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SAGE ACCPAC

Sage Accpac Options™

Customer Number Change for Sage Accpac ERP User Guide

©2008 Sage Software, Inc. All rights reserved. Sage Software, Sage Software logos, and all Sage Accpac product and service names are registered trademarks or trademarks of Sage Software, Inc., or its affiliated entities. All other trademarks are the property of their respective owners. Sage Software, Inc. Publisher No part of this documentation may be copied, photocopied, reproduced, translated, microfilmed, or otherwise duplicated on any medium without written consent of Sage Software, Inc. Use of the software programs described herein and this documentation is subject to the Sage Software License Agreement enclosed in the software package.

Contents

Chapter 1: Introduction

What is Customer Number Change for Sage Accpac? ..................................... 1–1 Customer Number Change Key Features .................................................. 1–1 How to Use this Manual.................................................................... 1–2

Chapter 2: Installation

System Requirements ..................................................................... 2–1 Installing Customer Number Change ...................................................... 2–1

Readme File............................................................................ 2–2 Activate Customer Number Change ....................................................... 2–3

Chapter 3: Tutorial Starting the Program ...................................................................... 3–1 The Change List Window .................................................................. 3–2

Other features on the Change List Window ............................................ 3–3 Change List Entries ........................................................................ 3–3 Single Change Entry Options .............................................................. 3–3

The Action Box Options ................................................................ 3–4 Multiple Change Options................................................................... 3–7

Change By Example.................................................................... 3–7 About Importing Changes............................................................. 3–10 Editing Changes....................................................................... 3–11 Deleting Changes ..................................................................... 3–12 Saving Changes....................................................................... 3–12 Printing the Change List .............................................................. 3–13

Posting Changes .......................................................................... 3–14 Making Backups....................................................................... 3–14 Posting Changes ...................................................................... 3–15

The Message Log ......................................................................... 3–17 About Warning Log Messages......................................................... 3–18 About Viewing, Printing, and Purging Message Logs.................................. 3–19

Customer Number Change iii

Appendix A: Customer Number Data Format

Data Format................................................................................A–1

Appendix B: Error Messages

Error Log Messages ........................................................................B–1

Index

iv Sage Accpac Options

Chapter 1 Introduction

Welcome to Customer Number Change for Sage Accpac ERP. This manual is designed to help you get the most out of the product.

In this chapter, we’ll cover the following information:

What is Customer Number Change for Sage Accpac?

• Customer Number Change key features

• How to use this manual

What is Customer Number Change for Sage Accpac? Customer Number Change for Sage Accpac is a software product that allows you to change Accounts Receivable customer numbers quickly and easily. Just add the new customer number into the displayed customer number list.

Once all of your changes have been entered and edited, simply post them — all of the records in your Sage Accpac ERP data are automatically converted. See Appendix A for a list of compatible modules. After your changes have been posted, print the audit log for a list of the changes made.

Customer Number Change Key Features • Change customer numbers quickly. All information, including customer

balances, history, and transactions will be associated with the new Number.

• Print a list of changes before they are posted. After posting, an audit log of all changes is provided.

• Change customer numbers in Accounts Receivable, Inventory Control, Purchase Orders, Tax Services, and Bank Services.

• Copy and combine change options to quickly create new customers based on existing accounts or combine several current customers into a single account.

Customer Number Change 1–1

How to Use this Manual

• Use Import features to import multiple changes, copies, and combines from one external file.

• Employ the Change By Example feature to make multiple changes from one example entry.

• Use Toolbar buttons to gain easy access to multiple change features.

• Purge Message Logs as part of the printing process.

• Change customer numbers within Sales Analysis for Sage Accpac ERP and Contact Master Pro.

• Support single segment customer numbers that are shorter than the complete segment length, and display long numbers in the Change Window Item number field.

How to Use this Manual This guide contains information about installing and setting Customer Number Change for Sage Accpac ERP, as well as comprehensive information about using Customer Number Change. It contains the following chapters and appendixes:

Chapter 2, Installing Customer Number Change, tells you how to install Customer Number Change, add security groups, and prepare to change your customer numbers.

Chapter 3, Using Customer Number Change, guides you through starting and using the program.

Appendix A, Customer Number Change Data Format, lists the formats that must be used in various programs for importing.

Appendix B, Error Messages, lists the errors that can occur in Customer Number Change, with explanations of how to proceed.

