system: special topics file utilities · ascii text files, recover disk space, repair damaged data...

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System: Special Topics

File Utilities Overview

“File utilities” refers to a group of utilities that work with your CounterPoint data files. File utilities allow you to export your data files to ASCII text files, restore your data files from ASCII text files, recover disk space, repair damaged data files, and initialize data files. A number of special file utilities are also provided for special tasks, such as recalculating item quantities, rebuilding keywords, etc.

This document explains how to use CounterPoint’s file utilities.

Introduction to file utilities WARNING: File utilities should generally not be run by multiple users at the same time. If

you try to run a file utility on a file that another user is already accessing with a file utility, you will receive a file lock error.

In addition, you should not use file utilities while other users are entering related data. For example, you should not recalculate item quantities while other users are entering tickets in Point of Sale or orders in Order Entry.

Overview of individual file utilities The following file utilities are available for each CounterPoint application. These utilities process single selected files.

Rebuild a file Allows to you repair a corrupted data file. (See the Rebuilding an individual file section on page 6 for more information.)

Data files can become corrupt if the power to your computer shuts off while CounterPoint is running, if your computer is rebooted while CounterPoint is running, if your hard drive has a defect, etc. This utility rebuilds the index portion of your data file.

Export a file Creates an ASCII text file from a data file. (See the Exporting an individual file section on page 7 for more information.)

When you purge a data file using one of the Purge menu selections, the specified records are marked for deletion. They are not actually removed from the data file until you export and restore the data file.

Restore from an export file Restores a data file from an ASCII text file. (See the Restoring an individual export file section on page 8 for more information.)

System: Special Topics - File Utilities 2

Initialize files Removes all data from a data file. (See the Initializing individual files section on page 9 for more information.)

You can process multiple files at once with this utility.

Verify files Verifies all the data from a data file. (See the Verifying individual files section on page 10 for more information.)

Overview of automatic file utilities The following file utilities are available for processing groups of data files. They can be run one of three ways:

For a specified file in a single application

For all of the data files in a single application

For all of the data files in all applications

(For a list of functions, see the Automatic file utilities section on page 11.)

Rebuild Rebuilds data files.

Export Exports data files to ASCII text files.

Restore Restores data files from ASCII text files.

Export/restore Exports data files, then restores them.

Rebuild/export/restore Rebuilds data files, then exports them, then restores them.

Initialize Initializes (removes all data from) data files.

Optional initialize Initializes (creates) any data files that don’t exist for the specified application(s).

Verify files Verifies all the data from a data file.

Verify/Export files Verifies and exports all the data from a data file.


Overview of special file utilities The following special file utilities are available:

Point of sale

Rebuild registry keywords Allows you to rebuild registry keywords if the Keyword file becomes corrupt (See the Rebuilding registry keywords section on page 20 for more information.)

Remove lines without headers To remove line items for which there are no matching headers from Point of Sale data files. (See the Removing lines without headers section on page 28 for more information.)

Inventory

Convert UPC codes Converts 11-digit barcodes to 12-digit barcodes (with check digit) and vice versa (See the Converting UPC codes section on page 14 for more information.)

Modify grids Allows you to insert, delete, and move colors and sizes within existing grids, while maintaining the current quantity information for each color/size (See the Modifying a grid section on page 16 for more information.)

Rebuild item keywords Allows you to rebuild item keywords if the Keyword file becomes corrupt, or if you change item keyword methods (See the Rebuilding item keywords section on page 19 for more information.)

Rebuild merchandise sequence Rebuilds merchandise sequence records in the Merchandise History file (See the Rebuilding merchandise sequence section on page 21 for more information.)

This utility is available only if you selected in Setup / Inventory / Control to keep merchandise history. Merchandise history sequence records are used to reduce the time needed to print merchandise reports. These records are updated each time you enter or change information for an item (such as the category, season, or vendor).

You should use this utility if you decide to keep merchandise history after your inventory items have already been defined.

Recalc item quantities Calculates and updates item quantities (See the Recalculating item quantities section on page 23 for more information.)


Recalc merchandise history Recalculates the total quantity and cost figures for merchandise history records (See the Recalculating merchandise history section on page 25 for more information.)

You should use this utility if merchandise history totals appear to be incorrect, which can happen if you have posted back-dated or future-dated transactions.

Renumber items Allows you to change item numbers, merge multiple items into a single item number, and convert existing lot-controlled items into gridded items (See the Renumbering items section on page 31 for more information.)

Customers

Rebuild customer keywords Allows you to rebuild customer keywords if the Keyword file becomes corrupt, or if you change customer keyword methods (See the Rebuilding customer keywords section on page 18 for more information.)

Recalc parent customers Allows you to rebuild the relationships between existing parent and child customers (See Parent/Child Receivables, located in the CounterPoint Electronic Documentation).

Recalc cust unposted balances Calculates and updates unposted account balances for A/R charge customers (See the Recalculating customer unposted balances section on page 22 for more information.)

Renumber customers Allows you to change customer numbers or merge multiple customers into a single customer number (See the Renumbering customers section on page 28 for more information.)

Order Entry

Recalc order commissions Calculates and updates the total commissions due for open Order Entry orders (See the Recalculating order commissions section on page 26 for more information.)

Recalc order prices Calculates and updates prices for open Order Entry O-orders using the current pricing information (See the Recalculating prices for open orders section on page 27 for more information.)

