Manual OP2 CK Purchase Recode
Contents
1. New Name Description Old Code New Code Merge New Description Click on the CKRECODE icon on the Purchase utilities menu and you are presented with the recode entry screen Simply enter the code to be changed in the Old Code field full Opera II search facilities are available and then enter your new code details in the box below limitations on coding are as Opera II Castle Court 2 Castlegate Way Dudley West Midlands DY1 4RH Telephone 01384 245200 E Mail cks ckca co uk CK SYSTEMS PURCHASE RECODE CK Sales Re Code sclaimer General Dis Old Code New Code ANDOOO1 Q Anderson Car Factors Ltd ANDSON New Name Description Anderson Car Factors UK Ltd Old Code AHLOOO1 New Code Merge CK5001 New Description Abington Hire Limited Addr Page 6 of 15 As you are not merging codes an F for false is placed in the merge column You can continue to add Old amp new codes if you wish to recode a number of items in one process batch recoding Select OK and you are asked if you wish to Run Recode Yes or No This gives you the option to change your mind if you notice you have the incorrect code selected you could however recode the product back to the old code if a mistake was made Castle Court 2 Castlegate Way Dudley West Midlands DY1 4RH Telephone 01384 245200 E Mail cks ckca co uk CK SYSTEMS PURCHAS2. is 13 i te is j 1 l H 12 is Fa 5 yi i 74 E x ar ELH Cet A J Sa 3 x Ji gt a s she thew A eee io Ua pnr When the recode utility is now run the system recognises the existence of an import file But only if the CSV file is named as above Castle Court 2 Castlegate Way Dudley West Midlands DY1 4RH Telephone 01384 245200 E Mail cks ckca co uk CK SYSTEMS PURCHASE RECODE Page 11 of 15 Ps pr repre Te D gt O82C08 0 SbOda0 202 Opera II Enterprise Navigator EL Set Options 1 Ent Period End a a Ea Global Price Ch i oe FL CKRe Code C J Import File Exists amp Maintenance PIR Quantities B Reports O PE A Utilities a 06 09 2006 CK Contractor Limited Num 5 lex File gdt View Record Window Help i Arouet lo SEPAT ue Opera Il Enterprise Navigator __eurchase System H Sales w Purchase Sub Contractors e Nominal Cashbook Stock E Processing PIR Processing View GRN RTV Enquiry H Reports Utilities gt EL Set Options Op 1 Enterps x eS E Period End Global Price Ch A Bree a A Do You Wish To Import Details E Maintenance fmo es C O P Orders H EC VAT H E Upgrade E E Import H D Fixed Assets 06 09 2006 CK Contractor Limited nm Choose Yes and you are pr
3. 01903 694898 E Mail Address Web Site __ Order Contact John Chapman First Created ee EMal ncdiress LastModfied 17 03 2009 Ledger Account Last Invoice 07 09 2008 A ETAN Last Receipt 23 02 2008 View The old codes can then be either undeleted or re used if required or removed from the system by running a purchase reorganise from the Utilities menu in purchase Castle Court 2 Castlegate Way Dudley West Midlands DY1 4RH Telephone 01384 245200 E Mail cks ckca co uk CK SYSTEMS PURCHASE RECODE Page 10 of 15 3 3 RECODING RECORDS FROM AN EXCEL SPREADSHEET In instances where the end user has a large purchase database and is restructuring their coding system it may be onerous to change these codes from within Opera II on a batch recode basis CK PURCHASE RECODE allows you to make all your changes on an excel spreadsheet and then import these into the recode utility for changing e Create a spreadsheet and save it as a CSV file with a filename of CKPLRCIM CSV e The columns in the file must be entered as follows Old Code New Code Description e The file must be saved in the Main Opera II root Directory aifi x Ej pk ye pen mome pos pe e adog oai e DEn ae Gas amp E Ss amp oi ab Tow ree OF UE SPSS On AA oe 7 a Ut tt 2 oe e h a a a SOK ETD is E r EDS l i x i uM W o rs i Sera excel EXEL INPORT Bon tee rel eco 2 4 E 7 Zi Dit a eae i w j
4. Ref 002 on 06 06 2006 by Manager Ref Changed from FACTOR to TE ST01 on 06 09 2006 by Manager Ref Changed from TESTO1 to HEATERO1 on 05 09 2006 by Manager Ref Changed from 003 to WERO02 on 0609 2006 by Manager Merged From Stock Ret HEAT66 on 06 09 2006 by Manager Ref Changed from WER002 to WEROO3 on 06 09 2006 by Manager Castle Court 2 Castlegate Way Dudley West Midlands DY1 4RH Telephone 01384 245200 E Mail cks ckca co uk CK SYSTEMS PURCHASE RECODE Page 15 of 15 5 0 Recoding bespoke fields In the Opera system folder there is an external table called SEQRECOD DBEF This is used to enter records relating to 3 party bespoke fields that need to be included in the Re coding process There can be multiple tables in the system folder if required to perhaps associate with a particular project or dealer The format of the filename must be 7RECOD DBF For example CKSRECOD DBF These tables can contain as many records as required If the table contains no records then the table is ignored during the re code process The table structure is as follows ck_source Module Code S ales P urchase N ominal C Stock J Costing A Sales Analysis B Purchase Analysis G Stock Category ck_filenam Table Name i e CNAME SNAME JCHEAD ck_field Field Name i e CN_REF SN_ACCOUNT JH_CSTDOC ck_fldph 2 COSTING ONLY Phase i e 01 02 ck_fldcc NOMINAL ONLY Cost Centre i e ADM S