The Index contains an alphabetical listing of topics in this manual, with corresponding page-number references.

1–2 Sage Accpac Options

Chapter 2 Installation

System Requirements ..................................................................... 2–1 Installing Customer Number Change ...................................................... 2–1

Readme File............................................................................ 2–2 You Must Activate Customer Number Change After Installing............................. 2–3

Customer Number Change 2–i

Chapter 2 Installation

This chapter explains how to install Sage Accpac Options Customer Number Change on your computer.

System Requirements You require 3Mb (megabytes) of free space on your hard disk drive to install Customer Number Change. However, to run the program you will require further free space at least equal to the space occupied by the database you are modifying.

Installing Customer Number Change This section gives instructions for installing Customer Number Change.

1. Start Windows.

2. Insert the Sage Accpac Customer Number Change DVD in your DVD drive.

Or, if you are installing from a downloaded zip file, unzip the installation file, and run Setup.exe.

If the Installation screen does not appear, go to the DVD drive’s root directory (for example, d:\) and run INSTALL.EXE.

3. Click Next to continue.


Installing Customer Number Change

To cancel installation at any time, click the Cancel button.

4. Read the compatibility warning:

You must be running compatible versions of Customer Number Change and Sage Accpac ERP products (such as General Ledger, Accounts Receivable, and Order Entry).

Note: Customer Number Change works only with version 5.5 of Sage Accpac ERP products.

Readme File

When installation is complete, you will be offered an opportunity to read the Readme file. If you want to view the file, press the Yes button.

Readme file is important

The Readme file contains information not included in the manual, or information that has changed since the manual was completed. We suggest you print the file and follow any relevant suggested steps.

If you don’t want to view the Readme file now, press the No button to leave the installation program.


Activate Customer Number Change

Activate Customer Number Change

Once you activate Customer Number Change, it appears on the Sage Accpac Desktop in the folder for the Accounts Receivable module, as shown below.


Chapter 3 Tutorial

Starting the Program ...................................................................... 3–1 The Change List Window .................................................................. 3–2

Other features on the Change List Window ............................................ 3–3 The Toolbar Buttons................................................................ 3–3

Change List Entries ........................................................................ 3–3 Single Change Entry Options .............................................................. 3–3

The Action Box Options ................................................................ 3–4 Using the Change Option........................................................... 3–4 Using the Combine Option ......................................................... 3–5 Using the Copy Option ............................................................. 3–6

Multiple Change Options................................................................... 3–7 Change By Example.................................................................... 3–7

Using Wildcards (Shift+Spacebar) ................................................. 3–8 Change By Example Error Checking................................................ 3–9

About Importing Changes............................................................. 3–10 Preparing Files for Import ......................................................... 3–10

Editing Changes....................................................................... 3–11 Deleting Changes ..................................................................... 3–12 Saving Changes....................................................................... 3–12 Printing the Change List .............................................................. 3–13

The Print Preview Window ........................................................ 3–13 Using the Print Preview Icons ..................................................... 3–13

Posting Changes .......................................................................... 3–14 Making Backups....................................................................... 3–14 Posting Changes ...................................................................... 3–15

Canceling a Posting ............................................................... 3–15 Handling Errors During Posting ................................................... 3–16

The Message Log ......................................................................... 3–17 About Warning Log Messages......................................................... 3–18 About Viewing, Printing, and Purging Message Logs.................................. 3–19

Viewing any Message Log ......................................................... 3–19 About Printing / Purging Any Message Log........................................ 3–19

Customer Number Change 3–i

Chapter 3 Tutorial

In this chapter, we’ll show you how to use Customer Number Change using some practical examples. Along the way, we’ll examine the following topics:

• Starting the Program

• The Change List window

• Change List Entries

• Single Change Entry options

• Editing Changes

• Deleting Changes

• Saving Changes

• Printing the Change List

• Multiple Change options

• Change by Example

• Importing Changes

• Posting Changes

• The Message Log

• Viewing, Printing and Purging Message Logs

Starting the Program

Start the program by double-clicking the Customer Number Change icon in the Accounts Receivable program folder.


The Change List Window

The following Change List window appears:

Customer Number Change Window. All customer number changes are made from this window.

The Change List Window Customer Number Change makes only the changes that you explicitly define here in the Change List window. Each Change List entry is treated as a separate change task. These entries can be created, edited, deleted, and imported until you are ready to carry them out. An additional function, Change by Example, allows you to create multiple changes from a single Change List entry.