Remove lines without headers To remove line items for which there are no matching headers from Order Entry data files. (See the Removing lines without headers section on page 28 for more information.)


Sales History

Mask credit card numbers Masks all but the last four digits of credit card numbers in Ticket and Payment history. (See the Masking credit card numbers section on page 36 for more information.)

Remove lines without headers To remove line items for which there are no matching headers from Sales History data files. (See the Removing lines without headers section on page 28 for more information.)

Multi-Site

Build satellite data Creates a full data set for a new Satellite (See the Building satellite data section on page 13 for more information.)

Setup satellite data Unzips the satellite data file that was created using File utilities / Special / Build satellite data (See the Setting up satellite data section on page 36 for more information.)

System

Create new company Creates the directory structure and a full set of empty data files for a new CounterPoint company (See Creating a company for more information.)

Update pre-defined data Updates the pre-defined forms and labels setup data supplied with CounterPoint, as well as the pre-defined Data Interchange dictionaries for CounterPoint items, inventory, and customers, and the dictionaries for S&ST files (See the Updating pre-defined data section on page 37 for more information.)

Create CSV data Exports CounterPoint V7 data to formatted comma separated value (.CSV) files that are suitable for import into CounterPoint SQL. This utility, coupled with the Upgrade Data utility included with CounterPoint SQL, provides a simple upgrade path from CounterPoint V7 to CounterPoint SQL and ensures a smooth transition between applications. You can also open the exported .CSV files in Microsoft Excel or another third-party application to view and analyze your CounterPoint V7 data. (See the Creating CSV data section on page 40 for more information.)


Individual file utilities Select File Utilities, then select the appropriate CounterPoint application.

Rebuilding an individual file WARNING: You should backup your data files before rebuilding them in case a power

failure or some other problem occurs during the rebuild process.

NOTE: If you are unable to rebuild a file from within CounterPoint, you can rebuild files manually from the operating system prompt (See the Rebuilding files from the operating system section on page 38 for more information.)

Please select This field appears when you select an application from the File Utilities menu. Press:

1 To rebuild a file. Esc To return to the main CounterPoint File Utilities menu.

Please select file This field appears when you enter 1 to rebuild a file. Enter the number of the file to rebuild. Press:

Esc To return to the file utilities menu for this application. F2 To display the actual filenames of the listed files.

The files for this application display on the screen, with a number corresponding to each file.


Any change ? This question appears after you enter the number of the file to rebuild.

Specify whether to select a different file by selecting Yes or No.

Are you sure ? This question appears after you answer No to Any change ? Specify whether to rebuild the specified file by selecting Yes or No.

If you answer Yes, the specified file is rebuilt. A record counter displays to indicate progress during the rebuild.

Exporting an individual file

Please select This field appears when you select an application from the File Utilities menu.

Press: 2 To export a file. Esc To return to the main CounterPoint File Utilities menu.

Please select file This field appears when you enter 2 to export a file.

Enter the number of the file to export.

Press: Esc To return to the file utilities menu for this application. F2 To display the actual filenames of the listed files.


Any change ? This question appears after you enter the number of the file to export.


Create new export file or Add records to existing export file This field appears after you answer No to Any change ? Select: Create new export file To create a new export file. Add records to existing export file

To add this export to the end of an existing export file.

If you answer Create new export file, and an export of this file already exists in your export directory, that file will be overwritten.


1. Starting file key 2. Ending file key If you want to export only part of the file, enter the range of file keys to export.

Press F1 for the First (or Last) existing file key.

You must be familiar with the exact record key layout of the data file if you want to partially export a file, and the keys must be entered exactly as they appear in the record, with any leading or trailing spaces or zeros.

If you aren’t familiar with the record key layout of the file, you can press F1 at each of these fields in order to export the entire file.

The record key layout of each file is provided on the CounterPoint CD in the TECH directory. These files have an extension of .FDX.

Field number to change ? Press Enter to begin the export.

A running count of the records processed displays during the export.

Restoring an individual export file


Press: 3 To restore from an export file. Esc To return to the main CounterPoint File Utilities menu.

Please select file This field appears when you enter 3 to restore from an export file.

Enter the number of the file to restore. Press: Esc To return to the file utilities menu for this application. F2 To display the actual filenames of the listed files.


Any change ? This question appears after you enter the number of the file to restore.



Create new file, Add records, or Replace records in existing file This field appears after you answer No to Any change ? Select: Create new file To create a new data file using the data in this export file. Add records To add the records in this export file to the existing data file. Replace records in existing file

To add the records in this export file to the existing data file, replacing any duplicate records that already exist.

If you answer Create new file, all of the existing data in the data file is destroyed, and a new data file is created using the data in the export file.

If you answer Add records, all of the existing data in the data file remains, and the data in the export file is added. If a record exists in both the data and the export file, that record is not restored from the export file.

If you answer Replace records in existing file, all of the existing data in the data file remains, and the data in the export file is added. If a record exists in both the data and the export file, that record is replaced in the data file with the record from the export file.

Are you sure ? This question appears if you enter Create new file to create a new data file from the export file.

Specify whether to continue with this restore by selecting Yes or No.

If you answer Yes, the specified data file is initialized (completely erased), then recreated from the data in the export file.

Restore process The restore begins after you enter Add records or Replace records in existing file to add or replace records, or after you enter Yes at Are you sure ? if you specified to create a new data file. A running count of the records processed displays during the restore.

Initializing individual files WARNING: When you initialize a file, you destroy all of the data in the file, and create a

blank data file in its place.


