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Updating items in batches

Introduction

In this screen, you can perform similar updates on many items in a batch, simultaneously. This will save a lot of precious time in the event that your organization decides to review and update the data of all items in the inventory at one specific time.

Menu paths

  • Inventory ➔ Items ➔ Maintain
  • Projects ➔ Items ➔ Items
  • Invoice ➔ Items ➔ Maintain
  • Orders ➔ Items ➔ Maintain
  • Purchase ➔ Items ➔ Maintain
  • Manufacturing ➔ Setup ➔ Items
  • Manufacturing ➔ Setup ➔ Outsourced items
  • Service ➔ Items ➔ Maintain
  • POS ➔ Items ➔ Maintain

Then, click Batch updates.

Fields

After clicking Batch updates, a screen for defining the criteria of items that require updating and the data to be changed will be displayed, as shown in the following:

Data section

Item data

Select this to update the cost price, status, item group, description, unit, type, assortment, price list assortments, and attributes of the selected items. You will see the corresponding check boxes and fields in the Change section.

Note: Selecting this will allow you to update the data of items from one warehouse or more.

Stock data

Select this to update the default warehouse location, purchase order level, maximum stock, time of sales delivery, and counting cycle of the selected items. You will see the corresponding check boxes and fields in the Change section.

Note: Selecting this will allow you to update the data of stocks from a specific warehouse only.

Items by supplier

Select this to update the approved supplier, drop ship, VAT, PO size, time of delivery for the item which is linked to the selected warehouse (the warehouse may not be necessary the main warehouse of the item), and any item which is linked to the selected supplier (the supplier may not be the main supplier and multiple suppliers can be chosen) of the selected items. You will see the corresponding check boxes and fields in the Change section.

Note: Selecting this will allow you to update the data of stocks from a specific warehouse only.

Select the following criteria that require updating in the search results:

Tab Name Description (full HTML content)
Item data

Range section

Item code

Type or select an item or a range of items to update the corresponding items. Select the All check box to update all items.

Attributes

Select the Sales, Stock, Make, Buy, Part, Batch, Serial, and/or Service check boxes to update items with the corresponding attributes.

Item group

Type or select an item group or a range of item groups to update the items in the corresponding item groups. Select the All check box to update the items in any item group.

Main warehouse

Type or select a main warehouse or a range of main warehouses to update the items in the corresponding main warehouses. Select the All check box to update the items in any main warehouse.

Warehouse

Type or select a warehouse or a range of warehouses to update the items in the corresponding warehouses. Select the All check box to update the items in any warehouse.

Note: This is available only if you have selected Stock data or Items by supplier in the Data selection section. You can only type or select a specific warehouse if you have selected Stock data in the Data selection section.

Last sale

Type or select a date or range of dates to update the items with the last sale that falls on the corresponding dates. Select the All check box to update the items with any last sale date.

Main supplier

Type or select a main supplier to update the items linked to the corresponding main supplier.

Note: This is available only if you have selected Item data or Stock data in the Data selection section. You can only type or select a specific main supplier if you have selected Stock data in the Data selection section.

Supplier

Type or select a supplier or a range of suppliers to update the items linked to the corresponding suppliers. Select the All check box to update the items linked to any supplier.

Note: This is available only if you have selected Items by supplier in the Data selection section.

Status

Select Active, Blocked, Discontinued, Future, and/or Inactive to update the items with the corresponding statuses.

Type

Select Standard, Bulk issue, Labor hour, or Contract to update the items with the corresponding type. Select All to update any type of items.

Assortment 1

Select an assortment to update the items grouped under this assortment.

Note: The number of assortments displayed depends on the assortments defined at Inventory/Items/Assortments. For more information, see Creating and Maintaining Assortments. For example, if you have defined two assortments, you will see Assortment 1 and Assortment 2. You can define up to 10 assortments.

Change section

 

Cost price

Select this check box to update the cost price of the selected items. Once selected, the boxes next to it will be enabled. At New value, select Calculated cost price, Cost price, Sales price, or Supplier’s purchase price to update the corresponding price. In the box next to New value, type the new percentage of the selected price.

Note: The purchase price of an item is determined by the last purchase price of the item from the latest purchase invoice. The system will update the purchase price of items via the batch update functionality based on the purchase price registered in the following tabs of the item maintenance screen:

 

Status

Select this check box to update the status of the selected items. Once selected, the New value box next to it will be enabled. At New value, select the new status for the items, namely Active, Blocked, Discontinued, Future, or Inactive.

Item group

Select this check box to update the item group of the selected items. Once selected, the New value box next to it will be enabled. At New value, type or select a new item group.

Description

Select this check box to update the description of the selected items. Once selected, the New value box next to it will be enabled. At New value, type the new description of the selected items.

Note: The status of an item is defined in the header section of the item maintenance screen.

Unit

Select this check box to update the sales unit of the selected items. Once selected, the New value box next to it will be enabled. At New value, type or select the new sales unit.

Note: The status of an item is defined in the header section of the item maintenance screen.

