How to delete a duplicate inventory item (in Version 4.40)
It is not uncommon for an inventory item to be setup twice inadvertently. MAS90 has a few different was of managing the duplicates.
1) The simplest solution is to delete the duplicate item. In Item Maintance call up the item to delete. Click the DELETE button at the bottom of the screen. This only works if there have not been any transactions posted for the item.
2) Another solution would be to change the item's Product Type to "Discontinued”. Thus a user is alerted if they attempt to create a transaction using the item. The Product Type is found on the Main (1.) Tab of the Item Maintenance screen.
3) The Utilities Menu in Inventory Maintenance provides a procedure to delete inventory items. When you select the Delete and Change Items task a screen displays with two tabs. The first tab is Delete. You can enter items you would like to delete and then click on the PROCEED button. Items can be entered as ranges or individually. This procedure only deletes items that have not any history!
4) The Delete and Change Items task provides a second option for dealing with duplicate inventory items. Tab 2 Change allows the user to merge inventory items. Thus the history of the two items will be combined.
There are some important issues to remember before running the Change Utility. First and most important, there is no undo button. If you get this wrong the only way to fix it is if you restore your files from backup. It is easy to get this wrong so BE CAREFULL!!!
If you are combining inventory items that use Standard Costing method the standard cost of all the items must be the same. If they are not, perform the Standard Cost Adjustment utility before combining the items.
Items with Standard Cost or Average Cost valuation methods cannot be merged into items with FIFO, LIFO, Lot Number, or Serial Number valuation methods if there are existing quantities on hand for the item being merged.
Items with different units of measure cannot be merged because this would result in an inaccurate quantity on hand.
When one item code (the original item code) is selected to be merged into another item code (the destination item code), the resulting record has the characteristics of the destination item code's files. Exceptions to this include the Last Sold and Last Receipt fields in Item Maintenance, which contain the latest dates from either of the two items. The Last Costs Total field amount is taken from the most recent amount of the items receipt.
All total and quantity (such as Total Qty Available and Reorder Point Qty) fields on the Reorder Maintenance window in Item Maintenance are recalculated to include the combined totals of both item codes. All other numeric fields are taken from the destination Inventory files.
Procedure for combining to inventory items:
Inventory Management Menu >
Utilities Menu>
Delete and Change Items task >
When selecting the task you will be warned if there are any transactions that have not been updated that effect inventory. Those transactions must be updated before the utility will allow you access. Other warnings may come up such as warranty tracking and BOM Engineering Change Control. Just pay attention to these.
When the screen comes up make sure to select Tab 2. Change. Enter your item that will be merge into a destination item. In the example below Item1 will be merged into Item2. Also note that the data in the first column is the same as the data in the second column. THIS IS REALLY important. The first and second column allow for ranges. You don't want to get this wrong. In this example Item2 will be the only inventory item that remains.
After you have made all your selections, click on the Proceed button and follow the wizard. You will have to print several reports before the merge will take place. These will not use the Paperless Office functions.
