There are many little options in Dynamics GP which goes unnoticed most of the time.
One such option is the Add Item option which is available under Options menu in the Sales Transaction Entry window.
So when the user enters a line item number which does not exist in the system, if this option is unchecked, the application considers it as a non-inventory item and allows the user to enter a non-inventory item. If this option is checked, the system will prompt the user to add the item to inventory before allowing the user to use the item number on the sales transaction line.
In the Sales Order Processing Setup Options, there is an option available to prevent the user from entering a non-inventoried item on a sales transaction.
If this option is checked, the Add Item menu is unchecked by default when the Sales Transaction Entry window is opened (which allows the user to enter non-inventory items). The user can check this option if he does not want to enter a non-inventory item by mistake for a specific transaction. If this option is unchecked in the Sales Order Processing Setup options, the Add Item menu is automatically checked by default when the Sales Transaction Entry window is opened and the user is not allowed to uncheck this option with the following warning message.
However, in the Purchase Order Processing module, there is no such setup option to prevent entering a non-inventory item in a purchase order (or) a receiving transaction. There have been issues reported by many of our clients in the past where they have posted a receiving entry and the stock has not been updated properly. Most of the situation is because they have entered the Item Number or Vendor Item Number incorrectly and the POP module automatically assumes it as a non-inventory item and processes the same without any warnings. This happens primarily because the Add Item option is not checked by default in the POP and SOP windows.
For such situations, there is also a Professional Services Tool called Default AddItem POP/SOP, which prevents the user to enter a non inventory item neither in the SOP module nor the POP module.
This option automatically checks the Add Item option in the POP and SOP windows, so that such issues of an invalid non-inventory item can be prevented from being entered in the transaction entry windows in POP and SOP.
Hope this helps the community…
Until next post!