Deleting inventory items in Sage 100: step-by-step guide

To safely remove obsolete inventory items from Sage 100, it’s best to merge them into a designated dummy item using the “Delete and Change Items” utility—after verifying quantities are zero and making a backup—since direct deletion is only possible for unused items, and improper removal can leave orphaned records and disrupt reporting. Always test the process in a test company first, and use tools like Visual Integrator for bulk changes, ensuring data integrity before applying changes to your live environment.

Obsolete inventory data can quickly clutter your Sage 100 system, making it more difficult to find the information you need and increasing the risk of errors. If your inventory list contains a mix of active and obsolete items, it’s important to clean up the data to maintain accuracy and efficiency. Deleting inventory items in Sage 100 can seem like a big task, especially when you’re working with a large dataset. This guide walks you through the best practices and key considerations for safely deleting inventory records in Sage 100 (versions 2013 through 2023 and MAS90 v4.5).

Disclaimer: Any modifications to your Sage 100 system should be performed with caution. By following these steps, you acknowledge the risks associated with system changes and agree not to hold Rand Group responsible for any adverse effects. Always read instructions fully before proceeding and consult your software partner if you have any concerns or system customizations.

Can I just use the “Delete” button to remove inventory items?

You can only use the “Delete” button if the inventory item has never been used in any transaction. This includes sales orders, purchase orders, return merchandise authorizations, work orders, and inventory transactions. If the item has been referenced anywhere in your system, the “Delete” option will not be available.

How does the “Delete and Change Items” utility work?

The “Delete and Change Items” utility in Sage 100 allows you to delete or change an inventory item that has been used in previous transactions by specifying its product code. This tool updates the item code across all relevant open and historical tables, but leaves the item description unchanged. However, deleting an item that has historical records can leave behind orphaned records, potentially causing errors in processing and reporting.

So, what’s the best practice for removing unwanted inventory items?

Recommended workaround: merging obsolete items

Instead of deleting, merge all obsolete or unwanted items into a single dummy inventory item using the “Delete and Change Items” utility. For example, create an item such as “ZZZOBSOLETEFIFO” so it appears at the bottom of your item lists, making it easy to exclude from reports and lookups.

Keep in mind that you can only merge items with the same valuation method. If you have obsolete items with different valuation methods, create multiple dummy items (e.g., one for FIFO, one for LIFO, etc.) and merge accordingly.

Make a backup first

Always perform a full database backup and verify its integrity before making significant changes, even if you are working in a test company. This is your safeguard in case the process doesn’t go as planned.

Test the process in a test company

Before running the “Delete and Change Items” utility in your live environment, test the process in a test company. This helps ensure you get the desired result and allows you to estimate the time required. Depending on the number of items, the process may take up to 24 hours.

Step-by-step demo

1. Ensure the quantity of all items you wish to remove is zero.
2. Merge them into your designated dummy item.
3. Navigate to Modules > Inventory Management > Utilities > Delete and Change Items.
4. Access the “Change” tab, and enter the dummy item code as both the “Starting Item” and “Ending Item.” This ensures only the items you select are merged.
The most common mistake is not using the same dummy item code for both fields, which can unintentionally merge a range of items.

Click “Proceed” to generate a report showing which items were merged successfully and which encountered issues.

Using Visual Integrator for bulk changes

If you have a large number of inventory items to merge, use a Visual Integrator import job to automate the process. Prepare a list in Excel and import it directly into the utility, first in your test company, then in your live company once validated.

Back up again before applying changes to live data

Once you’ve successfully tested the process, make a fresh backup of your live company before running the merge. There is no “undo” function for this utility, so a backup is your only fallback if something goes wrong.

Next steps

Cleaning up obsolete inventory records in Sage 100 is crucial for maintaining accurate data and efficient workflows. Rand Group can help you assess your inventory management processes, implement best practices for data hygiene, and provide hands-on support with Sage 100 clean-up and optimization. Our team has deep expertise in ERP systems and can guide you through safe and effective system modifications.

If you need assistance with Sage 100, want to explore Microsoft Dynamics solutions, or are considering a broader digital transformation, contact Rand Group today to discuss your needs.

Looking for more ERP or inventory management tips? Visit our insights hub for expert advice, or learn about ERP implementation best practices.