Slash time with Batch Processing! If you have numerous inventory IDs that need changing, get the job done fast by importing all your changes in one easy step. Use your favorite text editor to quickly list the old Item ID and new Item ID--then import. All current and Year-To-Date inventory, purchase order and sales invoicing files are automatically updated for you, including posted and un-posted invoices, orders, and quotes, and open and closed purchase orders. You don't have to wait around either--the batch change can take place during off hours.

Instructions for Operators

Make a backup of Inventory before importing any changes.

To use ICB - Change Inventory ID By Batch, select Maintain Inventory Items from the Maintenance programs in Inventory. At the "Item Type" prompt, you will have a new function key available, "F6 -Utility":

+-------------------------------------------------------------------------+
|+=======================================================================+|
||INMAINT1            Maintain Inventory Items        COMPANY ID: SP     ||
||12/28/92          Software Professionals, Inc.      GENERATION #: 12   ||
|+=======================================================================+|
|                                                                         |
|ITEM TYPE (P/S): P                                                       |
|                                                                         |
| F1-Help                  F6 - Utility   F10 - Menu    Shft F10 - Home   |
+-------------------------------------------------------------------------+

Press F6 - Utility, and the following menu will display:

+-------------------------------------------------------------------------+
|+=======================================================================+|
||INMAINT1            Maintain Inventory Items        COMPANY ID: SP     ||
||12/28/92          Software Professionals, Inc.      GENERATION #: 12   ||
|+=======================================================================+|
|                                                                         |
|                 += Item Maintenance Utilities ==+                       |
|                 |  B - Batch Change Item IDs    |                       |
|                 +===============================+                       |
+-------------------------------------------------------------------------+

If you have III - Import Inventory Items or IDT - Copy Items And Departments, you will have additional options on this menu.

After selecting Batch Change Item IDs, you will be prompted for the filename of the import text file. Enter the filename then press F10 to begin the import:

+-------------------------------------------------------------------------+
|+=======================================================================+|
||INMAINT1            Maintain Inventory Items        COMPANY ID: SP     ||
||12/28/92          Software Professionals, Inc.      GENERATION #: 12   ||
|+=======================================================================+|
|Change Inventory Item IDs By Batch                                       |
|                                                                         |
|File to Import:                                                          |
|                                                                         |
|                                       F8 - Abort      F10 - Import      |
+-------------------------------------------------------------------------+

If selected, a control report will print after the batch change is completed. This report shows the status of every line in the text file. If a line is rejected, an explanation of the error will be printed. All items that are changed will print on the control report with a message that item was changed successfully.

+----------------------------------------------------------------------------------------------------------------------------+
|RUN DATE: 01/07/93                           Software Professionals, Inc                                           PAGE  1  |
|RUN TIME:  8:10 AM                                Inventory Control                                                         |
|                                       Maintain Inventory Items Control Report                                              |
|----------------------------------------------------------------------------------------------------------------------------|
|Change Inventory ID By Batch:                                                                                               |
|                                                                                                                            |
|From Item ID: PAPP0800120REF   To Item ID: PAPPFRIDGE120      No item exists by the old ID.  *** ERROR: ID NOT CHANGED ***  |
|From Item ID: PAPP0900120REF   To Item ID: PAPPFRIDGE120      Item ID changed.                                              |
|From Item ID: PAPP0900121REF   To Item ID: PAPPFRIDGE121      Item ID changed.                                              |
|From Item ID: PAPP0900210REF   To Item ID: PAPPFRIDGE120      New Item ID already exists.    *** ERROR: ID NOT CHANGED ***  |
|From Item ID: SAUTAUT00000     To Item ID: SCARCLEANING PKG   Item ID changed.                                              |
|                                                                                                                            |
|End of Change Inventory ID By Batch Control Report                                                                          |
+----------------------------------------------------------------------------------------------------------------------------+

Instructions for Programmers:

The file you must create is a simple text file and conforms to the standard normally called "Delimited" or "Comma Delimited ASCII". This text file must have the following format:

Field	Type	Length	Comment
Current Item ID	AlphaNumeric	   19	Item Type,Dept,Item Number
New Item ID	AlphaNumeric	   19	Item Type,Dept,Item Number

The text file must contain one line for each inventory item. Every line contains two fields, which must be separated by a comma. Each field consists of the Item Type (P or S), followed by the Department, followed by the Item ID. Do NOT put any spaces or commas between the Item Type, Department or Item ID. If the Department or Item ID contain spaces or commas, then the entire field (Item Type, Dept, Item ID) must be enclosed in quotes.

Here is an example of a file that changes the ID of several items:

PAPP0900120REF,PAPPFRIDGE120
PAPP0900121REF,PAPPFRIDGE121
"SAUTAUT00000","SCARCLEANING PKG"

The example will change the ID of product items 0900120REF and 0900121REF in department APP to FRIDGE120 and FRIDGE121 in the same department.

Service item AUT00000 in department AUT is changed to CLEANING PKG in department CAR. Notice that the first two lines do not contain any spaces between the Item Type, Department and Item Number. In the third line, the new Item Number contains embedded spaces in the field, and requires the field to be enclosed in quotes.

When the text file is read in, every line in the file is validated. If a line contains invalid information, the line will be ignored.

ICB - Change Inventory ID By Batch permits you to change the Department and/or Item ID, but not the Item Type. Thus, a service item cannot be changed to a product item, and vice versa.

The amount of time required to change inventory ID's by batch depends on several variables: the number of items in inventory, keeping Year-To-Date detail for inventory, your hardware/software configuration, and whether you are printing a control report to the printer or a disk file (reports sent to disk are faster than reports sent to the printer).

If you are using Sales Invoicing and/or Purchase Order, and are using the Network version of Peachtree, all users must exit from Accounts Receivable, Sales Invoicing, Accounts Payable and Purchase Order before the import will begin.

If you are changing a large quantity of inventory IDs, it is recommended that you start the batch change in the evening and let it run overnight. This will keep your computer free during business hours.