Field Service Glitch: Resolving Non-Inventoried Item Errors in Dynamics GP

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Managing field service operations efficiently requires accurate tracking of both physical parts used and labor or services rendered. In Microsoft Dynamics GP 2010, the Field Service module is designed to handle these complexities, including the use of various types of items. However, users sometimes encounter unexpected roadblocks, such as the inability to utilize non-inventoried items despite their validity within the system. This article addresses a specific error related to non-inventoried items in Field Service transactions and provides a straightforward resolution.

Field Service within Dynamics GP 2010 serves as a critical component for businesses that provide installation, maintenance, or repair services at a customer’s location. It allows for scheduling technicians, tracking service calls, managing warranty information, and, importantly, recording the consumption of parts and labor. These parts and labor are represented by ‘items’ within the system, which can be classified in different ways based on how they are tracked and accounted for.

One common classification distinguishes between inventoried and non-inventoried items. Inventoried items are tangible goods that a business stocks and manages through inventory tracking, including quantity on hand, valuation methods, and cost of goods sold. Non-inventoried items, on the other hand, are typically services, labor hours, miscellaneous fees, or parts that are expensed directly and not tracked through a formal inventory process. Both types are essential for accurately billing customers and recording costs associated with a service call.

Symptoms¶

When attempting to enter details for a service call or transaction within the Field Service module in Microsoft Dynamics GP 2010, users may encounter a specific error message. This occurs when selecting or entering an item that has been configured in the system as a non-inventoried type. Despite the item existing in the master item list and being designated correctly as non-inventoried, the system prevents its use in the Field Service transaction.

The exact message displayed is:

Item’s master record does not exist.

This symptom is particularly confusing because the item does exist in the system’s master records. The error message misleadingly suggests a data integrity issue with the item setup itself, rather than a configuration problem within the Field Service module’s settings. This behavior can halt transaction processing, preventing service calls from being accurately recorded and billed, thereby impacting operational efficiency and revenue recognition.

Cause¶

The root cause of this problem, where a valid non-inventoried item cannot be used in a Field Service transaction despite being set up in the system, lies within the specific configuration settings of the Field Service module in Microsoft Dynamics GP 2010. The Field Service module has its own set of options and parameters that govern its behavior and integration with other parts of GP.

One such critical setting determines whether the module is configured to accept and process items that are classified as non-inventoried. If this particular option, which explicitly allows the use of non-inventory items, has not been enabled or “marked” within the Field Service setup, the module will reject any attempt to add an item of this type to a transaction. The error message, while generic, is the system’s way of indicating that based on the module’s current configuration, this type of item is not permitted, even if the specific item code exists in the master inventory table.

Essentially, this setting acts as a gatekeeper for non-inventoried item entry specifically within the Field Service windows. It provides administrators with control over the types of items that can be used in service transactions, ensuring that data entry aligns with the company’s standard operating procedures and accounting practices regarding service revenue and costs. If the business intends to bill for labor hours, service fees, or expendable supplies not tracked in inventory via the Field Service module, this setting must be active.

Resolution¶

To resolve the issue and enable the use of non-inventoried items in Field Service transactions within Microsoft Dynamics GP 2010, it is necessary to activate the specific configuration option that permits their entry. This involves navigating to the Field Service setup area within Dynamics GP and marking the relevant checkbox.

Here are the general steps to locate and enable this setting:

1. Access the Setup Menu: Within Microsoft Dynamics GP 2010, navigate to the top menu bar. Typically, setup options are found under the ‘Tools’ menu.
2. Locate Field Service Setup: From the ‘Tools’ menu, look for a ‘Setup’ or ‘Setup Routines’ submenu. Within the ‘Setup’ submenu, you should find an entry related to ‘Field Service’ or ‘Service Management’. Select this option.
3. Open Configuration Options: Selecting ‘Field Service’ setup will likely open another menu or a main setup window for the module. Look for an option like ‘Field Service Setup’, ‘Configuration’, or ‘Options’. Click on the appropriate link or button to open the main setup window.
4. Identify the Relevant Setting: Within the Field Service setup or configuration window, there will be various options controlling different aspects of the module’s behavior. Carefully review the available checkboxes and fields. Look for an option explicitly mentioning the allowance or use of non-inventory items. Phrasing might be similar to “Allow Non-Inventory Items,” “Enable Non-Stock Items,” or something comparable.
5. Mark the Option: Once located, ensure that the checkbox corresponding to the “Allow Non-Inventory Items” (or similarly worded) option is checked. If it is currently unchecked, click on it to mark it.
6. Save Changes: After marking the checkbox, save the changes made to the Field Service configuration. There should be a ‘Save’ or ‘OK’ button on the window to commit the changes.
7. Verify the Resolution: Log out and log back into Microsoft Dynamics GP 2010 to ensure the setting is fully applied. Then, attempt to enter a non-inventoried item on a Field Service transaction again. The error message should no longer appear, and you should be able to add the item successfully.

