Activant Prophet 21

Using Fast Edits on Your Database

This class is designed for…

Prophet 21 users who are involved with any type of data entry

Objectives

Identify the fast edits that are available Select and limit data to edit Update large amounts of dataEdit inventory cost Edit Item IDs

This course will NOT cover…

Item MaintenanceCustomer MaintenanceShip To MaintenanceVendor MaintenancePurchase PricingSales Pricing Pricing Service

Fast Edit

Fast edits are tools used to retrieve multiple records from the database so that you can edit the data from within those records as a group rather

than individually

Example

Let’s say, due to a change in company procedure, ALL customers will be sent statements once a month…

Example

Use Customer Fast Edit to set all customersto Generate Customer Statements

Fast Edits

Customer Fast EditShip To Fast EditVendor Fast EditItem Fast EditSales Pricing Page Fast EditPurchase Pricing Page Fast Edit

Fast Edits

Vendor RFQ Fast EditDisputed Voucher Fast EditContact Fast EditTask Fast EditSuspense Record Fast Edit

Customer Fast Edit

All Fast Edits are located under the Maintenance menu in the appropriate modules

Query

Query

Query

In some columns, operators can be used:

< > <= >=

Query

To Retrieve results, go to File > Retrieve or click

Where ‘Retrieve’ is not available, click the RMB and choose “Apply Query”

Select Columns for Editing

Select Columns for Editing window appears.You can limit the fields that display

Select Columns for Editing

Look at the Editable checkbox to see if a field can be editedMake sure to not only include fields you want to edit, but also fields for reference

Select Columns for Editing

Use “Up” and “Down” buttons to change the order of the selected columns

Fast Edits

1. Change the first record

2. Click the right mouse button, choose “Edit” and then Copy”

Fast Edits

3. Click right mouse button, choose “Edit” and then “Select Column”

Fast Edits

4. Choose “Edit”, and then “Paste”

Fast Edits

5. Save the record

Paste Special

Update a specified result set within the retrieved results Good to use when changing lots of small result sets

I.E. Zip codes

Paste Special

1. Retrieve set of records

Paste Special

2. Select Columns for Editing

Paste Special

3. Click on a field in the column you want to edit

4. Click right mouse button, choose “Edit” and then “Paste Special”

Paste Special

Columns

5. Enter Criteria

Operators

Values

Verify

Paste Expression

6. Enter value to change criteria

Paste Special

Paste Special

7. Click OK

Paste Special

8. Make any other edits

9. Save record

Items

Item Fast Edit Pricing Service Edit Inventory Cost Edit Item ID

Item Fast Edit

Item Fast Edit is divided by multiple areas

Secondary Suppliers

After clicking on the Location tab the Secondary Suppliers tab will become activated

Secondary Suppliers

Allows you to quickly add additional suppliers to items

Secondary Suppliers

1. Enter supplier and division

2. Save the record

Secondary Suppliers

3. Select a folder to save the supplier import information

Secondary Suppliers

4. Make any changes to the File Management Service if necessary

5. Press [OK]

Secondary Suppliers

6. Review the records

Secondary Suppliers

7. Click Right Mouse button and choose to Import to Database

Secondary Suppliers

System will import files

Pricing Service

Module dedicated to this Supplier provides media with changes

Sometimes information is extracted from legacy system

Layout is created Items are updated

Edit Inventory Cost

Inventory Costing Basis can NOT be edited in Item Maintenance

Edit Inventory Cost

Edit Inventory Cost

Edit item’s costs individually on the Form View tab

Edit Inventory Cost

The Cost Variance account is where the cost changes are posted

Edit Inventory Cost

Edit costs for multiple records by using the Query tab

Edit Inventory Cost

Edit the costs for retrieved items on the List View tab

Edit Item ID

Change Item IDs in the Edit Item ID window

Edit Item ID

Retain item usage history Retain Sales History

Edit Item ID

Change items individually

Edit Item ID

Edit multiple Item IDs at once

Edit Item ID

Change Item IDs on the Item ID Change List View tab

Alternate Code

Old Item ID is entered as an Alternate Code

System will retrieve new Item ID, if old Item ID is entered

Sales Pricing Page Fast Edit

Order Processing| Maintenance |Sales Pricing Page Fast Edit

Sales Pricing Page Fast Edit

Purchase Pricing Page Fast Edit

Purchasing| Maintenance |Purchase Pricing |Purchase Pricing Page Fast Edit

Summary

Familiar with the fast edits that are availableSelect and limit data to editUpdate large amounts of data at onceEdit inventory costEdit Item IDs

Published Solutions

Solution 5591 – How to use the enhanced fast edits in 9.5 and aboveSolution 4410 – How to fast edit change/add/edit the primary supplier/vendor for a range of itemsSolution 6923 – How to copy one column to another in fast editSolution 7518 – How to use paste in fast edit to update an entire column with a new value

Published Solutions

Solution 7552 – How to remove/clear/delete row data in fast editsSolution 20779 – How to use the RMB ‘filter’ option in the fast edit windows

For More Information…

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