5. 200 Alternatively you may contact us by fax on 01384 245250 or by e mail to cks ckca co uk IMPORTANT NOTE FOR CK RECODE TO RUN CORRECTLY THE OPERA II TOOLKIT MODULE MUST BE ACTIVATED ON THE SYSTEM DISCLAIMER Although programs are tested by CK Systems before release no claim is made concerning the accuracy of software CK Systems cannot assume liability or responsibility for any loss or damage arising from use of these programs It is a condition of every sale or purchase of CK PURCHASE RECODE that the purchaser accepts all such risk and such acceptance shall have deemed to be given when the purchase is made Castle Court 2 Castlegate Way Dudley West Midlands DY1 4RH Telephone 01384 245200 E Mail cks ckca co uk CK SYSTEMS PURCHASE RECODE Page 4 of 15 2 0 Installation amp Activation of CK PURCHASE RECODE For detailed instructions on the installation and activation of CK STOCK ARCHIVE please refer to the separate CK Activation and Installation guide Once installed and activated you can then proceed to the next step below Castle Court 2 Castlegate Way Dudley West Midlands DY1 4RH Telephone 01384 245200 E Mail cks ckca co uk CK SYSTEMS PURCHASE RECODE Page 5 of 15 3 0 CK PURCHASE RECODE Utility The CK PURCHASE RECODE utility is located in the Utilities folder in the Purchase Module 3 1 RECODING INDIVIDUAL BATCH RECORDS CK Sales Re Code a General OldCode New Code
6. AL ck_extra Used to filter records processed for the selected table For example when processing SNAME you could enter NOT sn_dormant quotes not required and this would exclude dormant accounts during the re code process Any valid FoxPro expression can be entered in this field and fields specified in this expression must exist in the table ck_single NOMINAL ONLY Should always be T if the table does not hold the cost centre as a separate field If the cost centre is held in its own separate field then this should be F ck_space NOMINAL ONLY If ck_field contains the cost centre as well then this field tells the system whether there is a space between the account and cost centre This is usually T if the field length is 13 characters and F if the field length is 12 characters ck_aconly NOMINAL ONLY Should be T if the table refers only to the account field and does not reference the cost centre at all Otherwise should be F NB CK Systems cannot be held responsible for any data corruption or loss due to incorrect data being added to these tables Castle Court 2 Castlegate Way Dudley West Midlands DY1 4RH Telephone 01384 245200 E Mail cks ckca co uk
7. CK SYSTEMS PURCHASE RECODE Page 1 of 15 CK PURCHASE RECODE A Utility for the Pegasus Opera Il Accounting System User Manual Updated 01 02 12 Castle Court 2 Castlegate Way Dudley West Midlands DY1 4RH Telephone 01384 245200 E Mail cks ckca co uk CK SYSTEMS PURCHASE RECODE Page 2 of 15 1 0 2 0 3 0 4 0 5 0 CK PURCHASE RECODE MANUAL CONTENTS Introduction and Overview CK PURCHASE RECODE Installation Activation CK PURCHASE RECODE Utility Report Recoding Bespoke Fields Castle Court 2 Castlegate Way Dudley West Midlands DY1 4RH Telephone 01384 245200 E Mail cks ckca co uk CK SYSTEMS PURCHASE RECODE Page 3 of 15 1 0 Introduction amp Product Overview CK PURCHASE RECODE is a utility for the Opera II accounting system which allows the user to change an existing purchase account code The utility has been designed to allow the following e Individual or batch recoding of records e Multiple records can be merged into one e Bespoke fields can be included in the Re code update e Changes all occurrences of the code throughout the whole Opera II system e Import a recode CSV file from excel for batch Re coding The purpose of this manual is to ensure that you install and activate CK PURCHASE RECODE correctly Should you experience any problems when running CK PURCHASE RECODE or you have any queries or comments regarding this product please contact CK Systems by telephone on 01384 245
