PeachPro sets you free
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PeachPro sets you free
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| ICK Enhanced Inventory Lookups |
Increase sales and purchasing power by having your inventory at your fingertips! Find any item you're looking for faster than ever before by creating your own Lookup By...enhancements. Create up to 9 customized lookups to find items by any alphanumeric field in inventory including Description, Extended Descriptions Line 1, 2, 3 or 4, Location, Vendor Id or Item Number, Product Code and more. Plus, you can combine fields so multiple fields will be searched at one time. Great for finding a stock number that might be the item number, vendor item# or description!
To use ICK - Enhanced Inventory Lookups, you must also own enhancement IEL - Expanded Inventory Lookups. After installing both enhancements, create custom lookups by following these three steps:
1. Select the fields you want to use to look up your inventory items using Set Lookup Key Formats.
2. Create special auxiliary files using Rebuild Keys.
3. Select the fields to be displayed in each lookup box using Set Lookup Display Formats.
After following these three steps, your new enhanced lookups will work at any Department or Department/Item Number field in Inventory, Sales Invoicing and Purchase Order.
To select the fields you want to use to look up your inventory items, select Maintain Inventory Options from the Maintenance programs for Inventory, then select Set Lookup Options:
+--------------------------------------------------------------------+ |+==================================================================+| ||INMAINT2 Maintain Inventory Options COMPANY ID: SP || ||10/21/92 Software Professionals Inc. GENERATION #: 62 || |+==================================================================+| | +=========== Program Options ===========+ | | | O - Set Module Options | | | | P - Set Printer Assignments | | | | L - Set Lookup Options | | | +=======================================+ | +--------------------------------------------------------------------+
After selecting Set Lookup Options, the following screen will display:
+========= Lookup Options ==========+ | K - Set Lookup Key Format | | R - Rebuild Keys | | D - Set Lookup Display Format | +===================================+
Select Set Lookup Key Format from the menu and a prompt will appear for Key Code. Press F2 Lookup and you will see a list of available Key Codes.
To look up items for fields other than Department or Department/Item Number, Key Codes must be set up to point to the field you want to use to look up inventory items. Some Key Codes have already been created and are available with the purchase of additional enhancements. If you have any of the pre-defined lookup enhancements, you may select one of these key codes to view how it has been set up, but it cannot be modified. The pre-defined lookups are ILD - Lookup by Description, ILI - Lookup by Vendor Item#, ILN - Lookup by Item Number, and ILV - Lookup by Vendor. You may select one of these key codes to view how it has been setup, but it cannot be modified.
To create a custom lookup, you must select a numeric Key Code (1 thru 9) and specify the field to be used to look up items. After selecting a Key Code, you would see a screen similar to the following:
+--------------------------------------------------------------------------+ |+========================================================================+| ||INMAINT2 Maintain Inventory Options COMPANY ID: SP || ||12/28/92 Software Professionals, Inc. GENERATION #: 00 || |+========================================================================+| |Key Code........: 1 | |Sort Group......: 1 Maximum Width: 40 | |Force Upper Case: N Current Width: 0 | | Available....: 40 | | Field Start Width | | | | | | | | Accept (Y/N) N | |F1-Help F2-Lookup F5-Ins Line F6-Del Line F10-Done | +--------------------------------------------------------------------------+
When setting up a custom key code, you would normally leave Sort Group at the same value as the Key Code. (For information on combining fields to search multiple fields at one time, see Advanced Topics: Multiple Key Codes For One Sort Group discussed later in this document.)
Set Force Upper Case to Y, to force all items starting with the same letters to be sorted together, regardless of whether they are upper or lower case. This is helpful when using fields such as description or extended description that has a combination of lower and upper case letters.
In the Field column, enter the code for the field you want to use to look up your inventory items. You can press F2-Lookup to see a list of available fields. If you want to look up your inventory items by Extended Description Line 1, enter E1. If you want to lookup up by Location, enter LO. After selecting the field to look up by, the Start and Width columns will be set to default values. Normally, these fields would not be changed. (For information on using Partial Fields for searching, see Advanced Topics: Using Partial Fields For Key Codes.)
