When you first start creating items, you'll notice there are five main item types: Matrix Parent, Standard, Serialised, Non-Inventory, and Assembly:
If you choose the wrong Item Type by accident but don't realise at the time, you might need to change it after the item has been created. Depending on which Item Type you chose, you may be able to change it.
Standard, Serialised and Non-Inventory Items
You can change the Item Type for Standard, Serialised and Non-Inventory Items provided you haven't sold any of the item yet. If you want to change a Standard or a Serialised item into a Non-Inventory item, you also need to have no stock level (positive or negative) set against it.
For Standard, Serialised and Non-Inventory Items, you can change the Item Type on the individual item card, or you can do it in bulk using the Item Type Wizard. For items that can't be converted, scroll down to the section of this guide titled Making Items Inactive.
Which Item Types can be changed?
| Current Item Type | Can it be changed to a different Item Type? |
|---|---|
| Matrix Parent | No - a Matrix Parent item cannot be changed to a different Item Type. |
| Standard |
Matrix Parent - No, but you can bring it into an existing Matrix as a Child item. Serialised - Yes Non-Inventory - Yes |
| Serialised |
Matrix Parent - No, but you can bring it into an existing Matrix as a Child item. Standard - Yes Non-Inventory - Yes |
| Non-Inventory |
Matrix Parent - No, but you can make it Standard or Serialised, and then bring it into an existing Matrix as a Child item. Standard - Yes Serialised - Yes |
| Assembly | No - an Assembly is a collection of other items, so it cannot be changed to a different Item Type. |
Changing the Item Type on the item card
1) If you know the Item Lookup Code/Alias barcode of the item you want to edit, or you have the barcode to hand, you can use the Quick Search feature from anywhere in the Back Office by pressing Alt + S on your keyboard. You can then scan or type in the barcode to go directly to that item card.
2) If you don't have the barcode to hand, from the main menu in the Back Office, expand the Items heading and then click on Items:
3) Use the wildcard search or the column filters to locate the item that you wish to edit, and double click on it to open it.
4) In the top right, click the pencil icon next to the Item Type:
If there is no pencil icon, that means that you've already sold this item and therefore you cannot change the Item Type.
5) Click on the relevant Item Type in the pop-up that appears (for example, this was a Standard item, so I'm only offered Serialised or Non-Inventory):
6) The item will then be converted to whichever Item Type you chose. If the item has stock and you choose Make Non-Inventory, you'll get an error message like this:
To avoid this, you can manually adjust the stock on this item, then try converting it again. Just make sure you remember to add the stock back again afterwards!
Changing the Item Type using the Item Type Wizard
1) In the main menu in the Back Office, expand the Wizards & Imports heading, then click on Wizards.
2) Make sure that Item Wizards is selected at the top, then click on the Create Wizard button under Item Type Wizard:
3) Decide how you want to add items to the wizard from the options that appear:
4) Once you've created the wizard, you'll see a screen a bit like the one below. You can use the dropdowns in the Item Type column to alter the Item Types individually, or if all of the items need to be changed to the same type, you can us the Modify All button.
5) If any of the items have already been sold, you'll see this error message:
For items that cannot be converted, skip to the next section.
6) If an item hasn't been sold, but it has stock and you try to convert it to Non-Inventory, you'll see this error message:
To get around this, you can manually adjust the stock on this item, then try converting it again. Just make sure you remember to add the stock back again afterwards!
7) Once you're happy, click on Commit Wizard.
The items on the wizard will then be converted, minus any items that had an error message in step 5. For these items, see the next section.
Making Items Inactive
If you've already sold an item with the wrong Item Type, or if you want to convert an item to or from a Matrix Parent Item or an Assembly item, it's a little less straightforward than the methods shown above. In these cases, you'd need to make that item inactive, then create a new item with the correct Item Type and a different Item Lookup Code.
1) 1) If you know the Item Lookup Code/Alias barcode of the item you want to edit, or you have the barcode to hand, you can use the Quick Search feature from anywhere in the Back Office by pressing Alt + S on your keyboard. You can then scan or type in the barcode to go directly to that item card.
2) If you don't have the barcode to hand, from the main menu in the Back Office, expand the Items heading and then click on Items:
3) Use the wildcard search or the column filters to locate the item that you wish to edit, and double click on it to open it.
4) Untick the Active tickbox, in the top left of the item card:
5) If you have made an error creating the item and need to use the same lookup code on a new item, type INACTIVE after the current item lookup code.
6) Next, remove any Aliases associated with the item, by clicking on the red rubbish bin icon next to each alias:
7) You will also need to remove the supplier part codes. On the Suppliers tab, click the blue pencil icon next to the supplier and type INACTIVE after the current supplier part code, then click Save:
8) Click on Save Pending Changes in the bottom right:
Once the original item has been deactivated, you can now create the new item using the same details.
