Batch and serial tracking are turned on one product variant at a time. This article shows you where to find the tracking setting inside a variant, what each option means, and how to save the change so the variant starts collecting batch or serial numbers.
After reading this, you will know how to switch a variant to Batch Tracked or Serial Tracked, understand the difference between the two, and know what to expect when you change the setting on a variant that already holds stock.
Where the setting lives
The tracking setting is on the individual product variant, not on the product as a whole. Each variant can carry its own setting, so one product can mix tracked and untracked variants.
- Open the product, then open the variant you want to change.
- Go to the variant’s inventory settings, alongside the Inventory tracking policy and Continue selling when out of stock fields.
- Find the field labelled Inventory Tracking Option.
- Pick one of the three options from the dropdown: – Standard – Batch Tracked – Serial Tracked
- Save the variant.
These steps apply to a variant that does not yet hold stock. If the variant already has on-hand quantity, you cannot switch it here first, see Changing the tracking option on a variant that already has stock below.
Once you save a variant as Batch Tracked or Serial Tracked, a Batches / Serials tab appears on the variant so you can review the batches recorded against it. That tab stays hidden while the variant is set to Standard.
A serial number is simply a batch with a quantity of one. Choosing Serial Tracked tells Qoblex to treat each unit as its own single-unit batch, which is why batches and serials share the same screens throughout Qoblex.
What each option means
- Standard — the variant is not batch or serial tracked. Qoblex tracks the total quantity on hand only. This is the default for every new variant.
- Batch Tracked — the variant is tracked by batch or lot number. When you receive, ship, transfer, adjust, or manufacture this variant, Qoblex asks which batch the units belong to and records the quantity per batch. Batches can carry an expiry date.
- Serial Tracked — the variant is tracked by individual serial number. Each unit is recorded as its own single-unit batch, so you assign one number per unit.
What Qoblex does automatically
- Adds the Batches / Serials tab to any variant set to Batch Tracked or Serial Tracked, and removes it again if you switch back to Standard.
- Prompts you for batch or serial numbers at every stock movement for a tracked variant: receiving on a purchase order, shipping on a sales order, transferring between locations, adjusting stock, and manufacturing. A tracked variant will not let one of those movements complete without batch or serial information.
- Keeps batch and serial data inside Qoblex only. Batch numbers, serial numbers, lot numbers, and expiry dates are not sent to or read from Shopify, Xero, QuickBooks, or Amazon.
Changing the tracking option on a variant that already has stock
A variant can only be switched from Standard to Batch Tracked or Serial Tracked while it holds no stock. If you change the Inventory Tracking Option and save while the variant still has stock, Qoblex rejects the save with the message “Cannot change tracking option as there is quantity balance. Remove the quantity and try again”. Both the on-hand quantity and any allocated (reserved) stock must be zero before the change is accepted.
Important: You cannot change a variant’s tracking option while it has on-hand or allocated stock. Clear the quantity to zero first, then bring the stock back in as batches.
To convert a variant that already holds stock, clear it and re-enter it as batches:
- Record the current on-hand quantity (and cost) for each location so you can restore it accurately.
- Clear the variant to zero: write the on-hand quantity off with a stock adjustment, and make sure none of its stock is still allocated to open orders.
- With the variant now at zero, bring the stock back in as batches, either through an Import or Update Batches by CSV Stocktake or by receiving it on a purchase order. Adding the first batch sets the variant to Batch Tracked automatically.
- The stock you brought back in is now attached to batch or serial numbers, and the variant stays tracked from then on.
If the variant is already batch or serial tracked and has batches recorded against it, Qoblex will not let you change its tracking option until those batches are removed (“Cannot change tracking option as there are batches associated with this variant. Remove the batches and try again”).
Important: A variant used as a bundle must stay on Standard tracking. A bundle variant cannot be batch or serial tracked, and a batch or serial tracked variant cannot be converted into a bundle.
Related articles
- Batches and serials overview:
inventory/batches/overview.md - Before you use batch and serial tracking:
inventory/batches/before-you-use-batch-and-serial-tracking.md - Receive batches from purchase orders:
inventory/batches/receive-batches-from-purchase-orders.md