Managing Inventory by Item Status

This topic discusses how to manage inventory by Item status.

The item status determines which item transactions are performed in PeopleSoft Supply Chain Management applications. By changing an item's status, you control, for example, whether items are included on sales orders, material stock requests, requisitions, and purchase orders. You also control whether an item is picked and shipped, used in production, or replenished. The item status that is defined at the business unit level determines which item transactions are permitted in PeopleSoft Inventory, PeopleSoft Manufacturing, and PeopleSoft Supply Planning. Valid item transactions in PeopleSoft Purchasing are determined by the item status at the SetID level, except when the inventory business unit is referenced on requisitions or purchase orders.

Page Name

Definition Name

Usage

Change Item Status Page

RUN_INS4000

Define request parameters for the Change Item Status process (INS4000). The Change Item Status process changes the current status of item definitions to the future status that is defined for the items when the scheduled date of the future status is on or before the date that the process is run. The Change Item Status process generates the Change Item Status Exceptions report, listing the items that are scheduled for inactivation that could not be updated to Inactive status.

In PeopleSoft Inventory, an item definition at either the SetID or the business unit level may have any of these statuses:

Field or Control

Definition

Under Initialization

New item definitions are added to the system tables at the SetID level with a status of Under Initialization. The item definition maintains this status until you manually change the current status to Pending Approval on the Define Item - General: Common page. No transactions are permitted while the item definition status is under initialization; however, you can add the item definition to the business unit level and modify the item attributes. After being approved at the SetID level, any valid definition that is created at the business unit level while the item has a status of Under Initialization or Pending Approval is updated to Active status.

Pending Approval

When you complete the item definition at the SetID level, you must change the current status from Under Initialization to Pending Approval manually on the Define Item - General: Common page. In environments that do not require item approval processing, the item status is changed automatically from Pending Approval to Active when you save the item definition. In environments that process items by using manual approval, the item is available on the Item Approval page. In environments that process items by using workflow approval, setting the item status to Pending Approval triggers item approval workflow and makes the item available on the Item Approval page. If the item definition is approved, the item status is updated automatically from Pending Approval to Active when the Item Approval page is saved. When the system updates an item's status from Pending Approval to Active at the SetID level, any valid definition that is created at the business unit level while the item status is Under Initialization or Pending Approval are also updated automatically to Active. No transactions are permitted while an item's status is Pending Approval.

Denied Approval

If the environment uses item approval processing, you can change the status of an item from Pending Approval to Denied Approval on the Item Approval page. When an item definition is denied approval, the item's status at both the SetID and the business unit levels is changed to Denied Approval, and no item transactions are permitted.

Active

When an item's definition is approved, the system changes the item's status to Active, meaning that it's available for all transactions across PeopleSoft Supply Chain Management applications. Items with an Active status that is defined at the business unit level are eligible for item transactions in PeopleSoft Inventory, Manufacturing, and Supply Planning. Items with an Active status that is defined at the set ID level are eligible for most transactions in PeopleSoft Purchasing; however, items that are included on purchase orders and requisitions that reference an inventory business unit must have an Active status at the business unit level.

You can change the status of an item with a Hold, Discontinue, or Inactive status back to Active at the SetID level on the Define Item - General: Common page or at the business unit level on the Define Business Unit Item - General: Common page.

Hold

Items with a Hold status are restricted to warehouse movement, adjustment, return material authorization (RMA), return to vendor (RTV), receiving, and putaway transactions. You cannot place or fulfill material stock requests for items with a Hold status, nor can these items be used in planning, replenishment, production, purchase order, or requisition transactions. This status does not apply when you are creating orders in PeopleSoft Order Management.

You can change the status of an item with an Active, Discontinue, or Inactive status to Hold at the SetID level on the Define Item - General: Common page or at the business unit level on the Define Business Unit Item - General: Common page.

