Modify GP Windows 1

[Kiwiman]

Howzit

We have started to make some of our inventory items to inactive (we do not have the full functionality of the inventory module - we just use the cards), but they are still showing up in the SOP Transaction Entry, lookup window. We would like for these inactive inventory items to not show up.

I have looked at modifier, but I don't know how to restrict the look up to look at only active inventory items. I'm sure this can be done, I just do not know where to start.

Any help would be appreciated.

Regards

Les

Take it Easy
Man with one chopstick go hungry

 

[martink1]

You can set your Inactive Item Type to Discontinued in the Item Maintenance window. Then in Tools > Set Up > Sales > Sales Order Processing > click the Options button under 'Options' you will see the option to 'Allow Sale of Discontinued Items' uncheck the box. We set ours to use a password, in case we need to sell a discontinued item.

 

[Kiwiman]

Thanks Martin

Do you know hao to "Enable" this field to allow the users to select "Discontinued" for the item.

Our form shows this control as disabled, and there does not appear to be anything to turn it back on.

The only other way to disable these items is through the back end wich will have its own SOX Issues.

Cheers

Take it Easy
Man with one chopstick go hungry

 

[martink1]

K-man are you taklking about setting discontinued on the Item Maintenance Card? The users have to have the permissions to change it. Log in as SA and see if you can change it. If you can then you will need to adjust permissions for which ever users you want to have this access.

 

[VictoriaYudin]

You can only change certain item types to Discontinued. If the field is grayed out, it's because that item type cannot be changed to Discontinued. I don't have the entire list right now, but I know Service items cannot be changed to Discontinued while Sales Inventory items can be changed.

Victoria Yudin
Dynamics GP MVP 2005 - 2008
Flexible Solutions - home of GP Reports

http://www.flex-solutions.com/gpreports.html

blog:

http://victoriayudin.com

 

[Kiwiman]

Howzit

Great thanks for that. Our inventory items are Service items, so now I now know why we can not make these discontinued.

My problem still exists where I would like to exclude any inactive items from the scrolling windows when creating a SOP invoice (i.e. they no longer show in the drop down list in Sales Transaction Entry, but still exist in Cards \ Inventroy). At the moment, all inactive \ discontinued items still appear in the scrolling window.

Our developers initial response is to delete the items no longer required (as it will take a lot of work to exclude them from the scrolling window) - I don't like this respnse as our deferred revenue reconciliations will still be using the old items for at least another 12 months.

Any ideas - this has to be possible. Thanks for your insights so far.

Take it Easy
Man with one chopstick go hungry

 

[VictoriaYudin]

I typically try not to delete any data unless there is absolutely no other way.

I believe there are a couple of options:

a) Change the short description for the 'inactive' items to DO NOT USE - that way this will be very quickly and easily noticeable in the lookup. Pros - free and easy to do, can even do this with a SQL script if there are a lot of items. Cons - users will still see these items and if you have any reporting using the short description, this may cause an issue.

b) Create a SmartList favorite to exclude the inactive items, when in the lookup screen, click on the dropdown arrow next to View, choose Favorites, then your favorite. It's a few more clicks, but if there are a lot of inactive items, this may be worth it. Pros - free and easy to do. Cons - a few more clicks for users and they have to remember to do this.

c) Customize the lookup screen. I am not sure of all the options with this, as it's not my area of expertise. Also not sure what you would consider an acceptable cost for this. Pros - you can get the exact behavior that you want. Cons - it will cost money.



Victoria Yudin
Dynamics GP MVP 2005 - 2008
Flexible Solutions - home of GP Reports

http://www.flex-solutions.com/gpreports.html

blog:

http://victoriayudin.com

 

[Kiwiman]

Howzit

Thanks Victoria.

I may very well put the change to the short description in play and see how that is received by the business.

I don't know if the business would gp the smartlist way, due to the additional clicks, but I'll put that to them as well.

If all else fails, I'll get the developers to modify the scrolling window selection.

Thanks very much for your help on this - most useful.

Thanks Martin for your help also. It is much appreciated.

Regards
Les

Take it Easy
Man with one chopstick go hungry

 

[jymm]

sorry I am to this ball game a bit late - we use changer to change all inactive items to start with Z- so that it sorts to the bottom of all lists. that seems to help on getting the scrolling going and the users can control which items are now 'inactive'

so item 001 became Z-001 and the description now also begins with INACTIVE...

 

[VictoriaYudin]

I think that's a great idea. The only negative I can see with this approach is that it will change the item numbers throughout the system - on historical transactions too, which you may not want for various reporting reasons. On the other hand, for discontinued items that might not be an issue. An alternative to Changer is the Item Number Modifier in Microsoft's Professional Services Tools Library.

Victoria Yudin
Dynamics GP MVP 2005 - 2008
Flexible Solutions - home of GP Reports

http://www.flex-solutions.com/gpreports.html

blog:

http://victoriayudin.com