Deleting an Inactive Account (and All History) From MACS
Contents
1. restore from a back up today if you had to This Memo and others are available at the website www macsworld com macscare MACS Support e support macsworld com e Fax 239 566 2560 Page 5 of 5 S Docs Support MEMOS MEMO132 DOC dcg10 03 112. M AC S SUPPORT MEMO 132 Manutacturore Agents Deleting an Inactive Account and All History From MACS l P y File these instructions in the MACS Software User s Manual Requirements Operating System Any MACS Version 4 10 or higher Module Master Files Database and Knowledge of File Transfers Situation User wants to delete an inactive account Customer Manufacturer or Sales Rep and all history associated with it from MACS The following procedure is the only way to delete information completely from MACS To retain account information in MACS make the manufacturer inactive I in field number 15 in Master File Maintenance MF 4 6 When running Sales Analysis reports exclude inactive manufacturers by special selecting field number 15 and exclude inactive I accounts from the report Sales Analysis reports run with MACS versions prior to 3 3 cannot exclude customers If there are duplicate accounts there is no need to transfer data to Miscellaneous In this case combine data from one account to the other Important Note MACS Software cannot assume responsibility for any errors incurred by the user Before beginning verify you have a complete and current backup of MDATA Solution The steps outlined below can be taken regardless of what the user wants to delete and substitutions should be made accordingly For our example we will be deleting a manufacturer 1 Commissions Reconciliation users must to the steps below fi
3. e HISTORY FILE screen appears select OPTION 3 DELETE the summary record There are up to three possible records you may choose to delete by entering the corresponding record number in FIELD 5 HSTREC MACS Support e support macsworld com e Fax 239 566 2560 Page 3 of 5 S Docs Support MEMOS MEMO132 DOC dcg10 03 11 SUPPORT MEMO 132 Deleting an Inactive Account From MACS Continued They are as follows 3 Order Tracking Commissions Paid 4 Sales Invoicing IDOL F MAINT F M History File Inquiry 1 Record I 2 Mfg Code 3 Cst Code 4 Cst Loc H zzz zzZzZZZZ 20 Mfg Stat 21 Mfg Type Mfg Rel Xrf Sour DELETE Com Amt3 Amt3 Amt3 3yr Cur Cur Lst 5 Hst Rec 4 6 Smn Code zz Date Ths Sls Ths Com Ths Amt3 Ths Sls Cur Sls Cur Sls Lst Sls Prv Sls 3yr Sls Lst Amt3 Prv Amt3 3yr Sls Cur Sls Cur Sls Cur Sls Cur Sls Cur Sls Cur Sls Cur Sls Cur 7 Actvy Dt 8 Actvy Dt 9 Updat MY 10 Sys Flgs 11 Cst Alph 12 Cst St R 13 Cst Type 14 Cst ABC lt D Type the following values refer to the screen on under Step 6C FIELD 1 RECORD I H lt RET gt FIELD 2 MFG CODE ZZZ lt RET gt FIELD 3 CST CODE ZZZZZZ lt RET gt FIELD 4 CST LOC blank lt RET gt FIELD 5 HST REC see 6 D for values lt RET gt FIELD 6 SMN CODE ZZ lt RET gt The most common value will be 4 Sales Invoicing E A single record should appear on the screen Review it If all information is cor
4. ete an END OF MONTH UPDATE 7 13 if this is the normal time for you to do so Be sure to close Calls Orders Sales and Commission Paid as applicable 5 Print a 11 1 SALES ANALYSIS REPORT for 24 months Format 24A Use Sort M1 if deleting a manufacturer Sort C1 if deleting a customer or Sort S1 if deleting a SalesRep A Print and verify sales using special selection for the account you are deleting as Manufacturer ZZZ or the new code you assigned Customer ZZZZZZ or the new code you assigned Salesman ZZ or the new code you assigned B Review to verify that NO information printed for any other manufacturer customer or SalesRep other than the Z codes or the new code you assigned WARNING The following actions are OPTIONAL If you choose to do step 6 and delete the inactive record you will be deleting the record s associated sales history Computer Utilities Inc and MACS Software Support are not responsible for any loss of data Recovery of deleted sales history is not covered under MACS care Support 6 Delete unwanted account summary records from history When you are satisfied that all information has been transferred a summary History record for Manufacturer ZZZ Customer ZZZZZZ and or Salesman ZZ can be deleted from the YTD History File for each application that you are using in MACS From any MACS Menu type 797 lt RET gt When the FILE MAINTENANCE screen appears type MRHST lt RET gt A When th
