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This text refers to program version 8.4

Conversions - Master, Conversions - Contacts

This page describes the Conversions - Master and Conversions - Contacts settings in the System module.

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The Conversions - Master and Conversions - Contacts settings together allow you to change the Contact Number of a Contact, and/or to merge two or more Contacts into one. For example, you can change Contact Number "001" to "002", and in all records such as Quotations, Orders, Invoices and Activities, "001" will be changed to "002" as well. Follow these steps:

Change to the System module and open the Conversions - Contacts setting. Enter each pair of old and new Contact Numbers as shown in the illustration below. In the example illustrated, we will change "001" (the old Contact Number) to "002" (the new Contact Number):

The new Contact Number does not have to exist in the Contact register. In this example, if "002" is not an existing Contact, Contact "001" will be changed to "002" by the conversion process and so "001" will no longer exist. If "002" is an existing Contact, Contact "001" will be deleted. In effect, this will mean that you are merging "001" with "002".
Remaining in the System module, open the Conversions - Master setting and select the Convert Contacts option:
Make a text or timed back-up of your database and quit Standard ERP.
Remove the Standard ERP database file (named "Hansa.HDB") from the folder or directory containing your Standard ERP application.
Launch Standard ERP again. Because there is now no "Hansa.HDB" file, the 'Welcome to Standard ERP' window will appear. Select the [Restore from Backup] option.
When the 'Import files available' window appears, choose to import the back-up file that you created in step 3.
During the import process, Contact records will be renumbered as required. In the example, Contact 001 will be given the new number of 002. References to Contact Number 001 will be replaced with Contact Number 002 in all records (including Sales and Purchase Ledger transactions and Sales Order records).

Note that the Default Customer and Branch field in the Local Machine setting in the User Settings module will not be updated. This is because the Local Machine setting is stored locally in the databases on each client machine, and the conversion routine is not able to access these local databases.
Return to the Conversions - Master setting in the System module and turn off the option to Convert Contacts.
Return to the Conversions - Contacts setting and delete everything line by line.

If you have more than one Company in your database, you must repeat steps 1 and 2 above in every Company in which the conversion is to take place. In all other Companies, leave the Conversions - Contacts setting empty and do not tick any of the options in the Conversions - Master setting. If you want a different conversion to take place in another Company, enter old and new Contact Numbers in the Conversions - Contacts setting in that Company as necessary, and select the option to Convert Contacts in the Conversions - Master setting in that Company as well.

If the Contact register is shared, you should repeat steps 1 and 2 above in every Company that shares it. For example, if you have three Companies and Companies 2 and 3 are sharing the Contact register, follow steps 1 and 2 in Companies 2 and 3.

If the Contact register is shared and is stored in Company 0 (i.e. in the Shared Registers setting in the Technics module, the In Company field is empty), you should again repeat steps 1 and 2 above in every Company that shares the register. Then, follow the procedure described above, but replace steps 5 and 6 with the following:

Launch Standard ERP again. Because there is now no "Hansa.HDB" file, the 'Welcome to Standard ERP' window will appear. Then:
1. Close the 'Welcome to Standard ERP window using the close box .
2. You will be prompted to enter a new Company: a Code and Name will be sufficient. Press [Save].
3. You will be presented with a blank screen: quit Standard ERP and restart.
4. Repeat steps 1 and 2.
Ensure you are in the System module and use the 'Automatic' or 'Manual file search' import functions to import the back-up file that you created in step 3.

Steps 1 and 2 will cause the old Contact Number to be replaced by the new one in every register in the relevant Companies. The new step 5 will cause the old Contact Number to be replaced by the new one in the Contact register in Company 0.

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Settings in the System module:

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