The basic functions for editing an individual change are located to the right of the window, namely:

Function Description

New To add a new Change List entry, from the Change List window press the Insert key, or click the New button. The New window is displayed allowing you to create a new entry.

Modify To modify a Change List entry, highlight the entry then click the Modify button. You will not be allowed to edit the entry’s original change option (change, combine, or copy) but you will be allowed to edit the customer number, Short Name, and Customer Name fields. To make any further alterations, delete the entry and start over.

Delete To delete a Change List entry, from the Change List window press the Delete key or click the Delete button. A dialog box is displayed asking you to confirm your decision.

After you have completed your change list, choose the Post option to make the changes to your data.


Change List Entries

Other features on the Change List Window

• The Action box contains all the basic Change options for creating single Change List entries.

• Toolbar buttons allow you quick access to commands for creating, importing, deleting, and saving multiple Change List entries.

The Toolbar Buttons

The following Toolbar buttons are located in the upper-left corner of the Change List window:

Save Saves the Change List at any time. Alternatively, you

can choose Save from the File Menu.

Import Files

Opens the Import window. See the “About Importing Changes” section for more information.

Clear List Deletes all entries from the Change List. You will be

asked to confirm deletion before proceeding.

Change By Example

Opens the Change By Example window for entering multiple changes in one easy step.

Message Log

Opens the Message Log window. See “The Message Log” for more information.

Change List Entries There are three ways of creating entries for the Change List for Customer Number Change:

• Adding entries to the Change List individually.

• Using the Change By Example feature to create multiple entries.

• Importing changes from external files.

Let’s look at single Change List entry options.

Single Change Entry Options You add individual change entries to the Change List using the New button. Changes must be entered individually:

• If you are changing customer numbers that are not in a range.

• If you want to change the Short and Customer Name.


Single Change Entry Options

• If you want to Combine customer numbers.

• Or, if you want to Copy customer numbers.

To add a new entry to the Change List:

From the Change List window, press the Insert key or click the New button. The New window is displayed.

The Action Box Options

On the New window, the Action Box offers three different change options Change, Combine, and Copy. These actions are intended for creating single Change List entries.

Using the Change Option

Change replaces the old customer number with a new customer number in your Sage Accpac data files. See Appendix A for a list of compatible Sage Accpac modules. The old customer number is removed from the Sage Accpac system.

To complete an entry for a Change:

1. In the Action box, click Change if it is not already selected.

2. In the Change or source box, choose the customer number to change.

To select a customer number:

• Type the original customer number in the Customer Number field

Or

• Use the Up or Down Arrow keys to activate and browse through the customer numbers list

Or

• Click the List Button then select the customer number.

Once the customer number has been chosen, the corresponding Short and customer number Names are displayed in the appropriate fields.

3. In the To box, enter the new customer number.

4. Also in the To box, change the displayed Short Name or Customer Name fields if required.



The following is an example of a Change:

Customer Number New window showing a completed Change option

5. Click the OK button to add this entry to the Change List. Click Cancel to discard the current change entry.

Using the Combine Option

The Combine option allows two or more customers to be combined into a single target customer. The target must be an existing customer. Accounts cannot be created during the Combine process. All of the source customer’s data records, including account balances, history, and transactions will be merged into the existing or target customer’s account. The source customer number is then permanently removed from the Sage Accpac system.

Unlike Change and Copy, Combine can be used several times within the same Change List to modify a single target customer number. This means you can have multiple Combine entries, each with different source customers, all targeting a single destination customer in one Change List. Such a target customer cannot be the source customer of any other change action within the same Change List without producing an error.

To complete a change entry for a Combine:

1. In the Action box of the New window, choose Combine.

2. In the Combine box, choose the original customer number to combine into the final or target customer number. This can be done by typing in the customer number, moving through the list of customer numbers using the Up or Down Arrow keys, or clicking on the List Button and selecting the customer number. Once the customer number has been chosen, the corresponding Short Name and Customer Name are displayed in the appropriate fields.

3. In the Into box, type the target customer number that will contain the combined information.



4. Also, within the Into box the displayed Short Name and Customer Name can be edited if so required.

The following is an example of Combining customer numbers:

5. Once you are satisfied with the information, click the OK button to add this entry to the Change List. Click Cancel to discard the current change entry.

