> For the complete documentation index, see [llms.txt](https://galmis.gitbook.io/serializer-product-tracking/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://galmis.gitbook.io/serializer-product-tracking/getting-started/setup-and-configuration/settings/item-tracking-methods.md).
# Item tracking methods
## Overview
"Serializer - Product Tracking" offers two ways to track [individual items](/serializer-product-tracking/troubleshooting/faqs/whats-an-item-in-serializer.md) in your store. The method you choose depends on when you want to record item information like serial numbers and [custom fields](/serializer-product-tracking/getting-started/setup-and-configuration/settings/track-custom-item-information.md).
Think of it like this: **"Sold items only"** is just-in-time tracking—you record data as you fulfill orders. **"Inventory and sold items"** is inventory management—you record items when they arrive from suppliers, then track them through to sale.
***
## Track "Sold Items Only"
This is the default tracking method. Enter item information at the time of sale after orders are placed or before checkout in Shopify POS.
### When to use it
* You record item data such as serial numbers only as you fulfill orders or before checking out in POS.
* You don't manage inventory before customer orders arrive
* You want quick setup without granting extra permissions
* You'd like your serial numbers to be generated automatically after sale
### Key characteristics
* Empty placeholder items with unique IDs automatically created for [tracked products](/serializer-product-tracking/getting-started/setup-and-configuration/product-tracking-preferences.md) when orders are placed. Item IDs can be used as auto-generated serial numbers.
* Empty items auto-deleted when order quantities reduced. Filled items are only auto-deleted when the whole order line is deleted. [Learn more](/serializer-product-tracking/getting-started/item-management/manage-sold-items/manage-order-edits-and-returns.md).
* Serial numbers optional (configurable in Settings)
* Simple text entry with barcode scanner support
* No additional permissions required
***
## Track "Inventory and Sold Items"
The advanced tracking method. Preload inventory item information before items are sold, then assign them to orders when fulfilling.
### When to use it
* You receive items from suppliers before customer orders
* You want to see what's on hand (inventory visibility)
* You run a warehouse or inventory-first operation
* You want to import items in bulk via CSV
### Requirements
* Must grant "read inventory" permission when enabling
* Only works with products, where the "Inventory tracked" setting enabled in Shopify admin product profile page. Products with the "Inventory tracked" setting disabled follow the rules of "Sold Items Only" method.
### Key characteristics
* [Add inventory items manually](/serializer-product-tracking/getting-started/item-management/manage-inventory-items/add-items-individually.md) or [import inventory items via CSV](/serializer-product-tracking/getting-started/item-management/manage-inventory-items/import-items-from-csv.md)
* Track individual items through full lifecycle (received → sold)
* Can't exceed product's inventory quantity on hand across all locations
* Select preloaded items when fulfilling orders or before checking out in POS
* Serial numbers are mandatory and unique per product variant
* Item picker interface for assignment; supports item search via manual text or barcode scanner input.
***
## Feature Comparison
Here's a quick side-by-side comparison:
| Feature | Sold Items Only | Inventory and Sold Items |
| ------------------------ | ----------------------------------------- | ------------------------------------------------------------------------------------------------------------ |
| **When to enter data** | After order placed or before POS checkout | Before orders placed (when items received). Assign preloaded items after order placed or before POS checkout |
| **Permissions** | No extra permissions required | Additional "read inventory" permission required |
| **Item creation** | Automatically when orders placed | Manually before orders placed |
| **CSV import** | Not applicable | Yes |
| **Inventory visibility** | No | Yes for "Inventory tracked" products |
| **Best for** | Simple workflows, post-sale tracking | Warehouse operations, full lifecycle tracking, stricter validation |
***
## Switching Methods
You can change your tracking method anytime in the Settings page.
### How to switch
1. Go to **Settings** in the app
2. Find the **Item tracking methods** section
3. Select a different method (radio button)
4. Click **Save**
The app will guide you through any additional steps (like granting permissions).
### Switching from "Sold Only" to "Inventory"
When you enable inventory tracking:
1. **Permission request:** A modal appears asking you to grant "read inventory" permission. You must accept for the change to take effect.
2. **Serial numbers enforced:** The app automatically makes serial numbers mandatory (currently, this can't be changed in inventory method).
3. **Warning appears:** You'll see a banner stating "Empty sold items will be deleted" (see below for details).
4. **Existing data preserved:** Your current sold items with data remain intact—only empty items are cleaned up.
#### Empty Sold Items Will Be Deleted
When switching from "Sold only" to "Inventory" method, you'll see this warning.
**What are "empty sold items"?**
In "Sold items only" method, the app automatically creates placeholder items when orders are placed. These items start empty (no serial number, no custom fields) and wait for you to fill in the data.
**Why are they deleted?**
Inventory-tracked items are assigned to order lines from the preloaded pool of items on hand. To avoid scenarios, where inventory items can't be assigned to order lines because of the auto-generated placeholder items, such placeholder items are deleted automatically.
**Does the app delete anything else?**
No, the app only deletes the placeholder records (individual items) it auto-generated. Your Shopify orders, products, customers or any other data will not be affected.
**What's NOT deleted?**
The cleanup is selective. [Inventory-tracked](#requirements) sold items are kept if they have serial number or custom field values filled. Items in your inventory, not yet assigned to orders, are also unaffected.
Only items that are (1) assigned to orders, (2) inventory-tracked (as configured on the Shopify product profile page) and (3) without user changes (no serial number or custom field values) are deleted.
**When does deletion happen?**
The cleanup runs automatically during order sync after you switch to inventory method. It happens in the background and you don't need to take any action.
**What should you do?**
**Usually nothing.** The cleanup is automatic and only affects placeholder items without user changes.
**Before switching:** If you're concerned, review your orders and fill in any important item data before enabling inventory method. This ensures no data is lost.
### Switching from "Inventory" to "Sold Only"
When you disable inventory tracking:
1. **Permission revoked:** The "read inventory" permission is automatically removed from the app.
2. **Inventory data preserved:** Your existing inventory items remain in the database (they're not deleted).
3. **New orders use sold-only workflow:** Future orders will auto-generate items instead of requiring assignment from inventory.
4. **Can switch back:** You can re-enable inventory tracking anytime without losing your inventory data.
***
## Summary
Both tracking methods serve different business needs:
* **Sold items only:** Fast, flexible, post-sale tracking for simple workflows
* **Inventory and sold items:** Full inventory lifecycle management for warehouse operations
Choose based on your workflow, and know that you can always switch if your needs change. The app preserves your data and guides you through the transition.
**Questions?** Check out the [usage workflow guides](/serializer-product-tracking/getting-started/item-management.md) or contact support for help choosing the right method for your business.
