IMEI and Serial Number Tracking for Mobile and Electronics Shops

In a mobile or electronics shop, two pieces of the same model are not interchangeable once they are sold. The customer who comes back for a warranty claim has one specific handset. Tracking each unit by its IMEI or serial number is how you prove it was sold by you, when, and at what price.

What serial tracking means

Instead of "Model X: 12 in stock", you keep a list of 12 IMEIs, each with a status:

• In stock (and in which branch),
• Sold (on which bill, to which customer, on which date),
• Returned or transferred.

Setting it up

1. Turn on Serial / IMEI numbers for the business (mobile and electronics shop types have it on).
2. In categories that need it (smartphones, TVs, appliances), serial tracking is part of the template. Accessories categories don't need serials.
3. Enter opening stock with serials — type them, scan them, or import them from Excel.

Purchase: capture serials once

When stock arrives, scan each IMEI into the purchase bill line. Ten phones = ten scans. This is the only time you type or scan them; everything after uses this list. A handset with two IMEIs: use the first (IMEI 1) as the tracking number, consistently.

Sale: scan the exact piece

At the POS, scan the IMEI instead of the model barcode. The software finds the model and marks that exact unit as sold on this bill. If you scan a serial that is already sold or belongs to another branch, you'll know immediately.

The IMEI prints on the bill — the customer's proof of purchase.

Warranty and after-sales

Set the warranty period on the item. Later, search the serial in Stock → Serial / IMEI to see the bill, customer, sale date and whether it is still in warranty. No more searching bill books.

Returns, replacements and transfers

• A sales return puts that IMEI back in stock.
• A purchase return to the distributor takes that IMEI out.
• A branch transfer carries the serials to the other store; they become available there only when received.

Why it reduces losses

• Theft is visible: a stock count by scanning serials shows exactly which unit is missing.
• Wrong unit sold (a demo piece instead of a sealed one) is easy to spot.
• Distributor claims are easier with serial-level purchase records.

Accessories and repairs

Chargers, cases and screen guards don't need serials — sell them by barcode and quantity. Repairs can be billed as service items, or tracked with job cards (device details, parts and labour) that convert to a bill.

Reports

• Serial list with status and branch,
• Item-wise sales and profit per model,
• Staff-wise sales — useful if staff earn incentives on handsets.

FAQ

Can I scan IMEIs with a phone camera? Yes, the POS camera scanner reads the IMEI barcode on the box.

What if staff forget to scan the IMEI? Make it a rule: for serial-tracked models, always scan the IMEI, not the model barcode. When IMEIs are entered, their count must match the quantity on the line, so half-filled entries are caught. The serial list then shows any unit still "in stock" that is no longer on the shelf.

Can I import serials for existing stock? Yes, the item import accepts serial numbers with opening stock.