Change Item Utility

After an item has been added, the system will not allow you to change the stocking unit, invoicing unit, or the lbs per each within the Item table. These fields cannot be changed in the Item tables because they affect historical (and open) sales and inventory transaction records. The Change Item Utility, however, does allow the user to change these setting.

To get the best possible results, it is recommended that you run this option after the Close End of Day process or when people are not using the associated files required by the Change Item Utility. The system requires exclusive use of the files involved otherwise the system will not allow the user to run this utility.

Note: Running the option affects both transaction history and open transaction fields. This means that if the item is on order, or has associated inventory, they will all change. It is recommended that you run the Close End of Day process before running the utility with the Backup Database option set to yes. This way you can restore the data from the system backup should you not get the expected results and try again.  

The following reports should be run prior to and after running the Change Item Utility, especially if you are changing pounds to "per each":

• Item Ordered Inquiry – This inquiry should be run for the item(s) that require changes so that the impact of the changes on open sales orders can be verified. All shipped and ready orders for the item should be invoiced prior to running the change item utility.
• Items on Order Inquiry – Run this inquiry for the item(s) that require changes so that the impact of the changes on open purchase orders can be verified.
• Purchasing Status Inquiry – This inquiry should be run for all incomplete purchases with a pending status. All received purchased orders for the item should be completed.
• Cost of Goods Sold – The cost of goods sold should be run for the item(s). There should be not be any uncosted records.
• Inventory Valuation Report – This report should be run for the item(s) to determine the current quantity, unit cost, and total value. Compare these figures to the new quantity, unit cost, and unit value after running the utility.
• Lot Valuation Report – Run this report for the item(s) to determine the current quantity, unit cost, and total value for each lot. Compare these figures to the new quantity, unit cost, and value for each lot after running the utility.
• Item Margin Report – This report should be run for the item(s) to determine the item sales and margin before and after the utility is run.

Important: All users must be logged out of Net•Yield to run this utility.  

If users are logged into Net•Yield, the following error message will appear: “Trying to open RRRXXXX, Continue trying? No/Yes." Select no and go to Concurrent Users to see if anyone is still logged into Net•Yield. If users are logged on, instruct them to logout and then try to run the Change Item Utility again. If you get the same message again, you will need to clear the user's login session on the server and close all open files. Contact your system administrator for information on how to close open sessions and open files. Select yes to retry.

1. The following fields display:

• Item ID – Enter the item group. For more information on selecting an item see Item.
• Item Name – This field displays the full item name for the item selected.
• Stocking Unit – This field displays the current stocking unit of measure for the item. Press Enter to keep the current stocking unit, enter LB to stock by the pound, or enter EA to stock by the "each". All lots in inventory for this item will be stated in the new unit of measure.
• Lbs per Each – This field is the conversion factor used to convert a quantity stated in the "each" unit of measure to pounds. The conversion factor for items stocked, sold, and invoiced in "LB" is 1.

2. At the Item ID field, enter the item group ID for the item to change or press F3 and a Select An Item Group window will appear displaying all item groups. Select the appropriate item by highlighting the item and pressing Enter.

3. A Select An Item window will appear; select the item to change.

4. At the Item Name field, you can make changes to the item name. Otherwise, press Enter to accept the current item name.

5. The Stocking Unit field displays the current stocking unit of measure for the item. Press Enter to keep the current stocking unit, enter LB to stock by the pound, or enter EA to stock by an "each". All lots in inventory for this item will be stated in the new unit of measure.

6. The Invoicing Unit field displays the current invoicing unit of measure for the item. Press Enter to keep the current invoicing unit, enter LB to invoice/price by the pound, or enter EA to invoice/price by the "each". All lots in inventory for this item will be stated in the new unit of measure. All open sales orders will be restated to the new invoicing unit of measure.

7. At the Lbs per Each field, enter the appropriate pounds per each. This field is the conversion factor used to convert a quantity stated in the "each" unit of measure to pounds. The conversion factor for items stocked, sold, and invoiced in "LB" is 1. Changes made to the pound per "each" will affect all open sales orders, purchase orders, work orders, open planned transfers, open credit orders, and inventory balances for both non-lotted and lotted items.

8. At the Convert (Y/N) field, specify whether you want the system to convert the quantities based on the new Lbs/EA value. This will restate all open transactions, inventory balances, and history files to the new pounds per each. If you select no, only the open transaction and inventory balances will be converted to the new pounds per each.

9. When you are done making changes, press Enter, Page Down, or Tab until command options appear.

• Select Update and the system will update the system.
• Select Exit and the system will leave this option without saving the changes.

Important: Your changes will not be saved unless you select Update.

Security Required : System - Security