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Conversions - Master, Conversions - Items

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

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The Conversions - Master and Conversions - Items settings together allow you to change the Item Number of an Item record. For example, you can change Item Number "10101" to "10102", and the Item Number in all transactions such as Quotations, Orders, Invoices, Deliveries and Goods Receipts will be changed as well. Follow these steps:

  1. Change to the System module and open the Conversions - Items setting. Enter each pair of old and new Item Numbers as shown in the illustration below. In the example illustrated, we will change "10101" (the old Item Number) to "10102" (the new Item Number):

    The new Item Number does not have to exist in the Item register. In this example, if "10102" is not an existing Item, Item "10101" will be changed to "10102" by the conversion process and so "10101" will no longer exist. If "10102" is an existing Item, Item "10101" will be deleted. In effect, this will mean that you are merging "10101" with "10102".

    Although it is possible to merge Items as just described, it is not recommended that you do so. If you merge two Stocked Items, the FIFO/LIFO queue for the merged Item will not be correct, and the Weighted Average setting will be corrupted. This will mean that the valuation in the Stock List will not be correct if it is calculated using the Queued Cost Model and, if you have more than one Location, using the Weighted Average Cost Model. You should not merge Items of different Types (e.g. you should not merge Plain and Stocked Items, or Serial Numbered and non-Serial Numbered Items). Doing so may corrupt the stock history so that the stock valuation in the Stock List report no longer matches that in the Nominal Ledger.

  2. Remaining in the System module, open the Conversions - Master setting and select the Convert Items option:

  3. Make a text or timed back-up of your database and quit Standard ERP.

  4. Remove the Standard ERP database file (named "Hansa.HDB") from the folder or directory containing your Standard ERP application.

  5. 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.

  6. When the 'Import files available' window appears, choose to import the back-up file that you created in step 3.

  7. During the import process, Item records will be renumbered as required. In the example, Item 10101 will be given the new number of 10102. References to Item Number 10101 will be replaced with Item Number 10102 in all records (including Sales and Purchase Ledger transactions and Sales Order records).

    Note that use of the old Item Number in some settings (settings of types 1 and 2 as described here) will not be updated. Examples include the Freight, Interest and Variety Masks settings. You will need to update these settings yourself to ensure that they contain valid Items.

  8. Return to the Conversions - Master setting in the System module and turn off the option to Convert Items.

  9. Return to the Conversions - Items 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 - Items 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 Item Numbers in the Conversions - Items setting in that Company as necessary, and select the option to Convert Items in the Conversions - Master setting in that Company as well.

If the Item 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 Item register, follow steps 1 and 2 in Companies 2 and 3.

If the Item 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:

  1. 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.

  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 Item Number to be replaced by the new one in every register in the relevant Companies. The new step 5 will cause the old Item Number to be replaced by the new one in the Item register in Company 0.

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