Combine Items

Combine Items (also called Merge Inventory) consolidates duplicate item records into a single master record, transferring inventory quantities, transaction history, and order references from the source item to the target item. Use this to clean up duplicate SKUs, resolve data quality issues, and maintain accurate records when items have been inadvertently created more than once.

Warning: Item combining is permanent and cannot be reversed. Once merged, the source item is permanently discontinued and all data is transferred to the target. The only recovery method is restoring from a database backup.

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
• 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
• Simplify item management by eliminating redundant records

What Gets Consolidated

The combining process updates or removes source item references across the system:

Source Item After Combining

After the merge completes:

• Source item is marked as discontinued and removed from active item lists
• Source item number is added as an alias to the target item, unless Option 25 suppresses alias creation
• The merge event is recorded in both change tracking and transaction logs with old and new values; prior transaction records are updated to reference the target item number
• Source item remains visible in discontinued item lists but cannot be used for new transactions

How to Combine Items

Before You Begin

1. Verify correct items: Double-check item numbers, descriptions, and attributes
2. Check inventory: Review stock quantities in both items to understand the consolidated result
3. Review open orders: Identify active purchase orders, shipping orders, or work orders that will be affected
4. Back up the database: Create a backup before combining - this operation cannot be undone
5. Confirm Option 273: Verify Option 273 (Item Combination System) is enabled

Combining Workflow

1. Open the source item’s edit screen
2. Click More → Merge Items - the popup opens with the source item pre-populated
3. Select the Target Item (the item that will receive all data)
4. Review the page warning: “Select a source item to merge into your target item, Item merging is irreversible.”
5. Click Merge Items and Inventory
6. Confirm the dialog: “Warning, this action cannot be reversed. Continue to Merge Inventory?”
7. All data transfers from source to target in a single database transaction
8. Success confirmation displays: “Items Have Been Merged”

Validation Checks

UI-visible validation (shown to the user):

Internal SP validation (not shown to user - all server errors surface as “Item Merge Has Failed”):

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

Transaction Safety

Item combining runs as a single atomic database transaction:

• All updates complete successfully or none are applied
• If any error occurs, all changes are rolled back
• The database remains in a consistent state even if the operation fails
• The merge event is written to both transaction history and change tracking logs

Important Warnings

Irreversible Operation

Item combining cannot be undone. Once items are merged:

• Source item is permanently discontinued
• Inventory quantities are consolidated
• Transaction records are updated to reference the target item
• Order references are updated
• Warehouse assignments for the source item are deleted
• The only recovery method is restoring from database backup

CISS is not responsible for any mistakes made using this utility.

Data Consolidation Effects

• Inventory totals: Stock from both items is combined; verify total quantities are accurate before merging
• Location quantities: Same locations in both items will have quantities added together
• Warehouse assignments: Source item’s warehouse records are deleted, not merged
• Costing: Source item’s cost history transfers but may create mixed costing scenarios
• Order pricing: Existing orders retain their original prices but reference the new item number

Best Practices

1. Plan during slow periods: Perform merges during off-peak hours to minimize user impact
2. Communicate changes: Notify users of item number changes, especially for frequently used items
3. Update external systems: If integrated with other systems, update those item references
4. Verify afterwards: Review the target item’s inventory quantities and transaction history to confirm accuracy
5. Update reports: Refresh saved reports or filters that reference the old item number

Troubleshooting

Related Topics

• Archive Items - Discontinued item management
• Item Aliases - Managing item alias records
• Cycle Count - Physical inventory verification
• Transaction Workflows - Reviewing item transaction records