Looking to change Item Lookup Codes without losing data

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Posted on by Community Member Microsoft Employee

Hello,

I am looking to clean up a lot of the codes within my RMS. I want to make the Item Descriptions more detailed and the Item Lookup Codes more straight forward. Is there a way to do this that doesn't negate the item's movement history?

It is very important that the item's records under original code 3A2S1D will be displayed/searchable after the code is changed to 0001 for example.

At this time my company is convinced there is no way to do this without losing vital data attached to the original codes and I can't imagine that to be the case!

Any insight you can provide would be greatly appreciated!

Thanks in advance,

-Rhe

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TheNeos 1,335 on at

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RE: Looking to change Item Lookup Codes without losing data

Hello,

Years ago I had the same situation. In my case was in retail environment that had similar products from different suppliers with different EANs. The cashiers scanning the actual code on product. I guess that when you say clean up it may be this, to group those similar items as one to be able to search item list. This is what I did:

Lets say had pencils black from three different suppliers with each different EAN. We wanted to invoice all sales as black pencils etc.

Created an existing item lookup to what we wanted to be, by first coping the existing ILUC to Alias and then editing the desired code. Any existing black pencils were made inactive so that stop appearing in search list. This existing item that changed, history retained.

Then any new black pencils that acquired that had different EAN, that EAN is copied to the Alias list.

This works for inventory search and sales but not if we needed individual supplier history details. Please note here that we us different app for keeping supplier records, so I don't know how RMS will behave when orders inputed with their original EAN or whether will accept them as Alias. Neither if it is possible to filter movement or sales reports by Alias after the change.

As Todd said first thing is make a backup and if possible use a copy to a local PC not the active server.

Are the changes huge in numbers?

Are you comfortable with SQL queries?

I saw also the Logo on your report image. This reminded me the reports of last century. If you want to change it look for a file in your Retail Manager "Pictures" folder and replace the files "mylogo.png" or "mylogo.jpg" with a new image with same name and extension.

I hope you all going well.

Neos
ToddB on at

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RE: Looking to change Item Lookup Codes without losing data

Hi Rhe,

You did not mention you were using Headquarters.

Did you test this by making a change in Headquarters Manager?

In my testing, it appears that after making the change in HQ Manager you should be able to run either a 250 or 260 worksheet.

I would recommend testing this with one item and validating the steps you are wanting to use.

_______________________________________

Regarding your company's plans, I would recommend checking with whoever makes this decision to ensure they are aware of the support end date in less than 4 weeks.
Community Member Microsoft Employee on at

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RE: Looking to change Item Lookup Codes without losing data

Hi Todd,

Thank you for this input.

I am aware of RMS support end date however I am unaware of my company's plans to replace RMS with a different software. There are many items that were coded ambiguously in their creation and has caused multiple codes to be created for the same item. I am looking to clean this up and to resolve inventory issues.

To clarify, this is a change I would process in Store Operations Manager NOT Headquarters? After making any changes would I run worksheet 260 or 401?

-Rhe
ToddB on at

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RE: Looking to change Item Lookup Codes without losing data

Hi Rhe,

Is there a reason you are doing this in RMS so close to the extended support end date of 7/13/2021?

You should be able to simply open the item, in Store Operations Manager, and update the Item Lookup Code, Description, etc.

To validate this does not affect item movement history, etc. you could run the Item Movement History report for an item, before making the change for one item. After the change is made, run the report again using the new item number.
Note: Please make a backup before making any changes; and you may also want to record the original Item Lookup Code / Description somewhere if needed for searching. This could be Sub Description (1,2,3) on the General tab or the Notes on the Special tab.

For example, I have item 11212 - R/C Train; and here is the Item Movement History:

I change this to 112121-1 and R/C Trains; and the Item Movement History Report shows the same data:

_______________________________________________

Just a note that Mainstream support for Microsoft Dynamics RMS 2.0 ended on July 10, 2016; and extended support ends on 7/13/2021:

https://community.dynamics.com/rms/b/rmssupport/archive/2015/10/22/microsoft-dynamics-rms-2-0-mainstream-support-discontinuation-july-10-2016

Dynamics Retail Management System 2.0 - Microsoft Lifecycle | Microsoft Docs

This is less than 30 days from now; and you can continue using RMS after this date, but technical support will not be available.

I would recommend checking with your partner regarding what they may recommend as a replacement system after the extended support end date.