Data Change Utilities and Procedures

Deleting Parts From Inventory

It is not recommended that parts be deleted from inventory.  The  sales history should be retained, at least through the year.  Stocking parts do not occupy much space on the system, and their  removal will not clear a significant amount of new space.  If it is desired to remove parts, select the Delete option from the Inventory Editor buttons when the specific item is highlighted.

Changing Location Codes By Group

Reorganization of shelf space is a hard task, and would be even more  complex if every part that was moved had to have the location code  changed manually.  However, most moves involve blocks of items,  usually a whole shelf, or section.  The Location Utility assists with  changing codes quickly.  If all of the parts in location L-1-5 were  moved to V-2-4, their 'address' could be changed with one swift  operation.  When the option is selected, the system will ask for the original  location code, and the new code.  Simply type in both values; the old  as it currently exists, and the new as it shall exist, and the system  will automatically make the changes.  There is no further operator  intervention required.  This utility will be particularly helpful when new shelves are added,  or a 'better layout plan' is developed.

Zero P/O's Utility

When selecting this  option, open Purchase Orders will be displayed.  If one is selected  to close, all remaining parts will be zeroed (removed from backorder status), and the system will clear the purchase order from active  status.

Changing Vendors

There are times when a vendor will no longer be a source for  products, but the line may be supplied by an alternate source.  You  may change the vendor code quite quickly, wherever it occurs, by  using this utility.  When the option has been selected, the system will ask for an old value, and a new vendor.  Remember to use the Accounts Payable number  assigned by the system.  This will be a number, preceded by a P.  You may wish to delete a vendor, but replace it with nothing.  In  such cases, it would be best to enter a holding account number that  doesn't really exist, ie P9999.  This could then be recalled at a  later time to assign to a new vendor, should that be appropriate.  Otherwise, changes can be made manually by calling up the parts and modifying the code individually.

Yearly Closing

The Year End Closing (Close) is simple, and quick.  Once this option  is selected, the system will ask the operator to type the word CLOSE  in the box provided.  It will then move all the history from one year  ago to the two year's ago field, and the current year to date total  to the history for last year.  Finally, the year to date field will  be reset to 0.00, and will start the tally process anew.  This process does not affect accounting, nor does it post any  information to the ledgers.  It simply resets counters to new values.