Press F10 Done and you have now completed Step 1 for creating a custom lookup enhancement. If you want to have additional fields to look up items by, select another Key Code and choose the field to look up by. After you have setup all your desired Key Codes, you are ready for Step 2, Rebuild Keys.
After you define your Key Codes, special auxiliary files must be created before they can be used by a lookup box. To create this file, select Rebuild Keys from the Set Lookup Options menu in the Maintain Inventory Options program for Inventory:
+--------------------------------------------------------------------+ |+==================================================================+| ||INMAINT2 Maintain Inventory Options COMPANY ID: SP || ||10/21/92 Software Professionals Inc. GENERATION #: 62 || |+==================================================================+| | | | +========= Lookup Options ==========+ | | | K - Set Lookup Key Formats | | | | R - Rebuild Keys | | | | D - Set Lookup Display Formats | | | +===================================+ | +--------------------------------------------------------------------+
Rebuild Keys must be run after creating or changing Set Lookup Key Formats and when you first install any pre-defined enhanced lookups. The amount of time required for this process varies depending on the size of your inventory files and your hardware/software configuration.
After creating Key Codes that define how items are looked up, and running Rebuild Keys to create auxiliary files, you need to select the fields to be displayed in each lookup box. Lookup Display Formats can be changed several times and does not require you to Rebuild Keys after each modification.
After you initially setup your lookup display formats, you can quickly and easily modify them to get the lookups you desire.
To select which fields are to be displayed in each lookup box, select Set Lookup Display Formats from the Set Lookup Options Menu in the Maintain Inventory Options program for Inventory.
Set Lookup Display Formats will prompt you for a Lookup Code. Press F2 Lookup for a list of available Lookup Codes. Some Lookup Codes have already been set up to display certain fields in the lookup box. All the Lookup Codes may be modified except for Lookup Code P, which is the default lookup provided by Peachtree and displays Department, Item Number and Description.
If you selected User Defined Lookup 1, the following screen would display:
+------------------------------------------------------------------------+ |+======================================================================+| ||INMAINT2 Maintain Inventory Options COMPANY ID: SP || ||12/29/92 Software Professionals, Inc. GENERATION #: 12 || |+======================================================================+| | Lookup Code.....: 1 | | Menu Hot Key....: 1 Maximum Width: 75 | | Menu Description: User Defined Lookup 1 Current Width: 0 | | Menu Sequence...: 10 Available....: 75 | | Sort Group......: 1 | | | | Field Start Width Decimal Places Title | | | | | | Accept (Y/N) Y F8 - Undo | +------------------------------------------------------------------------+
Change the Menu Hot Key and Menu Description to the character and title you want to appear on the menu when selecting how to lookup items. The description should describe what fields items will be looked up by, or it could relay to the user what fields will be shown. This option can be modified later if desired.
Menu Sequence is used to prioritize your lookup options. When you press F2 Lookup for an item, and more than one lookup display is available, you will get a menu listing the different lookups available. If you want this lookup display to be the first choice on the menu, set the menu sequence to 1. If you want this to be second, set it to 2. If you do not want a lookup display to appear on the menu, set the menu sequence to 0.
For Sort Group, enter the Sort Group number for the fields you want to look up items by. Normally, you should setup Lookup 1 with Sort Group 1. The same Sort Group can be used for more than one lookup display.
In the Field column, enter the code for the fields you want to see in the lookup box. The order that the fields are entered is the order that will be displayed in the lookup box. You can press F2 lookup to select from over 60 available fields to display. The first field is usually the same as the Key Code field you selected for the Sort Group entered above.
Normally, the Start, Width and Decimal Place columns will be left at the default value. However, you are limited to 75 characters for total width of the display box, so you may choose to modify how much of a field is displayed, or change the width of numeric fields if your numbers are less than the maximum allowed by Peachtree. For numeric fields, the Width value includes the total number of spaces for this field, including the number of places to the left of the decimal, the decimal point and the number of places to the right of the decimal. If the Width or Decimal Places is changed, and a value in inventory is larger than can be displayed, asterisks will appear in the F2 Lookup box.
The upper right corner of the screen will show you the Maximum Width, Current Width of selected fields and spaces still available. If you select fields that exceed the maximum width, you will not be allowed to save your format until the Current Width is changed.