Press: 4 To initialize one or more files for this application. Esc To return to the main CounterPoint File Utilities menu.


[Files] A list of this application’s data files appears when you enter 4 to initialize files.

For each file, specify whether to initialize the file by selecting Yes or No.

Press: Esc To return to the file utilities menu for this application. F1 At the first listed file (or at Field number to change ?), to set all files to No. F2 At the first listed file (or at Field number to change ?), to display the actual

filenames of the listed files.

Field number to change ? Press: Enter To initialize the specified files. F1 To set all files to No. F2 To set all files to Yes.

Initialization complete - press ESC to return to menu This message appears when the initialization is complete.

Press Esc to return to the file selection menu for this application.

Verifying individual files


Press: 5 To verify the data in a file. Esc To return to the main CounterPoint File Utilities menu.

[Files] A list of this application’s data files appears when you enter 5 to verify files.

For each file, specify whether to verify the file by selecting Yes or No.

Press: Esc To return to the file utilities menu for this application. F1 At the first listed file (or at Field number to change ?), to set all files to No. F2 At the first listed file (or at Field number to change ?), to display the actual

filenames of the listed files.

Field number to change ? Press: Esc To verify the specified files. F1 To set all files to No. F2 To set all files to Yes.


Export records with errors ? Specify whether to export any records that have errors by selecting Yes or No.

While verifying the files, record counts and current record keys are displayed on the screen, and errors are logged to the system log file. If a single record has more than five errors, a generic message is logged stating that there are additional errors.

When processing is complete, press Esc to return to the file selection menu for this application.

Additional information on file verification, including possible error messages: See Verifying data files for more information.

Automatic file utilities Select File Utilities / Automatic.

1. Application ID Select the application files to process from the drop down list.

Press F1 for All applications.

2. Function Select: Rebuild To rebuild the specified data file(s) for the specified application(s).

Export To export the specified data file(s) for the specified application(s). Restore To restore the specified data file(s) for the specified application(s)

from export files. Export/restore To export, then restore the specified data file(s) for the specified

application(s).


Rebuild/export/restore To rebuild, then export, then restore the specified data file(s) for the specified application(s).

Initialize To initialize the specified data file(s) for the specified application(s). Optional initialize To optionally initialize the specified data file(s) for the specified

application(s). (See the Optionally initializing data files section on page 12 for more information.)

Verify To verify the contents of one or more data files. (See the Verifying data files section on page 38 for more information.)

Verify export To verify and automatically export the contents of one or more data files. (See the Verifying data files section on page 38 for more information.)

3. Filename If you specified All for Application ID, this field defaults to All and cannot be changed.

To process a single file, enter the name of the file, without any filename extension (e.g., IMITMF).

Press F1 for All files.

If you want to process a single file, you may find it easier to use the individual file utilities, where you don’t have to know the exact file name. (See the Individual file utilities section on page 6 for more information.)

Are you sure ? This question appears after you press Enter at Field number to change ?.

Specify whether to continue by selecting Yes or No.

If you answer Yes, the specified file(s) in the specified application(s) are processed. The screen displays information on which file is currently being processed. For exports and restores, the number of records processed for each file displays along with the filename.

The automatic export utility exports entire data files. If you want to export only part of a particular file, you should use the individual file export utility (See the Exporting an individual file section on page 7 for more information.)

WARNING: The automatic initialize utility destroys all of the data in the specified files and creates blank data files in their place.

Optionally initializing data files This utility initializes only those data files that don’t already exist. Your existing data is unaffected by this utility.

You would use this utility to create required data files if you upgrade to a new version of CounterPoint that uses data files that didn’t exist in the prior version. You could also use this utility to create blank data files after renaming the original data files.


Special file utilities

Building satellite data Select File Utilities / Special / Multi-Site / Build satellite data.

This utility is available only if the System type in System / Registration is set to Hub.

1. Store number Enter the store number of the satellite for which to build data.

Press F1 for All stores.

2. Location Enter the location of the satellite for which to build data.

Press F1 for All stores.

Are you sure ? Specify whether to build satellite data for the specified store(s) by selecting Yes or No.

If you answer Yes, the software processes all necessary CounterPoint data files to create a Global change file, Location change files, and transmission packet for the specified store(s).


The actual steps performed automatically by File Utilities / Special / Multi-Site / Build satellite data are listed below:

Search for and send all records specified in Setup / Multi-Site / Control, without regard to whether the data has changed. (Using File Utilities / Special / Multi-Site / Build satellite data doesn’t affect the next search for changes, which only processes changed records.)

Split Hub Transmission file.

Rename Change files with month-day extension.

Rename Command of the Day files with month-day extension.

Zip Change files and Command of the Day files (STOREsss.ZIP).

Converting UPC codes Select File Utilities / Special / Inventory / Convert UPC codes.

UPC-A barcodes are composed of 12 digits: 1 system digit, a 5-digit manufacturer number, a 5-digit product number, and 1 check digit.

Most barcode printers are capable of accepting an 11-digit barcode and adding the 12th digit while printing, as well as accepting 12-digit barcodes. However, in some situations you may need to use 12-digit UPC barcodes within CounterPoint (e.g., to establish compatibility with Shoe & Sport Talk, an Electronic Data Interchange service that allows downloading of 12-digit UPC’s and the acceptance of purchase orders based on 12-digit UPC’s).

