Warning: This is a powerful and effective program enabling wholesale changes to the stock file. It should only be used by high priority users after obtaining guidance from someone trained and proficient in its use.
When the stock records are set up, it may be necessary from time to time to make changes to ranges of part numbers or even to the entire stock file.
It is possible to make those changes using the Stock file maintenance option. However, using Stock file maintenance to make the same alterations to large ranges of part numbers would be very labour intensive, i.e. to change the analysis code on all the parts.
The Amend batch of records option allows you to amend a field, or fields, on the stock record or a range of part numbers, or even the entire stock file, very quickly. It is possible to inform the system which fields of information are to be changed and the range of parts to which these changes apply. If certain changes are to be made regularly, it is possible to retain and re-load the format whenever it is required.
Note: Running this option in Display mode will not cause any problems whilst other users are on the system. However, if one of the field selections has a mode of Edit, Uplift or Set, then a temporary file (copy) of the stock file is created, updated and written back as the live stock file. If other users (POS users, for example) are updating the stock file whilst this program is being run, then their updates will be lost!
Warning: If you are unsure of how to proceed with this process, we strongly suggest you take advice from someone trained and proficient in its use. If major changes are to be made, ensure that there are no other users on the system and that you have a current backup of the system before commencing.
From the Rev.8 Master Menu, select the Stock Management option and the Company you require.
The STOCK MANAGEMENT Menu is displayed.
Select the Amend batch of records option and click OK.
The Amend batch of records form is displayed.
Do one of the following:
To load an existing format, select the format that you want to open from the list box
Tip: Alternatively, click the 
button to search for a format.
To create a format, complete the following tabs, and click the 
button:
To run the format do one of the following:
To view or edit the results before updating the stock records, click the 
button.
Tip: Alternatively, select the Run format option from the Run options menu.
The Results form is displayed. See step 5.
To automatically update the fields on the stock records, without viewing or editing the results, select the Run format (autoupdate) option.
If you selected Edit mode, amend the specified fields as required.
When you are ready to update the records on the stock file, click the Update records button.
The Amend Batch of Records form is displayed when you select the Amend batch of records option from the STOCK MANAGEMENT menu. From this form you can automatically update a range of part numbers on the stock file.
Open: Allows you to search for and load a format.
Save: Allows you to save or discard changes to a format, and change the format ownership.
Delete: Allows you to delete a format.
Clear: Clears the form. If you have made any changes to a currently loaded format, you are given the opportunity to save or discard them, or to change the format ownership.
Exit: Returns you to the STOCK MANAGEMENT menu. If you have made any changes to the format, you are given the opportunity to save or discard them, or to change the format ownership.
Run format: Runs the loaded format and displays the results.
Run format (auto update): Runs the loaded format and automatically updates the specified fields on the stock records.
User only: Displays formats previously saved by the user currently logged on.
Displays help on the current application using the default browser.
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From the Field selection tab you can tell the system what mode of action is required, and which fields on the stock record are to be affected.
Field: The field name. An example of the fields that may be selected are Part number (PARTNO), Description (DESC), Product Group (GROUP), Bin Location (BIN), Supplier (SUPPLIER), etc.
Tip: Position the cursor in the field, and select a valid record from the drop-down menu
or use the arrow keys to move up and down the list.
Occ: An occurs field. If the field appears more than once, you are given the option to select which occurrence of the field is to be updated, i.e. the field of Bin Location (BIN) occurs nine times on the stock record, so it is necessary to specify which bin location is to change. If the field only occurs once, the Occ prompt is skipped.
Mode: The mode of action. There are four modes:
D: Display: Any field set to Display is displayed on the Results form when the update is run but cannot be amended. Thus, if the bin location of the parts were to be amended, it would be important to Display the part number being changed but not allow the user to amend the part number. This is the default mode.
E: Edit. Edit mode tells the system that this is a field which is to be changed individually for each stock record. Using the Edit mode, with limited information on the Results form and the stock record automatically selected, the amendment operation can be much quicker than changing data within Stock file maintenance. This is only true if the same fields need to be changed on a range of consecutive part numbers. If a variety of changes need to be made to random part numbers, it is only practical to use the Stock file maintenance program.
S: Set. Set mode tells the system that the new values for this field are to be automatically applied across ALL records selected by the system, as directed by the user.
U: Uplift: Certain fields allow an extra updating mode. This is the Uplift mode.
%age: When the Uplift mode is chosen, the system also prompts for a percentage of uplift.
Value: When the Set mode is chosen, the system asks for the value to be applied.
It is possible to select a range of stock records by packed part number, part number, supplier or Perpetual Inventory Classification. In order to do this, you must select the required search path from one of the following:
Note: The default path is 0. If you select any other path, you can also specify a Start and End key on the Keys tab.
It is possible to specify inclusion/exclusion rules which will narrow the range of parts selected even further. In order to do this, you must complete the Criteria tab.
For example, by completing the tab in the following way, you are effectively asking the system to only update parts whose description (occurrence 1) contain the letters OIL. Thus Oil, Oil Filters, and Coils would all be selected.
Field
Occ
Op
Value
Link
DESC
1
CO
OIL
Tip: To complete a field, position the cursor in the field, and select a valid record from the drop-down menu or use the arrow keys to move up and down the list.
It is also useful to determine selection criteria if the parts in one specific re-order category are to be updated. In this case, the Field would be REORDER, the OP would be EQ (equal to) and the Value would be the letter of the required category.
If you select a path other than 0 (zero), you can also enter a Start key and an End key on this tab relevant to the chosen search path. For example, if a path of SUPPLIER was chosen, you would enter a start and end Supplier Code. It is very important to enter the range correctly if the system is to automatically update fields.
Key Selection: The key path.
- Path 1: PPARTNO
- Path 2: PARTNO
- Path 3: SUPPLIER or PPARTNO
- Path 4: CLASS, LASTPPI, CHECKBIT or PARTNO
Start key: Enter the Start key. In most cases this will be the first part number in the range.
End key: Enter the End key. In most cases this will be the last part number in the range.
Note: Leaving the Start and End key fields empty means that the entire file is selected. If all parts in a specific franchise must be scanned, enter the franchise code required as the Start and End keys.
