Item tracking methods
Overview
"Serializer - Product Tracking" offers two ways to track unique items in your store. The method you choose depends on when you want to record item information like serial numbers and custom fields.
The key difference: When do you enter item data?
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
Key characteristics
No additional permissions required
Serial numbers optional (configurable in Settings)
Empty placeholder items automatically created for tracked products when orders are placed
Empty items auto-deleted if order quantities change. Filled items are only auto-deleted when the whole order line is deleted. Learn more.
Simple text entry with barcode scanner support
Track "Inventory and Sold Items"
The advanced tracking method. Pre-load 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
Track unique items through full lifecycle (received → sold)
Can't exceed product's inventory quantity on hand across all locations
Select pre-loaded 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:
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
Go to Settings in the app
Find the Item tracking methods section
Select a different method (radio button)
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:
Permission request: A modal appears asking you to grant "read inventory" permission. You must accept for the change to take effect.
Serial numbers enforced: The app automatically makes serial numbers mandatory (currently, this can't be changed in inventory method).
Warning appears: You'll see a banner stating "Empty sold items will be deleted" (see below for details).
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 tracking method requires serial numbers for all items (it's mandatory). Empty items don't meet this requirement, so they're automatically cleaned up to maintain data quality and prevent clutter.
What's NOT deleted?
The cleanup is selective. Items are kept if they have:
Serial numbers (items with serial numbers are kept)
Custom field values (items with any custom field data are kept)
Inventory status (items in your inventory, not yet assigned to orders, are unaffected)
Only items that are both (1) assigned to orders and (2) completely empty are removed.
When does deletion happen?
The cleanup runs automatically during order syncs after you switch to inventory method. It happens in the background—you don't need to take any action.
What should you do?
Usually nothing. The cleanup is automatic and only affects truly empty items.
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:
Permission revoked: The "read inventory" permission is automatically removed from the app.
Inventory data preserved: Your existing inventory items remain in the database (they're not deleted).
New orders use sold-only workflow: Future orders will auto-generate items instead of requiring assignment from inventory.
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 or contact support for help choosing the right method for your business.
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