For more details on each option for setting up Lookup Display Formats, see documentation for IEL -Expanded Inventory Lookups.
If the contents of the Key Code field is the same for several items, you may want to enter a second field to perform a secondary sort. For example, if you had a look up by Item Number, you could enter a second field for Vendor, then if several items had the same Item Number, the items would then be sorted by vendor. If a second field is not setup, and more than one item had the same contents for a field, the items will appear in the order found in inventory.
If you want to look up items by the third or fourth starting character of a field, or look only at the last 2 or 3 characters in a field, you can setup partial fields for Key Codes to look up items by that specific part of the field. By changing the start location from 001, this will cause the first characters of the field to be ignored when searching for an item. Decreasing the width will limit the number of characters used to find an item. By modifying the start and width appropriately you can use part of a field as a key segment. You can use this to make room for additional sort levels or to look up items based on fields in your inventory which you designate for special purposes. For example, if you used the first (or last) 10 digits of your extended description line 2 for storing alternate item numbers, you could create a key code that will look up items by that number and ignore the rest of the field for lookup purposes.
Occasionally, you may need to find an item in inventory, but you do not know which field it is stored in. You could do 2 or 3 different lookups to find the item, but this would be time consuming. Now you can combine lookups to find items by searching multiple fields at one time. This is done by assigning multiple Key Codes to the same Sort Group, then using that Sort Group for a lookup display format.
When Rebuilding Keys, each Key Code creates a special pointer to each record in inventory, based on the fields for that Key Code. When more than one Key Code is assigned the same Sort Group, you create multiple pointers to the same record in inventory, one pointer to the record for each Key Code.
These pointers are then sorted so that, for instance, fields with Item Numbers similar to Vendor Item Numbers are sorted together. Since two pointers exist for each record, an item will show up in the lookup box once for each Key Code in that Sort Group.
For example, Key Code 1 may be defined as Item Number and set up as Sort Group "1". Key Code 2 may be defined as Vendor Item Number and also set up as Sort Group "1". Any lookup display format which uses Sort Group "1" will find the item entered, whether it is in the Item Number or Vendor Item Number.
1) Verify that enhancements are active using PeachPro Manager. Refer to the PeachPro Manual for more information on this program.
2) Check to see if Maintain Lookup Options is available from the Maintain Lookup Options menu. If it is not and any of the enhancements is active then reinstall the Inventory, Sales Invoicing, and Purchase Order modules.
3) Try running Rebuild Keys. If the lookups are still not available, contact technical support.
Go into Maintain Lookup Display Format. Make sure that the menu sequence of the lookup is not zero. If it is zero, change it. There is no need to Rebuild Keys.
This is probably due to adding items on the fly from the Sales Invoicing or Purchase Order modules without a PeachPro enhanced program. Rebuild Keys will update the lookups so that all items are displayed, but you should also make sure that Enhanced Sales Invoicing and Purchase Order have been installed. To do this, go into Sales Invoicing Enter Invoices/Orders/Quotes and into Purchase Order Enter/Change PO's and check that there is a number in the upper left hand corner of the screen after the word SIPROC1 and POPROC1. If there is not a number (i.e. E38) then reinstall the appropriate modules from the PeachPro disks, then run Rebuild Keys.
The order of the items in a lookup is determined by the field in the key with the corresponding sort group. Make sure that the first field in the Set Lookup Key Format is the same as the first field in the Set Lookup Display Format.
The same item appears more than once in the same lookup box In some cases, you may want to have one item appear more than once in the lookup box. For example, you may want to lookup an item by a description, but are not sure if it is the Item Description or the Extended Description. You can purposely have more than one Key Code defined for a Sort Group, then use that Sort Group in a Lookup Display.
If you do not want the same inventory item to appear more than once in each lookup box, then determine which lookup has duplicate items. Using Set Lookup Display Options, determine the Sort Group number for the lookup, then use Set Lookup Key Options to determine which Key Codes belong to that Sort Group. If you want each item to appear only once in each lookup, then each Key Code must have a unique Sort Group number. After changing the Sort Group number for the Key Codes, you will be required to Rebuild Keys before the change will be in affect.
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