Item types vs. Item Statuses

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Posted on by Community Member Microsoft Employee

We are currently using GP 9 and are having some issues where Sales is entering in an order for items that are obsolete/ discontinued and then Purchasing is ordering them.

The items in question are set up with an item type of sales inventory and their status is obsolete. According to the help menu, when you have a status of obsolete 'you can't open manufacturing orders or purchase orders for items with this status'. Unless we are missing something in our set up, this is untrue. We can open purchase orders for items with this status. As for sales, it comes up with a warning which they easily bypass.

Is the only way to prevent all of this from happening is to change the item type to discontinued? If we make the change do we lose our history? Will this cause a system meltdown?

Please help!

Jennifer Pegg

Engine Control Systems Limited

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Frank Hamelly | MVP... 4,029 Super User 2024 Season 2 on at

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Re: Item types vs. Item Statuses

Changing the Item Type to Discontinued is the way to prevent procuring more of the item although you can continue to sell Discontinued items, as you note. No history is lost by changing the Item Type.
Community Member Microsoft Employee on at

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Re: Item types vs. Item Statuses

The 'obsolete' status is done through item engineering data and is more for manufacturing module purposes. And yes, it doesn't really prevent you from still entering an MO.
You can easily change and item between 'sales inventory' and 'discontinued' in item maintenance. No history is lost, nothing really seems to change other than that field.
When you set an item to discontinued, you can no longer add it to a PO.
Hope that helps.
Joris