getting rid of old inventory items

[vjbillings]

We have tried for years to get rid of unwanted inventory items.
Last year we paid for Peachtree support and still could not get rid of any of our inactive items. Is there anyway around this without starting the company over again? We now have hundreds of unused inventory items.

Thank you.
VJ Billings

[M GO BLUE]

If you mark the items inactive, you can purge them at year-end as long as there is a zero balance.

[vjbillings]

Does this refer to the quantity on hand being zero?
Because we have marked them all this way.
Or is there another balance that must be zero.

Thank you for your reply.

VJ Billings

[M GO BLUE]

Hopefully both the qty on hand & the value. Occassionally I have seen postings about qty on hand being zero, and the item still having value. If both are zero, and they are marked inactive, and there is no activity in the open year, you can purge them

[vjbillings]

I am not sure what you mean by value?
Is this the Price Level?

Thank you for your help.

VJ Billings

[M GO BLUE]

Sorry I'm off on a tangent. As long as you have zero-on-hand, no activity in the open year, and the item is marked inactive, you can purge them after year-end.

[vjbillings]

We have done this and still the items remain.
Some of these inventory items are over four years old.

There are over four hundred of them that have not been used since 1999.

Somewhere deep in the system there must be more to it.


I appreciate your help.

VJ Billings

[M GO BLUE]

Which version of peachtree? Purge hasn't always worked. You might also check for data damage. Click on the banner on the home page of this forum

[vjbillings]

We are using Peachtree complete 2003.
And, no thank goodness, the data is fine.

VJ Billings

[M GO BLUE]

If you have not checked using the data damaged banner, I would. If you know there is no damage, is it purging other items? You could unpost/repost using the inventory journal synch test, but I would check your data first. Then make sure you have a backup that you can restore, before running the test.

[TheWolf]

Have you checked the purge log to see if there are any transactions that it is not purging? If so, these transactions may be using those inventory items.

[vjbillings]

Thank you for your suggestion to look at the purge log.
Guess what we found???
These old inventory items are still connected to invoices from 1997.
It wasn't until this year that we realized that we needed to close sales orders and invoices each year.

OK, so the question becomes...
Since we only have access to two years of data at any time,
how do we go back to 1997 and clean up those sales orders?

VJ Billings

[TheWolf]

You actually need to fill the sales orders as invoices, then create credit memos to write them off. This should close the sales orders. I recommend doing this in period 1 so that the next time you do a close year, you can run a purge to get rid of all the transactions that are tied to these inventory items. Make a backup before starting this procedure and check reports to make sure nothing changes adversely.

[vjbillings]

Thank you for your response.

But, we can't get to the old sales orders, so how do we change them?

VJ

[TheWolf]

Once you convert them to an invoice and ship all items, it should close the sales order for you. Then do a credit memo against the invoice.

[vjbillings]

I really appreciate your patience with my limited knowledge.

My problem is being able to work with the old sales orders to make them into invoices.

When we click on them in the purge log, they open in wordpad.

And, since we only have access to 2003 and 2004 for all transactions, I don't know how to find the 1997 sales orders to close them.

I am sure I am missing something...................


VJ

[TheWolf]

Go to task, sales invoice, enter the customer id, on the apply to sales order tab click the drop down and select the sales order in question. Then completely ship the items which will make the remaining quantity and the shipped qty the same. Now print this invoice for hardcopy. Once that is done, create a credit memo (see help files) to apply to this invoice.

You do not go to sales orders to create them into sales invoices.