Correcting Duplicate Stock Numbers

As a result of manufacturer mergers and acquisitions, the same item number is sometimes used for two different products. In some cases, this causes one product to get updated with information from a different product that has the same number.

We know of several stock numbers that are affected by this duplicate stock number issue, as shown in the chart below.

 

Original Items should be…

Other Items should be…

1

San 95101= pd, stamp ,foam,4.25 rd

Pap 95101 = pen, flexgrip retr, med, be

2

San 73201 = eraser, magic rub, drft, flm

Pap 73201 = pen rball, gel,f ,rd

3

San 71001 = pen, bpt, egl, hx, stk, fn, bk

Pap 71001 = fluid, correct, f/copy, 6 oz.

4

San 64201 = pencil, techicianii,.5mm, bk

Pap 64201 = pen ,bpt, cmftmt, grp, rd

5

San 63701 = marker, paint, fine, bk

Pap 63701 = pen, cmfrtmt, retr, fnpt, rd

6

San 63601 = marker, paint, med, bk

Pap 63601 = pen, cmfrtmt, retr, fnpt, be

7

San 42002 = marker,mrkt, 336, chisel, rd

Wat 42002 =pen, rball, hmsphr, laq, bk

8

San 45001 = pen, calligphy, perm, fn, bk

Wat 45001 =pen, rball, hrlydvdsn, bk/ce

9

San 59001 = pen, eagle, stick, fine, rd

Pap 59001 =fluid, wash, natl, base, we

10

Acc 40501 = binder*

SWI 40501 = Stapler*

11

Acc 56003 = binder*

KMW 56003 = mouse pad*

12

Acc 62150 = surge socket*

DTM 62150 = journal*

13

Acc 54124 = binder*

WLJ 54124 = index*

14

Acc 50000 = Rack,Data,Modular,36"W,PO*

PPC 50000 = File,Stor,Ltr,Recy*

15

GBC 5001-2 = Marker,Dryers, Chsl, Bk*

IBC 50012 = Laminator, Lg Size 13" Cap*

 

* Items 10-15 have been added to our list of duplicate stock numbers since this notice was published for 2nd Quarter 2003.


Checking Inventory for Duplicate Stock Numbers

Check your inventory records for each stock number. Make corrections if necessary.

  1. Check the Description field in the Master Record. This description needs to reflect the correct information for the company displayed in the Co (Company) field of the Master Record. Refer to the table above.
  2. Compare the List and Cost fields in the Primary Wholesaler record to your wholesaler’s “Net Pricer” catalog. If you stock the item, you may need to correct the pricing record.
  3. Make sure that the Co (Company) field in the Master Record matches the Prefix field in the Primary Wholesaler record. (In graphical software, click the Vendor tab. In the ID/File columns, 1/W indicates primary wholesaler. If Prefix does not match, right-click that record and select Change Vendor Info.) Change the prefix, page, UPC, Buy UOM, and pricing information as needed.
  4. Go to the Multiple Vendor Screen by typing V (in graphical software, click the Vendor tab), and check the Prefix column. If you find conflicting prefixes in the Multiple Vendor Screen, you should delete those records. For detailed instructions, see Deleting Invalid Records From I-CAT (SCANALOG Multiple Vendor Screen).

Deleting Invalid Records From I-CAT (SCANALOG Multiple Vendor Screen)

Note: You will need the unit number for your inventory database (INV.WHL). To find the unit number, first view the (LØ) Global Master Parameters screen to find the volume serial for this file. Then, find the unit number that corresponds with this volume serial label in the (ZE1) Disk Directory screen. (In graphical software, double-click Keyop Menu, then double-click System Utilities, then select utility type [E] and subset number [1].)

To delete the invalid records (for which you found conflicting prefixes in the Multiple Vendor Screen), follow these steps:

  1. Run a full backup of your DDMS system before performing this procedure.
  2. Go to the (ZF6) Delete Data Records screen. (In graphical software, double-click Keyop Menu, then double-click System Utilities, then select utility type [F] and subset number [6].)
  3. At Enter File Name, type I-CAT
  4. Press TAB.
  5. At Enter Unit #, enter the unit number that contains your inventory database.
  6. If the unit number is less than two characters, press ENTER.
  7. At ENTER K=KILL RECORD, I=SEARCH ON KEYS..., type I
  8. At ENTER KEY FIELD #1, enter the stock number that has incorrect information in I-CAT (for which you found conflicting prefixes in the Multiple Vendor Screen). The item will be displayed directly above the line.
  9. Choose the appropriate action:
 71001 SAN 3SPARCO 1.272503PAP EA 1 1.969
 ENTER K=KILL RECORD, I=SEARCH ON KEYS, ELSE=KEEP RECORD: K

The line item will not disappear; it will just move up one line, and the next line in the file will be displayed.

10. Repeat Step 8 for all records with that stock number that need to be removed.

11. Once you have marked all lines to be killed, press the ESC key once.

12. Repeat steps 2-10 for remaining stock numbers to be removed from I-CAT.

Adding Missing Items

If you are missing items, you may need to add them into your database. For example, if you have corrected the record for the Sanford item in your database, inquire on the Paper-Mate or Waterman item in your inventory screen. If the record is not in your inventory, you must add the Paper-Mate or Waterman item with the correct information for that item.

Assigning a Stock Class and Updating Manually

If you want to make sure O/PUS doesn’t overwrite your corrections each quarter, assign each item to a stock class that you are not currently using, and set your O/PUS Parameters not to update that stock class at all. Each quarter, manually update each item’s cost, list price, and buy unit. This saves time, because you avoid having to search for duplicates, delete invalid records, and add missing items.