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<< Click to Display Table of Contents >> Navigation: MLS 2026 Operations & Reference Guide > Inventory > Inventory Utilities & Data Maintenance Utilities and Procedures |
Over time:
👉 inventory data changes.
Parts:
•move
•become obsolete
•change vendors
•remain on backorder
•accumulate history
•require reorganization
throughout normal business operations.
MLS 2026 includes a series of:
👉 Inventory Utilities
designed to simplify:
•inventory maintenance
•database cleanup
•vendor reassignment
•shelf reorganization
•Purchase Order management
•yearly inventory history processing
while preserving:
•historical integrity
•inventory statistics
•operational continuity
throughout the system.
⚠️ In general:
👉 deleting inventory parts is NOT recommended.
Even inactive inventory records contain valuable:
•sales history
•pricing history
•purchasing history
•vendor information
•stocking patterns
which may later become useful for:
•purchasing decisions
•historical analysis
•seasonal trends
•customer service
•accounting review
Inventory records consume:
👉 very little storage space
compared to the value of the historical information they contain.
In limited situations:
👉 deletion may be appropriate
for:
•duplicate records
•incorrect entries
•accidental setup errors
•invalid inventory items
However:
⚠️ never delete:
•active inventory
•stocked parts
•parts on Purchase Orders
•parts with current activity
unless you are absolutely certain the record is no longer needed.
To remove a part:
•highlight the inventory item
•select:
👉 Delete
from the:
👉 Inventory Editor buttons.
MLS 2026 will then confirm the deletion request before processing.
As inventory systems evolve:
👉 shelf layouts often change.
New:
•shelving
•bins
•storage rooms
•warehouse sections
may require:
👉 inventory relocation.
Changing location codes manually for hundreds of parts would be:
•slow
•error-prone
•inefficient
Therefore:
👉 MLS 2026 includes:
•a Location Utility
for mass updating location assignments.
Instead of editing:
👉 each inventory record individually
you may update:
👉 entire groups of parts
with a single operation.
Example:
•all parts in:
L-1-5
may be moved to:
V-2-4
The utility automatically updates:
👉 all matching records
throughout inventory.
When selected:
👉 the utility asks for:
•the existing location code
•the new location code
Simply enter:
•the current value
•the replacement value
and MLS 2026 automatically updates:
👉 all matching inventory records.
No further editing is required.
This utility becomes especially valuable when:
•adding shelving
•reorganizing stockrooms
•redesigning inventory layouts
•expanding facilities
•improving workflow efficiency
It allows inventory reorganization to occur quickly while maintaining:
👉 accurate inventory lookup information.
Sometimes:
👉 Purchase Orders remain open
because:
•items were cancelled
•vendors discontinued products
•backorders were abandoned
•orders were never completed
MLS 2026 provides:
👉 the Zero P/O Utility
to properly close these Purchase Orders.
When selected:
👉 the utility displays:
•currently open Purchase Orders.
If a Purchase Order is selected for closure:
👉 all remaining backordered items are:
•zeroed out
•removed from pending status
and the Purchase Order is:
👉 cleared from active processing.
This helps maintain:
•clean purchasing records
•accurate On Order counts
•proper inventory statistics
throughout the system.
Over time:
👉 vendors may:
•discontinue product lines
•merge
•close operations
•change distributors
•lose preferred supplier status
MLS 2026 includes:
👉 a Vendor Change Utility
to quickly update vendor assignments throughout inventory.
The utility asks for:
•the old vendor code
•the replacement vendor code
MLS 2026 then automatically updates:
👉 matching inventory records
throughout the system.
⚠️ Always use:
👉 the official Accounts Payable vendor number
assigned within MLS 2026.
Vendor account numbers normally:
•begin with:
👉 P
and integrate directly with:
•Purchase Orders
•Accounts Payable
•vendor reporting
•inventory purchasing
throughout the system.
In some cases:
👉 a vendor may be removed
without immediately assigning a replacement.
In these situations:
👉 a temporary holding vendor
may be used, such as:
👉 P9999
This allows:
•future reassignment
•temporary vendor suspension
•inventory preservation
without deleting vendor references entirely.
Although vendor assignments may always be edited manually:
👉 the Vendor Utility saves substantial time
when:
•large product groups
•entire vendor lines
•multiple inventory records
must be updated simultaneously.
MLS 2026 maintains:
👉 historical inventory statistics
including:
•current year totals
•prior year totals
•two-year historical totals
The:
👉 Year End Closing Utility
manages these inventory history transitions automatically.
When selected:
👉 MLS 2026 asks the operator to type:
•CLOSE
as a confirmation step.
This helps prevent:
•accidental closing procedures
•unintended history resets
within the system.
The utility automatically:
•moves current year totals into prior year history
•moves prior year totals into two-year history
•resets Year-To-Date totals to zero
for the upcoming year.
After closing:
👉 new sales activity begins accumulating automatically.
⚠️ The Inventory Year End Close:
👉 does NOT:
•post accounting entries
•affect General Ledger balances
•alter accounting history
It only:
👉 resets inventory statistical counters
used for:
•inventory analysis
•stocking trends
•sales history
•reporting
within MLS 2026.
Inventory systems continuously evolve.
Without maintenance utilities:
👉 businesses often experience:
•inaccurate inventory data
•poor shelf organization
•obsolete vendor references
•misleading purchasing statistics
•unresolved Purchase Orders
•historical reporting problems
MLS 2026 utilities help maintain:
•clean inventory records
•accurate statistics
•organized shelf layouts
•efficient purchasing workflows
•reliable reporting
throughout long-term operations.
•Avoid deleting inventory records whenever possible
•Preserve historical sales information
•Use grouped location updates during reorganizations
•Review open Purchase Orders regularly
•Close abandoned backorders promptly
•Maintain accurate vendor assignments
•Use placeholder vendor accounts carefully
•Perform Year End Closing only after confirming reports
•Retain printed inventory reports before yearly close
•Review inventory statistics before resetting counters
•Reorganize shelving using logical location code structures
This section works closely with:
•Inventory Editor
•Purchase Orders
•Stock Input
•Vendor Management
•Inventory Reports
•Stocking Parts
•Non-Stocking Parts
•Inventory Costing
•Core Processing
•Accounts Payable
•General Ledger Integration
Together, these sections provide a complete inventory management and maintenance system within MLS 2026.