Subitem Archive with formulas involved for calculating

Platform discussions
1

I teach about 15 different classes all over the State, with 10 instructors. I have an Inventory Board to track the Class Books, each Book as an Item. It allows for subitem entry for each, to increase when new books are made and added to inventory, deducts when shipping books to Instructors & adds to their inventory, deducts from their inventory after attendance, and much more scenarios. The problem is there’s getting to be too many subitems under each book type. If I archive them, the quantities mess with the correct inventory. Is there any way to minimize the subitems, while keeping the numbers in those columns correct and correct. Gosh I hope this makes sense! :slight_smile:

Example:

  1. Subitem STOCK created - Make 20 new books - Office Inventory = 20
  2. Subitem Instructor Shipment crated - ship 10 books - deducts 10 from Office Inventory & adds 10 to that Instructors inventory.
  3. After attendance, we populate the attendance column that only 8 showed up, deducts 8 from that instructors inventory.

With above, Office Inventory should have 10 and the Instructor should have 2.

If I archive #1 above, it shows Office Inventory as 0, because it’s not incorporating the archived STOCK amount.

HELP! :slight_smile:

2

Hello @Sta867

This is expected behavior. Archived subitems are not included in formulas, rollups, or mirrors, so once you archive them, your inventory math breaks.

Best options:

  1. Don’t archive. Add a Status like “Closed” and hide it with a filter so it’s not cluttering your view but still counts.

  2. Before archiving, save the current total into a Number column and switch future math to build from that number.

  3. Move old subitems to a separate “History” board so only active ones stay under each book.

Archived items can’t be used in calculations.

Dr. Tanvi Sachar
Monday Certified Partner, Monday Wizard

3

Thank you so much!! This helped tremendously!! ~Stacey

4

Glad it helps you can always get in touch with the team here https://calendly.com/mondaywizard/30min whenever you are stucks in your set ups