How to Delete, Renumber, and Merge Item Numbers in Sage 100

How to use Sage 100’s utility to delete, merge, or renumber item numbers.

Here is how to Delete Item Numbers, Renumber Item Numbers, and/or Merge Item Numbers. The utility program in Sage 100 that is used to complete this task can be found in the Inventory Management module under the Utilities menu called Delete and Change Items.

Some prerequisites must be completed to run this utility. First, all transactional data that is using the inventory items needs to be updated before Sage 100 will allow the user to open the Delete and Change Items. Second, all users must be out of Sage 100 for the utility to be run, information can be added to the utility, but the user will not be able to proceed with the update. Finally, before running the Delete and Change Items utility a backup of the Sage 100 company should be done, in case there are any issues during the process.

**** MAKE SURE TO MAKE A BACKUP COPY OF SAGE 100 COMPANY CODE AND TEST THE ****

**** UTILITY IN TEST COMPANY FIRST TO MAKE SURE THE DESIRED RESULTS ARE RETURNED ****

**** DEPENDING ON THE AMOUNT OF DATA THIS PROCESS CAN RUN FOR A VERY LONG TIME ****

View this Sage 100 step by step software tip in a video format (12:57)

View this Sage 100 step by step software tip with individual screen shots below.

Let’s get started by opening the Delete and Change Items.

Step 1: Launching the Delete and Change Items: 

• Under the Inventory Management > Utilities menu is where the Delete and Change Items are found.

• Launch the application to make sure that all the prerequisites have been accomplished.
• Different Sage 100 warning prompts will be displayed according to the current Sage 100 Setup. Below is an example of this prompt.

• The user will click “OK” to continue to the Delete and Change Items utility.

Option 1: Delete Items

The “Delete” option can be used to delete inventory from Sage 100. This process is very difficult and many Sage 100 rules must be met for an item to be deleted using this utility.

• Enter a valid Sage 100 Item Code in the Starting Item Code field and the Ending Item Code field. WARNING: The utility will look at all the items between the Starting and Ending Item Codes. To do only one item enter the same Item Code for the Starting Item Code and Ending Item Code.
• To proceed with the utility, click on the “Proceed” button.

• The following prompt will appear. The user will click on “Yes” to proceed and “No” to cancel the process at this point.

• The “INVENTORY MANAGEMENT DELETE AND CHANGE ITEMS LISTING” prompt will be displayed. The user will print the report (depending on the user’s security rights the report may only need to be previewed to update).

• The log report will look similar to the one below.

• You can see that several Sage 100 restrictions must be met for the Delete and Change Items utility to delete an item from Sage 100.

Note: Sage 100 has added different options in Item Maintenance so that the items that you may want to delete will no longer show up on reports and things like that. This is why this part of the utility is rarely used.

Option 2. Change Items

The Change option on the Delete and Change Items screen can be used to perform three different functions.  Those three functions are as follows:

• Change the inventory item number to a new Sage 100 item number.
• Merge a range of item numbers into a new item number.
• Merge a range of item numbers into an existing item number.

Pictured below is the Change option screen showing the three ways to set up the different changes as described above.

• Line 1 – Item Renumber – This first line in the screen above is an example of how to set up an inventory item where the item number will be changed from the existing item number to a brand-new inventory item number.
  • The Starting Item Code and Ending Item Code fields MUST be the exact same inventory item number.
  • The New Item Code needs to be a NON-Existing item number.

For the next two types of “Change” functions the Starting and Ending Item Codes will affect all items between these two items.

• Line 2 – Merge multiple items into a New Item Code – The second line in the screen above is an example of how to merge two or more items into a new item code. The merge function will take the Starting Item Code and read all items through the Ending Item Code.
  • The Starting Item Code will be the first item that is merged into the New Item Code.
  • The Ending Item Code will be the last item that is merged into the New Item Code.
  • The New Item Code will be the new inventory item code that the range of items will be merged into.
• Line 3 – Merge multiple items into an existing item code – The third line in the screen above is an example of how to merge two or more items into an existing item. The merge function will take the Starting Item Code and read all items through the Ending Item Code and merge all items into the selected existing item in the New Item Code.
  • The Starting Item Code will be the first item that is merged into the New Item Code.
  • The Ending Item Code will be the last item that is merged into the New Item Code.
  • The New Item Code will be the existing inventory item code that the range of items will be merged into.
• Updating the Change screen to save changes that have been set up.
  • Click on the “Proceed” button to begin the process.
  • The following prompt will appear. The user will click on “Yes” to proceed with changes or “No” to cancel the process without making any changes.

• After clicking “Yes” the Delete and Change Items Listing report screen will be displayed and the user will have to print the report to continue (depending on user access, the user may be able to preview the report and not print it).

• The report will look like the example below.

• After printing the report, the user will be prompted to continue with the changes. By clicking “Yes”, the utility will then perform the different actions as specified by the setup on the Delete and Change Items screen.

Note: This can take a very long time depending on the amount of data and number of changes. This process could run for many hours. It would be advisable to merge a very small sample in a test company to determine how long the process might take.

• When the process is completed, the user will be prompted to print the Delete and Change Items log again. This log does not have to be printed unless the user just wants to verify the process is completed correctly.
• Either after printing or not printing the Delete and Change Items log again the ‘All Delete and Change Items selection criteria will be cleared. Do you want to continue?’ Click “Yes” and the process is complete.

If you have questions or would like assistance deleting, renumbering, or merging item numbers in Sage 100, please contact our Sage 100 support team at 260.423.2414.

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