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Merging Inventory Items

Occasionally, employees add inventory items to the e-automate database when the item is already represented in the database. When you have two inventory item profiles that represent the same item, you may not know which one to select when you generate a purchase order or create sales orders and fulfillments. For example, you could create a purchase order referencing the first item created and receive it into inventory. You could then create a sales order referencing the second item. When you increase the quantity of one item and decrement the other, the on-hand quantities are incorrect. Also, confusion results when determining which item to place on sales orders and purchase orders. Costs associated with the same inventory item are tracked through e-automate. However, if you have two item profiles representing the same item, e-automate cannot appropriately or accurately track your costs. To remedy the above situation, you use the Merge Inventory Item functionality.

There are certain requirements that must be met by e-automate in order to merge inventory items. When performing the merge, the system also displays warnings to alert you to possible problems. Below is a list of requirements and warnings that e-automate offers prior to the merge. If the requirements are not met, the inventory item will not be merged. If the warnings are not applicable, you can still merge by acknowledging the warnings.

Merging inventory items is PERMANENT. The inventory item being merged will be permanently removed from your e-automate database and all references to it will be reassigned to the "into" item (item remaining in the database). All sales history is merged into the item staying in the database.

The following requirements and warnings occur when merging items. Requirements must be met before the merge will occur, while warnings remind you of circumstances you may want to be aware of.

Requirements:

Both inventory items must have the same serialized status, either serialized or non-serialized.

The merge item (removal item) cannot have an on-hand quantity.

The merge item (removal item) cannot have an allocated state, meaning on a sales order, service call, or production work order.

If the items are equipment coded, they must have matching models.

Warnings:

Display if the two items’ inventory codes do not match.

Getting to the TransactionGetting to the Transaction

From the e-automate toolbar, click [Items] to open the Items window.

Select the item you want to merge into another inventory item.

Basic InfoBasic Info

Click [Merge] to open the Item Merge window.

In the Merge from field, verify the item. The Merge from item is the item that will be removed from e-automate permanently. If the Merge from item is not correct, use the lookup to select the correct item.

In the Merge into field, use the lookup icon to select the item you want to merge the Merge from item into. The Merge into item is the item that remains in e-automate. This is the item that will be assigned all of the Merge from item’s references.

Completing the TransactionCompleting the Transaction

Click [OK] to remove the Merge from item and reassign the Merge from item’s references to the Merge into item.
Note: The Attention Required window displays, informing you that the transaction is not reversible. If you are sure, click [Yes] and e-automate completes the transaction. You may also encounter warnings prior to the Attention Required window. You can acknowledge them by clicking [Yes]. Clicking [No] will abort the transaction.

Once the merge is successful, e-automate reports; click [OK] to acknowledge and the Merge from item is removed from your inventory item list.