Inactive

Items with Inactive status are restricted to warehouse movement transactions, adjustments, RMA and RTV transactions, and receiving transactions. You cannot place or fulfill orders for items with an Inactive status, nor can these items be used in planning, replenishment, production, purchase order, or requisition transactions. You can remove item records with an Inactive status from the system by using the Inventory Data Purge process (IN_PURGE).

To change an item to Inactive status, enter a future status of Inactive and a future status date on the Define Business Unit Item - General: Common page for the business unit and item or on the Define Item - General: Common page, and run the Change Item Status process (INS4000). Items that are defined as manufactured items cannot be inactivated. If you use PeopleSoft Manufacturing, you cannot inactivate an item that is specified on a bill of material (BOM), when it is defined as an assembly. Nor can you inactivate an item if it has a routing definition, if it is defined in a production area, or if production IDs or schedules exist.

Discontinue

The Discontinue item status enables you to use up (phase out) on-hand quantity of an item. For items with a Discontinue status, you can place and fulfill orders, and you can perform warehouse movement transactions, adjustments, receiving, and RMA and RTV transactions. However, these items cannot be used in planning, replenishment, production, purchase orders, or requisition transactions.

If you generate plans by using PeopleSoft Supply Planning, the optimization process begins driving the inventory level of the discontinued item to zero, or as close to zero as possible on the future status date. The optimization process satisfies demand for the item with whatever quantity is on hand and does not create any new planned orders. This process determines a projected use-up date, which theoretically is the quantity that is on hand when the discontinued item is consumed. You can use the projected use-up date as the obsolete date for the component of the BOM. If you do not modify the obsolete date for the component, and if you use substitute items, one of the substitutes for the discontinued item on the BOM substitution list can replace it on that particular production order or schedule. If no substitute items are defined for the discontinued item, the discontinued item is short. If you use PeopleSoft Manufacturing, you can always add production IDs and production schedules manually for a discontinued item if additional quantity on hand is required.

You can change the status of an item with an Active, Hold, or Inactive status to Discontinue at the SetID level on the Define Item - General: Common page or at the business unit level on the Define Business Unit Item - General: Common page.

See Approving Item Definitions.

See Inactivating Items.

See Updating Item Status.

Understanding Item Status Requirements by Transaction Type

Item definitions with a status of Under Initialization, Pending Approval, or Denied Approval cannot be used in a transaction within the PeopleSoft system. Only items with a status of Active, Hold, Discontinue, or Inactive are eligible for transactions and only Active items are eligible for all transactions. This list details item status requirements by type of transaction.

Field or Control

Definition

Order Transactions

Include all transactions that involve creating or modifying sales orders, material stock requests, or express issues. Only items with a status of Active or Discontinue are valid for these transactions, and only these items appear in the associated item prompts.

Fulfillment Transactions

Include all transactions that involve picking, packing, and shipping orders and material stock requests. Only items with a status of Active or Discontinue are valid for these transactions, and only these items appear in the associated item prompts.

Warehouse Movement Transactions

Include all transactions that involve material transfer from one storage location to another within a business unit. Items with a status of Active, Hold, Discontinue, and Inactive are valid for these transactions, and only these items appear in the associated item prompts.

Adjustment Transactions

Include all transactions in which the system's record of the quantity that is on hand for a given storage location is modified to reflect a physical count of the storage location's quantity or miscellaneous adjustments. Items with a status of Active, Hold, Discontinue, and Inactive are valid for these transactions, and only these items appear in the associated item prompts.

RMA (return material authorizations) and RTV Transactions (return-to-vendor transactions)

Items with a status of Active, Hold, Discontinue, and Inactive are valid for return material authorizations and return-to-vendor transactions, and only these items appear in the associated item prompts.

Planning Transactions

Items with a status of Active, Hold, and Discontinue are valid for PeopleSoft Supply Planning transactions, and only these items appear in the associated item prompts. If the item status is Discontinue or if the demand is beyond the item's future discontinue date, PeopleSoft Supply Planning does not create new planned orders for the item.

Replenishment Transactions

Only items with a status of Active are valid for replenishment transactions, and only these items appear in the associated item prompts.