Note: The exact menu path and window names might vary slightly depending on the specific build or installed options of Microsoft Dynamics GP 2010.

Understanding Item Types in Dynamics GP Field Service¶

To fully appreciate the importance of the “Allow Non-Inventory Items” setting, it’s useful to understand the fundamental differences between inventoried and non-inventoried items within the context of a field service business operating on Dynamics GP.

Feature	Inventoried Items	Non-Inventoried Items
Physical Stock	Tracked for quantity on hand in warehouses/locations	Not tracked for physical stock levels
Valuation	Valued using methods like FIFO, LIFO, Average Cost, etc.	Typically no inventory valuation; cost is often expensed
Tracking	Unit quantities, serial/lot numbers (optional)	Often tracked by quantity (hours, units) but not stock position
Typical Use Cases	Spare parts, components, materials stored in stock	Labor hours, service fees, consumables, miscellaneous charges
GL Impact	Inventory Asset (Balance Sheet), Cost of Goods Sold (P&L)	Service Revenue, Labor Expense, Other Income/Expense (all P&L)
Module Focus	Inventory Control Module, Sales Order Processing	Primarily Sales Order Processing, Project Accounting, Field Service

In a field service scenario, a technician might use a specific replacement part (inventoried item) and spend several hours completing the repair (non-inventoried labor). Both need to be recorded on the service call to accurately bill the customer and track the profitability of the service job. The Field Service module facilitates this by allowing entry of both types.

The “Allow Non-Inventory Items” setting specifically enables the module’s functionality to correctly process and integrate the non-inventoried type. Without it, the module effectively filters out any item marked as non-inventoried at the point of transaction entry, leading to the discussed error.

Implications and Best Practices¶

Enabling the “Allow Non-Inventory Items” setting in Field Service setup has direct implications for how your service transactions are processed and how they impact your financial data.

Implications:

• Accurate Billing: You can now include labor, service fees, and other non-stock charges directly on Field Service invoices generated from completed service calls. This ensures customers are billed correctly for the full scope of work performed.
• Comprehensive Cost Tracking: Labor costs (via non-inventoried labor items linked to expense accounts) and other service-related expenses can be associated with specific service calls, allowing for better job costing and profitability analysis within the Field Service module or integrated project accounting solutions.
• Streamlined Workflow: Technicians and dispatchers can record all necessary components of a service job (parts and labor/services) within a single transaction type, reducing the need for separate billing processes for different item types.
• GL Impact: Transactions involving non-inventoried items from Field Service will post to the appropriate General Ledger accounts configured for those items (typically revenue and expense accounts), ensuring financial records accurately reflect service operations.

Best Practices:

• Clear Item Classification: Ensure your item master clearly distinguishes between inventoried and non-inventoried items. Use consistent naming conventions or item numbering structures where helpful.
• Proper Account Setup: Verify that your non-inventoried service and labor items are linked to the correct revenue and expense accounts in your General Ledger setup. This is crucial for accurate financial reporting.
• User Training: Train users entering Field Service transactions on the correct procedure for adding both inventoried and non-inventoried items and the business process surrounding their use.
• Regular Review: Periodically review your Field Service setup options, including the “Allow Non-Inventory Items” setting, to ensure they align with your current business practices and needs.

Further Considerations¶

While enabling the setting resolves the immediate error, it’s important to consider related aspects of item management and Field Service integration in Dynamics GP 2010:

• Item Setup Details: The item itself must be properly configured in the Inventory Control module (or Sales Order Processing if Inventory is not used) as a non-inventoried item. This includes setting its type and linking it to appropriate GL accounts for sales, returns, and cost.
• Integration with Sales Order Processing: Field Service transactions often integrate with Sales Order Processing to generate invoices. The settings in Sales Order Processing also play a role in how different item types are handled during invoicing.
• Project Accounting Integration: For more detailed job costing and project tracking, Field Service can integrate with the Project Accounting module. Non-inventoried labor and service items are critical for accurately tracking costs and billing within projects.
• Permissions: Ensure the user attempting to enter the transaction has the necessary permissions in Dynamics GP to access the Field Service module and potentially to create/edit transactions involving different item types. Permission issues can sometimes manifest in unexpected ways.
• Data Integrity: While the error message is misleading, maintaining good data integrity in your item master is always a best practice. Regularly reconcile inventory and review item setup details.
• Customizations: Be aware that customizations or third-party add-ons in your Dynamics GP environment could potentially interact with or affect the behavior of item entry in Field Service.

By understanding the difference between item types, the specific configuration requirement in the Field Service module, and the related system integrations, Dynamics GP 2010 users can effectively manage their service operations, accurately track costs and revenue, and avoid common errors like the one discussed. Resolving this “Item’s master record does not exist” error for non-inventoried items is a simple configuration change that unlocks essential functionality for many service businesses.

Were you facing this specific error in your Dynamics GP 2010 Field Service module? Did enabling the “Allow Non-Inventory Items” setting resolve the issue for you? Share your experiences or ask any follow-up questions in the comments below!