To track IMEI and serial numbers properly, record a unique identifier for every unit when it arrives, link it to the supplier invoice, change its status when it is sold, and store the sale and warranty dates against it. That lets you answer three questions in seconds: where did this unit come from, who bought it, and is it still under warranty?
Why track individual units
Most stock is counted by quantity: 200 cartons of tea, 50 metres of cable. A handset or a refrigerator is different. Each unit has its own warranty, its own value and its own history, so counting "12 phones" hides the questions customers actually ask.
- Warranty claims. A customer returns a phone. Did you sell this exact unit, and when?
- Returns and exchanges. A returned handset has to match the one that left your shop.
- Theft and shrinkage. A missing unit is identified by its number, not by a gap in a count.
- Supplier disputes. If a batch is faulty, serial numbers show which units came on which invoice.
What to record for each unit
| Stage | Record |
|---|---|
| Purchase | IMEI or serial number, product, supplier invoice, purchase date, cost, batch or lot if relevant |
| In stock | Status (available, reserved, defective), storage location or rack |
| Sale | Sales invoice, sale date, customer, warranty start and expiry |
| After sale | Return, replacement or repair history, with dates |
IMEI basics worth knowing
- An IMEI is a 15-digit number that identifies a mobile handset on cellular networks.
- Most dual-SIM phones carry two IMEIs, one per SIM slot. Record both.
- Dialling
*#06#on most phones displays the IMEI, and it is usually printed on the box and the device label. Comparing the box, the label and the screen catches mismatched packaging. - Customers also ask whether a handset is approved for use in Pakistan. Use the regulator's own official verification service for that question instead of relying on anyone's word, including yours.
- Numbers are easy to mistype. Scanning the barcode on the box is more reliable than typing, and a duplicate-number check catches the rest.
Where spreadsheets fail
A spreadsheet of IMEIs feels fine at 30 phones and fails at 300.
- Nothing stops the same IMEI being entered twice.
- The sheet is not connected to invoices, so selling a phone and marking it sold are two separate jobs that drift apart.
- Warranty dates are typed by hand and checked by memory.
- Several staff editing one file overwrite each other.
- There is no history. You see the current state but not who changed it.
What FlowForg stores per unit
FlowForg's inventory module keeps a serial number register. For each unit it records the serial or IMEI, the product it belongs to, its status, batch number, purchase date, warranty expiry, the rack it sits on, and links to the purchase invoice and the sales invoice. Stock is held across multiple godowns and racks, with stock movement history behind it.
To be precise about scope: the register is where you keep per-unit identity and warranty dates. Use it for the units where a warranty or value makes individual tracking worthwhile, and keep commodity stock on ordinary quantity counts. See how this fits a shop in the electronics retail and mobile shop pages, or the wider general business setup.
Common questions
What is the difference between an IMEI and a serial number?
An IMEI identifies a mobile handset on cellular networks. A serial number is a manufacturer identifier used for many products, including phones, laptops and appliances. Phones usually have both.
Why do dual-SIM phones have two IMEIs?
Each SIM slot has its own radio, so most dual-SIM handsets carry two IMEI numbers. Record both, because a customer or a service centre may quote either one.
How can I check a phone IMEI?
On most phones, dialling *#06# shows the IMEI. The number is also printed on the box and usually on the device tray or label.
Do I need to track serial numbers for every product?
No. Track units where each one has a warranty, a high value or a risk of theft or return fraud. Commodity stock is better counted by quantity.