Corrections on Records

When using Corrections to Change or Merge records and where there are ADM documents stored against the original record, all related ADM documents are moved to the new record. This occurs on all records that can be corrected, as follows:

Change records	Merge records
Customer	Customer
Sales Analysis	Sales Analysis
Supplier	Supplier
Purchase Analysis	Purchase Analysis
Nominal Account	Nominal Account
Stock record	SOP/POP Price record
Sub Analysis	Project
Serial Number	Cost Centre
SOP/POP Price record	Resource
Project
Cost Centre
Resource

Action: Change Code

To change a record code:

First go to the record in the normal way (e.g. Creditors > Suppliers),
Select Correct from the task ribbon,
Change the Action drop down to Change Code and enter the New Code,
Click OK to save the change. You are prompted to confirm that you want to change the code,
You are advised when the Update is complete. Click OK to close the message,
The record screen automatically refreshes,
All associated ADM documents are moved to the new code.

Action: Merge Code

To merge records:

First go to the record you want merged into another (i.e. the record that will not appear afterwards) in the normal way (e.g. Creditors > Suppliers),
Select Correct from the task ribbon,
Change the Action drop down to Merge Code and enter (or use the search tools to locate and select the code) the Merge Code you want to merge into,
Click OK to merge the records,

The system will check various details to ensure the records can be merged. If not, the system will show a warning message.

You are prompted to confirm that you want to change the code,
You are advised when the Update is complete. Click OK to close the message,
The record screen automatically refreshes,
All associated ADM documents are moved to the new code.

Bulk Update

To perform bulk changes, the data must be imported to the Corrections Module via a text file or the Windows clipboard. In either case the format for importing the records is:

[Old Code]<Tab>[New Code]<Carriage Return>
[Old Code]<Tab>[New Code]<Carriage Return>
[Old Code]<Tab>[New Code]<Carriage Return>
etc

The data must be in exactly this format or it will not import.

To bulk change record codes:

First go to any record in the appropriate module in the normal way (e.g. Creditors > Suppliers),
Select Correct from the task ribbon,
Click Bulk Update: the Bulk Change/Merge Codes window opens. See Import and/or Paste from Clipboard below,
When the routine has completed, the action and comment for each record is refreshed to show if the bulk change was successful or not. All associated ADM documents are moved to the new code,
When you have finished you can Close the window.

Import

Having created and saved a text file with data in the correct format, click Import. This opens an Open File dialog. Locate and select the file you have created and click Open. This will import the records and display them in the window.

Paste from Clipboard

Having copied the correctly formatted data from a source (Excel, Word, Query Analyser etc), click Paste From Clipboard which will import the records and display them in the window.

Review each line to make sure they are all correct and valid. If there is an error with any record, it will be shown in the window. If there are any invalid records, you can either not select them for the bulk change and carry on with just the valid records, or correct them at source then re-import.

To select or de-select individual records to be changed, double-click their check-boxes. To select or de-select all records in the list, click the black square on the column heading.

When you are ready to carry out the bulk change click OK, you will then be prompted to make sure that you do want to change all of the selected codes and that you have a recent valid backup. If you are happy with both of these click Yes to run the routine.

Viewing the Corrections Record Changes

Navigate to Home » [Enquiry] Corrections » Record Changes

You can choose to filter by module and by type of correction (change or merge) and to search for changes made on a specific date or date range and/or by a specific user. When you have selected all relevant filters and entered any search criteria, click Display to view the Corrections changes.

Each change is displayed on a separate row with details such as date/time of change, who made the change, the original code value and the new code value.