Stickers
Warranty stickers showing the product name, serial number and expiry date, printed from the POS, look professional and give the customer proof. They also save you rewriting details by hand.
5. Handle Repairs With Job Cards
Computer shops and service centres often take items in for repair. A job card records the customer, the item and serial number, the fault, the parts used, the labour charge and the job status, so you never lose track of a customer’s device. For component inventory, track parts as stock so repairs are costed properly.
6. Installation Jobs for CCTV and Security Shops
Cameras, DVRs and similar equipment are tracked by serial number even after installation at a customer’s site. Keeping installation job records alongside serials and warranties means you can answer “what did we install, where and when” long after the job. See CCTV & Security Shop POS.
7. Contractor and Trade Credit
Installers and trade customers often buy on credit. Keep credit limits and balances per account, with reminders for overdue payments. The same principles apply as in kade credit management.
What to Check in Software
| Capability | Why it matters |
|---|---|
| Serial / IMEI recorded per unit | Know exactly what was sold, to whom |
| Warranty period per product | Automatic expiry dates |
| Warranty expiry alerts | Proactive customer contact |
| Warranty label printing | Proof for the customer |
| Repair job cards (computer shops) | Track faults and costs |
| Installation records (CCTV) | Long-term service history |
| Credit accounts | For trade and contractor buyers |
Related Industry Pages
Invenova’s POS handles these workflows for electronics shops, computer shops and CCTV and security shops, including serial and warranty tracking, warranty label printing, repair or installation job records and credit accounts.
Getting Started
Begin with the next batch of stock you receive: record every serial against the goods received note, set warranty periods, and bill with serials from day one. For the broader habits that keep stock accurate, read 10 inventory management tips.
Want to see serial and warranty tracking on your own products? Book a free demo.