How do I delete a range of stock?

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Summary

This article explains how to delete a range of stock codes. There may be instances whereby you wish to delete certain stock codes or a range of stock codes in your system.

Obsolete\Dead stock i.e. items that have been in your system for years and have a zero stock level that you know you will not sell again.
You cannot delete a stock code unless the stock level is zero and it has no history, see here for help on how to cleardown history. You should be VERY sure that you want to delete the stock codes, and you should avoid deleting items that have moved in the last and current financial year since you will remove important audit and comparison information.
WARNING No 1 - A stock code cannot be removed if it A. has a stock level and\or B. has stock history connected to it. For help on changing the stock level on an item, see [How do I do a Stock Take in Platinum?
WARNING No 2 - Once a stock code has been removed, it CANNOT be retrieved, USE WITH CAUTION.

More Information

Go to " Stock Control Maintenance Options Stock Code/History Deletion Global Stock Code Deletion".

  • Here you will be presented with the following options:
  • "Stock Depot"
  • "Stock Group"
  • "From\To Stock"
  • "Supplier"
  • "Confirm each"
  • "Last Date"
  • "Type"
  • "Shadow file"

From\To Stock Depot

This allows you to specify a particular stock depot to remove Stock Codes from. You can either leave this blank and the system will perform your chosen action on all stock in all depots or you can specify a range or single stock depot code for the system to use.

Stock Group

This allows you to specify a particular stock group to Stock Codes from. You can either leave this blank and the system with perform your chosen action on all stock in all groups or you can specify a single stock group for the system to use.

From\To Stock

Again this allows you to specify a particular stock code to Stock Codes from. You can either leave this blank and the system with perform your chosen action on all stock codes or you can specify a range or single stock depot code for the system to use.

Supplier

This field allows you to specify a supplier to restrict the report to so you can remove all products purchased\booked in from a particular supplier. You can either leave this blank and the system will perform your chosen action on all stock codes or specify a supplier code and this will only perform your chosen action on products from that supplier.

Confirm each

This option allows you to choose whether the system asks you to confirm each deletion action or whether it asks once and then deletes all records without asking.

  • 'Yes' - Stop before each deletion and ask if the stock is to be deleted.
  • 'No' - Just ask before we start to confirm the deletions.
If this option is selected after the initial deletion prompt the program will delete any stock codes that fit the range.

Last Date

This option allows you to specify a date to determine "Dead" stock codes, i.e. stock codes which have not been bought or sold in some time.

Stock codes that have been bought or sold (see the transaction Type flag below) after this date WILL NOT be removed.

Type

This option allows you to enter the type of transaction to which you want to restrict the above date range.

  • 'All' - Do not filter by transaction types.
  • 'Sales' - Sales Transactions.
  • 'Purchase' - Purchase Transactions.
  • 'Adjustment' - Adjustment Transactions.

Shadow file

This option allows you to specify how you want the shadow file to be affected during the deletions.

  • 'None' - No shadow file involvement.
  • 'Only' - Only delete stock lines that are already in the shadow file.
  • 'Create' - Create a shadow file record for each stock code deleted (This will save the description and prices).

To Finalise the Cleardown

WARNING No 2 - Once a stock code has been removed it CANNOT be retrieved, USE WITH CAUTION.

Once the fields above have been filled out as required, click the [Start] button to proceed with the cleardown.

You can use just one of the "Filtering" fields or a combination of several.

See also


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Keywords AND Misspellings
cleardown, clear, down, remove, stock, part, stock code, sales, obsolete, aged, delete, range
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