Manufacturing Transactions

Items with a status of Active, Hold, and Discontinue are valid for manufacturing transactions (such as BOM and routing maintenance, production area and item maintenance, production ID and production schedule maintenance, picking transactions, and completions), and only these items appear in the associated item prompts.

Receiving Transactions

Items with a status of Active, Hold, Discontinue, and Inactive are valid for receiving transactions, which include purchase order receiving, interunit transfer receiving, and RMA receiving. Only these items appear in the associated item prompts.

Putaway Transactions

Items with a status of Active, Hold, and Discontinue are valid for putaway transactions, and only these items appear in the associated item prompts.

Purchase Orders and Requisitions

Items with a status of Active are valid for purchase orders and requisitions, and only these items appear in the associated item prompts.

This table summarizes the item status requirements for PeopleSoft Supply Chain Management transactions. The status can be Active, Hold, Discontinue, or Inactive. An X indicates that the item status is eligible for the transaction in the first column.

Transactions

Active

Hold

Discontinue

Inactive

All sales order, material stock request (MSR), and Express Issue.

X

X

Picking and shipping.

X

X

Warehouse movements.

X

X

X

X

Adjustments.

X

X

X

X

RMA and RTV.

X

X

X

X

Supply planning.

X

X

X

Replenishment.

X

Manufacturing.

X

X

X

Receiving.

X

X

X

X

Putaway.

X

X

X

Purchase order and requisitions.

X

You can update an item's current status manually, or you can update it by scheduling a status change on a future date and running the Item Change Update process to apply the change on the appropriate date. The technique that you choose depends on the status change that you want to make and when you want to make it.

New Items

New item definitions are added to the system tables in Under Initialization status. When you complete the item definition at the SetID level, you must manually change the current status from Under Initialization to Pending Approval on the Define Item - General: Common page. In environments that do not require item approval processing, the item status automatically changes from Pending Approval to Active when you save the Define Item - General: Common page. In environments that use item approval processing, setting the item status to Pending Approval triggers item approval workflow, if it is set up, and makes the item available on the Item Approval page. If the item definition is approved, the item status is updated automatically from Pending Approval to Active when the Item Approval page is saved.

No transactions are permitted while the item definition has Under Initialization or Pending Approval status; however, you can add the item definition to the business unit level and modify the item attributes. After they are approved at the SetID level, either automatically or manually on the Item Approval page, any valid business unit level definitions that are created while the item status is Under Initialization or Pending Approval are updated automatically to Active status.

Approved Items

When an item definition is approved, either automatically or manually through the Item Approval page, you can manually change the item's current status to Hold or Discontinue or back to Active at the SetID level on the Define Item - General: Common page or at the business unit level on the Define Business Unit Item - General: Common page. Manual changes to an item's current status that are made at the SetID level do not affect the current status of item definitions at the business unit level. However, you can quickly copy the current status of the item at the SetID level on the Define Item - General: Common page to any business units for which the item is defined; you do this by clicking the Copy button to access the Copy SetID to BU Item Status page.

Items with Future Status Changes

You can enter a future status and date for an item at the SetID or business unit level and run the Change Item Status process (INS4000) on or after the scheduled date to execute the status change. In addition to Hold, Discontinue, and Active, you can change an item's status to Inactive with this method.

You can change the future status of an item at the business unit level on the Define Business Unit Item - General: Common page or at the SetID level on the Define Item - General: Common page. Future status changes to Discontinue, Hold, or Active items that are scheduled for the SetID apply only to the item definition at the SetID level unless you copy the status modifications to the business unit level.

Use the Change Item Status page (RUN_INS4000) to define request parameters for the Change Item Status process (INS4000).

The Change Item Status process changes the current status of item definitions to the future status that is defined for the items when the scheduled date of the future status is on or before the date that the process is run. The Change Item Status process generates the Change Item Status Exceptions report, listing the items that are scheduled for inactivation that could not be updated to Inactive status.