Using the Copy Option

The Copy option allows you to quickly establish a new customer based on an existing account. Basic information from an existing customer’s account master file is copied into a new account. The original account is left unchanged and no customer activity or history information is copied.

To complete an entry for a Copy:

1. In the Action box of the New window, choose Copy.

2. In the Copy box, choose the original customer number that you wish to copy. You can do this by typing in the customer number, moving through the list of customer numbers using the Up or Down Arrow keys, or clicking on the List Button and selecting the customer number.

3. In the To box, enter the new customer number.

4. Change the Short Name and Customer Name if required.


Multiple Change Options

The following is an example of a Copy:

Customer Number New Change dialog box showing the Copy option

5. Once you are satisfied with the information, click the OK button to add this entry to the Change List. Click Cancel to discard the current copy entry.

Multiple Change Options The Toolbar Buttons offers quick access to two new multiple change options: Change By Example and Importing Changes. Let’s look at each of these options.

Change By Example

The Change By Example feature lets you create a series of Change List entries through a basic pattern matching function. Before adding changes to the Change List, the Change By Example dialog box searches the Sage Accpac ERP database for any customer numbers meeting the Change field criteria. It then displays those customer numbers changed by the To field criteria in the Matches scrolling field. You can then review these suggested changes, and if they are acceptable, press the Done button to add them to the current Change List.



Using Wildcards (Shift+Spacebar)

Wildcard characters in Change by Example let you to isolate one or more characters or numbers for matching and/or changing, as in the following example.

Change field To field Matching field

A¤¤8¤¤ C¤¤5¤¤ Change A12834 to C12534 Change AAA888 to CAA588

In this example, in the Change field, only a customer number starting with an ‘A’ and whose fourth character is an ‘8’ will be selected for change. Within the ‘To’ field, the unidentified characters/numbers represented by wildcard symbols will remain unchanged.

Press Shift plus the Spacebar to enter a wildcard symbol ( ¤ ).

Changes depend on the specific position of the character/digit within the customer number. Therefore, according to our example, only an ‘A’ that is the first character in the customer number will be changed. In the Matching field, the resulting changes show that only a specific ‘A’ is replaced with a ‘C’ and only a specific ‘8’ is replaced with a ‘5’.

To use Change by Example:

1. Click the Change by Example button on the Toolbar or choose Change

By Example from the Edit menu.

2. Type the Change value inserting a wildcard symbol to match any unspecified character/number. Matching is based only on specified characters/numbers and their position within the customer number.

3. Press Tab and within the To box type the ‘To’ value, using a wildcard symbol to represent any character/number to remain unchanged. Only specified characters/numbers will be changed according to their position with the customer number.

4. Click the Match button. A list of matches appears in the Matches box.



In the example below, all customer numbers beginning with ‘1’ are being changed to begin with ‘2’:

Change By Example dialog box showing thirteen (13) matches

The example shows 13 matches were found, two were rejected and 11 entries can be added to the Change List. For more information on rejected entries, see the next section, “Change By Example.”

5. Click the Done button to add the entries to the Change List.

6. If the matches are not acceptable, click the Clear List button to clear the list and try again from step 2. The following window shows the Change By Example entries that have been added to the Change List:

The Customer Number Change List shows twelve (12) change list items.

Change By Example Error Checking

Errors can appear while using Change By Example. If an error occurs during matching, the change entry will be rejected and an error message is displayed in the Matching field beside the change entry.



Some of the more common reasons for rejecting a matching are:

• The new customer number already exists in the customer master file.

• A change list entry already exists for that customer number.

• The new customer number is already assigned to an existing Number in the change list.

About Importing Changes

You can import Change List entries from an external file of the following file types:

• Lotus 123 (V3.0 – V5.0)

• MS Excel (V2.1 – V7.0 Note: MS Excel 97 is not supported)

• DBASE III and higher

• FoxPro and Clipper

• ASCII comma-separated text file

Preparing Files for Import

Any change available within Customer Number Change can be performed by importing an external file change list. In order to import changes successfully, the import file must follow the customer number data format. A complete treatment on the data file requirements can be found in Appendix B.

Customer Number Change’s import option validates each change list entry, and then reports whether it has been accepted or rejected, including any reasons for rejection.

To import changes to the Change List

1. Prepare your external file. Different file types require different file layouts. In general, the first line is the header line with optional headings.

