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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 Data Exchange Helps Save Inventory of 30,000 for the Reporting to the MAX

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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