Retiring Items

You may wish to retire an inventory, for example, if the items have been decommissioned or subsequently replaced with a new inventory.

Before you start

Retire must be selected within the Execute Transactions sections in the CMDB Items tab of your Configuration Management security role.

The items must be in the On Hand or In Use pool. You can do this by adding a purchase, receiving an order or allocating an item.

  1. ClosedDisplay the Transaction Details window, if it is not already on screen.

    Display the Software Product or Inventory Details window by searching for the CMDB item, specifying Software Product or Inventory as the CMDB Item Type. Then select the Transactions explorer option from the explorer pane to the left of the window.

    Alternatively, you can access the Transactions window through the call, request or task details windows.

    The Transactions window accessed through the Transactions explorer option from calls, requests, or tasks does not record transactions added through a QD field on the call, request or task details window.

    The title and any description of the current software product or inventory appear at the top of this window. The Transactions window also has two tabs:

    Orders This tab allows you to add and manage your orders, that is record the number of items of a software product or inventory item you have ordered but have not yet received.
    Purchases This tab allows you to view and manage your purchases, that is the number of items of the software product or inventory item you have purchased as well as received from an order. The state of these items can change, that is they can be on-hand, in use, reserved, and retired. Each state (also referred to as a “transaction pool”) is represented by the tabs or views in the Purchases view (that is On Hand, In Use, Reserved, and Retired).

  2. Select the Purchases tab . This is just below the Description field. This tab has two browse tables. The top browse table is the list of purchases, and has columns for all the purchase transaction details. The bottom browse table has four tabs or views, On Hand, In Use, Reserved, and Retired. Each view represents the state of the purchased items after a particular transaction was performed.

    3. You can select below the table to show or hide columns. A blank value in a column means that this transaction detail was intentionally left unspecified or it is not relevant to the particular transaction.

    Select the Show transactions for selected purchase only radio button above the browse table to only display the items in the bottom browse table for a selected purchase. Clear this option to list the items in all purchases.

  1. Select the On Hand tab or the In Use tab to display the transaction records. (You may like to adjust the column widths to see all of the columns.)
  2. From the browse table, select the item you want to retire.
  3. Select from beneath the browse table.
  4. The Transaction Details Retire window is displayed. The details such as the cost center and organization are pre-populated and read-only. Complete the relevant details.
  5. Status Select the status for the items you wish to retire. The default status is Retired, but other statuses may be defined in the ** window
    Quantity To Retire Specify the number of items you wish to retire. The quantity must be equal to or less than the value displayed in the Quantity field.
  6. Select . The entry in the browse table is updated to show the remaining items. If you retired all items (that is specified the same value in the Quantity to Retire field as shown in Quantity field), the entry is no longer shown in the browse table. An entry is added to the Retired tab for the number of items you retired. The Item Summary on the Software Product Details or Inventory Details is updated to reflect the new total quantity of items in the On Hand – Available, On Hand – Unavailable, In Use, and Retired pools. You can activate retired items once more if you wish.

Activating retired items

Before you start

Retire must be selected within the Execute Transactions sections in the CMDB Items tab of your Configuration Management security role.

The items must be in the On Hand or In Use pool. You can do this by adding a purchase, receiving an order or allocating an item.

  1. ClosedDisplay the Transaction Details window, if it is not already on screen.

    Display the Software Product or Inventory Details window by searching for the CMDB item, specifying Software Product or Inventory as the CMDB Item Type. Then select the Transactions explorer option from the explorer pane to the left of the window.

    Alternatively, you can access the Transactions window through the call, request or task details windows.

    The Transactions window accessed through the Transactions explorer option from calls, requests, or tasks does not record transactions added through a QD field on the call, request or task details window.

    The title and any description of the current software product or inventory appear at the top of this window. The Transactions window also has two tabs:

    Orders This tab allows you to add and manage your orders, that is record the number of items of a software product or inventory item you have ordered but have not yet received.
    Purchases This tab allows you to view and manage your purchases, that is the number of items of the software product or inventory item you have purchased as well as received from an order. The state of these items can change, that is they can be on-hand, in use, reserved, and retired. Each state (also referred to as a “transaction pool”) is represented by the tabs or views in the Purchases view (that is On Hand, In Use, Reserved, and Retired).

  2. Select the Purchases tab . This is just below the Description field. This tab has two browse tables. The top browse table is the list of purchases, and has columns for all the purchase transaction details. The bottom browse table has four tabs or views, On Hand, In Use, Reserved, and Retired. Each view represents the state of the purchased items after a particular transaction was performed.

    3. You can select below the table to show or hide columns. A blank value in a column means that this transaction detail was intentionally left unspecified or it is not relevant to the particular transaction.

    Select the Show transactions for selected purchase only radio button above the browse table to only display the items in the bottom browse table for a selected purchase. Clear this option to list the items in all purchases.

  1. Select the Retired tab to display the retired items. (You may like to adjust the column widths to see all of the columns.)
  2. From the browse table, select the item you want to re-activate.
  3. Select .
  4. The Transaction Details Activate window is displayed.
  5. The Transaction Details Activate window is displayed. The details and quantity retired are displayed and are read-only. Complete the activate details.

    6. Quantity to Activate Key in the quantity of the item you want to return to On Hand.
    Status Use the drop-down list to specify whether you want the status to be Available, so that it can be reserved or allocated to someone else, or Unavailable.

  6. Select to close the window. The details are updated in the window, as well as in the transaction history and item summary for the item.