Field or Control

Definition

All and Specific

Run the Change Item Status process for all business units, or select a specific business unit.

When the process runs for a specific business unit, all items that are in the business unit and have a future status date that is before or equal to the process date are processed. In addition, all items that are at the SetID level (for the SetID that is associated with the business unit) and have a future status date that is before or equal to the process date are processed.

If you select all business units, all items that are in each defined business unit and have a future status date before or equal to the process date are processed. In addition, all items that are in each SetID and have a future status date that is prior to or equal to the process date are processed.

The Change Item Status process updates the current status and current status date for each item that is processed.

A status change for an item at the SetID level does not affect the status of an item that is defined in business units unless you explicitly update the future status of the item at the business unit level.

A status change for an item at the business unit level does not affect the status of the item that is defined at the SetID level unless you explicitly update the future status of the item at the SetID level.

Note: If all items that are scheduled for inactivation are successfully updated to Inactive status, the Change Item Status process generates a no exception report.

You cannot directly update an item's current status to Inactive. Instead, enter a future status of Inactive with a corresponding effective date of the status change and run the Change Item Status process. The Change Item Status process ensures that items that are scheduled for inactivation meet system requirements for inactivation across PeopleSoft Supply Chain Management products.

If the item meets all requirements for inactivation, the Change Item Status process changes the current status to Inactive. Any items that are scheduled for inactivation that do not meet system requirements for inactivation are included on the Change Item Status Exception report.

You can change the future status of an item to Inactive at the business unit level on the Define Business Unit Item - General: Common page or at the SetID level on the Define Item - General: Common page. To inactivate an item at the SetID level, the Change Item Status process verifies that the item is defined as Inactive in all business units for which the item exists. If one business unit has the item with a status that is other than Inactive, the SetID status change to Inactive does not take place. The Change Item Status exception report lists all the business units for which the status is not Inactive. You must explicitly change the business unit status to Inactive for these business units for the SetID item status to be changed to Inactive. To inactivate the item only for a specific business unit, enter a future status of Inactive and a future status date on the Define Business Unit Item - General: Common page.

Important! Some items cannot be inactivated. If an item that is defined for a business unit is used in PeopleSoft Manufacturing on the Define Business Unit Item - General: Costing Page (Used for MFG option), it cannot be inactivated at the business unit or the SetID level. If you set the future status of a used-for-manufacturing item to Inactive, an error message appears.

Requirements for SetID Item Inactivation

The Change Item Status process validates that the SetID item is eligible for Inactive status. To be eligible for Inactive status, the status for the item in each referenced business unit must be Inactive.

Requirements for Business Unit Item Inactivation

The Change Item Status process validates that the business unit item is eligible for Inactive status. For the business unit item to be eligible for Inactive status, these conditions must be met in each of the PeopleSoft Supply Chain Management applications that the system includes:

  • PeopleSoft Inventory.

    • No non-shipped demand for the item exists in the inventory business unit.

    • No un-interfaced replenishment requests for the item exist in the inventory business unit.

    • No staged receipts or in-transit transactions exist for the item.

    • No par locations in the inventory business unit define the item as a stock item.

  • PeopleSoft Purchasing (for purchased transactions that reference the inventory business unit of the item that is scheduled for inactivation).

    • No open requisitions exist for the item.

    • No open purchase orders exist for the item.

    • No contract lines reference the item.

    • No open RFQs (requests for quotes) exist for the item.

    • No incomplete PO Build (purchase order) records exist for the item.

    • No un-interfaced receipts exist for the item.

    • No planned orders that are not sourced exist for the item.

  • PeopleSoft Order Management.

    No open sales orders that are to be sourced from the inventory business unit include the item.

  • PeopleSoft Manufacturing (for manufacturing transactions that reference the manufacturing business unit and the inventory business unit of the item that is scheduled for inactivation).

    • No BOMs exist for which the item is an assembly.

    • No routing definitions exist for the item.

    • No production areas have the item that you want to inactivate assigned to them.

    • No production IDs or production schedules exist for the item.