Hi,
This is Angela at Microsoft Support. It's hard to say without knowing your entire environment if what you have would work. From a Microsoft Standpoint we only recommend doing thing via the front end. I've seen things go really wrong if not all field are correctly identified or handled. There is a lot to consider when changing. Allocations come from a LOT of different locations, not just SOP. And it's not just whether or not you change an item from say Lot to Serial, but if you go from Not tracking to say Serial, was the item you were going from a Sales inventory item to Sales Inventory item or was it an item type that didn't track quantities before? There is just so many questions to ask yourself. If all item types are the same (Sales inventory to Sales inventory) then that helps eliminate some things, but again, SOP isn't the only place that needs to be looked at.
I can say that TYPICALLY it's more than just a flip of the flag that happened. You can sometimes get away with going from Non-tracked Sales inventory item to Serialized items by flipping the flag with little issues. You might just need to do an IV reconcile. The system would actually create Serial numbers for you in the IV00200 table (REC000000xxxxxx1 and so forth) based on your IV10200 table layers. Then maybe pull up your SOP batches and Allocate and fulfill your batches again and see if it would reallocate the serial numbers to the SOP documents. But without really testing I can't say for certain. It's just not something we test. Again that would only be okay if it works AND if you would be okay with having some REC000000XXX1, REC000000XXX2, REC000000XXX3 etc serial numbers in the system. (or you could decrease out and add new ones in). I know for sure going from LOT to Serial you would for SURE want to deplete out all quantities and clear things out of the worktables because it would be a mess trying to clean that up if things were incorrectly linked.
Below is what Microsoft provides as the solution and all the areas to check if you were to do it manually. So, if you decide to go through the backend or sql scripting to accomplish this task, just make sure you review the details and make sure you addressed all these locations in your scripts.
I highly recommend you do this in TEST before attempting in LIVE.
Hope this is helpful.
How to change the "Track" field of an inventoried item to start or stop tracking serial numbers or lot numbers in Microsoft Dynamics GP
Requirements to change the Track field:
Before you can change the serial number tracking or the lot number tracking, the following requirements must be met:
• The item must have a quantity of zero for the following fields in the Item Quantities Maintenance window:
• Quantity On Hand
• Allocated
• Returned
• In Use
• In Service
• Damaged
• Back Ordered
• Requisitioned
• On Order
• Drop-Ship PO
• To view the quantities in the Item Quantities Maintenance window, follow these steps
1. On the Cards menu, point to Inventory , and then click Quantities/Sites .
2. In the Item Number list, click the appropriate item number.
3. In the Sites field, select the appropriate site.
To change the tracking option, the quantity on hand and the quantity on order (from Purchase Order Processing) must be reduced to zero.
Notes
• If an item is added as a bill of material, you have to remove the item as a bill of material item to be able to change the tracking option.
• If you are using Sales Order Processing, Invoicing, Field Service, Bill of Materials, Project Accounting, Manufacturing, or Purchase Order Processing, make sure that un-posted transactions do not exist. If you have any third-party products that update item quantities, remove the items from unposted batches in these modules.
To reduce the quantity of an item to zero, follow one of these options
• Option 1: Use the Item Transaction Entry window
Note the existing value in the Quantity On Hand field in the Item Quantities Maintenance window, and for the appropriate Site ID. Enter and post a corresponding decrease adjustment in the Item Transaction window to bring the quantity to zero.
• Option 2: Use the Stock Count feature
1. On the Transactions menu, point to Inventory , and then click Stock Count Schedule .
2. In the Stock Count Schedule window, enter a stock count schedule ID and description.
3. Enter all the items that you want to zero out. If an item is in multiple sites, you have to enter the items for each site per line item, one line item for one site.
4. Click Start Count to start the stock count.
5. Click OK .
6. On the Transactions menu, point to Inventory , and then click Stock Count Entry .
7. In the Stock Count Entry window, select the stock count ID that you created in step 1.
8. Make sure that the value in the Counted Qty field is zero for all line items.
When you change the Counted Qty field from a Serial/Lot tracked item, follow these steps:
a. Click Serial/Lot , and then set the counted quantity for all serial numbers or lot numbers to 0 .
b. Select the Verified check box for all the serial numbers or lot numbers.
c. Click OK .
9. Select the Autopost Stock Count Variances check box so that Inventory will be updated automatically. If the Autopost Stock Count Variances check box is not selected, you have to post a batch that is created in Inventory.
10. Set each line item as Verified .
11. Click Process .
12. In the Item Inquiry window, verify that all the quantities are zero. To open the Item Inquiry window, point to Inventory on the Inquiry menu, and then click Item .
13. If other item types have quantities that are not zero, follow the steps in the next sections.
Zero out the quantities for Allocated , Back Ordered , Requisitioned , On Order , and Drop-Ship Purchase Order (PO)
The Quantity Allocated field is updated by saved transactions. The most common saved transactions are as follows:
• Sales Order Processing transactions
• Purchase Order Processing transactions
• Manufacturing transactions
• Inventory transactions
To determine where the allocated quantities originate, click the Allocated link in the Item Quantities Maintenance window.
To zero out the quantity allocated for the Item/site combination, open the document in the appropriate entry window for the module and then use one of these options:
• Delete the item from the document
• Zero out the quantity on the line item
• Delete, void, or cancel the transaction
• Post or process the transaction
The Requisitioned field in the Item Quantities Maintenance window can be manually edited. To do this, select the appropriate Site ID. Enter 0 for the Requisitioned field, and then click Save .
Transactions in Purchase Order Processing update the On Order field and the Drop-Ship Purchase Order field. The items must be removed or processed from the corresponding Purchase Order Processing document in order to zero out these fields. For example, when a purchase order is printed, the On Order field is updated. Click the On Order link in the Item Quantities Maintenance window open the Purchase Order Processing Item Inquiry window.
In the case of back ordered items, locate the appropriate Sales Order Processing transactions. They may be orders, invoices, or back order documents. One of the following actions must be performed:
• Delete the item from the document
• Zero out the quantity for the line item
• Delete, void, or cancel the line item
Zero out the Returned, In Use, In Service, and Damaged quantities
If there is a value in the Returned , In Use , In Service , or Damaged fields, enter a transfer transaction to On Hand quantity for the item, and then enter a decrease adjustment to zero out the On Hand quantity field.
How to transfer from one quantity type to another
1. On the Transactions menu, point to Inventory, and then click Transfer Entry.
2. Enter or accept the default Number.
3. Enter the appropriate item that has a quantity in the Returned field, the In Use field, the In Service field, or the Damaged field.
4. Enter the Unit of Measure and Quantity to be transferred to the On Hand quantity field.
5. Enter the From and To Site ID. The site ID can be the same.
6. Click Quanity Type.
7. Select the appropriate quantity type in the From Site field.
8. Select the Quantity Type of On Hand in the To Site field.
9. Click OK, and then click Post.
Now, you can change the Track field to Serial Numbers or to Lot Numbers in the Item Maintenance window. To do this, follow these steps:
1. On the Cards menu, point to Inventory , and then click Item .
2. In the Item Maintenance window, click Options .
3. In the Item Maintenance Options window, select the tracking option that you want to use in the Track field.
4. Click OK .
5. Click Save .