Type

Select this check box to update the type of the selected items. Once selected, the New value box next to it and the Stock controlled check box will be enabled. At New value, select a new type for the item: Standard, Bulk issue, Labor hour, or Contract.

Note: The status of an item is defined in the header section of the item maintenance screen.

Stock controlled

Select this check box to apply or remove the Stock controlled attribute to or from the selected items. Once selected, the New value box next to it is enabled. At New value, select Yes to apply the corresponding attribute of the item, or No to remove the attribute from the item. For more information, see Creating and Maintaining Items – Purchase/Sales Tab.

Note: This check box is enabled only when you select the Type check box. The Stock controlled attribute is defined in the Attributes section of the Inventory tab of item maintenance screens.

Classification ESL

Select this check box to allow the value of the Classification ESL to be updated. Once selected, the New value box next to it is enabled. At New value, you can select Goods or Services.

Requires approved supplier

Select this check box to apply or remove the corresponding attribute to or from the selected items. Once selected, the New value box next to it is enabled. At New value, select Yes to apply the corresponding attribute of the item, or No to remove the attribute from the item. For more information, see Creating and Maintaining Items – Purchase/Sales Tab.

Note: The Requires approved supplier attribute is defined in the Attributes: Purchase section of the Purchase/Sales tab of item maintenance screens.

Price list assortments

Select this check box to ensure that in the event the assortments are changed for the selected items, those items will be added to the assortment price list which contains the same assortment combination, if any.

Note: This check box is available only if you have selected the Add extra receipt to sales order check box in the Entry section of Order settings. The check box is enabled only when at least an assortment is selected in the Range section.

Add extra receipt to sales order

Select this check box to define or remove the corresponding attribute to or from the selected items. Once selected, the New value box next to it is enabled. At New value, select Yes to apply the corresponding attribute to the item, or No to remove the attribute from the item. For more information, see Creating and Maintaining Items – Purchase/Sales Tab.

Note: This check box is available only if you have selected the Add extra receipt to sales order check box in the Entry section of Order settings. The Requires approved supplier attribute is defined in the Attributes: Sales section of the Purchase/Sales tab of item maintenance screens.

Commissionable

Select this check box to apply or remove the corresponding attribute to or from the selected items. Once selected, the New value box next to it and the Commission method check box enabled. At New value, select Yes to apply the Commissionable attribute to the item, or No to remove the Commissionable attribute from the item.

Note: This check box is available only if you have selected the Use sales commissions check box in the Sales commissions section of Order settings. The Commissionable attribute is defined in the Sales commission section of the Purchase/Sales tab of item maintenance screens.

Commission method 

Select this check box to update the commission method and/or sales commission percentage defined for the corresponding items. Once selected, the boxes next to it are enabled. At New value, select Margin %, Sales price %, or Fixed amount to define the corresponding commission method for the items. In the box next to New value, type a new percentage of sales commission.

Note: This check box is available only if you have selected the Use sales commissions check box and selected Item percent/amount at Commission method in the Sales commissions section of Order settings.

Assortment 1

Select an assortment to link the selected items to this assortment.

Note: This section is available only if you have selected Item percent/amount at Commission method in the Sales commissions section at Order settings. The number of item assortments displayed depends on the item assortments defined at Inventory/Items/Assortments. 

 

Stock data

Range section

 

 

Item code

Type or select an item or a range of items to update the corresponding items. Select the All check box to update all items.

Attributes

Select the Sales, Stock, Make, Buy, Part, Batch, Serial, and/or Service check boxes to update items with the corresponding attributes.

Item group

Type or select an item group or a range of item groups to update the items in the corresponding item groups. Select the All check box to update the items in any item group.

Warehouse

Type or select a warehouse to update the items in the corresponding warehouses.

Note: You can only type or select a specific warehouse if you have selected Stock data in the Data selection section.

Last sale

Type or select a date or range of dates to update the items with the last sale that falls on the corresponding dates. Select the All check box to update the items with any last sale date.

Main supplier

Type or select a main supplier to update the items linked to the corresponding main supplier.

Note: This is available only if you have selected Item data or Stock data in the Data selection section. You can only type or select a specific main supplier if you have selected Stock data in the Data selection section.

Status

Select Active, Blocked, Discontinued, Future, and/or Inactive to update the items with the corresponding statuses.

Type

Select Standard, Bulk issue, Labor hour, or Contract to update the items with the corresponding type. Select All to update any type of items.

Assortment 1

Select an assortment to update the items grouped under this assortment.

Note: The number of assortments displayed depends on the assortments defined at Inventory/Items/Assortments. For more information, see Creating and Maintaining Assortments. For example, if you have defined two assortments, you will see Assortment 1 and Assortment 2. You can define up to 10 assortments.

Change section

 

Default location

Select this check box to change the default warehouse location of the selected items. Once selected, the New value box next to it is enabled. At New value, type or select a new warehouse location.

Note: This is enabled only if you have selected a warehouse at Warehouse in the Range section and the Warehouse locations check box in the Fulfillment section under Inventory settings.

Purchase order level

Select this check box to update the purchase order level of the selected items. Once selected, the New value box next to it is enabled. At New value, type a new number.

