Merge Sales Product Numbers

Note: Only Sales products can be merged from this utility..

This program can be used to build and merge a list of Sales Product numbers with another existing Sales Product.

This can be useful for culling merchandise no longer used, and merging these unused parts numbers into one "retired" product number, still retaining the Sales History for reporting purposes.
The "old" part numbers on existing documents are replaced with the new part numbers but the product descriptions are not changed.

The product list can be created manually or can be built based on usage reported in Sales History as outlined in Add Sales Products to Merge Queue.
The resulting worksheet can then be viewed and edited before merging.
When the worksheet list is completed the list of products can be printed for an audit trail before completing the exchange.

Rules and requirements to enable merge:

• The new Sale Product # must already exist, and the products to be merged must also be Sale Products.
• Serialized product numbers can be merged only with another serialized sales product with the same "Time of Sale" flag.
• If primary and secondary sales parts are merged, NO quantity conversion is done.
• Rental products can not be merged.
• After the merge is completed the old product numbers are automatically deleted.

Security:

This utility is only accessible if the role assigned to the operator in Operators has permission to delete sales products.
The role permission is setup in Security Roles on the Security tab of Configure System Settings.

When products are merged the old product numbers are automatically deleted, and an audit record is written to Delete Log referencing RSPF73AV.

Note: To avoid conflicts, only one user can work on the "Merge Sales Product Numbers" and Merge Rental Product Numbers at the same time. Records on the worksheet need to be processed or cleared to enable the other utility.

The prompts are:

SEQ

The sequence number tracks the product records in the worksheet.

FROM PRODUCT#

Enter the old Sales Product number or select it from the Inventory Search window.

DESCRIPTION

The primary product description is displayed.

TO PRODUCT#

Enter the new Sales Product number that will be used to replace the From Product# or select it from the Inventory Search window.
This number must exist in Sales Inventory and can already been entered on the worksheet to merge other products.

DESCRIPTION

The primary product description is displayed.

Finished?

Products can be added or deleted from the worksheet before accepting.

Click ACCEPT to proceed with the Merge Product Number process, or CANCEL to abort and save the product list.
The merge report prints the old product number, the quantities, the Average Cost, and the new product number.

Merging the Products:
When Sales Products are merged the following areas are NOT updated:

• Price Codes
• Equipment Specifications
• Alternate Product Descriptions
• Maintenance Schedules and Service Kits
• Product Costs are NOT averaged
• No posting adjustments to G/L

The prompts are:

WRITE FROM PRODUCT AS BARCODE

This option provides the ability to include the old product number as a Barcode for the new product so that the old product number is still recognized in inventory searches.

Check this box to add the old product number to the new product number Barcodes.
Uncheck this box if the barcode is not required.

Note: If the old product# is used as a barcode for the new product, that number cannot be re-assigned to another product, without first deleting the barcode record.

Finished?

Click ACCEPT to print the Merge Product Number list, or CANCEL to abort and save the product list.

Product# Merge Report:
The Product # Merges Report lists the old and new products numbers and description, with the quantity on hand, and average cost information.
Transactions are flagged with an * (asterisk) if the merge will cause a discrepancy in the Sales Inventory Accounts in the G/L. Adjusting journal entries may be required to correct the inventory value.
e.g. The From/To products belonged in Sales Product Classes with different Inventory Accounts.

Errors:

If any errors are encountered a warning is triggered.
Click OK to acknowledge the warning and review the Information Log for error messages.
Errors could be caused if a product# was added or deleted to the product file, after it had been recorded on the worksheet.
Errors are also triggered if the From/To products are both serialized, or both serialized at "Time Of Sale", or both un serialized products, or if the serial number already exists.

CONFIRMATION:

Confirmation is required to accept the report output and proceed with the merge of product numbers.
Click OK to complete the merge or CANCEL to abort.

Note: Be advised that once executed, this operation cannot be undone.
Hence, prior to running this request, verify in the play environment that the results obtained from running this operation are as expected.

When merged the old product numbers are automatically deleted, and an audit record is written to Delete Log referencing RSPF73AV.

ACTIONS:
Additional actions provided by buttons on the Merge Product Numbers screen include:

• Create a List of Sales Parts to Merge:
  Click the BUILD LIST button to generate a list of the sales products based on product activity reflected in Sales History, as outlined in Add Sales Products to Merge Queue.

• Remove a Sales Part from the Worksheet:
  Click on the sequence number to highlight or focus on the appropriate product record, and click the DELETE button to remove that product from the list.
  Confirmation is required.

• Start a Fresh List of Products to Merge:
  Click the CLEAR LIST button to erase the list of sales parts in the worksheet.
  Confirmation is required.

Posting Control
The Merge Sales Products programs are designed to be run by one operator at a time.
Locking will occur if an operator did not exit the posting program correctly.
A Posting Control Information warning will appear on the screen and only operators with Security Role permission to reset the Inventory - Merge Product Numbers flag will have access to the RESET button that unlocks the program.