Changing an Item Classification

The classification of an inventory product is the primary setting that determines the way the EBMS software handles the specific product.   The Classification setting is an important setting that should be configured properly before items are purchased or sold. This section will describe recommended steps to change this important setting in the following scenarios:

    1. Change a product from a classification of No Count to Track Count to manage inventory counts and values in more detail.

    2. Change a product from a classification of Track Count to a classification of Serialized Item or Lots to manage more detail.

    3. Change a kit from a materials list within a sales invoice (classification of No Count) to a manufactured kit (classification of Track Count).

    4. Change a service item that is only sold to a service (classification of No Count)  that is purchased from a subcontractor (classification of Track Count).

Click on the hyper-links in the descriptions shown above for more information on specific scenarios.    

Report to Review Classification Changes

EBMS contains a report that will list the history of an item's classification settings.  Select the Reports > Inventory > Lists > Product Classification Change History report from the File > Reports menu to generate the following report:

This report will list each time a classification change happens.   

Note that any classification that was set with no transactions will not be shown.  

Steps to Change a Classification

Changing the Classification within an existing item is possible but contains various limitations.    Attempt to change the Classification in Step #1 shown below and continue with the subsequent steps if the system  does not allow you to directly change this setting.  

  1. Change the classification:   The system will bar the user from  completing this step if the product code is listed on any existing order OR if the item  contains inventory (Processed inventory s not equal to zero.    Continue with step #2 if the system bars the user from completing the #1 Change the Classification step.     

    1. The classification can be changed by clicking on the Change button and then selecting the new Classification from  the drop down list as shown below:

    2. This step completes the process if it is successful.  Continue with the next step if the system  does not allow the user to change the classification.

  2. Change the original item's part number to another produce code by adding a suffix.   This step allows the user to create a new product item with the same Product ID as the original.  Complete the following steps to change the Product ID:  

    1. Right click on the Product ID as shown below:

    2. Select Change ID from the context menu to open the following dialog:

    3. Change the Product ID by adding a suffix such as the employe above: -TMP added to DIRSHOL and click OK.

  3. Create a new product item  by duplicating the original inventory item.

    1. Right click on Product and select Create Duplicate as shown below :

    2. Set new Classification (2nd wizard page) and any other inventory settings that need to be changed from the original.   Set the Product ID (last page) to the original code.   Review Entering New Products for details on creating a new product item.

  4. Open the original Product item (item  with suffix) and click on the Cout tab as shown below and complete the following steps:          
    Complete the following steps for every  documents that populate any of the Ordered, Received, or Shipped values that are circled above:

    1. Double click on each value to open the corresponding document list:   See Purchase Orders dialog shown above:

    2. Open each document listed within the document dialog (Purchase Orders shown above) by double clicking the document or selecting the document and clicking Source.  

    3. Change the ID code within the document to the new product ID.   For example: change DIRSHOL-TMP  to DIRSHOL.    
      IMPORTANT:   Verify that the Description and the pricing are corrected if they change when the code is entered.

    4. Save the document.  Repeat these steps till all documents are removed from the dialog.

    5. Repeat for each Ordered, Received, or Shipped values that are circled above.

  5. Complete the following steps if the item  has an inventory count value that is NOT equal to zero.    See Processed total below:

    1. Record the current value of inventory:  Print a count and value report for this item or a folder group of items.    Launch a report by selecting File > Reports from the main EBMS menu and selecting Inventory > Counts/Values > Inventory Value report to print the following report:

    2. Record the total Perpetual Value for each Inventory Asset Account as marked with the arrow.   This total(s) will be used in step # to verify that the inventory value adjustments were correct.   

    3. Move inventory counts and values:  Adjust both inventory items (both the item with the suffix and the new item):

      1. Decrease the value of the inventory item  with the -TMP suffix to zero

      2. Add the same inventory value (and count if the unit of measure is the same) to the new item with the same product code.   
        IMPORTANT:   The value that the first item was decreased must match the value that the 2nd item was increased.

      3. Individual adjustment instructions for the following inventory item classifications:

        1. Track Count: Tracking Counts > Adjusting Inventory Count and Value

        2. Serialized Items: Serialized Items  > Purchasing or Manufacturing an Item > Viewing or Changing Serialized Items from the Inventory Item

        3. Lots: Lots > Tracing Lots and Reporting Lots Information

    4. Repeat these steps for each inventory item within the report printed in step A that requires a classification change.

    5. Generate the value report again the same as step A and compare the individual item values.

    6. Compare the 2nd report total to the original total printed in step A.    These totals need to match to maintain inventory value totals.

  6. The last step is to discard the original record that contains a Produce ID with a suffix of -TMP.    The following options are important steps to remove this item from  the product catalog:

    1. Merge and copy history: This option is recommended if the new inventory item  created is the same product as the original item (suffix of -TMP).  This option will change and move all sales and purchase history from the original item and move it to the new item.     History is important when projecting sales and other features of the purchasing screen and creating inventory stock levels.    Complete the following steps to merge an item:

      1. Change the Classification of the original item (item with a suffix of -TMP  as described in Step #1 at the beginning of this section.   

      2. Right click  on the new Product ID and select Merge from  the context menu as shown below:

    2. Inactivate and start new item with no history: This option is only recommended when the new item  is different than the original item.  Example: It is a similar product but different brand, type, or packaged different  (different UOM).   The history will be of no value if the item is different.    Review Product Catalog > Making an Inventory Account Inactive for details to inactivate an inventory item.  

Repeat these steps for all the inventory items that require a classification or other change to the inventory record.   

Other Scenarios

These change classification steps may be helpful to follow in some other scenarios besides the standard classification changes.  

    1. An inventory unit of measure change:  Review Tracking Counts > Unit of Measure > Changing a Unit of Measure for instructions and issues to consider when changing the UOM.

    2. A substitute or replacement part:  Review Substituting an Inventory Item  for the recommended steps for new substitute items.