The second and subsequent lines contain the changes. The field names and their import order are: old customer number, new customer number, action type (0=change, 1=combine, 2=copy), new Customer Short Name and new description.



For example:

"Old Customer #","New Customer #","Action","Short Name","Customer Name", "1200","C12000","0","Brown","Mr. Harold Brown", "1400","C14000","0","Coast","Coastal Electric Company",

For more information on exact file layouts, see Appendix B or the on-line help while using Customer Number Change.

2. Click the Import files button on the Toolbar or choose Import from the

File menu in the Change List window. The Customer Number Change Import window is displayed.

3. Select the Import File by typing the DOS path and filename or by clicking the Browse button to use the Open file dialog box.

4. Once you have selected the Import file, click the Import button. The program will display a list of customer number matches and their proposed changes in the Matches box. Error checking is also performed at this time and each proposed Change List entry is either accepted or rejected.

You can use the scroll bars to view the entries in the list. In the following example, three valid changes were imported from the external file:

Customer Number Change Import dialog box showing three (3) valid imported changes

5. The example shows four possible changes, with one change rejected.

6. Click the Done button to add the entries to the Change List. If the matches are not acceptable, click the Clear List button to clear the list. Re-edit your import file before trying to import again.

Editing Changes

Prior to posting, any Change List entry can be edited or revised except that the original Change Action (Change, Combine, or Copy) cannot be changed. You can edit the customer number, Short Name and Customer



Name fields. To make any further alterations, delete the entry and start over.

To edit an entry in the Change List:

1. Highlight the desired entry.

2. Either double-click the entry or click the Modify button. The Modify window is similar to the Add window. Edit the customer number, Short Name and Customer Name fields.

3. After making your changes, click the OK button to update the Change List.

Deleting Changes

You can delete either individual entries or the entire Change List. Entries are permanently deleted, so use these functions carefully.

To delete an individual entry in the Change List:

1. Highlight the desired entry

2. Click either the Delete button or the Delete key

You will be asked to confirm the deletion before proceeding.

To delete all entries from the Change List:

• Click the Clear List button on the Toolbar or choose Clear List from the

Edit menu.

You will be asked to confirm the deletion before proceeding.

Saving Changes

Saving the Change List:

• Click the Save button on the Toolbar or choose Save from the file

menu.

When you close the Customer Number Change program, you will also be prompted to save the Change List.

Choose Yes to save the Change List. Choose No to discard the current Change List, or, if editing an existing Change List, choose No to discard any additions, deletions, or revisions made since the last save was performed.



Printing the Change List

You can print the Change List in one of two ways. You can send it directly to the printer, or you can review it using the Print Preview option and then send it to the printer.

You can review the Change List in its own window by visually scanning the list, using the scroll bars if necessary, and you can also review it in the Print Preview window, or review a printed copy.

The Print Preview Window

The Print Preview window provides you with several tools for reviewing the print document prior to printing.

Menu Description

File Menu Allows the user to define the Printer Setup, send the previewed report to the printer, or exit Print Preview.

Navigation Menu

Allows the user to see the first, previous, next, and last pages of a report.

Using the Print Preview Icons

Button Description

Print Button

Clicking this button automatically prints the entire report. (Grayed out when processing a report.)

Stop Generating Report Button

Clicking this button stops report processing. (Grayed out when not processing a report.) Delays in previewing can occur when processing a large report, so this button stops the printing process. After stopping printing, Print Preview displays the processed portion of the report.

Navigation Buttons

Clicking the respective button shows the report’s first page, previous page, next page, and last page.

Zoom Buttons

The Zoom In and Out buttons and Zoom In/Out field allow page views between 10% and 200% of the document’s original size. Additionally, Fit Height, Fit Width, and Fit Page adjust your page view to fit the window’s current dimensions.

To preview the Change List:

1. From the File menu in either the Customer Number Change window or the Message Log window, select Print Preview. A popup menu listing all the lists and logs containing entries is displayed.


Posting Changes

2. From the popup menu, choose Change List.

Example of a Print Preview Window containing an Audit Log.

To print the Change List:

1. From the Change List window, select Print from the File menu. A popup menu listing all the lists and logs containing entries is displayed.

2. From the popup menu, choose Change List. The Print dialog box appears allowing you to specify the printer, page range, print quality, and other options. Unless you choose otherwise, the Change List is sent to the Sage Accpac ERP default printer.

