Deleting and inactivating invoice items

Estimated reading: 4 minutes

Items can be deleted or inactivated if no longer needed.

Before you start

  • Security
    • Invoice Item List
    • Invoice Item Information

Important!

  • An invoice item can only be deleted if it has not been used on an invoice or any inventory transaction (adjusted, received, etc.).
  • Once used, items can be inactivated once any other linked setups are removed (ex: reminders to generate or satisfy).

Delete invoice items

Navigate to Lists > Invoice item.

  • Search for the item and click Delete.
  • Click Yes or No on the confirmation message.
  • If linked to a patient or inventory record, a message displays. Click OK.
  • If unable to delete, inactivate the item using inactivation steps.

Inactivate invoice items

Navigate to Lists > Invoice item.

  • Search for the item and click Update.
  • Change item status to Inactive.
  • It is recommended to do the following:
    • Review all invoice item tabs and remove any other settings, such as linked instructions, and turn off Maintain QOH to further improve invoice item setup-based reporting.
    • Move item to an ‘inactivated’ or ‘do not use’ item classification. This will also remove the item from any pick lists set up by class or subclass and have item classes only contain active items.
  • Click OK.

If the selected item is used in other item setups, a list of the reason(s) and related item ID(s) will display. Make note of the items and click Close. Tip: leave window open, slide window to right side of screen and use to guide you to all related items.

Navigate to the item(s) noted in prior step and remove the item from the indicated item setups.

The reasons an item cannot be inactivated:

  • Reminder to generate or satisfy > Reminders tab of the listed invoice item(s).
    • Right-click listed reminding item to remove > Delete.
    • Click Yes or No to confirm.
  • Used on a Group item > Group Items tab of the listed invoice item(s).
    • Select Item ID field and press Ctrl + D.
    • Click Yes or No to confirm.
  • Used on a Pick > Pick tab of the listed invoice item(s).
    • If set up for specific items: Select Item ID field and Ctrl + D.
    • If set up by class/subclass: The inactive item needs to be removed from the class and assigned to a different class.
  • Used as a linked item > Link Items tab of the listed invoice item(s).
    • Select Item ID field and press Ctrl + D.
    • Click Yes or No to confirm.
  • Used by a lab profile> Special Actions tab of the selected item.
    • Select Special Action field and press Ctrl + D or click Delete.
  • Travel Sheet > Travel tab of the selected item.
    • Deselect from the listed travel sheet(s). Click OK to save the change.
  • Currently on order or backorder. These items cannot be inactivated until:
    • Order closed by receiving all items.
    • Order closed manually when remaining items not expected to be received.
    • Backorder is canceled.

Once removal from associated items/orders is complete, update the item and change status to Inactive.

Additional information

Inventory items

Pick lists

Related reports

These Cornerstone reports provide information from the actions outlined in this article. Each report has its own security access under the Reports tab of the Security Setup window.

  • Invoice item information Report
  • Invoice item Reminder Information Report
  • Invoice Item Setup report
  • On Order Report
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