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How to retire or deactivate products no longer in use?

  • 1.  How to retire or deactivate products no longer in use?

    Posted 13 days ago
    Hello,

    I've not found a way to deactivate a released product and I'm curious how other companies manage their product catalog.  How do flag your products so they don't show in drop downs entering PO's, invoices, product reports, etc.?

    Thanks,

    ------------------------------
    Tammie Boer
    Manager of Business Applications
    Command Alkon Incorporated
    Birmingham AL
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    Conference-AXUG_200x200


  • 2.  RE: How to retire or deactivate products no longer in use?

    TOP CONTRIBUTOR
    Posted 12 days ago
    ​We have a multiple approach:
    We include *OBS* in the item name.
    We apply a stop for purchasing (and also inventory when stock is depleted), which prevents adding to POs either manually or from firmed planned orders.
    We assign an alternate item when available, although the inventory stop interrupts this feature in sales orders.
    We added a field "item life cycle" that displays in BOM lines for visibility, and throws an Infolog warning when checking the BOM.

    We still manage to sell one occasionally as circumstances dictate, or find one during physical inventory.


    ------------------------------
    Mark Prouty
    Programmer / Analyst
    ANGI Energy Systems
    Janesville WI
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    Conference-AXUG_200x200


  • 3.  RE: How to retire or deactivate products no longer in use?

    Posted 12 days ago
    HI Tammie,

    We use the Stopped approach Mark mentioned, which can be found in the Released Product default order settings, There is one under each of the tabs and have different effects.

    Purchase - prevents it from being used on a purchase order, including invoicing
    Inventory - prevents any inventory transactions, including production transactions (including ending Prod order) and being picked for a sales order (removing from inventory)
    Sales -  prevents use on a sales order including invoicing.

    We find that if something has been ended prematurely we get the finance, dispatch or warehousing teams emailing to ask why, so it pays to be sure there is no stock and the last transactions were in the previous month before applying the respective stops

    Cheers

    ------------------------------
    Elliot Finn
    IT Systems Administrator
    Dairy Goat Co-operative (NZ) Ltd
    Hamilton
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    Conference-AXUG_200x200


  • 4.  RE: How to retire or deactivate products no longer in use?

    Posted 4 days ago
    Hi there,

    Thank you for the response.  Does anyone know of a way to remove these "retired" items from the drop down lists such as adding an item to the PO line?  It's easily becoming messy and too much to sort through.

    ------------------------------
    Tammie Boer
    Manager of Business Applications
    Command Alkon Incorporated
    Birmingham AL
    ------------------------------

    Conference-AXUG_200x200


  • 5.  RE: How to retire or deactivate products no longer in use?

    SILVER CONTRIBUTOR
    Posted 2 days ago
    Removing from the drop down list - this is where the renaming with a zzz prefix comes in handy. It can be time-consuming, plus I believe D365 does not allow for this.

    I work a lot with the Release Products module. I have a filter on the 'Search Name' !*hide* . Then, as products go by the wayside, I enter 'hide' put in this description field. This doesn't help with the drop downs but it does make my view of the file cleaner.

    ------------------------------
    Jon Gosche
    Manger Distribution Services
    Somagen Diagnostics Inc.
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    Conference-AXUG_200x200


  • 6.  RE: How to retire or deactivate products no longer in use?

    Posted 11 days ago
    Edited by Andreas Mörker 11 days ago
    Hi Tammie

    We use an ISV from Prodware called Lifecycle Family (LCF).

    With this ISV you can define multiple lifecycle families (e.g products, services, etc.)
    Within a family, you can define global product states as well as for released products.
    By changing the state in the product information management, all released products that have assigned the LCF get updated (e.g blocked for production).
    It is not fully serving our needs though.
    Out of the box selling without producing and taking returns (for quality reasons) but stop of sales is not possible. Therefore we had to request some customization from our implementation partner. It now works as desired.

    Overall I think if you do not have special requirements (like we do) it can also be a great solution but comes with a price also with regards to the one version approach (one more thing to test).

    To be honest I'd go with Elliots solution first. If not satisfying, you can still look for an ISV that fits your requirements.