If you want to use UPC-A barcodes, you can define your barcodes with either 11 or 12 digits, and you can now convert your barcodes between 11 and 12 digits at any time as needed. For example, if you have defined 11-digit barcodes and you want to add


compatibility with Shoe & Sport Talk, you would need to convert your barcodes from 11 to 12 digits.

When you convert from 11-digit to 12-digit UPC barcodes, a 12th check digit is added to the end of each barcode.

When you convert from 12-digit to 11-digit UPC barcodes, the 12th digit is removed from each barcode.

1. UPC range Enter the range of UPC barcodes to convert.

At the second field, if you entered a specific UPC for the first field, to default to the same number, leave <blank>.

Press F1 for the First (or Last) existing UPC.

2. Barcode number Enter the barcode number to convert, from 1 to 8. Press F1 to convert All barcodes.

Each item can have up to 8 barcodes. This field allows you to convert a specific barcode or all barcodes for each item.

To process grid barcodes, enter 1 or All in this field.

8. Include UPC’s with Select: 11-digits To convert 11-digit barcodes to 12-digits. 12-digits To convert 12-digit barcodes to 11-digits.

9. Print or convert ? Select: Print report To print the UPC Conversion Review List without actually converting

any barcodes. Convert to 12-digit UPCs

To convert the barcodes without printing a report.

Print & convert to 12-digit UPCs

To convert the barcodes and print the UPC Conversion Log.

Are you sure you want to do this ? This question appears if you selected to convert the UPC’s.

Specify whether to continue with the conversion by selecting Yes or No.


Modifying a grid Select File Utilities / Special / Inventory / Modify grids.

NOTE: Before using this utility at any site in a Multi-Site system, first make a copy of the file FIXGRD.DAT (located in the IMDATA directory for the company). Transmit this file to each site and run the utility at every site. This procedure ensures that the same changes are made at each location.

Keep changes already entered ? This question appears if you have previously entered grid changes that you haven’t processed.

Specify whether to keep the changes you entered last time you used this menu selection by selecting Yes or No.

Item number After at least one item has been entered, the last item entered displays as the default.

Enter the item number of the gridded item to modify.

Press: Up Arrow

Down Arrow

To move the cursor among any existing entries.

Page Up

Page Down

Home End F1 To insert a new change line at the current cursor position. F3 To delete the current change line. Esc When you have finished entering the change lines.


Operation Select: Insert To Insert a color or size. Delete To Delete a color or size. Move To Move a color or size.

Then select: Colr To perform this operation for a color (row). Size To perform this operation for a size (column).

Inserting a color/size Enter the color name or size name to insert.

A list of the existing colors or sizes appears, with the new color or size name highlighted, press: Up Arrow

Down Arrow

To move the new color or size name to the correct position.

Page Up

Page Down

Enter To accept the current position of the new color or size name.

Moving a color/size Press: Up Arrow

Down Arrow

To move the highlight among the existing colors or sizes that appear.

Page Up

Page Down

Enter To select the highlighted color or size.

Then, press: Up Arrow

Down Arrow

To move the selected color or size to a new position.

Page Up

Page Down

Enter To accept the current position of the color or size.

Deleting a color/size Press: Up Arrow

Down Arrow

To move the highlight among the existing colors or sizes that appear.

Page Up

Page Down

Enter To select the highlighted color or size.

You can only delete colors or sizes that have no quantity information on file.


Any change ? This question appears when you press Esc if there are any change lines entered.

Specify whether to make any changes to the change lines by selecting Yes or No.

OK to process changes ? This question appears after you answer No to Any change ? Specify whether to process these changes by selecting Yes or No.

If you answer No, the change lines you entered are saved, but are not processed. The next time you choose File Utilities / Special / Inventory / Modify grids, you have the option of loading these saved change lines.

Rebuilding customer keywords Select File Utilities / Special / Customers / Rebuild customer keywords.

To change keyword methods, use Setup / Customers / Control before rebuilding keywords.

Are you sure you want to do this ? Specify whether to rebuild customer keywords using the keyword methods listed on this screen by selecting Yes or No.

If you answer Yes, the software first removes the existing customer keywords from the Keywords file, then processes each customer to rebuild keywords. This feature removes duplicate entries from the Lookup customers window.


Rebuilding item keywords Select File Utilities / Special / Inventory / Rebuild item keywords.

To change keyword methods, use Setup / Inventory / Control before rebuilding keywords.

Are you sure you want to do this ? Specify whether to rebuild item keywords using the keyword methods listed on this screen.

If you answer Yes, the software first removes the existing item keywords from the Keywords file, then processes each item to rebuild keywords. This feature removes duplicate entries from the Lookup items window.


Rebuilding registry keywords Select File Utilities / Special / Point of Sale / Rebuild registry keywords.

Registry keywords are created for the event name and for the first and last names of registrant-1 and registrant-2.

Are you sure you want to do this ? Specify whether to rebuild registry keywords by selecting Yes or No.

If you answer Yes, the software first removes the existing registry keywords from the Keywords file, then processes each registry event to rebuild keywords.


Rebuilding merchandise sequence Select File Utilities / Special / Inventory / Rebuild merchandise sequence.

This utility is available only if you specified in Setup / Inventory / Control to keep merchandise history.

Are you sure you want to do this ? Specify whether to rebuild the Merchandise Sequence file by selecting Yes or No.

If you answer Yes, the software rebuilds the Merchandise Sequence file based on information in the Item file and the Merchandise History file.

