Advanced Special Functions Archives - Caliach

Advanced Special Functions: Calculate Sales History Costs

Brendan Proctor — Wed, 27 May 2020 16:48:23 +0000

Calculate Sales History Costs

Reference Contents > Advanced Special Functions > Calculate Sales History Costs

This re-calculates sales history current and standard costs for the range entered. The calculation of cost is based on works and purchase history or for kits using the current BoM where appropriate. This process can take a long time.

The process looks at each part sales history item. If work history exists for the part, that is used. Otherwise, if the part has a BoM it’s bill and route are used. For BoM components found, work history is explored if available. If the part has no work history or BoM, purchase history is used.

When work or purchase history is found, the first order delivery on or prior to the original dispatch date is used to cost the part. If the history does not go back far enough, the last order delivery on file is used. If no purchase history at all exists, then the part current and standard cost is used.

When processing the internal Trace Log will be opened and all events will be logged on it. The Trace Log has a Maximum Lines value. You may care to adjust this to a value appropriate for the sales history record range you intend to process. The Trace Log operates in a first-in-first-out manner when it reaches the maximum lines limit.

WARNING: Once a history record is costed, that value should be left unchanged. It is therefore not a good idea to repeatedly re-calculate items as costing data can change. For example history can be archived. So it is recommended that you limit the re-calculation range from the date you last ran the process. Dispatches after V2.1000 of the program automatically are assigned the then current and standard costs. These may well be different from the re-calculated costs.

Field	Description
Document Selection	Enter a selection in the Sales Dispatch History subwindow.
Do Not Change Standard Costs	If checked, only current costs will be changed.

Button	Action
Process	To process the re-calculation for the date range entered.

Advanced Special Functions: Change All Component Quantities by a Factor

Brendan Proctor — Wed, 27 May 2020 16:48:23 +0000

Change All Component Quantities by a Factor

Reference Contents > Advanced Special Functions > Change All Component Quantities by a Factor

This function is useful if you wish to change a part’s stock unit of measure and want that change to be reflected in all instances of the part as a component in the Bills of Material and optionally other areas. It is, in effect, a function to change the stock unit of measure of a part, for example, from feet to metres with a multiplier of 0.304800. Enter the part number and multiply factor then decide whether processing of all other files should be made. If you check this option, you must also enter a new stock unit of measure. An alert message reports the results of processing.

When you use the “Also convert…” option the following will be adjusted:

All quantities are multiplied by the value. e.g. A Stock of 20 feet becomes a stock of 6.096 metres.
All Unit of Measure Multipliers are multiplied by the value. e.g. A Sales UoM of 10ft. lengths the multiplier of 10 becomes 3.048.
All Costs and Prices for stock units are divided by the value. e.g. A Cost of $2.50/foot becomes $8.202/metre.
All Mass quantities are divided by the value. e.g. A Mass of 6.428lbs/foot becomes 21.089lbs/metre.

These adjustments are made to the following files: Parts, Process Route Operations, Purchase Parts, Store Locations, Production Planning and Forecasting, MRP Results, PO Line Items, SO Line Items, Work Orders, Order Shortages, Frozen Stocktake records, Tracking, Stock History, Purchase History, Sales History, Work Order History, and finally a Stock History adjustment (type ‘N’) is recorded to mark the change.

WARNING: This is a powerful feature that should only be done after the database has been backed up.

TIP: You can run this process for one or more parts from the Parts ScratchPad or BoM Listing. Select lines from either, drag them onto the Apply Change button and drop. Note that when doing this the from and to part values are ignored and that the multiplier and new UoM apply to all dropped parts regardless of their current UoM value, so a great deal of data damage can result if the parts dropped are not selected appropriately.

Field	Description
From Part	Type in the part number you are interested in. Press the Tab key to validate the number and see the Sock UoM and Description.
Current Stock UoM	Parts Master. Standard stock unit of measure. {PTMFILE.PTMSTUM char 6}
Description	Parts Master. Part description. {PTMFILE.PTMDESC char 30}
To Part Number	If you enter a greater part number here, all parts within the range will be applied the same changes.
Multiplier	Enter the value you wish to multiply the current BoM quantities by. The value must be > 0 and less than 100,000,000.000 and is a floating point number.
Also convert other quantities	Check this option to adjust all part data in line with a conversion of UoM.
New Stock UoM	Enter the new Stock Unit of Measure that you are converting to.

Button	Action
Apply Change	Apply the change permanently to the data.

Compiled in Program Version 5.10. Help data last modified 14 Sep 2017 06:39:00.00. Class wSpecialChangeBomqty last modified 10 Oct 2017 11:48:50.