3. Click OK to proceed or click Cancel to stop printing.

Posting Changes Once the Change List is complete, you are ready to post the changes to update your Sage Accpac ERP data.

Making Backups

Back up your data before posting!

Because you are going to make changes throughout your database, Customer Number Change always prompts you to confirm that you have backed up before proceeding with a posting.


Posting Changes

When starting a posting, the following message appears:

Backup Confirmation dialog box

The importance of ensuring your Sage Accpac ERP data is safely backed up prior to posting changes cannot be overemphasized. When backing up your data, back up the whole data directory, including the *.ddf and *.dat files.

Performing a Data Integrity Check before backing up your data is also strongly recommended. Knowing that your backup data is sound provides a solid working foundation for resolving any future data integrity problems.

Posting Changes

From the Change List window, start posting by clicking the Post button in the lower right corner of the Change List window. Alternatively, you can choose Post Changes from the File menu.

To proceed with a posting:

If you are prepared to post the changes, click the Yes button. To cancel the posting, click the No button. If you choose to proceed with the posting the following Progress window is displayed:

Posting Progress dialog box

After successfully completing the posting, you can print the Audit Log. See “About Printing / Purging Any Message Log” for more information.

Canceling a Posting

Canceling a posting in the middle of the process means that only some of the files will have been updated with the new customer numbers. This


Posting Changes

situation poses a significant data integrity problem and you are advised to restore the company data before beginning any other operations.

To cancel the posting at any time:

1. From the Progress dialog box, click the Cancel button. The following confirmation dialog box is displayed:

Cancel Posting Confirmation

2. Clicking Yes confirms your decision to cancel the posting. Clicking No allows the posting to continue.

Handling Errors During Posting

In general, because of how tightly Customer Number Change controls potential errors, if your data is in good working order, you will very rarely encounter problems during posting. Because Customer Number Change directly accesses and checks the data structures in numerous Sage Accpac modules, it tends to uncover lurking problems. If errors do occur, they are displayed in the Progress dialog box’s Error box, as shown below.

Posting Progress dialog box

In addition, if any errors occurred, after the Posting process ends the following warning will also appear indicating the exact number of errors:

Error during posting message

Note If errors have occurred, print the Error Log, restore your backup of the company data, and re-post your Change List. If the problem persists, print the Error Log and, if eligible, call Technical Support for assistance.


The Message Log

Before posting another Change List, you must purge the Error Log. If the Error Log has not been purged, and you attempt a posting, the following error message is displayed:

Purge Error Log Warning Message. This message appears if you haven’t purged the Error Log and attempt another posting.

Although we do not recommend it, you can purge the Error Log without printing it first; however, you will lose any record of potentially critical data errors.

The Message Log Customer Number Change provides a Message Log window that displays the following logs:

• Audit Log — contains the successfully posted Change List entries. Retaining a printed copy of this log helps you keep track of changes to your database. Entries remain in this log until they are purged.

• Error Log — contains the Change List entries that were not successfully posted and a brief explanation of the reason. Retaining a printed copy of this log helps you resolve current errors and avoid future ones as well. Entries remain in this log until they are purged.

• Warning Log — contains warnings of potential database problems, unrelated to Customer Number Change, which were detected during a posting. Entries remain in this log until they are purged.


The Message Log

To open the Message Log window:

• Click the Message Log icon on the Toolbar or, from the View menu,

choose Message Log. The following window appears.

Message Log Window showing the Audit Tab

To switch between log views:

• Simply click the appropriate log tab.

From the Message Log window, the various logs can be viewed in a Print Preview window, sent to a printer, or purged.

About Warning Log Messages

Warning Log messages can occur during both successful and failed postings. At the time of writing, there is only one possible and very rare warning message that Customer Number Change might report during a posting.

There is a potential index problem in this file.

This warning means that Customer Number Change has detected a corruption in your Sage Accpac ERP data that is unrelated to any changes made by the customer number program. If this message occurs, it indicates significant data corruption issues. Restoring your data might not correct the problem. In fact, the nature of the error indicates that your backup data may already be corrupted. To resolve this issue, run the Sage Accpac ERP Data Integrity program on the current data and post a small change to verify the problem has been corrected. If the error persists, contact a technician.


The Message Log

About Viewing, Printing, and Purging Message Logs

The Messages Logs — Audit, Error, and Warning — can all be viewed, printed, and purged using the following procedures.

