TOOLBOX FUNCTION: TBK-002: Batch Mode Contract Renumber

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Kerry Copeland
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TOOLBOX FUNCTION: TBK-002: Batch Mode Contract Renumber Document Ref: TBK-002 Date: May 23 2005, rev. Jun 24 2008 Document Version: 0.

1 TOOLBOX FUNCTION: TBK-002: Batch Mode Contract Renumber Document Ref: TBK-002 Date: May , rev. Jun Document Version: 0.2 Modules Affected: Earliest available version of COINS: Documentation Updated: Service Management COINS Version 7 (revised for software level 9.7c2.34) This document may contain information that is not incorporated into the documentation, such as procedures and sample reports, so you may want to keep a copy for future use. An archive of CE documents is available on the COINS USA Client Center web site at Construction Industry Solutions Corp 6 Airport Park Blvd. Latham, NY Construction Industry Solutions Corp

2 CONTENTS 1 Background Accessing the Batch Mode Contract Renumber Function Running the Batch Mode Contract Renumber Function Enter Translation Table Import Translation Table Information from Spreadsheet Preparing the File Importing the Spreadsheet Review the Translation Table Entries Renumber the Contracts Sample Contract Renumber Listing Construction Industry Solutions, May , rev. Jun Page 2 of 10

3 1 Background This document describes the Contract Renumber Toolbox program that enables clients to enter the new contract identifier for several contracts and then renumber those contracts all at once (i.e., in batch mode). This Toolbox program is an alternative to the Contract Renumber program on the S/M Special Utility menu, which renumbers one contract at a time. NOTE This Toolbox program changes important information in your COINS database. You must have a current, verified backup before running the program. Contact COINS Support immediately if you suspect that this Toolbox program has not finished. Construction Industry Solutions, May , rev. Jun Page 3 of 10

4 2 Accessing the Batch Mode Contract Renumber Function Follow these steps to access the Batch Mode Contract Renumber Toolbox programs: 1. Select any module from the COINS Master Menu. 2. Select Report Menu from the module menu. 3. Select User-defined Reports from the Report Menu. Figure 1: User-defined Reports prompt User-defined Reports Enter Report Name: tbk002.p Enter tbk002.p at the Enter Report Name prompt. The Licensing Code prompt appears. Figure 2: Licensing Code Enter Licensing Code: XXXX-XXXX-XXXX Enter the authorized license code at the Enter Licensing Code prompt and press [Enter]. The code must be entered in upper and lower case characters, exactly as provided to you when you purchased the Toolbox program. NOTE The licensing code was provided to you when you acquired the Batch Mode Contract Renumber program from COINS. Construction Industry Solutions, May , rev. Jun Page 4 of 10

5 3 Running the Batch Mode Contract Renumber Function After you have entered the licensing code, the Batch Mode Contract Renumber Menu appears, as shown in Figure 3. Included on this menu are the three steps required to renumber G/L accounts. This document describes each of these steps. Figure 3: Batch Mode Contract Renumber Menu 06/24/08 T O O L B O X d6-1/1/ Batch Mode Contract Renumber Menu 1. Enter Translation Table 2. Contract Renumber X. Exit Menu Options Enter Translation Table Use this option to enter the new code for each S/M contract that needs to be given a new number. Contract Renumber Use this option to renumber the S/M contracts based on the information in the Translation Table Construction Industry Solutions, May , rev. Jun Page 5 of 10

6 4 Enter Translation Table When you select the Enter Translation Table option, you are prompted to enter the new codes individually for each contract that needs to be renumbered. (You can also import the data from a spreadsheet. See Import Translation Table Information from Spreadsheet on page 7. To accomplish this, follow the steps outlined below. 1. Access the Renumber G/L Accounts Toolbox program as described above. 2. Select Enter Translation Table from the Batch Mode Contract Renumber Menu. The S/M Contract Translation Table Entry screen appears, as shown in Figure 4. It contains all existing contract series. Scroll through this list by either using the arrow keys, pressing the Page Up/Down keys, or typing the first letters of a particular contract. A contract series that includes multiple renewal records is only listed once. The input screen is designed so that you can quickly update one contract after another. There is no Data Correct prompt upon typing in the New Number value. Instead, the system automatically highlights the next contract in the list. The new contract number (in the New Number column) cannot already exist as a contract number or series. In addition, it cannot be referenced as the New Number for another contract series. Note: The S/M Batch Mode Contract Renumber function does not contain the ability to merge contract series together. Construction Industry Solutions, May , rev. Jun Page 6 of 10