Reference Contents > Advanced Special Functions > Change All Component Quantities by a Factor

The post Advanced Special Functions: Change All Component Quantities by a Factor appeared first on Caliach.

Advanced Special Functions: Change Part Number Characters

Brendan Proctor — Wed, 27 May 2020 16:48:23 +0000

Change Part Number Characters

Reference Contents > Advanced Special Functions > Change Part Number Characters

This window offers two functions for mass-changing part numbers throughout the system.

WARNING: This is a powerful feature that should only be done after the datafile has been backed up.

Swap

The Swap enables you to change particular characters in part numbers. For example, you may well want to replace the underscore character for the dash character for part numbers derived from spreadsheet based inventory systems.

Enter any string of characters surrounded in double quote ” marks. They must be upper case and there is a limit of 16. Any part number found to contain this string will be changed. The replacement string has similar restrictions. After clicking on Process the Change the system checks that the change is appropriate for those parts found to contain the initial string. An alert message shows the results.

TIP: Sometimes, through historic problems, part numbers can contain control characters. You can replace them by using a special syntax. In the from string use , or .

Field	Description
Change Characters From	Enter, between double-quote characters, the character string you want to change in all Part Numbers that contain it.
To	Enter, between double-quote characters, the character string you want to replace the above string with.

Button	Action
Process the Change	To process the character change in all parts on the system.

Append

The Append function lets you add characters either to the front or back of the existing part number or insert the characters at a particular position in the existing part number. The function operates when part lines are selected in the Parts ScratchPad and dropped onto the Append Characters group box.

Field	Description
Append Characters	Enter, between double-quote characters, the character string you want to add to the part numbers dropped.
Add to the Front	Choose to add the character string to the front of the part number.
Add to the End	Choose to add the character string to the end of the part number.
Skip N first or last character	Enter the number of characters to skip before adding in the character string. It will skip from the first or the last if you are adding to the end. The actual number used for each part will be the minimum of the skip number you enter or the length of the current part number. For example, Append “XXX” to the front with a skip of 2 will change 123456 to 12XXX3456, AB to ABXXX, etc. Appending “XXX” to the end with a skip of 2 will change 123456 to 1234XXX56, AB to XXXAB, etc.
Button	Action
Test Only	Drop parts on this button to test you restings and see the expected results without making any changes.

Compiled in Program Version 5.10. Help data last modified 4 Mar 2017 05:09:00.00. Class wSpecialChangePtchar last modified 10 Oct 2017 11:48:50.

Reference Contents > Advanced Special Functions > Change Part Number Characters

The post Advanced Special Functions: Change Part Number Characters appeared first on Caliach.

Advanced Special Functions: Change a Part Number Throughout the System

Brendan Proctor — Wed, 27 May 2020 16:48:23 +0000

Change a Part Number Throughout the System

Reference Contents > Advanced Special Functions > Change a Part Number Throughout the System

This function enables you to change a part number. All references to the old part number will be changed to the new one.

Enter the part number and its replacement. You will not be permitted to enter a replacement that will cause a duplicate part number.

WARNING: This is a powerful feature that should only be done after the datafile has been backed up.

Field	Description
Original Part Number	Enter the Part Number that you want to change for another number. Press the Tab key to validate the number and for you to see the description.
Description	Parts Master. Part description. {PTMFILE.PTMDESC char 30}
New Part Number	Enter the NEW number, in full, that will replace the one entered above for all references to that part in the data file.

Button	Action
Apply Change	Apply the part number change throughout the system.

Compiled in Program Version 5.10. Help data last modified 8 May 2012 06:21:00.00. Class wSpecialChangePtno last modified 28 Apr 2018 04:38:39.

Reference Contents > Advanced Special Functions > Change a Part Number Throughout the System

The post Advanced Special Functions: Change a Part Number Throughout the System appeared first on Caliach.

Advanced Special Functions: Change a Serial Number Throughout the System

Brendan Proctor — Wed, 27 May 2020 16:48:23 +0000

Change a Serial Number Throughout the System

Reference Contents > Advanced Special Functions > Change a Serial Number Throughout the System

With this window you can change an existing serial number into another number while maintaining all relationships.

Field	Description
Change number	Enter the Serial Number that you want to change for another number. Press the Tab key to validate the number and for you to see what it is linked to.
relationships	The relationships the serial number entered above has.
Into number	Enter the NEW number, in full, that will replace the one entered above for all references to that serial number in the database.

Button	Action
Apply Change	Apply the serial number change throughout the system.