5. mmarize History Files 4 12 Mfg Mfg Move by Data Type 13 Global Customer File Update OTHER TRANSFER COMBINE 14 Update History to Current Smn 5 Mfg ItemNo Transfer Phase 6 Mfg ItemNo Transfer Phase Il 7 8 B Run 4 20 1 MFG CUST SMN TRANSFER PHASE and MF 4 20 2 MFG CUST SMN TRANSFER PHASE II on the account you want to delete For the FROM information type Manufacturer MFG CODE of manufacturer that will be removed Customer Press lt RET gt FOR ALL Salesman Press lt RET gt FOR ALL For our example we are deleting a manufacturer If you are deleting a customer or salesperson enter the code for the account you are deleting and press lt RET gt thru the other fields e For the TO information type The new Mfg Code i e ZZZ The new Miscellaneous Customer Code i e ZZZZZZ The new Salesman Code i e ZZ D A list of the transferred information will print and should be kept for future reference MACS Support e support macsworld com e Fax 239 566 2560 Page 2 of 5 S Docs Support MEMOS MEMO132 DOC dcg10 03 11 SUPPORT MEMO 132 Deleting an Inactive Account From MACS Continued Make ONE selection based on your monthly cycle do not complete more than one of the following A If needing Sales Analysis Reports to reflect the change BEFORE the next End of Month Update run a 7 14 MID MONTH UPDATE or if not ready to do a Mid Month Update Resummarize History Files MF 4 20 11 B Compl
6. rect type Y at the DELETE RECORD Y N prompt to delete the record m Delete the inactive record from the master file If you are deleting an inactive customer you need to 4 20 9 MAKE CUSTOMER DELETABLE Type the original customer code when prompted and press lt RET gt 1 If you are deleting an inactive manufacturer or Sales Rep you need to 4 20 10 MAKE MFGS amp SMN DELETABLE press lt RET gt 2 Go to master file maintenance and delete the inactive account record 7 Deleting the Item Inventory for a Manufacturer If applicable MACS Support e support macsworld com e Fax 239 566 2560 Page 4 of 5 S Docs Support MEMOS MEMO132 DOC dceg10 03 11 SUPPORT MEMO 132 Deleting an Inactive Account From MACS Continued Once you are sure that all information transferred you can delete the records A Run 4 20 5 MFG ITEMNO TRANSFER PHASE I B Type the Manufacturer code at the prompt The next prompt will ask you for the items to be moved Press lt RET gt to move all items C Press lt F9 gt to Delete the items D Press Y at ARE YOU SURE YOU WANT TO DELETE ALL OF THIS MANUFACTURER S ITEMS Y N E Verify that all the information is correct Press Y if it is N to correct it Select your printer The items will be deleted Press lt RET gt to end G Run 4 20 6 MFG ITEMNO TRANSFER PHASE II Follow the prompts to delete the items T Could you restore from a back up today if you had to Could you
7. rst If you are not proceed with Step 2 Set up Miscellaneous Master Files A Print 7 11 LIST OPEN INVOICE for the account you will be deleting B If unpaid invoices are in the Open Invoice file create a session and post Commissions of zero dollars 0 to these invoices to remove them C Isolate this commission information from the current month by assigning a prior year post date D Add sessions to Month To Date E Continue with Set up Miscellaneous Master Files below 2 Set up Miscellaneous Master Files A Add a miscellaneous Mfg Code i e ZZZ to the Manufacturer Master File Page 1 of 5 MACS Support support macsworld com e Fax 239 566 2560 Page 1 of 5 S Docs Support MEMOS MEMO132 DOC dcg10 03 11 SUPPORT MEMO 132 Deleting an Inactive Account From MACS Continued B Add a miscellaneous Salesman Code i e ZZ to the Salesman Master File C Add a miscellaneous Customer Code i e ZZZZZZ to the Customer Master File Note substitute a different code above if you are already using the above Z codes in your system for normal processing 3 Transfer History A With the printer on select 4 20 FILE TRANSFER COMBINE MACS Sample Data Base 10 04 10 MACS Software User Name 10 39 AM FILE TRANSFER COMBINE FUNCTIONS MFH GENERAL TRANSFER COMBINE OTHER FUNCTIONS 1 Mfg Cst Smn Transfer Phase 9 Make Customers Deleteable 2 Mfg Cst Smn Transfer Phase Il 10 Make Mfgs amp Smn Deleteable 3 11 Resu
Download Pdf Manuals
Related Search