7 Figure 4: S/M Contract Translation Table Entry Screen 06/24/08 S/M Contract Translation Table Entry d6-1/1/02 Current Number Contract Name New Number + P1503 BOULEVARD PRESBYTERIAN CHURCH P1600 P1504 OUR LADY OF MOUNT CARMEL CHURC p1601 P1505 HILLIARD SCHOOLS SUPPORT SERV. P1602 P1506 DATA EXCHANGE CORPORATION P1603 P1508 WESTMINSTER THURBER P1604 P1511 SCHOEDINGER FUNERAL HOME P1516 DUBLIN SCIOTO HIGH SCHOOL P1517 DUBLIN JEROME HIGH SCHOOL P1518 OSU 600 ACKERMAN LIBRARY P1519 KEMBA FINANCIAL CREDIT UNION P1525 KETTERING HOSPITAL + P1526 OSU STEELWOOD ATHLETIC FACILIT Clear Import Print Exit 3. Enter a New Number for as many contracts as needed. 4. Press the "/" key. A strip menu displays with several choices: Clear, Import, Print, and Exit. 5. Select Print to produce a listing of contracts to be renumbered. Enter the Printer and Style for the listing. 6. Press the "/" key again. Choose Exit from the strip menu to return to the Batch Mode Contract Renumber Menu. 4.1 Import Translation Table Information from Spreadsheet For large numbers of contracts, it may be more convenient to import the new contract numbers from a spreadsheet Preparing the File Prepare the spreadsheet in Microsoft Excel or another spreadsheet package. The file should contain only the old contract number and the new number, as listed Table 1: Import File Layout, in that order. Then save the file in CSV (comma-separated value) format (commas must separate the values in the file). This is a Save As option in most spreadsheet applications. Note The file should not contain any header rows (column headings). If the file has header rows, the system displays a message and ignores that row: ** Invalid character in numeric input U. (76). Construction Industry Solutions, May , rev. Jun Page 7 of 10

8 Table 1: Import File Layout Seq # Field Description Data Type Max Length Data Format 1 Old Contract Number Character 8 XXXXXXXX 2 New Contract Number Character 8 XXXXXXXX When the file is complete, place it on the COINS server. If using FTP, be sure to use ASCII mode to transfer the CSV file to the server. If the file is not placed in the COINS propath, make note of the complete path and file name (for example, /home/kimber/contr csv) Importing the Spreadsheet To import the spreadsheet: 1. Select Enter Translation Table from the Batch Mode Contract Renumber Menu. 2. Press the "/" key. A strip menu displays with several choices: Clear, Import, Print and Exit. 3. Select Import. If any entries have already been made to the contract list, the system asks you to clear them first. 4. Enter C to check the data for errors. 5. If there are no errors, enter I to actually import the data and populate the translation table. Figure 5: Import Translation Table from Spreadsheet 06/24/08 S/M Contract Translation Table Entry d6-1/1/02 Import Check or Import (C/I): C Import File Name: test.csv 4.2 Review the Translation Table Entries If you are changing several contract numbers at one time, it is advisable to review the changes before processing them. To do this: 1. Press the slash [/] key while you are still on the Translation Table screen. Construction Industry Solutions, May , rev. Jun Page 8 of 10

9 2. Select Print from the strip menu. 3. Select the printer and enter other print options for the listing. 4. Exit the Equipment Translation Table Entry screen when you finish entering new numbers. You may do this by pressing the [F4] key or by pressing the slash [/] key and selecting Exit from the strip menu. A sample Contract Renumber Listing appears on page Renumber the Contracts Once all the new contract numbers have been entered in the translation table and approved, use the Contract Renumber option on the menu to make the changes within COINS. 1. Select Contract Renumber from the Batch Mode Contract Renumber Menu. 2. A reminder appears about backing up the data before proceeding, as shown in Figure 6. Enter Y at the Continue (Y/N) prompt. 3. The system looks at each record and determines if it references a contract number and whether the contract number is being renumbered. For all files that contain indexes by contract number, the system processes one contract at a time, renumbering all related files. The status of the update displays on the screen throughout the process. 4. When the process is complete, press the [Enter] or [F1] key at the OK prompt. This returns you to the S/M Report Menu. Figure 6: S/M Contract Renumber Screen 06/24/08 S/M - Contract Renumber d6-1/1/02 This procedure renumbers a Contract throughout the entire database. All records including service calls, preventive maintenance scheduling, all costs, billings, file maintenance, and other files will have the contract number changed. This procedure may take considerable time, depending on the detail on file for the referenced contracts. You must have a current, verified data backup before running it. Contact SHAKER Support immediately if you suspect that the program did not finish running. Do you wish to continue? Y Construction Industry Solutions, May , rev. Jun Page 9 of 10

10 5 Sample Contract Renumber Listing RUN DATE 06/24/08 15:26:16 COINS TOOLBOX UTILITY PAGE 1 SAMPLE CONTRACTOR, INC CONTRACT RENUMBER LISTING OLD NEW NUMBER NAME NUMBER P100 ABC MANUFACTURING PLANT P1600 P1426 OSU GRAVES HALL VIVARIUM P1601 P1428 CHERYL & COMPANY P1602 P1429 GROVEPORT COMMUNITY SCHOOL P1603 P1431 POPAJAK CORPORATION P1604 P1433 RICART AUTO P1605 P1434 ABERCROMBIE & FITCH P1606 Construction Industry Solutions, May , rev. Jun Page 10 of 10

NEW TOOLBOX FUNCTION: TBF-004: Import G/L Journal Entries

NEW TOOLBOX FUNCTION: TBF-004: Import G/L Journal Entries NEW TOOLBOX FUNCTION: Document Ref: TBF-004 Date: Oct 31, 2003, rev. Sep 16, 2004; May 2, 2005; Mar 9, 2009 Document Version: 0.4 Modules Affected: Earliest available version of COINS: Documentation Updated: