Merge Rental Product Numbers
Utilities Menu -> Inventory Control -> Change/Merge Product Numbers -> Merge Rental
Product Numbers
This program can be used to build a list of obsolete Bulk and
Non-Bulk Rental Product numbers and merge them with an existing
Bulk Rental Product in the same Product Class that allows multiple
tags.
This can be useful for consolidating similar rental products
under one bulk product number, keeping separate Fixed Asset Tags
and still retaining the Sales History for reporting
purposes.
The product list can be created manually or can be built based
on usage reported in Rental History as outlined in Add Rental 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 rental product merge:
- The 'Retained Product #' is the target product which must
already exist as a Bulk Rental Product that is flagged to allow
Multiple Tags.
- The 'Obsolete Product #' is the product to be merged and can be
either a Non-bulk or a Bulk Rental Product.
- Both the 'Retained Product #' and 'Obsolete Product #' must be
in the same Rental Product Class as no
postings adjustments to G/L are made.
- The same rental product cannot be listed in both the 'Retained
Product #' and 'Obsolete Product #' fields in a merge list.
- After the merge is completed the old obsolete product numbers
are automatically deleted and the option is provided to add the
obsolete product numbers as barcode for the target products.
- Security:
- This utility is only accessible if the role assigned to the
operator in Operators has permission to
delete rental products.
The role permission is setup in Security
Roles on the Security tab of Configure System Settings.
Note: To avoid conflicts, only one user can work on the "Merge
Rental Product Numbers" and Merge Sales
Product Numbers at the same time. Records on the worksheet need
to be processed or cleared to enable the other utility.
When products are merged the old obsolete product numbers are
automatically deleted, and an audit record is written to Delete Log referencing RSPF73AV.
The prompts are:
-
- SEQ
- The sequence number tracks the product records in the
worksheet.
OBSOLETE PRODUCT#
- Enter the old Bulk or Non-bulk Rental Product number that is to
be merged or select it from the Inventory
Search window.
DESCRIPTION
- The primary rental product description is displayed.
RETAINED PRODUCT#
- Enter the target Bulk Rental Product number that will be used
to replace the Obsolete Product# or select it from the
Inventory Search window.
This number must exist in Rental Inventory
as a bulk product with multiple tags and can already been entered
on the worksheet as a Retained Product# for other product
merges.
DESCRIPTION
- The primary rental product description is displayed.
Expanded Detail
- Click on the EXP/CON button to view the Product
Class of the Obsolete and Retained products, the separate Groups of
the Obsolete product and of the Retained product.
Finished?
- Product lines can be added or deleted from the worksheet before
accepting.
Click ACCEPT to proceed with the Merge Rental Product
Number process, or CANCEL to abort and save the product
list.
The merge report prints the old obsolete product numbers, the
quantities, the Average Cost, and the retained product
number.
Merging the Products:
- Quantities
- The quantity "On Hand" of the Obsolete products and the
quantity for each location is added to the Retained product.
An inventory quantity audit trail record will be added in View Inventory Quantity Changes for the Retained
product for each location, referencing the Obsolete product
number.
Fixed Asset Tags
- All Asset Tags belonging to the Obsolete products are
transferred to the Retained product.
The new Average Cost is re-calculated based quantity and costs on
the existing (Retained) and on the new (Obsolete) tags that are now
assigned to the target Retained product.
Because the total net value across all asset tags should equal the
total cost across all asset tags for the Retained and Obsolete
products, the net effect on the inventory account in the General
Ledger is zero and no postings are required.
Data
- The following document and history of the Obsolete product will
be updated with the Retained Product number:
- Counter Documents including: Counter Worksheets, Quotes,
Reservations, Contracts, Invoices, and Exchanges.
- Internal Branch Transfers (two-step transfers)
- Purchase Orders and Warehouse Receipts
- Work Orders
- Sales Orders
- Repair History
- Revenue History
Refer to Merged File List for
Rental Products for a list of the data tables that are
merged.
Note: No posting adjustments are made to the G/L
The optional values to merge include:
-
- WRITE OBSOLETE PRODUCT AS BARCODE
- All Barcodes for Obsolete products are automatically added to
the Retained product Barcode list.
This option provides the ability to also include the 'old product
number' as a Barcode for the new retained product so that
the obsolete product number is still recognized in inventory
searches.
Check this box to add the obsolete product number to the new
target product as a Barcode.
Uncheck this box if the obsolete product number is no longer
required.
Note: If the obsolete 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.
INCLUDE SAFETY NOTES
- Check this box to add the Safety Notes from the Obsolete
product number to the new target Retained product number.
This may result in duplicate Safety Notes.
Uncheck this box if the Obsolete product Safety Notes are not
required.
Safety Notes from the Obsolete product are then deleted and cannot
be retrieved.
INCLUDE ATTACHMENTS
- Check this box to add any Attachments from the Obsolete product
number to the new target Retained product number.
This may result in duplicate Attachments.
Uncheck this box if the Obsolete product Attachments are not
required.
Attachments from the Obsolete product are then deleted and cannot
be retrieved.
Finished?
- Click ACCEPT to print the Merge Rental Product Number
list, or CANCEL to abort and save the product list.
Product# Merge Report:
The Product # Merges Report lists the old Obsolete and new
Retained products numbers and description, with the quantity on
hand of the Retained product after the merge, and the average cost
information of the Retained product before and after the
merge.
- Errors:
- If any errors are encountered a warning is triggered.
Errors could be caused if a product# was added or deleted to the
product file, after it had been recorded on the worksheet, or if a
product is listed on both the Obsolete and Retained columns.
Click OK to acknowledge the warning and review the Information Log for error messages.
CONFIRMATION:
- If there are no errors, 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 Rental
Product Numbers screen include:
- Create a List of Rental Products to Merge:
Click the BUILD LIST button to generate a list of the
rental products based on product activity reflected in Sales
History, as outlined in Add Rental Products
to Merge Queue.
-
Remove a Product 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.
-
View Additional Product Information on the Worksheet:
Click on the EXP/CON button to o view additional
product information including the Product Class of the Obsolete and
Retained products, the Group of the Obsolete product and the Group
of the Retained product.
-
Start a Fresh List of Products to Merge:
Click the CLEAR LIST button to erase the list of
rental products in the worksheet.
Confirmation is required.
Posting Control
The Merge Sales and Merge Rental 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.
Topic Keyword: RSPFR74 (7009)