Maximum stock

Select this check box to update the maximum stock of the selected items. Once selected, the New value box next to it is enabled. At New value, type a new number.

Time of delivery – sales

Select this check box to update the time of the sales delivery of the selected items. Once selected, the New value box next to it is enabled. At New value, type a new time.

Counting cycle

Select this check box to update the counting cycle of the selected items. Once selected, the New value box next to it is enabled. At New value, type a new number in terms of days. 

Planner

Select this check box to update the planner of the selected items. Once selected, the New value box next to it is enabled. At New value, type a new number in terms of days. The Planner check box and the New value box are disabled when you do not have function right To update item’s warehouse info.

Once the Planner check box is selected and a value is entered at New value, the Microsoft Excel report will display the Planner column. 

Items by Supplier

Range section

 

Item code

Type or select an item or a range of items to update the corresponding items. Select the All check box to update all items.

Attributes

Select the Sales, Stock, Make, Buy, Part, Batch, Serial, and/or Service check boxes to update items with the corresponding attributes.

Item group

Type or select an item group or a range of item groups to update the items in the corresponding item groups. Select the All check box to update the items in any item group.

Warehouse

Type or select a warehouse to update the items in the corresponding warehouses.

Note: You can only type or select a specific warehouse if you have selected Stock data in the Data selection section.

Last sale

Type or select a date or range of dates to update the items with the last sale that falls on the corresponding dates. Select the All check box to update the items with any last sale date.

Supplier

Type or select a supplier or a range of suppliers to update the items linked to the corresponding suppliers. Select the All check box to update the items linked to any supplier.

Status

Select Active, Blocked, Discontinued, Future, and/or Inactive to update the items with the corresponding statuses.

Type

Select Standard, Bulk issue, Labor hour, or Contract to update the items with the corresponding type. Select All to update any type of items.

Assortment 1

Select an assortment to update the items grouped under this assortment.

Note: The number of assortments displayed depends on the assortments defined at Inventory/Items/Assortments. For more information, see Creating and Maintaining Assortments. For example, if you have defined two assortments, you will see Assortment 1 and Assortment 2. You can define up to 10 assortments.

Change section

 

Approved supplier

Select this check box to update the approved supplier of the selected items. Once selected, the New value box next to it is enabled. At New value, select Yes to change the attributes of the item, or No to maintain the attributes.

Note: If the Requires approved supplier check box is selected at the Items screen (go to Inventory/Items/Maintain, in the Purchase/ Sales tab, under the Attributes: Purchase section), then main supplier of the item must be an approved supplier. If the Requires approved supplier check box is not selected, and if you select Yes at the New value box next to the Approved Supplier field, there will be no updates performed.   

Drop ship

Select this check box to update the drop ship status of the selected items. Once selected, the New value box next to it is enabled. At New value, select Yes to change the attributes of the item, or No to maintain the attributes.

VAT

Select this check box to update the tax amount of the selected items. Once selected, the New value box next to it is enabled. At New value, type or select a new VAT code.

PO size

Select this check box to update the PO size of the selected items. Once selected, the New value box next to it is enabled. At New value, type a new number.

Time of delivery

Select this check box to update the time of the delivery of the selected items. Once selected, the New value box next to it is enabled. At New value, type a new time.

Supplier's item code

Select this check box to update the supplier's item code of the selected items. Once selected, the New value box next to it is enabled. At New value, type a new time.

Country of origin

Select this check box to update the country of origin of the selected items. Once selected, the New value box next to it is enabled. At New value, type or select a new country code.

Main supplier

Select this check box to update the main supplier of the selected items. Once selected, the New value box next to it is enabled. At New value, type or select a new creditor.

Add: Supplier

Select this check box to update add a supplier of the selected items. Once selected, the New value box next to it is enabled. At New value, type or select a new creditor.

Note: When the Add: Supplier check box is selected, the Remove: Supplier check box at the Change section will be disabled.

Remove: Supplier

Select this check box to remove a supplier from the selected items. Once selected, the New value box next to it is enabled. At New value, type or select a new creditor.

Note: When the Remove: Supplier check box is selected, all other fields in the Change section will be disabled.

Buttons

Show list

Click this to display the list of items that meet the defined criteria and the proposed updates in the Microsoft Excel spreadsheet. The following is a sample list if you have updated the cost price of the listed items by 10%:

The information in the spreadsheet can still be edited. To update the information in the corresponding item maintenance screens, click the Add-Ins tab, and then click  Exact Globe: Update at the tool bar. Alternatively, you can also click the Add-Ins tab, Exact Globe, and then Update. Once clicked, a confirmation message will be displayed. Click OK to confirm the changes or Cancel to cancel.

Note: You can only change code and value-based values in the excel sheet. Changing the text or description-based values like assortment will have no effect in what will be updated to the database.

Close

Click this to exit.

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 Main Category: Attachments & notes  Document Type: Support - On-line help
 Category:  Security  level: All - 0
 Sub category:  Document ID: 13.016.558
 Assortment: Exact Globe+  Date: 26-09-2022
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