Deactivating a Line Item Code

You can deactivate an existing line item code (LIC): navigate from Menu > Order Setup > Line Item Codes > detail view of desired record > Actions > Deactivate Line Item Code. 

When you click this option, aACE checks whether the LIC is currently referenced elsewhere in the system. If the LIC is referenced in other locations, such as bill of materials (BOMs), substitution options, or inventory tracking,  aACE will display a warning message about these references. 

You must remove these connections before the LIC can be deactivated.

Removing an LIC from a BOM Record 

You must find all instances where the LIC is included in the BOM for another item, then remove or replace it.

  1. Navigate to Menu > Order Setup > Details > Bill of Materials.
    Note: At this list view, the Line Item Code column shows the "parent" record and the Material column shows the "child" record.
  2. Use the Material column of the Quick Search bar to locate the LIC you want to deactivate.
  3. Update the records using one of these options from the Actions menu:
    • Replace the LIC — Click Actions > Update Material for Materials in List, then select the replacement LIC.
    • Remove the LIC — Click Actions > Delete Materials in List, then type DELETE in the confirmation dialog, and click Delete.

Optional Workflow for Updating Multiple BOM Records

If you have a large number of BOM records which reference an LIC that should be deactivated, you can efficiently update these records by exporting, modifying, and importing them again.

  1. Locate all the BOM records that include the child LIC (as described above).
  2. Export the records as an Excel spreadsheet.
  3. Open the exported spreadsheet and verify that the data is complete. 
  4. In aACE, click Actions > Delete Materials in List, then confirm the deletion (as described above).
  5. In the Excel spreadsheet, replace the old LIC in the BOM Line Item Code column with another existing LIC, then save the spreadsheet (keeping Excel file format). 
  6. In aACE, click Actions > Import Materials, selecting the updated Excel spreadsheet.

Removing an LIC as an Order Substitution Option

You must find all instances where the LIC is included in a substitute for another item, then remove or replace it.

  1. Navigate to Menu > Order Setup > Details > LI Code Options.
    Note: At this list view, the Line Item Code column shows the "parent" record and the Option column shows the "child" record.
  2. Search the Option column for the LIC you want to deactivate.
  3. Update the records using one of these options from the Actions menu:
    • Replace the LIC — Click Actions > Update Option for Options in List, then select the replacement LIC.
    • Remove the LIC — Click Actions > Delete Options in List, then type DELETE in the confirmation dialog, and click Delete.

Removing an Inventoried LIC from Inventory

If an LIC still shows inventoried units in the system, aACE will not deactivate it. That would leave unaccounted-for product in your warehouse and accounting modules. 

You can manually move any On Hand inventory from the old LIC to the new LIC using a beginning balance inventory adjustment:

  • Old LIC — Create an adjustment line with a negative quantity.
  • New LIC — Create a second adjustment line with the corresponding positive quantity.

To prevent automatic inventory replenishment for an LIC, you can also mark it as discontinued. This will also automatically deactivate the LIC when the On Hand inventory balance reaches zero.