Inventory– Maintain/Remove Transaction History

Given the increasing importance of data management and compliance, it's crucial to carefully consider the implications of both retaining and discarding inventory transaction history. Understanding the potential benefits and drawbacks of each approach will help businesses make informed decisions about their data retention policies.

Inventory History Setup:

From Item Card > Options > Maintain History

Select the types of history you want to maintain for this item. You don't have to maintain history if you don't want to. However, you must keep transaction history to print the Transaction History Report or the Historical Stock Status Report, and distribution history to print the Distribution History Report.

Calendar Year

Mark this option to maintain calendar-year history for this item. Calendar-year history includes quantity sold, total amount in sales and total amount in costs for the item, by month.

Fiscal Year

Mark this option to maintain fiscal-year history for this item. Fiscal-year history includes quantity sold, total amount in sales and total amount in costs for the item, by period.

Distribution

Mark this option to maintain distribution history for this item. Distribution history is the General Ledger posting distribution history; if you use this type of history, distribution breakdown registers and transaction posting journals may be reprinted.

Transaction

Mark this option to maintain transaction history for this item. Transaction history is the detailed line-by-line history of posted documents. Transaction history is required to print the Transaction History Report or the Historical Stock Status Report.

NOTE:

If you uncheck the "Transaction" checkbox under Maintain History, the following will occur:

IV Transactions will not be recorded in IV30300. This means that any inventory transactions (e.g., purchases, sales, adjustments) will not be tracked in the Inventory Transaction History table.

The following inquiries and reports will be unavailable:
- Item Stock Inquiry: This inquiry uses data from both IV30300 (Inventory Transaction History) and IV00102 (Item Master) to provide detailed information about item stock levels and movements.
- Historical Stock Status: This report relies on the data in IV30300 to generate historical summaries of inventory stock levels and changes over time.

Therefore, if you need to track inventory transactions and access related inquiries and reports, it is essential to Maintain History.

Remove Transaction History

Microsoft Dynamics GP > Tools > Utilities > Inventory > Remove Transaction History

Even if inventory is configured to maintain transaction history, you can still delete specific transactions using the "Remove Transaction History Utilities." This tool allows you to remove records from the IV30300 (Inventory Transaction History) table based on the following criteria:

Item Number: You can delete transactions for a specific item.
Document Number: You can delete transactions associated with a particular document (e.g., purchase order, sales order).
Date: You can delete transactions that occurred within a specific date range.
Site: You can delete transactions related to a particular location or site.

Please note that deleting transaction history data should be done with caution, as it can impact the accuracy of inventory reports and analysis. If you need to remove transaction history, it's recommended to consult with your system administrator or accounting department to ensure that the process is performed correctly and without unintended consequences.

If you have questions on the process don’t hesitate to reach out to us at mysupport@culturatech.com