Activant Prophet 21. Using Fast Edits on Your Database

Transcription

1 Activant Prophet 21 Using Fast Edits on Your Database

2 This class is designed for Prophet 21 users who are involved with any type of data entry

3 Objectives Identify the fast edits that are available Select and limit data to edit Update large amounts of data Edit inventory cost Edit Item IDs

4 This course will NOT cover Item Maintenance Customer Maintenance Ship To Maintenance Vendor Maintenance Purchase Pricing Sales Pricing Pricing Service

5 Fast Edit Fast edits are tools used to retrieve multiple records from the database so that you can edit the data from within those records as a group rather than individually

6 Example Let s say, due to a change in company procedure, ALL customers will be sent statements once a month

7 Example Use Customer Fast Edit to set all customers to Generate Customer Statements

8 Fast Edits Customer Fast Edit Ship To Fast Edit Vendor Fast Edit Item Fast Edit Sales Pricing Page Fast Edit Purchase Pricing Page Fast Edit

9 Fast Edits Vendor RFQ Fast Edit Disputed Voucher Fast Edit Contact Fast Edit Task Fast Edit Suspense Record Fast Edit

10 Customer Fast Edit All Fast Edits are located under the Maintenance menu in the appropriate modules

11 Query

12 Query

13 Query In some columns, operators can be used: < > <= >=

14 Query To Retrieve results, go to File > Retrieve or click Where Retrieve is not available, click the RMB and choose Apply Query

15 Select Columns for Editing Select Columns for Editing window appears. You can limit the fields that display

16 Select Columns for Editing Look at the Editable checkbox to see if a field can be edited Make sure to not only include fields you want to edit, but also fields for reference

17 Select Columns for Editing Use Up and Down buttons to change the order of the selected columns

18 Fast Edits 1. Change the first record 2. Click the right mouse button, choose Edit and then Copy

19 Fast Edits 3. Click right mouse button, choose Edit and then Select Column

20 Fast Edits 4. Choose Edit, and then Paste

21 Fast Edits 5. Save the record

22 Paste Special Update a specified result set within the retrieved results Good to use when changing lots of small result sets I.E. Zip codes

23 Paste Special 1. Retrieve set of records

24 Paste Special 2. Select Columns for Editing

25 Paste Special 3. Click on a field in the column you want to edit 4. Click right mouse button, choose Edit and then Paste Special

26 Paste Special

27 Columns 5. Enter Criteria

28 Operators

29 Values

30 Verify

31 Paste Expression 6. Enter value to change criteria

32 Paste Special

33 Paste Special 7. Click OK

34 Paste Special 8. Make any other edits 9. Save record

35 Items Item Fast Edit Pricing Service Edit Inventory Cost Edit Item ID

36 Item Fast Edit Item Fast Edit is divided by multiple areas

37 Secondary Suppliers After clicking on the Location tab the Secondary Suppliers tab will become activated

38 Secondary Suppliers Allows you to quickly add additional suppliers to items

39 Secondary Suppliers 1. Enter supplier and division 2. Save the record

40 Secondary Suppliers 3. Select a folder to save the supplier import information

41 Secondary Suppliers 4. Make any changes to the File Management Service if necessary 5. Press [OK]

42 Secondary Suppliers 6. Review the records

43 Secondary Suppliers 7. Click Right Mouse button and choose to Import to Database

44 Secondary Suppliers System will import files

45 Pricing Service Module dedicated to this Supplier provides media with changes Sometimes information is extracted from legacy system Layout is created Items are updated

46 Edit Inventory Cost Inventory Costing Basis can NOT be edited in Item Maintenance

47 Edit Inventory Cost

48 Edit Inventory Cost Edit item s costs individually on the Form View tab

49 Edit Inventory Cost The Cost Variance account is where the cost changes are posted

50 Edit Inventory Cost Edit costs for multiple records by using the Query tab

51 Edit Inventory Cost Edit the costs for retrieved items on the List View tab

52 Edit Item ID Change Item IDs in the Edit Item ID window

53 Edit Item ID Retain item usage history Retain Sales History

54 Edit Item ID Change items individually

55 Edit Item ID Edit multiple Item IDs at once

56 Edit Item ID Change Item IDs on the Item ID Change List View tab

57 Alternate Code Old Item ID is entered as an Alternate Code System will retrieve new Item ID, if old Item ID is entered

58 Sales Pricing Page Fast Edit Order Processing Maintenance Sales Pricing Page Fast Edit

59 Sales Pricing Page Fast Edit

60 Purchase Pricing Page Fast Edit Purchasing Maintenance Purchase Pricing Purchase Pricing Page Fast Edit

61 Summary Familiar with the fast edits that are available Select and limit data to edit Update large amounts of data at once Edit inventory cost Edit Item IDs

62 Published Solutions Solution 5591 How to use the enhanced fast edits in 9.5 and above Solution 4410 How to fast edit change/add/edit the primary supplier/vendor for a range of items Solution 6923 How to copy one column to another in fast edit Solution 7518 How to use paste in fast edit to update an entire column with a new value

63 Published Solutions Solution 7552 How to remove/clear/delete row data in fast edits Solution How to use the RMB filter option in the fast edit windows

64 For More Information Prophet 21 Help Files Visit Activant on the web: View Educational Services course offerings Browse Documentation Search the Solutions database Submit a Support case Professional Services Sales pss@activant.com