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How can I disable adding Items on the fly?

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

    Posted 12-04-2018 02:17 PM
    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.

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    Maggie Padilla
    VP of Admin & Systems
    Priority Sign
    Sheboygan WI
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  • 2.  RE: How can I disable adding Items on the fly?

    TOP CONTRIBUTOR
    Posted 12-04-2018 02:27 PM
    Edited by Jo deRuiter 12-04-2018 02:27 PM
    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 12-04-2018 02:31 PM
    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
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  • 4.  RE: How can I disable adding Items on the fly?

    GOLD CONTRIBUTOR
    Posted 12-06-2018 09:32 AM
    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.


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    Leah Nolan
    Great Plains Administrator
    XO Group, Inc
    Austin TX
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  • 5.  RE: How can I disable adding Items on the fly?

    This message was posted by a user wishing to remain anonymous
    Posted 11 days ago
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  • 6.  RE: How can I disable adding Items on the fly?

    TOP CONTRIBUTOR
    Posted 12-04-2018 02:40 PM
    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)
    ------------------------------



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

    Posted 12-11-2018 09:43 AM
    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
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  • 8.  RE: How can I disable adding Items on the fly?

    Posted 12-05-2018 06:04 PM
    ​As Jo said, remove the security access to the Item maintenance screen then they can not add items.

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    Paul Silvester
    IT Manager
    Comcater Pty Ltd
    Derrimut
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  • 9.  RE: How can I disable adding Items on the fly?

    TOP CONTRIBUTOR
    Posted 12-11-2018 11:46 AM
    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
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  • 10.  RE: How can I disable adding Items on the fly?

    GPUG ALL STAR
    Posted 12-12-2018 01:20 AM
    @Bruce Strom

    The easiest method of stopping an on the fly add dialog is to use a before change trigger to check if the record exists in the table and if it does not, you display your own message and then reject script to abort the original code.

    You can easily do this without Dexterity, VBA or VSTools using GP Power Tools - Development module.

    David​

    ------------------------------
    David Musgrave MVP, GPUG All-Star

    Managing Director
    Winthrop Development Consultants

    Perth, Western Australia

    http://www.winthropdc.com
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  • 11.  RE: How can I disable adding Items on the fly?

    Posted 12-12-2018 07:34 AM
    As long as the user doesn't need to be able to enter non-inventory items, why not UNcheck the Add Item option so they're not allowed to do so?  Then, after making that change, take away security to that window so they can't recheck it.

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    Lisa Simpson
    Emergence Corporation
    Hamilton Bermuda
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  • 12.  RE: How can I disable adding Items on the fly?

    Posted 11 days ago
    Our company dealt with this by creating a simple customization that doesn't allow users to get past the screen and add a description item instead of an actual inventory item.  GP allows this in POP but not SOP so users would come to sell something they "received" in but inventory isn't affected and there are no quantities to sell.

    Let me know if you are interested in this customization and I can put you in touch with the VAR that built this for us at a reasonable cost.  It simply is a pop up that states to have the inventory manager setup the item and doesn't allow the user to add it on a PO.

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    Greg Ristow
    McGann and Associates
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  • 13.  RE: How can I disable adding Items on the fly?

    TOP CONTRIBUTOR
    Posted 11 days ago
    @Maggie Padilla there are also add-ons that allow additional security for adding items, using/creating non-inventory items, etc. We just activated Willoware's PowerPack and that happens to be some of the functionality in there. We also use the standard settings in GP for the prompt to add items and such. ​

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    Aleiha Hanson
    Royal Basket Trucks, Inc - IT Manager
    GPUG Milwaukee WI Chapter Leader
    ahanson@royal-basket.com
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