Compiled in Program Version 5.10. Help data last modified 28 Apr 2018 08:51:21.00. Class wSpecialChangeSno last modified 28 Apr 2018 04:59:48.

Reference Contents > Advanced Special Functions > Change a Serial Number Throughout the System

The post Advanced Special Functions: Change a Serial Number Throughout the System appeared first on Caliach.

Advanced Special Functions: Local Currency Migration

Brendan Proctor — Wed, 27 May 2020 16:48:23 +0000

Local Currency Migration

Reference Contents > Advanced Special Functions > Local Currency Migration

This special process does not just change the currency symbol (you can do that in the Company Details Maintenance window Money and Tax tab pane) but migrates all the appropriate values stored in the data to the new currency.

You would use this, for example, if you were migrating your business from Canada to the USA and wanting to migrate your base currency from CAD to USD. Or perhaps you are unfortunate enough to have to move from the GBP to the EUR!

Firstly, you need to enter the new local currency code. If you enter a currency that is already a foreign currency, that foreign currency will become your local currency and will disappear as a foreign currency in future.

Secondly, you need to confirm the exchange rate between the current local currency and your new local currency. This rate is used to convert all local currency values in the system.

Finally, you may wish to amend the new foreign currency exchange rates that have been calculated. Where appropriate these are used to apply to current foreign currency documents, such as sales and purchase orders.

When you are happy, click the button to process the change. It will take a long time if your datafile is large.

Conversion will create the current local currency as a foreign currency and remove the new local currency if present. It will convert all active data (e.g. POs, SOs) and default currencies that are currently the current local currency to the new local currency. Document history will stay in the currency it is but local values and/or exchange rates will convert to relate to the new local currency. Ledgers, both current and history data, will be converted from the current local currency to the new local currency. Accumulated rounding errors may have to be adjusted for afterwards. A reset Customer Values, Reset Supplier Values and Reset General Ledger will be processed on termination of the processing.

WARNING: You should take a backup of the datafile before processing and immediately after check for adjustments you may need to make, particularly in the Ledgers. If you have the Ledgers License Option you should perform this operation only when all three ledgers are in the same accounting period. You are recommended to check and adjust the following as a minimum before continuing to use the datafile:

Check the A/R and A/P Summary report and make adjustments for any rounding errors that may have crept in (this may have to be done using Data Peek and Poke).
Check the A/R and A/P Control Analysis and adjust the control accounts as needed.
Check the G/L Asset current value totals the asset account balances and adjust the accounts if need be.
Check the G/L Account List for imbalance and enter a non-balancing transaction to balance the accounts if need be.
Historic G/L financial reports will inevitably show some rounding accumulated errors.
Check reports such as parts prices, sales orders, purchase orders, jobs, etc. to make sure that values are satisfactory and adjust if need be.

TIP: There are numerous combinations of currency migration possible and it is not possible to accommodate all possibilities in a generic process. You are urged to test the process first on a copy datafile to ascertain the amendments needed following live data conversion. It may be that some initial work, such as changing customer default or SO currencies before migration, may reduce adjustments needed after migration.

Field	Description
Currency list	The list of all currencies in the system. Change the new current exchange rate in the list if need be.
Current local currency	Company and System Settings. Standard currency symbol. {MCDFILE.MCDSTCU char 3}
Current local cent character	Company and System Settings. Monetary cent character (e.g. p). {MCDFILE.MCDCENT char 1}
Current local currency description	Company and System Settings. Standard currency text. {MCDFILE.MCDSTCT char 20}
New local currency	Company and System Settings. Standard currency symbol. {MCDFILE.MCDSTCU char 3}. This may or may not be an existing foreign currency.
New local cent character	Company and System Settings. Monetary cent character (e.g. p). {MCDFILE.MCDCENT char 1}
New local currency description	Company and System Settings. Standard currency text. {MCDFILE.MCDSTCT char 20}
Exchange rate to current local currency	The exchange rate of the new local currency to the current local currency. 2 would double all local currency amounts.

Button	Action
Convert to New Local Currency	Click to process the local currency conversion. You MUST restore a datafile backup if the process is interrupted.

Advanced Special Functions: Data Peek and Poke

Brendan Proctor — Wed, 27 May 2020 16:48:23 +0000

Data Peek and Poke

Reference Contents > Advanced Special Functions > Data Peek and Poke

This window allows you to view and change any stored data in the database. It is potentially a very DANGEROUS window to use unless you know EXACTLY what you are doing.

You can view, modify character, number, date and boolean fields, delete rows and add rows. Absolutely no checks are made when you attempt to delete or change data, so great care needs to be taken not to damage your data, particularly the inter-file relationships..

