Purging Inventory to Prevent Future Use - Best Practices?
Hi! We have some items in our Flex Inventory that we would like to not have available to quote in the future. Some of them are Virtual Groups that have just become outdated. Some of them are Models that are directly related to physical gear but are not items that we want to rent or send on shows any more. What is the helpful way to think about removing them from inventory? Do I just delete the unwanted items?
My main hesitation is what will happen to those line items that are deleted but are in past Quotes? When we pull up a Quote from 3 years ago, I would still need to see that XYZ Loudspeakers were on the job, even though we no longer want that item to appear as an option in the inventory tree.
Are there additional concerns that I should think about as well, such as record keeping, that would influence how I go about removing these items?
If there is already a thread or part of the manual that addresses this, I would be happy to be pointed in that direction. Just searching "Remove Inventory" and "Delete Inventory" returned instructions on how to remove things, but not why or best practice.
Thank you!
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Hi Aaron, good question.
First of all, I'm pretty sure that if you delete an inventory model, past quotes will still show that resource as a line item You can easily test this by creating a test model, add it to a quote, delete the model, then see what the quote looks like. If you do go down this route, I would recommend that you first delete or decommission any serial units in the model.
You could also just Hide the models in question and ensure that non-administrators cannot see hidden items. So they are still present in your inventory (which would be accurate for record-keeping purposes if they are still items that you own) just not available for regular users to find and add to quotes. Many companies will hide components that should not be sent to jobs on their own, even though the item is included in a kit. So the only time those items goes on a job is as part of the kit.
Hopefully that helps!
Best,
Bigs
www.squarewave.com.au
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