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Supply chain | Supply Chain Management, Commerce
Suggested Answer

Duplicate Items with Different Names, Quantities, and Prices

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Posted on by 126

In an existing Dynamics 365 environment, we are facing a large number of duplicate items created with different names, units, quantities, and purchase prices for essentially the same products.

What is the recommended approach to clean up and consolidate these items, enforce proper item governance, and prevent future duplication while maintaining accurate inventory and purchasing history

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  • Suggested answer
    André Arnaud de Calavon Profile Picture
    304,348 Super User 2026 Season 1 on at
    Hi Abdulla,
     
    If the names are different, how do you know that these are duplicates? I start with this question as you didn't provide details how you found out these are duplicates. Is it e.g. based on GTIN number or an external item ID?
     
    You should think of a proper master data team responsible for product creation and maintenance. They can perform duplicate checks before creating a new item. There are also ISV solutions available where you can setup duplicate checks based on rules. E.g. Staedean has a solution for master data management, also having a strong focus on data quality and data entry.
     
    Cleaning up will be not possible in case the items do have transactions. In that case, you can use inventory journals to move all on-hand to a single item record. Other duplicate products can be stopped for purchase, sales, and inventory actions. The history will remain on the stopped items.
  • Suggested answer
    Sagar Suman Profile Picture
    6,729 Super User 2026 Season 1 on at
    Hi,
     
    As Andre correctly pointed there is not way way for consolidation. 
     
    You need to decide on few things before you can fix this 
     
    Before jumping into cleanup, recommend establishing a cross-functional item governance team
     
    1 - New item which will replace existing items. Define naming conventions, unit standards, and approval workflows.(This ensures future consistency and avoids repeating the problem)
    2 - Units to be used for the new item as existing duplicate items have different units
    3 - Close all items open transactions as they cannot be moved to the new item
    4 - For future demand start using the new item master created 
    5- Gradually all old duplicate item's open transactions will be closed. 
    6 - Put all old items on hold and block them for future use 
    7 - Move all the stock for all duplicate items to the new items once all open transactions are closed for duplicate items. Set old items to “Discontinued” or “Obsolete” by using product lifecycle state.
     
    Once all above is done you are good for a clean future but note that all historical transactions will remain linked to the original items for audit and traceability. The new item will be used only for future operations.
     
    There is no easy way to fix this and will require very careful approach to move from many duplicates to one new item
  • Suggested answer
    Navneeth Nagrajan Profile Picture
    2,589 Super User 2026 Season 1 on at
     
    To add to the above mentioned suggestions, you can also use the below mentioned approach:
    1. Select a master item for each duplicate group and use inventory transaction consolidation to reduce the historical volumes before merging items. This improves performance for sure and helps handle data integrity issues.
    2. For obsolete duplicates, block the inventory transactions and set the purchase orders and sales orders to Stopped mode. 
    3. Transfer remaining stocks from duplicates to the master item using transfer journals (If this scenario is applicable in your case) and update the Purchase/Sales orders to the master item.
    4. Inventory clean up routines (Would recommend avoiding this and performing this as a last step) that includes on-hand entries cleanup, inventory dimension clean up, to remove unused dimensions and improve performance.
     
    As Andre rightly mentioned, one can'd do cleanup on inventory transactions that are already processed. You can probably add workflow approval mechanisms for new product/item creation and validate the inventory data like product category, model groups, naming conventions or introduce governance models like master data team for products approving those product creation requests. Alternatively, you can use Data management framework (DMF) to validate the data for products and have those products imported into the D365 SCM system and have those products validated through the master data team.
     
    Hope this helps. Happy to answer questions, if any.

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