WARNING: You should backup your Merchandise Sequence file before using this utility. If a power failure or some other problem occurs during the rebuild process, you will have to restore from backup and run the rebuild again.


Recalculating customer unposted balances Select File Utilities / Special / Customers / Recalc cust unposted balances.

NOTE: You must post all transactions in Customers (e.g., adjustments, finance charges, etc.) before using this utility.

Are you sure you want to do this ? Specify whether to recalculate customer unposted balances by selecting Yes or No.

1. Customer range This field appears only if you answer Yes to Are you sure you want to do this ?.

Enter the range of customers whose unposted account balances to recalculate.

At the second field, if you entered a specific customer number for the first field, to default to the same number leave <blank>. Press F1 for the First (or Last) existing A/R charge customer.

The CUSTOMER RECALCULATION EXCEPTION report prints when you recalculate customer unposted balances. This report shows any customers whose unposted balance is changed by this utility.


Recalculating item quantities Select File Utilities / Special / Inventory / Recalc item quantities.

This utility recalculates the following item quantities in the Item and Inventory files:

Quantity on hand

Quantity committed

Quantity on order

Quantity on layaway

Quantity on backorder

Quantity on transfer

Commitments and quantities for serial numbers in the Serial file are also corrected.

These quantities can become incorrect if posting is aborted or abnormally terminated.

NOTE: You must use the following menu selections to post existing transactions before using this utility: • Inventory / Adjustments / Post • Inventory / Kit inventory / Post • Inventory / Serial numbers / Post • Purchasing / Receivings / Post

NOTE: Purchasing / Receivings / Post posts all completed transactions in the Inventory Transaction file, including receivings, transfers, and RTV’s.

NOTE: When recalculating item quantities, CounterPoint recalculates the quantities only for the first cell of a gridded item. You will need to use Inventory / Adjustments / Enter to adjust the quantities for each cell.


Are you sure you want to do this ? Specify whether to recalculate item quantities by selecting Yes or No.

1. Item number range This field appears only if you answer Yes to Are you sure you want to do this ?.

Enter the range of items for which to recalculate item quantities.

At the second field, if you entered a specific item number for the first field, to default to the same number leave <blank>.

Press F1 for the First (or Last) existing item.

The INVENTORY RECALCULATION EXCEPTION report prints when you recalculate item quantities. This report shows any items whose quantities are changed by this utility.

2. Qtys are assumed to be correct in the This field appears only if you are using LIFO or FIFO cost valuation.

Select either Inventory file or Layer file.

If you specify that quantities are correct in the Inventory file, and the total quantity on-hand differs between the inventory record and the layers for a particular location, either the last layer is updated (if the date and cost are the same), or a new layer is added.

If you specify that quantities are correct in the Layer file, the inventory quantity on-hand is corrected if it is different than the quantity on-hand in all layers for that location.

Lot numbers For Lot detail items, the individual detail records for a single lot number are summed and compared to the quantities for the lot header record. If these quantities are different, the lot header record is updated to reflect the sum of the detail records.

For all lot-controlled items, the lot header records are also summed and compared to the quantities in the appropriate inventory record. If these quantities are different, a “correction” lot header record is created (or updated) for the difference. In addition, for Lot detail items, a “correction” detail record is created (or updated) for the difference.


Recalculating merchandise history Select File Utilities / Special / Inventory / Recalc merchandise history.

This utility recalculates the running quantity on-hand figures for merchandise records in the Merchandise History file. It re-aligns the “stamped” quantity on-hand in each Merchandise History record according to the current on-hand quantity in the Inventory record. If a Merchandise History record doesn’t already exist for each location for an item, this utility will create one for the beginning date specified.

Are you sure you want to do this ? Specify whether to recalculate merchandise history by selecting Yes or No.

1. Item number range Enter the range of items numbers.

At the second field, if you entered a specific item number for the first field, to default to the same number leave <blank>.

Press F1 for the First (or Last) existing item number.

2. Beginning date This field appears only if you answer Yes to Are you sure you want to do this ?.

Enter the first date for which to recalculate merchandise history.

3. Location This field appears only if you answer Yes to Are you sure you want to do this ?.

Enter the location for which to recalculate merchandise history. Press F1 for All locations.


Any change ? This question appears after you enter a beginning date and location.

Specify whether to make any changes to this information by selecting Yes or No.

If you answer No, merchandise history is recalculated for the specified dates and location(s).

Recalculating order commissions Select File Utilities / Special / Order Entry / Recalc order commissions.

Commissions in Order Entry are calculated at the time an order is entered. Use this utility to recalculate commissions if you change your commission structure and want to apply the changes to existing open orders. For example, if you change the commission percent paid to your sales reps and you want the change to apply to all open orders, you would need to use this utility to recalculate commissions.

Are you sure you want to do this ? Specify whether to recalculate order commissions by selecting Yes or No.


Recalculating prices for open orders Select File Utilities / Special / Order Entry / Recalc order prices.

1. Order type Select: Regular orders To recalculate prices only for regular orders. Standing orders To recalculate prices only for standing orders.

10. Line status Select: Normal To recalculate prices only for Normal order lines. Backorders To recalculate prices only for Backorder lines. Special orders To recalculate prices only for Special order lines.

Press F1 to recalculate prices for all order lines.

NOTE: Order lines are skipped if the line price has been overridden, if the item is a non-inventory item, or if the item is the parent of a miscellaneous kit. If the price of a miscellaneous kit component changes, and the component is defined to use variable pricing, the price of the parent is not updated.