    Best
    Andreas

    ------------------------------
    Andreas Mörker
    Global Master Data Manager
    SIGVARIS
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    Conference-AXUG_200x200


  • 7.  RE: How to retire or deactivate products no longer in use?

    Posted 11 days ago
    Edited by Adam Pascoe 11 days ago
    Good morning Tammie;
    If we retire or have the need to "delete" an item we also re-name it, with a "zzz_" in front of it to push it to the bottom of any lists.  As well as stopping the product for sales under the Default Order Settings for the released item.

    One thing to keep in mind, the current state of D365 does not allow you to rename products/items once transactions exist.  We're currently on 2012, but this is one of the things that will have to be addressed whenever we move to 365. (This discussion talks about the new "feature" that doesn't allow us to rename items.)


    (Edited to update my poor initial grammar)
    ------------------------------
    Adam Pascoe
    Bio-techne
    Minneapolis MN
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    Conference-AXUG_200x200


  • 8.  RE: How to retire or deactivate products no longer in use?

    Posted 11 days ago
    Hi Tammie,

    Yes the Stopped checkbox on the default order settings under "Manage Stock" against the item record is the only way to stop transactions for an item.

    ------------------------------
    Mark Bailey
    Application Consultant
    Annata
    Portsmouth
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    Conference-AXUG_200x200


  • 9.  RE: How to retire or deactivate products no longer in use?

    TOP CONTRIBUTOR
    Posted 9 days ago
    Has anyone figured out how to sell out of an item that you are discontinuing, and automatically prevent the item from being ordered once the total quantity ordered matches the quantity available?  (i.e., don't allow back orders)

    ------------------------------
    Daniel Zook
    Director of IT
    Lehman's
    Dalton OH
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    Conference-AXUG_200x200


  • 10.  RE: How to retire or deactivate products no longer in use?

    TOP CONTRIBUTOR
    Posted 9 days ago
    Setting the purchase block should give buyers pause to order something.

    There is the alternate item number feature that prompts to replace the sales line item when entering an item with insufficient on hand.

    There are 2 options on the post packing slip  - 1st is to Reduce delivered qty to qty on hand, and 2nd to close the line (= set delivery remainder to 0).
    However, how to make this happen programmatically based on a discontinued item is a different problem.

    Finally, there is either an alert on the sales line that a deliver remainder exists for an obsolete item, or, a batched report that emails. Ultimately, there is some baby-sitting involved.

    ------------------------------
    Mark Prouty
    Programmer / Analyst
    ANGI Energy Systems
    Janesville WI
    ------------------------------

    Conference-AXUG_200x200


  • 11.  RE: How to retire or deactivate products no longer in use?

    SILVER CONTRIBUTOR
    Posted 4 days ago
    I've used or use parts of all of these. I stopped renaming to zzz quite a while ago (that's another story).
    All our items have Buyer Groups that show on the Planned Orders screen. I don't know whether or not this is custom. I have an XXX Buyer Group for items we will no longer purchase. If any pop up on MRP, I'll investigate why and correct.

    ------------------------------
    Jon Gosche
    Manger Distribution Services
    Somagen Diagnostics Inc.
    ------------------------------

    Conference-AXUG_200x200


  • 12.  RE: How to retire or deactivate products no longer in use?

    Posted 4 days ago
    As you can see there are many approaches, I would use the Default order settings to stop the purchase, production, and sale of the item.  You can use the where used to find where the item in question is used on a BOM or Formula and expire it to prevent planning.  To signify the item is not to be used, you can use Property as well on the item to set as Obsolete or Deleted.  Any one of the other ways discussed are a viable option as well, personal preference really.

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    Trent Aschliman
    McWane, Inc.
    Birmingham AL
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    Conference-AXUG_200x200


  • 13.  RE: How to retire or deactivate products no longer in use?

    Posted 3 days ago
    Hi Tammie,
    What version are you on? D365 introduced a Product lifecycle state that allows users to disable any items from that state from planning as well as tools that can help you mass update items to your "obsolete" state if there have not been transactions for a certain period of time. This does not prevent them from being ordered or showing on dropdowns, you'll need some combination of the other suggestions referenced in this thread to help with that.

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    Andrew Lencsak
    Solution Delivery Manager
    Arbela Technologies
    Irvine CA
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    Conference-AXUG_200x200


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