Updating your Stock records using Life Cycle Codes and Stock Dates

Maintaining your Stock records to allow deletion of old Stock Items.

Introduction

Life Cycle Codes

Stock Dates

End Of Week Update Stock Life Cycle

Delete Old Stock Codes

Export Stock

Introduction

Stock Items have a Life Cycle code that assists you to keep track of Stock items that are no longer in use and can be removed from your system.

The Life cycle codes work in conjunction with the Initial available date and Obsolete date.  You can manually update these dates on a Stock Item.

You can also mark a Stock item that has been replaced with a new item.

You can set up a Scheduled Task to update the Life cycle code for Stock Items. We suggest that this task should be run weekly.

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Life Cycle Codes - what are they?

You can search for Stock by any of the Life cycle codes, using the Advanced Search. These codes can also be used to help you determine what Stock Items are no longer in use and can be deleted.

Life cycle codes are hard coded. The available codes are:

• • New Stock
  • Current Stock.
  • Mature Stock.
  • Superceded Stock
  • Obsolete Stock.
  • New, Current and Mature.

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Stock Dates

The Initial available date and Obsolete date dates can be set manually for any Stock Item. Once either or both of these dates have been set, they will be checked when the End Of Week Update Stock Life Cycle scheduled task is run, and the Life Cycle code for the Stock Item may be updated if it meets any of the conditions below.

• Go to Stock > Stock Details.
• Select the Stock Item to update.

In the Dates section:

• Initial available date: Enter a date that this Stock Item will be available.

• Obsolete date. Enter a date that you expect this Stock Item will become obsolete, if known.

• Click Save and close.

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End Of Week Update Stock Life Cycle

You can set up a Scheduled Task to update the Life cycle code for your Stock items. Then you can select Stock items that you want to delete by using the Life Cycle code.

We recommend that this task be run as a weekly task. This process will update the Life cycle code for your Stock items as follows:

• Stock items with an Initial available date less than 90 days are set to New.
• Stock items with an Initial available date more than 90 days are set to Current.

• Stock items with an Obsolete date and Stock on hand are set to Mature.
• Stock items with an Obsolete date and no Stock on hand are set to Obsolete.
• Stock Items that have been manually marked as Replaced are set to Superseded.

You are then able to select Stock items, filtering by a Lifecycle code, of, say, Obsolete, and flag them to be deleted.

The User needs a Security Role of Stock delete authority to be able to do this,

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Delete Old Stock Codes

After the End Of Week Update Stock Life Cycle has run, you can search Stock items by a Life cycle code, e.g. Superseded or Obsolete, or by any other filter that you want to use. This shows you all Stock Items with that Lifecycle code or filter selection.

You can then tick each Stock items you would like to remove, or use the More > Select all option. Then you can delete the selected items.

You need the Security Role of Stock Delete Authority to complete this task.

To delete multiple Stock Items using the Lifecycle code Obsolete:

• Wait until your End Of Week Update Stock Life Cycle routine has run, as this will update the Lifecycle code for any Stock items as necessary.
• Go to Stock > Delete Stock Items.
• Life cycle: Select Obsolete from the dropdown list.
• Click Search.
• Select the Stock Items individually, or click More > Select all to select all Stock items in the Displayed list.
• Check that you want to delete all these Stock items. There is no option to retrieve deleted items.
• Click Delete selected stock items.

All selected items will be deleted.

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You can export a list of Stock items to a spreadsheet and select the particular lifecycle options that you want.

This is located on the Stock > Stock Tasks menu.

You can specify if you want a specific Supplier, Stock Category or Group, a range of Stock codes, and the lifecycle codes that you want to have included.

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