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Data Exchange Helps Save Inventory
of 30,000 for the Cougar
Mountain Accounting Software
Reporting to the MAX'S DATA Exchange module can be used
for many things besides importing and exporting data
to and from other software applications. One work-saving
application is to use it as a global updating utility
when a large number of records need to be modified.
A customer recently called our Technical Support line
and was upset because he and his staff had manually
entered his entire Inventory without putting the General
Ledger Sales Account number on the master record of
each item. He had been using the Order Entry module
for months not integrated to General Ledger. He wanted
to start using General Ledger as of the first of the
year but when he turned on the integration he was
unable to post invoices because the account number
is required for posting to General Ledger. Now he
was faced with pulling up more than 30,000 inventory
items and adding the account number to each record.
Our customer was happy to learn that we could easily
use Data Exchange to accomplish this task for him.
We first created a file transfer that exported just
the stock numbers to a dBase file. Then we created
a second file transfer that imported the stock numbers
back in using the merge transfer method. In the Field
Mapping screen, we highlighted the Stock Number and
linked it to the IN_STOCK field. Then we clicked on
Insert. This brought up the Field Properties dialogue
box. In the Calculated Field Expression field, we
typed "4300" which is his General Ledger
Sales Account number enclosed in quotation marks.
In the Calculated Field Name field, we typed General
Ledger Account. Next we clicked on OK to return to
the Field Mapping dialogue box. We highlighted General
Ledger Account and linked it to IN_ACCT. We clicked
on the Import button and the process was done in less
than 30 minutes. When the transfer was finished, all
of his stock items had the GENERAL LEDGER Account
Number in the appropriate field and he was able to
post without any problems.
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