First choose a file from the dropdown list. Then you can choose to populate the list using a standard range selection subwindow on the second tab pane, if one is available for the file selected. Alternatively, you should choose a starting point by establishing a record sequence number from reports or elsewhere in the program. Enter this in the Starting id field and then restrict the list building with a Max List Rows value. Then click on the Build List button. The file records will then be found and the list populated.

You can then re-sort the list if need be using the dropdown Sort on field list.

Before you can change any data you must check the appropriate checkbox. Some columns will not be editable in the list, for example record sequence numbers and pictures.

WARNING: This is a powerful feature that should only be done after the datafile has been backed up.

TIP: Use of the Update File Column Data Values function in the ScratchPad Import window is a more powerful version for Parts, Customers, Suppliers and G/L Accounts of the Data Peek and Poke function. More powerful in that it can apply crude changes to many fields and many records at the same time.

The window has 2 tab panes.

Data Selection by Sequence Number
Data Selection by Range

Data Selection by Sequence Number

Field	Description
File Dropdown List	List of all read/write file classes in the data files that have any data records. Select a file to prepare a list from. If available, your selection will provide an optional selection by range on the second tab pane.
Starting Record Sequence Number	You can restrict the records listed. Enter a value here of the first record sequence number you want listed. This is ignored if you select by a range in the second tab pane.
Maximum List Rows	You can restrict the records listed. Enter a value for the maximum number of records you want listed. This is ignored if you select by a range in the second tab pane.
Sort By Dropdown List	List columns on which you can sort the list. Select to re-sort. Initially the list is always sorted by the record sequence number (I.E. the order in which records are created in the datafile.)
Update datafile with changes	Check this box to enable data element updates. WARNING! Changes to the data file will be made immediately.
Permit additional records	Check this box to enable additional records to be created when you leave the last cell in the list.
File Data List	List of all records of the file. Some columns may contain special data that can not be changed.

Buttons	Function
Build List	Builds a list of records using the starting sequence number to the maximum list rows.
Delete Record	Deletes the record the cursor is currently in.

Data Selection by Range

This pane gives you an alternative means of selecting file records, where there is a standard search subwindow available for the file you choose. All normal search options are available such as ScratchPad Transfer, Drag-and-Drop, Custom Search and Ad Hoc Search Calculations.

When a list is created, you will automatically be returned to the first tab pane.

Field

Description

File Dropdown List

List of all read/write file classes in the data files that have any data records. Select a file to prepare a list from. If available, your selection will provide an optional selection by range on the second tab pane.

Search Interface

This uses the standard selection subwindows that are used for producing reports in the program. You can typically enter ranges, use KeyWord Search methods, Parts, Supplier and G/L ScratchPad drag-and-drop or Transfer, a Custom Search design or a combination of these. Data records can be obtained using one of the following methods or a combination of them (see Tip below):

Enter values into the selection ranges and use the Standard Search. The context menu provides a Clear Selection function.
Define or use a Custom Search.
Create an Ad Hoc Search Calculation using the context menu function.
Drag-and-drop one or more lines from a ScratchPad (or BoM and Where-Used Listing) onto the general window area.
Use the ScratchPad Transfer Selected function
Use the KeyWord Search Transfer Selected function

TIP: Using an Ad Hoc Search Calculation (3) overrides any Custom Search (2) and a Custom Search overrides the Standard Search (1). In any of the search cases (1, 2 or 3), ScratchPad Transfer and Drag-and-Drop or KeyWord Search Transfer (4, 5 or 6) is combinational, so that records found using any of these methods must also conform to the search criteria adopted.

Buttons	Function
Build List from Selection	Click to build a list of records determined by your range selection.

Compiled in Program Version 5.10. Help data last modified 24 Apr 2012 06:50:00.00. Class wSpecialDataEdit last modified 10 Oct 2017 11:48:51.

Reference Contents > Advanced Special Functions > Data Peek and Poke

The post Advanced Special Functions: Data Peek and Poke appeared first on Caliach.

Advanced Special Functions: Delete a Part With All Its History

Brendan Proctor — Wed, 27 May 2020 16:48:23 +0000

Delete a Part With All Its History

Reference Contents > Advanced Special Functions > Delete a Part With All Its History

A special Part deletion function is provided with this window. Drag a part from the ScratchPad to select and analyse its relationships.

