Troubleshoot Inventory Availability and Serial Numbers

This article includes troubleshooting steps for both single-yard and multiple-yard accounts. If you don't see Yards in your account yet, this feature will be available to you soon.

When your inventory counts look off, it's usually one of a few fixable things: a job that wasn't completed, a rental that wasn't closed out, or a serial number that got linked to the wrong unit. This article walks you through the most common scenarios so you can find and fix the issue yourself.

If you manage inventory across more than one yard, a few of the steps below have additional considerations specific to accounts that use multiple yards.

Before You Start

Here are a few things to know before you continue:

• To see if you have access to this feature in ServiceCore, please check out this article on user permission levels.
• Before troubleshooting an availability count, check your Inventory Management widget on your ServiceCore Dashboard. The "Jobs with Missing Items" or "Jobs with Missing Serial Numbers" widget will surface up to five recent jobs completed without all serial numbers or items selected. Both are common drivers of count discrepancies.
• Your availability count reflects expected end-of-day totals, not a real-time snapshot. If your count looks off, click on any number in the availability table to see a breakdown of what's affecting it that day. The tooltip shows deliveries and pick-ups scheduled for that day with links directly to each job. If the numbers make sense once you account for jobs still scheduled to be completed, no action is needed. For live counts, go to Settings > Inventory > Products and review the "In Yard(s)" column for the product.
• Your account may have the “Allow Overselling Available Inventory?” setting enabled, which intentionally allows more units to be booked than are physically available. If your count looks lower than expected, check this setting first under Settings > Company > Preferences > Rentals. Click here to learn more about product availability and how this setting works.
• Exchange jobs with matching inventory being dropped off and picked up, don't affect your availability count. One unit goes out, one comes in, so the net impact is zero.
• Historical availability data only goes back to 2/4/2026. Activity before that date isn't included.

What Are You Seeing? 

Click one of the bulleted items below to jump to the article section that matches your situation:

• My Availability Is Showing a Negative Number
• My Availability Doesn't Match What I Expect
• There's an Unknown Serial Number on a Rental
• My Serial Number Count Is Higher Than My On-Site Quantity
• A Unit's Location is at a Yard When It Should be Out on a Rental
• I Have Serial Number Issues Across Multiple Rentals

My Availability Is Showing a Negative Number

Negative availability usually means more units were booked than were physically available, or old rentals were never properly closed out with a pick-up job.

Resolve Negative Availability: Single Yard

If you have a single yard, follow these steps:

1. Click into “Rentals”.
2. Click into "Inventory".
3. Click into "Products".
4. Review the number of units of the product are “Rented”.

5. Click the hyperlinked Product name. 

   
   
    

6. Click the "In Progress Rentals" tab on the Product’s Details page.

   
   
    

7. Review rentals and identify any rentals that should already be closed.

8. Schedule and complete a pick-up job for each of those rentals to return the units to your yard.

   
   

Resolve Negative Availability: Multiple Yards

If you have multiple yards, follow these steps:

1. Click into "Rentals".
2. Click into "Inventory".
3. Click into "Availability".

4. Use the Filter to show all yards, if “All” is not selected for “Yard”.

   
   
    

5. Check whether availability exists at a yard you weren't expecting.

If availability exists at another yard: 

Either update the yard on the original delivery job, or create a Transfer Job to move that inventory to the correct location. If the units are already physically at that yard, complete an Internal Transfer instead.

If no availability exists at any yard: 

Go to Rentals > Inventory > Products, confirm the units currently out on rental, then click into the product’s and go to its In Progress Rentals and complete a pick-up job for any rentals that should already be closed.

My Availability Doesn't Match What I Expect

This is typically caused by rentals that were never closed with a pick-up job, product quantities that were manually adjusted, or inventory sitting at a different yard than expected (multi-yard accounts only).

Confirm Your Product Quantities are Correct

1. Click into "Rentals".
2. Click into "Inventory".
3. Click into "Products". 
4. Verify the Total Quantity listed matches what you physically have.

5. If the quantities are wrong, click into the product and edit the quantity to correct it.

   
   
    

6. If the change was recent, check the Audit Log on its Products Details page to see what was updated and when.

   
   
    

If your quantities look correct, continue to Check Availability Across All Yards if you have multiple yard locations, or skip to Find What’s Affecting Your Availability if you only use a single yard location.

