IDEA Tip of the Week: IDW Product Change Management Document - Item Status

IDW item status codes identify the stages of a products life cycle and provide a method to manage the changes. These codes identify the various status of an item, the conditions around that state, and the status codes for each state. An item’s status code remains a mandatory field but will no longer be defaulted to A for Active, it must be populated with a valid code by the manufacturer.

The IDW Product Change Management v05.04* document defines the Item Status codes used in the Industry Data Warehouse (IDW), how they should be used and their change flag translations and the intended use of several of the Product Descriptor Data (PDD) attributes within the IDW. It also covers the correct way to make GTIN and Catalog number changes in addition to providing industry standard definitions for product changes and deletion management. The document can be found within the IDW under Advanced > Information > Documents.

 

New Item Status Codes

  • I for Introductory: An introductory item is a product new to the market, but all data is not available. To allow manufacturers enough time to populate all mandatory fields, Introductory items have a 90-day grace period excluded from Compliance and Excellence calculations. After 90 days, if the manufacturer has not already done so, IDW will set the Item Status Code of the item to A, causing it to be included in Compliance and Excellence calculations. A notification will be sent to the manufacturer 14 days before the end of the 90-day period. Existing items cannot be changed to have a status of I. Items with a status of I cannot be changed to have a status of D.
  • M for Mature: A mature item is a product available for sale, but a newer product has been introduced. This code should be used when a product is still active and selling but a newer product replacement is available.

 

Active Item Status Codes

  • A for Active: Item is available for sale.
  • J for Replacement / Repair Part: Item is a “replacement part” or a “repair part” for another item and is available for order. J code is a hybrid. It is primarily used when a product is active and available for order, but due to the nature of some replacement/repair parts, it may have a price or may be “no charge”.
  • K for Non-Price Maintained: Items that do not have published pricing but are price on request items. Changing the status of an existing item to a K will cause any associated pricing to be removed from the IDW. ’K’ code is a hybrid. It is primarily used when a product is active and available for purchase, but pricing is withheld from the IDW due to specific manufacturer requirements such as: no published pricing, made-to-order products/priced on application, market sensitive materials.
  • P for Planned Obsolescence: The item is planned to be phased out of production. The purpose of the P item status is to alert distributors that the item will be phased out at some point in the future, may no longer be available for purchase, and therefore the distributors should plan accordingly. Consequently, manufacturers should not set an item’s Item Status code to P until they are ready to alert distributors. Distributors should contact manufacturers to determine availability of product. 

 

Inactive Item Status Codes

  • T for Item Alert: This Item Status Code is used when unusual circumstances have halted production and/or availability of the product. It is usually applied for an engineering hold but could also be applied because of extenuating circumstances, e.g. the factory burned down, halted production of the item.
  • W for Withdrawn: Valid item published to the IDW by mistake, the manufacturer wants the item’s information removed from the IDW but the distributor may keep it in their system. This item is being produced but the manufacturer does not want to publish the product data to the IDW. The difference between a ‘D’ and a ‘W’ is the intended action being conveyed to the end user. A ‘D’ means the item is being removed from the IDW and has become obsolete or was never produced and can be removed from the end user’s system. A ‘W’ means the item is being removed from the IDW but is still a valid item and should not be removed from the end user’s system if it is an item they carry for that manufacturer. The effect on the data in the IDW is the same as a Delete status (‘D’). NOTE: There may be various reasons a manufacturer choses the ‘W’ Status Code. Distributors should contact the manufacturer for clarification as to why an item status is ‘W’ or contact an IDW distributor specialist.
  • O for Obsolete: This item can no longer be purchased. There will be no further updates. Refer to the replacement field(s) to see if a replacement exists. This Item Status Code is used during normal product obsolescence and/or replacement. It is no longer being manufactured. Do not alter the descriptions (e.g. ‘Delete’, ‘Obsolete’, ‘Disc’ or ‘X’).
  • D for Delete: A ‘D’ means the item is being removed from the IDW and should be removed from the end user’s system.  This item can no longer be purchased. There will be no further updates. This item should be deleted from the end user’s database. The ‘Item Status Date’ can be used to control the date of deletion. 

 

If you have questions regarding any of IDEA’s documents or resources, please contact your Data Management Specialist, or email .(JavaScript must be enabled to view this email address).

**As of article post date, the latest version of the PPD is Version 05.04. All updates in this article reference PDD v05.04