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How can I disable adding Items on the fly?

  • 1.  How can I disable adding Items on the fly?

    Posted 7 days ago
    Hello!

    I have a Purchasing Agent that has a habit of transposing digits when entering items on a PO. This usually results in them "accidentally" creating a new Item. How can I disable the feature to add items on the fly? I will take the option to do it by the user or as a whole in the Role.

    I would appreciate any help.
    Thanks.

    ------------------------------
    Maggie Padilla
    VP of Admin & Systems
    Priority Sign
    Sheboygan WI
    ------------------------------


  • 2.  RE: How can I disable adding Items on the fly?

    TOP CONTRIBUTOR
    Posted 7 days ago
    Edited by Jo deRuiter 7 days ago
    Hi @Maggie Padilla

    Great question - as far as I know there is no "Setup" that will disallow entering random characters into the Item field.

    HOWEVER, the recommended method is to use the "Add Item" functionality on the PO Entry screen.  If you enable this, then when someone enters non-inventory, misspelled or random characters a pop-up will open to ask if you want to "Add the item" which should alert the user they have entered something incorrectly.

    Normally, you have to make this selection manually before entering the PO.  However, there is a way to set this up as the default setting:

    Here are screenshots and a Microsoft Article on how to force this into use as a default



    https://support.microsoft.com/en-us/help/891215/how-to-make-the-add-item-option-a-default-option-in-the-sales-order-pr
    Microsoft remove preview
    View this on Microsoft >



    ------------------------------
    Kindest Regards,
    Jo deRuiter , MCP, DCP
    "That GP Red Head"
    AISLING DYNAMICS CONSULTING, LLC
    WEBSITE: https://aislingdynamics.com/
    BLOG: https://community.dynamics.com/gp/b/gplife
    GPUG Academy Instructor
    Dynamics GP Credentialing Council-Vice Chair
    770-906-4504 (Cell)

    ------------------------------



  • 3.  RE: How can I disable adding Items on the fly?

    Posted 7 days ago
    Thanks for the quick response Jo.
    That is exactly how we have it set up, they receive the pop up asking if they want to add the item. That's why I had "accidentally" in quotations. They still somehow manage to add it but have no recollection as to how it could have happened. :)

    ------------------------------
    Maggie Padilla
    VP of Admin & Systems
    Priority Sign
    Sheboygan WI
    ------------------------------



  • 4.  RE: How can I disable adding Items on the fly?

    GOLD CONTRIBUTOR
    Posted 5 days ago
    I appreciate your dilemma.  It can be a pain in the aspirations when users "accidentally" create chaos.

    If you cannot remove permissions without politics, then create a daily process that sends a report of newly created items to your purchasing department.  If nothing else, the notification puts you in front of the issue.


    ------------------------------
    Leah Nolan
    Great Plains Administrator
    XO Group, Inc
    Austin TX
    ------------------------------



  • 5.  RE: How can I disable adding Items on the fly?

    TOP CONTRIBUTOR
    Posted 7 days ago
    Hi Again, @Maggie Padilla


    Have you tried removing their security to add inventory items?  That way they can't access the adding of the items?

    ------------------------------
    Kindest Regards,
    Jo deRuiter , MCP, DCP
    "That GP Red Head"
    AISLING DYNAMICS CONSULTING, LLC
    WEBSITE: https://aislingdynamics.com/
    BLOG: https://community.dynamics.com/gp/b/gplife
    GPUG Academy Instructor
    Dynamics GP Credentialing Council-Vice Chair
    770-906-4504 (Cell)
    ------------------------------



  • 6.  RE: How can I disable adding Items on the fly?

    Posted 11 hours ago
    Hello,
    I am having this same problem.  I took away security to add an item (they can't see Item Card) but they were still able to create a PO using an item that doesn't exist.  Are we sure this option works or am I doing something wrong?

    Thanks,

    Rita

    ------------------------------
    Rita LaVigne
    Henry G Meigs, LLC
    Portage WI
    ------------------------------



  • 7.  RE: How can I disable adding Items on the fly?

    Posted 6 days ago
    ​As Jo said, remove the security access to the Item maintenance screen then they can not add items.

    ------------------------------
    Paul Silvester
    IT Manager
    Comcater Pty Ltd
    Derrimut
    ------------------------------



  • 8.  RE: How can I disable adding Items on the fly?

    TOP CONTRIBUTOR
    Posted 9 hours ago
    What is worse is when the user manages to enter a "non-inventory" item that is neither a true inventory item nor a charge but a line that isn't in the inventory tables at all, which Great Plains sees as an office supply sort of line, but which the user thinks is a real live inventory item.

    I have wrestled with the problem of turning off the ability to add stuff on the fly.  Sometimes you just have to write Dexterity code to turn off stuff like that.  Hasn't anybody here solved this particular problem?  @David Musgrave, what do you think?

    One simple solution is to force the user to use the lookup button to pick the inventory items.  You should be able to do this with field level security to make the inventory field non-editable, or you can do this with Dexterity.

    If that is too simple, in Dexterity you can try this: hide the original inventory item field, have the user enter the item number in a custom field which Dexterity copies to the real inventory field and triggers the script in the real inventory field.  I say TRY, all programming is trial and error to a certain degree.

    Let me know if you need help with this.


    ------------------------------
    Bruce Strom
    Programmer Analyst
    Associated Grocers of Florida / Supervalu
    Sunrise FL
    ------------------------------