Understanding Serialized System and Subsystem Numbers
Before getting started, you should have a clear understanding of the difference between a system and a subsystem number. Every unit has a serial number, which you can use to retrieve information about the unit in most serialized screens. The serial number is the manufacturer’s identifying number, which is usually stamped or engraved into the unit or on a plate attached to the unit.
Each unit also has a system number, and some have subsystem numbers. The combination of system and subsystem numbers is the primary key, or unique identifier, for each unit. The combination is never duplicated in the serialized database.
The system number can identify either a unique unit or a unique group of units, such as a computer, monitor, keyboard, and printer that are grouped together at a particular work station. If the system number identifies a unique unit, the subsystem number is not used. If the system number identifies a unique group of units, however, the subsystem number identifies each individual unit within that group, so that each unit has a different subsystem number.
Suppose a group of units includes a computer, monitor, keyboard, and printer. The system number for the entire group could be 10012, and the subsystem number for each unit within the group would be different. The computer itself might be system number 10012, with no subsystem number. The keyboard would be system number 10012 and subsystem number 02, and the printer would be system number 10012 and subsystem number 03.
When you purchase a unit for your serialized inventory, you must enter that unit’s serial number into the database and assign a unique system number. This allows the system to track each unit individually from the time it enters your stockroom. You assign these numbers when you receive the serialized items in the Purchase Order Entry window. You can also assign system numbers when you manually add serial items through the Machine Detail Machine Master tab. In addition, you can assign a system number when you log a call and when you sell a serial item through the Serialized Order Entry window.