Viewing any Message Log

The following procedure can be used to view any of the Message Logs.

To view a Message Log:

1. Click the Message Log button on the Toolbar or choose Message Log

from the Change List menu. The Message Log window appears.

2. Choose the desired Log Tab from the Message Log window. The desired log is displayed in the Message Log window.

3. Use the scroll bars, if necessary, to view the entire log.

To display any Message Log in a Print Preview window:

1. From the Change List window, select Print Preview from the File menu. A popup menu listing all the logs containing entries appears.

Or

From the Message Log window, select the desired log tab. The contents of the selected log are displayed.

2. From the popup menu, choose the desired log to preview.

Or

From the Message Log window, select Print Preview from the File menu. The Print Preview window appears displaying the desired log.

3. Use the navigation controls to display additional pages. For more information on the Print Preview functions, see “The Print Preview Window.”

About Printing / Purging Any Message Log

Purging clears message logs of their entries. Entries remain in any Message Log until it is purged. Because Message logs must be printed before being purged, the purge utility is part of the printing process.

Before posting another Change List, the Error Log must be purged in order to continue.


The Message Log

If you do not purge the Error Log and attempt a posting, the following error message is displayed:

Purge Error Log warning message

The following procedure can be used to both print and purge any of the Message Logs. You can also review a log before printing using Print Preview. A full discussion of print preview’s review options is found in the “The Print Preview” section.

To print / purge any Message Log:

1. Select the Change List window’s File menu Print / Purge choice and choose the log that you want to print.

Or

Select the appropriate tab in the Message Log window, and then choose Print / Purge from the File menu.

The Print dialog box is displayed.

2. If desired, specify the printer options, page range, print quality, and so forth. Unless otherwise specified, the log is sent to the default printer as designated in Windows.

3. Choose OK to proceed or choose Cancel to stop printing. After printing is complete, the Log Purge dialog box is displayed.

4. Choose Yes to proceed with the purge or choose No to cancel the process. Check to make sure the log is properly printed before proceeding with the purge.


Appendix A Customer Number Data Format

Data Format

The customer number data format has the following common features, regardless of the application used to create the import file:

• Each row or line represents one (1) customer record.

• Each record contains five (5) fields in the following order:

1 2 3 4 5

Old Customer Number

New Customer Number

Action Type Short Name Customer Name

• Field Three, Action Type, has three (3) predefined values:

To take this action Input

Change 0

Combine 1

Copy 2

• Fields Four and Five – Short Name and Customer Name - must contain data even if you don’t intend to change them. The table shows field entry options and their results:

Field Contents Change Result

Original data The original data replaces itself (for correcting typos, and so on).

Changed data The changed data replaces the original data.

Single blank space (no quotes required)

The original data is untouched.

• In addition, each file type has its own unique requirements as the following sections show.

Customer Number Change A–1

Data Format

ASCII delimited text file

− The first row is the title row; no other information except the title should appear in this row. If you don’t want to include titles, include the row but leave it blank.

− Commas separate the fields and each field’s contents must be enclosed within quotes.

− You can use Windows Notepad to create this file.

Ms Excel files

− The first row is the title row; no other information except the title should appear in this row. If you don’t want to include titles, leave it blank.

− Columns separate the fields and each field’s contents must be enclosed in its own spreadsheet cell.

Lotus 123 files

− File layout is the same as Ms Excel file

dBase III and higher files

− File Import only recognizes three dBase data types: String, Numeric, and Date. Others such as memo fields are ignored.

− Consequently, fields must observe the following formats:

Field Must be formatted as

Old customer number a string field

New customer number a string field

Action type either a string or an integer field

New customer short name a string field

New customer name a string field

FoxPro and Clipper files

− File layout is the same as DBASE III

A–2 Sage Accpac Options

Appendix B Error Messages

Error Log Messages If your data is in good working order, you will almost never see errors in the Error log. In fact, almost all errors occurring during a posting have nothing to do with Customer Number Change’s actions. The process usually uncovers pre-existing problems, most likely in data structure rather than content. In such cases, restore your backup data, and then re-post your Change List. If the problem persists, you may need to have your data professionally repaired. For help with messages listed in the Error Log, print the Error Log then contact Softline Systems Technical Support for further assistance.

The following section contains common error messages that may occur when creating or editing the Change List entries. Consult this listing to understand the meaning of a particular message and learn how to correct the problem.