After checking references in the system to the selected part, the number of references will be shown. A Part can not be deleted if it is used in Multi-stock locations, BoM, Production Plan, Process Route, Purchase, Sales or Work Orders, or Shortages files. Additionally, if the part has any non-zero quantities showing, it can not be deleted. However, Purchase Parts, Product serial number, Tracking, Engineering data, PO, SO, Inventory or WO history, Frozen Stocktake or MRP Results for the part can all be deleted, after which the Part itself will be deleted. This function can enable a Manager to see the extent of references to a part.

CUSTOM CAPABILITY: If you have site-specific custom database tables that relate to parts, you can include these relationships in the cCustomDataChanges code class. Then these tables will be included and you can optionally have rows related to the part deleted as well as standard ones.

Field	Description
Part Number	Parts Master. Part number unique identifier. {PTMFILE.PTMPTNO char 18}
Description	Parts Master. Part description. {PTMFILE.PTMDESC char 30}
File Relationship Listing	The list shows all files that reference the part. Any marked Unapproved will prevent deletion. Unapproved items must be deleted within normal maintenance or processing.
Total Record References	The total number of related records to the part throughout the system.
Normal Interactive	Choose this option to interactively use the window part by part.
Automatic Delete from ScratchPad Selection	With this choice, if you drag-and-drop from the ScratchPad all selected parts are checked for allowable deletion and deleted automatically without user confirmation. TIP: Using this capability you can en-mass clean out old parts that are not needed on the system. You can do this particularly neatly by first populating the ScratchPad from the Process — Inventory History — Print Movement Reports Part Last Movement report type. Then in the Options window, select the *Load ScratchPad if date before* checkbox and enter the date before which you consider parts obsolete. You can then use the contents of the ScratchPad to process the mass-delete.
Auto delete BoM and Route when otherwise deletable	Check to automatically delete the BoM and Route when otherwise deletable.

Button	Action
Delete Part	To delete the part and all non-critically related records.

Compiled in Program Version 5.10. Help data last modified 23 Feb 2016 09:43:00.00. Class wSpecialPartDelete last modified 10 Oct 2017 11:48:51.

Reference Contents > Advanced Special Functions > Delete a Part With All Its History

The post Advanced Special Functions: Delete a Part With All Its History appeared first on Caliach.

Advanced Special Functions Topic Contents

Brendan Proctor — Wed, 27 May 2020 16:48:23 +0000

Advanced Special Functions Topic Contents

Reference Contents

Most topics are related directly to functional windows, menus or toolbars. Click on the topic to view details.

Reference Contents

The post Advanced Special Functions Topic Contents appeared first on Caliach.

Advanced Special Functions: Help Manager Options Menu

Brendan Proctor — Wed, 27 May 2020 16:48:23 +0000

Help Manager Options Menu

Reference Contents > Advanced Special Functions > Help Manager Options Menu

The Help Manager Options menu provides a suite of functions that operate on the Help database and the program. It operates on the Help Contents Maintenance window.

Line	Function	Keys
View Help	To view in the Help Browser the current HTML help file in the HelpVision directory.
Find Text Within Help	To find a text string within all help texts saved.
Add a Blank Record	To add a blank template record. You must enter a unique file name.
Copy from Another Record	To copy the data from another file. You will be prompted for a file name.
Add Any New Windows	To check for any new windows and add a template record for each one. This only operates on the Vision library.
Add Any New Menus	To check for any new menus and add a template record for each one. This only operates on the Vision library.
Add Any New Toolbars	To check for any new toolbars and add a template record for each one. This only operates on the Vision library.
Set Group to Selected	Sets the current group to be that of the currently selected record. Other menu functions will apply only to this group.
Create HTML File for Selected	Creates or renews the HTML help file for the selected record in the Help/Vision directory of your currently running Omnis Studio.
Create HTML Files for All Help Records	Creates or renews all HTML help files in the Help/Vision directory of your currently running Omnis Studio.
Create HTML Index Pages	To create an index page in the Help/Vision directory and topic index files in each topic directory.
Generate for Reference Book Option	Operate to switch on or off selective graphics when creating HTML pages. Selective graphics and paragraphs are included when generating for a Reference Book, as opposed to Help.
Force to Lower Case File Names	Operate to switch on or off the forcing of all file and folder names to be lower case. This will ensure that all file and folder names and references in the HTML are lower case only. It will not effect the data, only files.
Manage Graphics Files Option	Operate to switch on or off managing graphics, drawing them when necessary from your backup directory or moving them to the backup directory, depending on whether the Reference Book Option is set and applies to the graphic.
Export to a Text File	To export the current help data record to a text file.
Import from a Text File	To import a text file for a help record, previously exported.
Print Structure List	To print a simple list of the topic structure.
Delete All Records not Completed	Delete all records not marked as Completed.