11. Print or update Select: Print To print the Order Price Update Review List without actually updating the

order prices. Print & Update For Print and update, to print the Order Price Update Log and update

order prices.

12. Print in order by Select: Order number To print in order by Order number. Customer number To print in order by Customer number.

Removing lines without headers Select File Utilities / Special / Point of Sale / Remove lines without headers, (or File Utilities / Special / Order Entry / Remove lines without headers, or File Utilities / Special / Sales History / Remove lines without headers.)

Print or purge ? Select:

Print only To generate a report of lines without headers. Purge only To remove lines without headers. Print and purge To generate a report of lines without headers, and then remove those

lines.


Renumbering customers Select File Utilities / Special / Customers / Renumber customers.

You must post all cash receipts, finance charges, adjustments, and serial transactions before using this utility.

WARNING: You should backup your data files before using this utility. If a power failure or some other problem occurs during processing, you will have to restore from backup and run the process again.

NOTE: Before using this utility at any site in a Multi-Site system, you should complete the following steps to ensure that the same changes are made at each location:

1. Ensure that all multi-site polling is up-to-date and that you have not entered any new information for customers.

2. Enter the renumber transactions

3. Exit File Utilities / Special / Customers / Renumber customers and answer No to OK to process records ?

4. Make a copy of the file FIXCUS.DAT (located in the ARDATA directory for the company)

5. Use File Utilities / Special / Customers / Renumber customers, answer Yes to Keep records already on file ?, and answer Yes to OK to process records ?

6. Copy the FIXCUS.DAT file into the ARDATA directory at the satellite, then run the FIXCUS utility at the satellite.

NOTE: For information about renumbering ecommerce customers, see the Renumbering ecommerce customers section below.


Keep records already on file ? This question appears if you have previously entered customer number changes that you haven’t processed.

Specify whether to keep the customer number changes you entered last time you used this menu selection by selecting Yes or No.

1. Old customer number Enter the customer number to change.

Press: F1 To scan through the existing changes already entered. F5 To print a RENUMBER CUSTOMERS report showing the changes already entered. Esc To exit and process the entered changes. When an existing change is displayed, press F3 to delete this change.

2. New customer number Enter the new customer number for this customer.

If you enter a customer number that already exists in the Customer file, the old customer number will be merged into this existing customer. Information for the existing customer (e.g., customer name, address, etc.) remains the same, except as follows:

Customer field Value Average daily balance Average of all merged customers Customer balance Sum of all merged customers Last aging date Latest of all merged customers Last statement date Latest of all merged customers Last payment date Latest of all merged customers Last payment Latest of all merged customers Last finance charge date Latest of all merged customers Last finance amount Latest of all merged customers Last aging balances Sum of all merged customers Last statement amounts Sum of all merged customers Average days to pay Average of all merged customers Customer high balance Highest of all merged customers

Open invoices, customer history, etc. for merged customers are updated with the new customer number.

NOTE: You can only merge customers of the same type. For example, you cannot merge an A/R charge customer into a Cash customer, or vice versa.

OK to process records ? This question appears when you press Esc at New customer number if there are any changes entered.

Specify whether to process the changes by selecting Yes or No.


If you answer No, the changes you entered are saved, but are not processed. The next time you choose File Utilities / Special / Customers / Renumber customers, you have the option of loading these saved changes.

The RENUMBER CUSTOMERS report prints when you process the changes.

Renumbering ecommerce customers Before you renumber ecommerce customers, you must import CPOnline orders and

process them in CounterPoint immediately, to ensure that there are no open orders for the ecommerce customers you are about the renumber. After the renumbering process is complete, you should publish renumbered customers to CPOnline immediately.

To merge duplicate ecommerce customer records into a single customer record, renumber the duplicates to a single customer number. Merged duplicates are removed from CPOnline and their order history is copied into the history of the merged customer record.

NOTE: You cannot merge an ecommerce customer record into a non-ecommerce customer record, as doing so would result in the deletion of the ecommerce customer. However, you can merge non-ecommerce customer records into ecommerce customer records. You can also merge one ecommerce customer into another ecommerce customer, as long as both customer records are active in CounterPoint and CPOnline.

Renumbering items Select File Utilities / Special / Inventory / Renumber items.

You can use this utility to change an existing item number, or to convert existing Normal items into gridded items, or to convert existing lot-controlled items into gridded items.


WARNING: You should backup your data files before using this utility. If a power failure or some other problem occurs during processing, you will have to restore from backup and run the process again.

NOTE: You must post all receivings, transfers, returns to vendors, adjustments, physical count transactions, kit inventory transactions, and serial transactions before using this utility.

NOTE: Before using this utility at any site in a Multi-Site system, you should complete the following steps to ensure that the same changes are made at each location:

1. Ensure that all multi-site polling is up-to-date.

2. Enter the renumber transactions.

3. Exit File Utilities / Special / Inventory / Renumber items and answer No to OK to process records ?.

4. Make a copy of the file FIXITM.DAT (located in the IMDATA directory for the company).

5. Use File Utilities / Special / Inventory / Renumber items, answer Yes to Keep records already on file ?, and answer Yes to OK to process records ?.

6. Copy the FIXITM.DAT file into the IMDATA directory at the satellite, then run the FIXITM utility at the satellite.

Converting normal items to gridded items If you want to convert one or more existing Normal items into a gridded item, the existing item numbers must contain the color/size tags for the resulting grid (e.g., JACKETSMLRED, JACKETBLUSML, etc.). The item numbers of all items to be converted into the same gridded item should start with the same characters (e.g., JACKET).

