Combine Items

Combine Items (also called Merge Inventory) consolidates duplicate item records into a single master record, transferring all inventory quantities, transaction history, and order references from the source item to the target item. This feature is essential for cleaning up duplicate SKUs, resolving item data quality issues, and maintaining accurate inventory records when items have been inadvertently created multiple times.

Warning: Item combining is permanent and cannot be reversed. Once items are merged, the source item is marked as discontinued and all its data is transferred to the target item.

Understanding Item Combining

Why Items Get Duplicated

Duplicate items commonly occur due to:

• Data entry errors: Same item created with different part numbers or descriptions
• Import issues: Items imported multiple times with slight variations
• Case sensitivity: System treating “ABC-123” and “abc-123” as separate items
• Typos and variants: “Widget Red” vs “Widget-Red” vs “Red Widget”
• Multiple users: Different staff members creating the same item independently
• Migration artifacts: Legacy data from previous systems

When to Combine Items

Combine items when you need to:

• Consolidate duplicate SKUs into a single master record
• Merge item variants that should be tracked as one item
• Clean up data quality issues from imports or migrations
• Unify inventory quantities across duplicate records
• Consolidate transaction history for reporting accuracy
• Simplify item management by eliminating redundant records

What Gets Consolidated

The combining process transfers all data from the source item to the target item:

Source Item After Combining

After the merge completes:

• Source item is marked as discontinued (DC = 1)
• Source item number is added as an alias to the target item (unless disabled in Option 25)
• Historical transaction logs retain the original source item number for audit trails
• Source item remains visible in discontinued item lists but cannot be used for new transactions
• Change tracking logs record the combination event with both old and new values

How to Combine Items

Before You Begin

Complete these validation steps:

1. Verify correct items: Double-check item numbers, descriptions, and attributes to ensure you’re merging the right records
2. Check inventory: Review stock quantities in both items to understand the consolidated result
3. Review open orders: Identify any active purchase orders, shipping orders, or work orders that will be affected
4. Backup database: Create a database backup before combining items (this operation cannot be undone)
5. Confirm admin option: Verify Option 273 (Item Combination System) is enabled
6. Test if possible: Consider testing the merge in a development environment first for high-value items

Combining Workflow

1. Navigate to Inventory → Utilities → Merge Inventory
2. Select the Source Item (the item to be discontinued and merged)
3. Select the Target Item (the item that will receive all data)
4. Review the warning message: “Item merging is irreversible”
5. Click Merge Items and Inventory
6. Confirm the operation when prompted: “Warning, this action cannot be reversed. Continue to Merge Inventory?”
7. System validates both items exist and are different
8. All data transfers from source to target in a single database transaction
9. Success confirmation displays: “Items Have Been Merged”

Validation Checks

The system performs these validation checks before combining:

If any validation fails, the operation is cancelled and no data is modified.

Transaction Safety

Item combining uses database transactions to ensure data integrity:

• All updates complete successfully or none are applied (atomic operation)
• If any error occurs during the merge, all changes are rolled back
• Database remains in consistent state even if the operation fails
• Change tracking logs the combination event for audit trails
• Error messages include specific details for troubleshooting

Important Warnings

Irreversible Operation

Item combining cannot be undone. Once items are merged:

• Source item is permanently discontinued
• Inventory quantities are consolidated
• Transaction history is reassigned
• Order references are updated
• The only recovery method is restoring from database backup

Data Consolidation Effects

Be aware of these consolidation effects:

• Inventory totals: Stock quantities from both items will be combined; verify total quantities are accurate
• Costing: Source item’s cost history transfers but may create mixed costing scenarios
• Serial numbers: Serial tracked items from both sources will merge; review for conflicts
• Lot numbers: Lot tracked inventory will consolidate; verify lot integrity
• Location quantities: Same locations in both items will have quantities added together
• Order pricing: Existing orders retain their original prices but reference the new item number

Best Practices

Follow these best practices when combining items:

1. Plan during slow periods: Perform merges during off-peak hours to minimize user impact
2. Communicate changes: Notify users that item numbers are changing, especially for frequently used items
3. Update external systems: If integrated with other systems, update those item references
4. Document the merge: Record which items were combined and why for future reference
5. Verify afterwards: Review the target item’s inventory quantities and transaction history to confirm accuracy
6. Update reports: Refresh saved reports or filters that reference the old item number
7. Train users: Ensure staff know to use the new item number going forward

Troubleshooting

Related Topics

• Items - Master item data and attributes
• Archive Items - Discontinued item management
• Item Search - Finding and filtering items
• Transaction History - Reviewing item transaction logs
• Cycle Counts - Physical inventory verification