Serial Numbers (Item Variants)
For items that need to be tracked individually — such as equipment with serial numbers, unique assets, or high-value items — Stockaj provides Item Variants.
What Are Item Variants?
An Item Variant represents a single, identifiable unit of an item. While a regular item tracks quantity (e.g., "10 folding chairs"), variants track each unit individually.
Each variant has:
- Serial Number — A unique identifier (e.g., "SN-2024-001")
- Code — An optional barcode or QR code value
- Condition — The physical state of the unit
- Availability — Whether the unit is currently available or on rent
Enabling Individual Tracking
When creating or editing an item, enable Track Individually to activate variant tracking. Once enabled, you can create variants for that item.
When individual tracking is enabled, the item's total quantity is calculated from the number of variants rather than being set manually.
Managing Variants
Navigate to Inventory → Serial Numbers to view all variants across your inventory.
screenshot-serial-numbers-list.png — The serial numbers (variants) list showing serial numbers, conditions, and availability status.
Creating a Variant
- Navigate to an item's dashboard or the Serial Numbers page.
- Click + New Variant.
- Fill in the details:
| Field | Required | Description |
|---|---|---|
| Serial Number | Yes | Unique identifier for this unit |
| Code | No | Barcode or QR code value (must be unique) |
| Condition | No | Physical condition of the unit |
| Warehouse | No | Which warehouse/location stores this unit |
| State Notes | No | Additional notes about current condition |
- Click Create.
Variant Conditions
Each variant can be assigned a condition:
| Condition | Icon | Description |
|---|---|---|
| 🟢 Good | ✓ | In working condition, ready for use |
| 🟡 Damaged | ⚠ | Has damage but is still usable |
| 🟠 Repair | 🔧 | Needs repair before it can be used |
| 🔴 Lost | ? | Cannot be located |
Availability
A variant's availability is automatically managed:
- Available — Not currently assigned to any rental
- On Rent — Currently assigned to an active rental
When a variant is assigned to a rental, it's automatically marked as unavailable. When returned, it becomes available again.
Filtering Variants
Use the filters to find specific variants:
- Available only — Show only units ready for rental
- On rent — Show only units currently out
- Search — Search by serial number or code
- Condition — Filter by condition status
QR Codes for Variants
Each variant gets its own unique QR code, making it easy to:
- Identify which specific unit you're handling
- Check in/out individual units via the scanner
- Track the history of each unit separately
→ Learn more in QR Codes & Scanning.