Converting lot-controlled items to gridded items If you want to convert an existing lot-controlled item into a gridded item, the existing lot numbers must contain the color/size tags for the resulting grid (e.g., SML-RED, SML-BLUE, etc.).

Keep records already on file ? This question appears if you have previously entered item number changes that you haven’t processed.

Specify whether to keep the item number changes you entered last time you used this menu selection by selecting Yes or No.

1. Old item number Enter the item number to change. Press:

F1 To scan through the existing changes already entered. F5 To print a RENUMBER ITEMS report showing the changes already entered. Esc To exit and process the entered changes. When an existing change is displayed, press F3 to delete this change.


When entering numeric item numbers, you must enter as many leading zeros as necessary to completely fill the field. For example, item 15 should be entered as 000000000000015.

To convert a lot-controlled item into a gridded item, enter the item number of the existing lot-controlled item.

To convert one or more Normal items into a gridded item, enter the portion of the item number that all the existing Normal items to be converted have in common (e.g., to convert JACKETREDSML and JACKETBLUSML to a single gridded item, enter JACKET).

Item is lot controlled - convert lot numbers to grid ? This question appears if you enter an old item number that is lot-controlled and that has lot numbers on file.

Specify whether to convert this lot-controlled item into a gridded item by selecting Yes or No.

Item not on file, press F2 to convert to grid This message appears if you enter only the beginning portion of an existing Normal item.

Press F2 to convert the item(s) to a gridded item.

For example, if you want to convert items JACKETREDSML and JACKETBLUSML into a single gridded item, you could enter JACKET as the Old item number, then press F2 to convert both of these items into a single new gridded item.

2. New item number The item number entered for Old item number displays as the default if you answer Yes to Item is lot controlled - convert lot numbers to grid ?, or if you press F2 at Item not on file, press F2 to convert to grid.

Enter the new item number for this item

If you enter an item number that already exists in the Item file, the old item number will be merged into this existing item. Information for the existing item (e.g., item name, address, etc.) remains the same.

NOTE: In general, you can only merge items with the same tracking method. For example, you cannot merge an Always serial item into a Normal item, or vice versa. You can, however, merge gridded items into Normal items, and you can convert Normal or lot-controlled items into new gridded items.

3. Horizontal tag This field appears only if you are converting a lot-controlled item into a gridded item.

Enter the size tag (the heading that describes the names across the top of the grid).

Field format Select: Delimited If the lot numbers contain a delimiting character that separates the “color”

from the “size.” (See Field Format on page 35 for more information.) Fixed If the size portion of the lot numbers is in the same fixed position in each lot

number.


by This field appears if you specify a Delimited field format.

Enter the delimiting character that separates the color and size.

For example, in the lot number SML-RED, the delimiting character is “-”.

count This field appears if you specify a Delimited field format.

Enter the number of delimiting characters that appear before the desired information

For example, if the lot numbers are in the format SML-RED, you would enter 0 to find the size, or 1 to find the color.

stop at This field appears if you specify a Delimited field format.

Enter the character that signifies the end of the information.

If this last character of the desired information is also the last character of the lot number leave <blank>.

For example, if the lot numbers are in the format SML-RED, you would enter “-” for size information, or leave this field blank for color information.

position This field appears if you specify a Fixed field format.

Enter the position at which the desired information begins.

For example, if the lot numbers are in the format SML-RED, you would enter 1 for size information, or 5 for color information.

length This field appears if you specify a Fixed field format.

Enter the length of the desired information.

For example, if the lot numbers are in the format SML-RED, you would enter 3 for size information, or 3 for color information.


Example of using delimited field formats If the lot-controlled item has lot numbers of SML-RED, SML-BLACK, MED-WHITE, and MED-RED, you can convert this to a gridded item with two sizes (SML and MED) and three colors (RED, BLACK, and WHITE), using the following definition:

4. Vertical tag This field appears only if you are converting a lot-controlled item into a gridded item, or if you are converting one or more Normal items into a gridded item.

Enter the color tag (the heading that describes the names down the left side of the grid).

Field format Select: Delimited If the lot numbers contains a delimiting character that separate the “color”

from the “size.” Fixed If the color portion of the lot numbers is in the same fixed position in each lot

number.

Enter the remaining information for the vertical tag in the same manner as for horizontal tag. (See Field Format on page 33 for more information.)

Update substitute items ? Specify whether to update the changed item numbers in other item substitution lists by selecting Yes or No.

For example, assume item 1 is listed as a substitute item for items 2 and 3. If you change the item number from 1 to 111, and you want to change items 2 and 3 (so that 111 is listed as a substitute item instead of 1), you should answer Yes.

NOTE: If you have a large number of items on file and you answer Yes, the processing may take a significant amount of time to complete.


OK to process records ? This question appears when you press Esc at New item number if there are any changes entered.

Specify whether to process the changes by selecting Yes or No.

If you answer No, the changes you entered are saved, but are not processed. The next time you choose File Utilities / Special / Inventory / Renumber items, you have the option of loading these saved changes.

The RENUMBER ITEMS report prints when you process the changes.

Masking credit card numbers Select File Utilities / Special / Sales History / Mask credit card numbers to mask all but the last four digits of credit card numbers in Ticket and Payment history. This utility will remove full credit card numbers from your system.