8. E RECODE CK Sales Re Code BR General Disclaimer Old Code AHLODOI q Abington Hire Limited New Code CK5001 New Name Description Opera Il OldCode New Code AHLOOO1 CKS001 A Run Recode Choose Yes and recoding begins Page 7 of 15 Check the product in Purchase Processing and you will see that the product has now been recoded and the old code does not exist 3 2 MERGING MULTIPLE PRODUCTS INTO ONE NEW CODE You may encounter a scenario where identical purchase accountss had been given their own unique codes over a period of time but the organisation now wished to amalgamate all of these into one code This can be achieved with CK PURCHASE RECODE Load the Recode utility as before and enter the code that is to be recoded and merged Then enter the code that this product is to be merged with NB The code you wish to merge to must already exist in the purchase module Castle Court 2 Castlegate Way Dudley West Midlands DY1 4RH Telephone 01384 245200 E Mail cks ckca co uk CK SYSTEMS PURCHASE RECODE Page 8 of 15 CK Sales Re Code een General Old Code HARO001 Q Hartlepool Office Needs Ltd MERGE New Code HAROOOZ Mu Old Code New Code Merge New Description DGROOO1 BAR0001 DGR Enterpises Ltd The second code is flagged to the side with the legend MERGE and the letter T for true is placed in the merge column in the browse window You will notic
9. e the option to also update the address details in relevant modules such as invoicing SOP or SPM Once all accounts are selected more than one code can be merged in one run choose OK and you are asked if you wish to run recode say Yes if you wish to continue or No to be returned to the selection screen You will also be given the option to add _ as a prefix to merged codes if this is selected Recode will try where possible to add this prefix to help identify merged accounts Items beginning with the prefix will appear at the end of the List view in Purchase Processing which helps to separate them from your live purchase accounts Castle Court 2 Castlegate Way Dudley West Midlands DY1 4RH Telephone 01384 245200 E Mail cks ckca co uk CK SYSTEMS PURCHASE RECODE Page 9 of 15 Once completed the original codes that have been merged are automatically flagged for deletion on the purchase record and the description is changed to e g Merged to the being whatever code you selected for the code to be changed to Sales Processing DGROO01 Merged Into Account BAROOO1 Memo N A J List Company Name Merged Into Account BAROOO1 3 Current Balance Address Warlock House Avg Debtor Days 2 Garcia Trading Estate L Order Balance Worthing Turnover West Sussex ean eee Credit Limit Post Code BN1S 1DL b Telephone 01903 694890 Bic contacts Bary Fard Facsimile
10. esented with the standard recode screen but with your spreadsheet details entered Click on the OK button to recode as before Castle Court 2 Castlegate Way Dudley West Midlands DY1 4RH Telephone 01384 245200 E Mail cks ckca co uk CK SYSTEMS PURCHASE RECODE Page 12 of 15 1 Pegasus Opera Il Enterprise CK Contractor Limited _ 0 to o o LRE tATu la a T gt gt i froox l S CK Contractor Limited Stock CKRecode Exceptions Report Printed on 06 09 2006 at 11 39 by MANAGER CK Contractor Limited Stock CKRecode Exceptions Report The records listed below have been rejected for the attached reasons Old Code NewCode Reason Rejected TESTO1 HEATERO1 Old Code does not exist in Opera Il WEROO2 WEROO3 Old Code does not exist in Opera II Excepimrc Record EOF 2 Exclusive NUM If there are any problems with the data contained in the import file then at this point the utility will automatically produce an exceptions report listing any ignored codes and the reason why the utility was unable to process them You will be prompted via the standard publisher screen to print to either the screen or a printer Castle Court 2 Castlegate Way Dudley West Midlands DY1 4RH Telephone 01384 245200 E Mail cks ckca co uk CK SYSTEMS PURCHASE RECODE Page 13 of 15 rprise CK Contractor Limited s4 Help OR 2008 e PhS A0 04 Sales 1 Purchase Gy Sub Contrac
11. tors i Sj Nominal E Processing Old Code iverooe Q item Three View A ake New Code weroos New Name Description Bracket attachment Old Code New Code Merge New Description a TESTO1 HEATEROL F factored Global Price Ch ff wEROOZ WEROOS F Bracket attachment E ckRe Code Ci Maintenance 06 09 2006 CK Contractor Limited Nom After recoding you have the option to Delete Import File By choosing no the CSV file is retained in the main Opera II directory and can be deleted manually This file should be moved to a different location if you wish to retain it so it is not activated the next time recode is run Castle Court 2 Castlegate Way Dudley West Midlands DY1 4RH Telephone 01384 245200 E Mail cks ckca co uk CK SYSTEMS PURCHASE RECODE Page 14 of 15 4 0 Reports A CKRecode History report is available on the Purchase Reports Menu This report is an audit trail of all the changes that have been made on the system and is updated each time recode is run n Pegasus Opera Il Enterprise CK Contractor Limited a l ay MELEE Report Designer w30p toz frx Page 1 CK Contractor Limited Printed on 06 09 2006 at 11 42 by MANAGER Selected from HEATERO1 to WEROO3 Stock Ledger CKRe code History CK Contractor Limited Product HEATER factored WEROO3 Bracket attachment 06 09 2006 CK Contractor Limited CKRe code History Report by Product Merged From Stock
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