New Customer Number cannot be the same as the current one.

The old and new customer numbers are the same. Assign a new number when changing, combining, or copying.

New Customer Number already exists in the Customer file.

This message occurs when Combining. The new customer number you have input already belongs to an existing customer. Choose another number.

New Customer Number has already been assigned in another change item in the change list.

This message occurs when changing or copying. You are attempting to assign the same new customer number in two different changes. A new customer number must be given to the newest change item.

There is already a change item for this Current Customer Number.

This message occurs when changing or copying. Only one change can be specified for an existing customer number on the same Change List. To make additional changes, you must create another Change List for another posting.

Customer Number Change B–1

Error Log Messages

Customer Number cannot be blank.

You cannot perform any changes without specifying a customer number.

Customer Number does not exist.

This message occurs when combining. You must choose an existing customer number into which the old customer number will be combined.

There were entries in the Error Log, which indicate problems in a previous posting. Examine the Error Log, correct the problem and purge the log before proceeding.

This message occurs when attempting to post without purging the Error Log. Before attempting another posting you should print and review the log for any problems. It is strongly recommended to resolve any past errors before proceeding with a new posting. To continue with the posting, print out the error log then purge it to proceed.

"X" error(s) occurred during posting. Review the Error Log for details. To ensure data integrity, restore backup of company data and redo the posting again.

This message occurs immediately after a posting has been completed. The message specifies the number of errors that occurred during the posting. Before attempting another posting you should print and review the log for any problems. It is strongly recommended to resolve any past errors before proceeding with a new posting.

You do not have authority to run this program. Contact your System Administrator.

You do not have access rights to execute Customer Number Change. Contact your system administrator for assistance.

You must start this application from within Sage Accpac System Manager.

Customer Number Change must be started from within Sage Accpac ERP.

Multiple changes for the same Customer Number is not allowed.

This message occurs only when you attempt to use the target customer number of a combine action as the source of another combine action. You may use a customer number as the target of multiple combine actions, but cannot then use it as a source in any other change action within the same Change List.

Combining Customer Number with different currency is not allowed.

Customer numbers with differing currencies cannot be combined. Prior to combining, ensure customers have matching currencies.

B–2 Sage Accpac Options

Error Log Messages

The length of both Customer Numbers must be the same.

When using change by example, you cannot change a customer number to one of a different length. For example, you cannot change customer number 1¤¤¤ to customer number 2¤¤¤¤¤.

Customer Number Change B–3

Index

A changes (continued) combine, 3–5

action copy, 3–6 change, 3–4 combine, 3–5 copy, 3–6

D audit log, 3–17

data backing up, 3–14 B

delete, 3–12 Delete, 3–2

backups, 3–14

E C

edit, 3–11 change, 3–4 entries. See change entries change by example, 3–7 error log, 3–16, 3–17

wildcards, 3–8 error messages, B–1 Change by Example external files, 3–10

Error Checking, 3–9 change entries

adding multiple, 3–7 F creating, 3–3

deleting, 3–12 editing, 3–11 file formats, 3–10 importing, 3–10 posting, 3–14 saving, 3–12 I

change list printing, 3–13

importing Change List Window, 3–2 file types, 3–10 Delete, 3–2

importing changes, 3–10 Modify, 3–2 Installation, 2–1 New, 3–2

Compatibility information, 2–2 changes README file, 2–2 adding multiple, 3–7 System requirements, 2–1 creating, 3–3

deleting, 3–12 editing, 3–11 importing, 3–10 posting, 3–14, 3–15 saving, 3–12

Customer Number Change Index–1

L

logs audit, 3–17 error, 3–17 warning, 3–17

M

message log, 3–17 Modify, 3–2 Multiple Change options

Change by Example, 3–7 Importing Changes, 3–10

N

New, 3–2

P

post, 3–14, 3–15 posting

canceling, 3–15 errors, 3–16

printing change list, 3–13

purging warning log, 3–19

R

README file, 2–2 restore, 3–15

S

save, 3–12 Single Change Entry options, 3–3

Change, 3–4 Combine, 3–5 Copy, 3–6

T

Toolbar Buttons, 3–3

V

Vendor Number Change Installing, 2–1

Viewing warning log, 3–19

W

warning log, 3–17 purging, 3–19 viewing, 3–19

wildcards, 3–8

Index–2 Sage Accpac Options

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