Activant Prophet 21. Using Fast Edits on Your Database
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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
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