Global Parts Find & Replace
This page is for the find and replace function and toolset for parts and general inventory items. Please note: This process is permanent and can NOT be undone! PLEASE USE CAUTION!!!

With that being said, this toolset is very fast and very functional. It is recommended for only admin parts users. In the wrong hands, this tool could clean-up more than you'd like... :( In the right hands, it will be just what the doctor ordered... :)

The basic process is very easy. First you will search for a master item. This will be the new replacement value (master or use this value). Quite often this will be a special generic or homogeneous item (general or non vendor specific). Second, once you have selected the master, you will be able to search what we call the "Secondary" or the value to replace. Once that item is selected, the third step is where the application asks "Are you sure?". Once you click the "yes, replace it!" button, the tool will process the request and do some massive clean-up in the background.

Here is what will be updated or replaced behind the scenes:

1. All incoming PO line items with that part number.
2. All outgoing invoice line items with that part number.
3. All recipe line items (ingredients) with that part number.
4. All saved quote line items with that part number.
5. The PO type may be flipped from strict vendor specific (basic live PO) to a non vendor specific type (like a special live PO type). More help is available from this page to help you know more about PO types.
6. The final step is to turn the secondary part number to an inactive status. This helps prevent future usage of the same item without flipping it back into an active status. Making a part number inactive does not remove it completely. The item still exists but appears to be hidden from normal use. You need to do an advanced parts search in order to find inactive items.

This is some additional documentation on how to make a generic or homogeneous item. First, you will want to create a general vendor/payee. Most companies will use themselves as the vendor name. You then create a setup PO for $0 and 0 quantities. Add a new line item which will allow you to create a new part number. This is where you enter the generic name and/or general info. Set the cost to the current known cost of the item. Remember to set the quantity to 0 so that it doesn't affect your inventory count. Once the item has been added to the PO as a line item, you can use that new generic part number to overwrite other items in the system using the find and replace functions listed above. The main key is to set up the generic item first and then to use it to replace older and/or incorrect secondary items. Once you start using a generic item, you may need to use the PO type that allow for mixed vendors within a single PO. See the help file link for the add/edit PO's section which covers the different PO types.