Setting up satellite data Select File Utilities / Special / Multi-Site / Setup satellite data.

This utility is available only if the System type in System / Registration is set to Remote store or P.O. On-the-Go.

This utility unzips the satellite data that created at the Hub using File Utilities / Special / Multi-Site / Build satellite data. (See the Building satellite data section on page 13 for more information.) You should use this utility after the satellite data file has been received from the Hub.


Updating pre-defined data Select File Utilities / Special / System / Update pre-defined data.

When you install a new version of CounterPoint, the pre-defined forms and labels for this version are contained in export files. The Update pre-defined data utility adds the forms and labels in these export files to your existing Forms and Labels setup files.

This utility also updates the pre-defined Data Interchange dictionaries for CounterPoint items, inventory, and customers, as well as the dictionaries for Shoe & Sport Talk files.

You should use this utility after you install a new version of CounterPoint to ensure that the pre-defined forms and labels match the software and that you have the latest versions of the pre-defined dictionaries.

WARNING: When you use this utility, all pre-defined forms, labels, and dictionaries supplied with CounterPoint are overwritten. Any changes you have made to these forms, labels, or dictionaries are lost. If you want to make changes to pre-defined forms, labels, or dictionaries, you should copy the desired form, label, or dictionary and make changes to the copy.

Any new forms, labels, or dictionaries that you have created, including copies of pre-defined forms or dictionaries, are unaffected by this utility.

Are you sure you want to do this ? Specify whether to continue by selecting Yes or No.

If you answer Yes, the pre-defined CounterPoint forms, labels, and dictionaries are updated. The screen displays information on which file is currently being processed, and how many records are processed for each file.


Rebuilding files from the operating system If you are unable to rebuild a file from CounterPoint, you can use the Pervasive Control Center utilities. (You should not use these procedures while shelled to the operating system.)

Verifying data files This utility allows you to verify the contents of one or more data files record-by-record and field-by-field. Any “physical” errors (such as letters in a numeric field) or “logical” errors (such as an item with an invalid type or a not-on-file account code) are reported in the system log file. Records with errors that need to be corrected may be optionally exported into a standard .EXP file.

The verification utility does not affect the data files in any way. It only produces a report log, and optionally creates an export file with error records.

Due to the nature of the verification utility, it is possible that an error may be reported on valid data or on invalid data that causes no harmful effects in CounterPoint. These types of reported errors won’t affect the functioning of your system.

NOTE: The data verification utility is an informational diagnostic tool designed to aid in the detection of potential data problems. Reported errors from running this utility are NOT necessarily cause for alarm. For example, if you have purged inventory items and then run the data verify utility on the ticket history file, the utility will more than likely report that some item numbers in ticket history are not on file. This message is correct and should be reported. However, no action needs to be taken. Because you purged the items, it is a valid condition for them not to be on file.

Possible errors The following errors are among those that can be reported:

Unrecognized field type

Invalid field length

Contains unprintable characters

Contains non-upper-case characters

Is not zero-filled

Contains non-numeric data

Contains spaces

Contains an invalid sign

Contains an invalid date

Contains an invalid time

Contains an invalid account number

Contains an invalid Y/N flag

Undefined error

Contains an invalid value

Is zero

Is blank

Not on file

Not same as


Possible courses of action After running the verification utility, you should review and/or print the System log file. After reviewing any errors that are reported, you need to decide the appropriate course of action that needs to be taken to correct the error. Remember, don’t panic just because an error is logged. The utility is capable of reporting a number of data conditions for which the appropriate course of action is “no action.” Possible courses of action include:

No action In some cases, no action needs to be taken. For example, if you have purged inventory items and the verify utility reports one of those purged items as an invalid item number in the purchasing history file, no further action is necessary.

Change the record using CounterPoint In some cases, you may be able to correct errors using CounterPoint.

For example, if the verify utility reports that a price code for an item is not on file, you may use Inventory / Items to change the price code for the item, or add the price code using Setup / Inventory / Price codes.

Use a text editor to modify the export record If you clearly understand the error and are proficient at using a text editor, you may export the records containing errors and use a text editor to correct those fields. After making the changes, restore the data. As always, be sure you have a backup of your data before restoring the edited file.

WARNING: Changing the data with a text editor can cause substantial damage to your data files. If you have any doubts about changing the data or are unsure of what data to change, stop and request assistance from your support people.

Get assistance If you don’t understand the error and/or are not sure how to correct the error, fax or email the system log file to your support people for them to analyze. For example, if the error states that ALT-KEY-4 is not the same as KEY for a particular record and you don’t understand the implications of this message, you should ask for assistance.


Creating CSV data Select File Utilities / Special / System / Create CSV data, and then select Yes for each type of data—Point of Sale, Inventory, Customers, Purchasing, System, and History—you want to export.

Press Enter at Field number to change ? to write the specified data to a series of .CSV files. During this process, the Create CSV data screen displays the status of the export.

Press F1 at any time to interrupt the export process.

When the export process is finished, the Create CSV data screen displays the number of records that were exported and the amount of time that the export took to complete.

The .CSV files that this utility creates are stored in the \EXPORT\CSVDATA subdirectory of your company directory (e.g., C:\SYN\COMPANY\EXPORT\CSVDATA). Refer to Upgrading Data into CounterPoint SQL in the CounterPoint SQL Electronic Documentation for detailed information about the content of the export files, as well as instructions for importing CounterPoint V7 data into CounterPoint SQL.

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