Every Serial Has a History. Every Warranty Has a Date.
For electronics, appliances, mobiles, machinery and anything else sold by the unit, E-Khata tracks each serial from the supplier's invoice to the customer's receipt and back again if it returns. Two warranty clocks per unit, the one your supplier gave you and the one you gave your customer, so a claim is answered from the record and never from memory.
Serial tracking in E-Khata Cloud gives each physical unit its own record: which purchase it arrived on, which supplier warranty covers it, which warehouse it sits in, which invoice sold it, what warranty the customer got, and every scan and state change in between. Units move through real states, in stock, in transit, quarantine, open box, at inspection, out to the vendor on RMA, and every transition is written with who did it, when, and why. Five reports turn that history into answers about warranty exposure, expiring supplier cover, and whether the serials on the shelf match the serials in the system.
Updated September 2026
Scan in on purchase, scan out on sale
Serials are captured where the unit enters, on the goods receipt, and confirmed where it leaves, on the sales invoice. A scanner or the phone camera reads the barcode; a serial that does not belong to the product on the line is rejected on the spot. Mandatory vendor purchase data can be enforced per business, so a unit cannot be received without the supplier, the supplier's invoice and the supplier's warranty term behind it.
- Multi-serial scanning on receipts, with a duplicate-scan policy you choose.
- An outbound gate that decides whether a sale can post without its serials assigned.
- Scanner-friendly input: idle flush and tab terminator settings for hardware scanners.
- Bulk serial import from a spreadsheet for opening stock.
Two warranty clocks on every unit
A unit carries the warranty the supplier gave you, in months or as a date, and the warranty you gave the customer, which can be none, a number of months, or a fixed date. The supplier clock starts on receipt and the customer clock starts on sale, so the gap between them, the period in which a failure costs you and not the vendor, is a number, not a guess. Warranty bands set a company-wide ladder of what each product category gets, and HQ and branches publish the same tiers.
- Supplier warranty per receipt line, with free-text terms for the printed record.
- Customer warranty per invoice line: none, months, or date.
- Company-wide warranty bands with per-category overrides.
- Editing a warranty date is an override with a reason, and can require approval.
States that match what actually happens to a unit
A serial is not just in or out. It can be in transit between branches, in quarantine after a rejected transfer, open box after a return, at inspection, on RMA to the vendor, found in a count, or missing in one. Every state change is a serial event with a sequence number, a trigger and, where the transition demands it, a written reason. Nothing is deleted; a voided serial is a state with a reason too.
- In stock, in transit, quarantine, open box, resellable open box, inspection, RMA, lost in transit, found or missing in count.
- Serial Number History report: the full timeline of one unit.
- Serial Number Reconciliation report: system serials against what the count found.
- Overrides (warranty date, reassign variant, void, force state) carry a reason and an optional approval step.
RMA out to the vendor, RMA in from the customer
When a unit fails, the RMA out screen sends it to the vendor against its serial, with the supplier warranty visible so you know whether the repair is on them. When the customer brings one back, RMA in records it against the original invoice and the customer warranty, moves it to inspection, and ends in a decision: restock, resell as open box, return to the vendor, or write off. A swap records the counterpart serial on both units' histories.
- RMA sent and RMA back as their own screens under Stock.
- Inspection outcomes: restock, open box, return to vendor, write off.
- Swaps link the outgoing and incoming serials.
Reports that show where the exposure sits
Customer Warranty Status lists every unit still under the warranty you gave, by product and by customer. Supplier Warranty Expiry lists the units whose vendor cover is about to run out, so a suspect batch is claimed before it is too late. Warranty Gap and Exposure is the one the owner reads: units where the customer warranty outlasts the supplier's, and by how much, priced.
- Customer Warranty Status, Supplier Warranty Expiry, Warranty Gap and Exposure.
- Serial Number History and Serial Number Reconciliation.
- Every report filters by product, warehouse, party and date, and exports.
How a unit moves through E-Khata
- Receive and scanOn the goods receipt, scan each serial. Supplier, supplier invoice and supplier warranty are recorded against it, mandatory if your settings say so.
- Hold or transferThe unit sits in a warehouse, or travels to a branch as in transit, and lands in stock or in quarantine at the other end.
- Sell and assignOn the invoice, assign the serial. The customer warranty starts. The outbound gate decides whether a sale can post without it.
- Return, inspect, decideIf it comes back, RMA in moves it to inspection and ends in restock, open box, vendor return or write-off, with a reason.
- ReportWarranty status, supplier expiry, exposure, history and reconciliation, whenever you need them.
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