Check Availability Across All Yards

1. Click into "Rentals".
2. Click into "Inventory".
3. Click into "Availability".

4. Use the Filter to show all yards, if “All” is not selected for “Yard”.

   
   
    

5. If you see availability at a yard you weren’t expecting:
   • Units are already physically there: Complete an Internal Transfer to move them to the correct yard.
   • Units still need to be physically moved: Create a Transfer Job, or complete an Internal Transfer once they arrive.

If availability looks correct across all yards, continue to Find What’s Affecting Your Availability.

Find What’s Affecting Your Availability

1. Click into "Rentals".
2. Click into "List".
3. Click the “Filter” button and select:
   • “In Progress” for Status. 
   • Search and select your Product.

4. Select "End Date" for Sort By.

   
   
    

5. Review the rentals list and identify any rentals that are no longer active.
6. Close those rentals by completing the relevant delivery or pick-up jobs. This will increase or decrease your availability accordingly.

Please Note: If you've worked through all the steps above and your availability still doesn't look right, reach out to our Support team.

There's an Unknown Serial Number on a Rental

This typically means a driver completed a delivery job without scanning or selecting a serial number, or scanned a unit that belongs to a different rental. Open the rental's Inventory Table and review the serial numbers listed, then find the situation below that matches what you're seeing.

You Know Which Serial Number Should be Associated, and the Current One is Showing on a Rental

1. Click into "Rentals".
2. Click into "Inventory".
3. Click into "Items".
4. Locate the Serial Number.
5. Click the drop-down menu for the Serial Number.

6. Select “Update Location”.

   
   
    

7. Select the correct Yard.

8. Click “Confirm”.

   
   

Please Note: Updating the location removes the rental association but doesn't adjust your availability count. The system still counts that unit of that product type at that rental location.

The Serial Number Needs to be Associated with a Different Rental

1. Find the delivery or service job that linked the serial number to the rental.
2. Edit the Job Completion and remove the serial number. This clears it from the rental’s inventory table. 
3. Open the correct rental and associate the serial number with its most recent delivery job.

You Don’t Know Which Serial Number Should be Associated

Your driver can associate the correct serial number during their next service job at that site:

1. Driver opens the ServiceCore Mobile App.
2. Driver starts the service job.
3. Driver selects the serial number of the unit at the rental site.
4. Driver completes the service job.

This replaces the unknown serial number on the rental’s Inventory Table and updates the item’s location to the rental.

My Serial Number Count Is Higher Than My On-Site Quantity

This happens when serial numbers from other rentals have been incorrectly linked, or when a driver scanned a unit that belonged to a nearby rental.

Open the rental's Inventory Table and identify any serial numbers that exceed the on-site quantity.

Then use the steps in the "There's an Unknown Serial Number on a Rental" section above to resolve each one, either by updating the location or reassociating the serial number with the correct rental.

A Unit's Location is at a Yard When It Should be Out on a Rental 

This means the serial number's location wasn't updated when a delivery was completed, or the unit was manually moved to a yard without a corresponding pick-up job.

1. Find the rental the unit should be associated with.
2. Locate the most recent delivery job for that product on that rental.
3. Edit the job completion and associate the correct serial number.
    

Please Note: If a pick-up job was incorrectly completed for this unit, you may need to reopen or adjust that job before reassociating the serial number.

I Have Serial Number Issues Across Multiple Rentals

If you're seeing unknown serial numbers or count discrepancies across several rentals at once, use the Products page to work through them systematically rather than opening each rental individually.

1. Click into "Rentals".
2. Click into "Inventory".
3. Click into "Products”.

4. Click its hyperlinked Product name.

   
   
    

5. Click the "In Progress Rentals" tab on the Product’s Details page.

6. Click open each rental, by clicking the Rental ID number.

   
   
    

7. Check for unknown serial numbers or count discrepancies. 
8. Resolve each one using the steps in the sections above. 
    

TIP: Check the "Jobs with Missing Serial Numbers" widget in the Inventory Management section of your main Dashboard. It shows up to five recent jobs completed without a serial number selected so you can catch and fix these before they accumulate.

 

If you have any questions, please reach out to our Support team through the chat widget on the bottom of this page or by sending an email to support@servicecore.com!