Core Financial Modules

[jonathansulliva]

During early setup of MAS90, our accounting manager setup hundreds of charge codes in each of the modules (AR/SO & AP/PO).  Some match both sides (AR/AP), while others do not.  95% of these codes should never have been setup.

I have found Resolution ID: 413173 "How to delete miscellaneous charge or item codes that are not longer in use in Sage MAS 90 and 200" which says that it is possible to delete (though not recommended).  It however does not spell out the process.  If you attempt to delete a code, "A record exists using this Item Code.  You cannot delete //C, it has one or more records in history."

Up until now we've back-burnered this issue, but in our tests of upgrading from 4.3->4.4 we found that it combines all of the codes into Common Information (Great idea!) however, ones that existed in both are numbered ie. /CUSTOM and /CUSTOM1

This of course has made our out of control lists even worse.

Our current plan is (if tested and proven safe) to remove ALL Misc Charge & Item Codes from all 3 areas, perform the upgrade to 4.4, and then enter the 15 codes that should really be used.

At the 4.3 level, I am assuming these are stored in (2) or possibly (3) files.  Can anyone direct my to the correct ones?  Also, would best practice be to initialize the files or edit with DFDM?

We intend to test this on our developmental machine, and if safe and successful, will implement (after backing up) our production environment - during the upgrade process.

Thank you for any answers you can provide!

[thebottomline]

"Guns don't kill people, People kill people"

So I'll sell you a gun and you just be careful where you point that thing!!!!!!

The main file that you want to open via DFDM is CI_Item.M4T located in the CI_XXX folder.  This file holds the master record.  Make a backup of the file and practice at the firing range to you hearts content.  The other file that you have hunt down is CI_ItemHistoryByPeriod.M4T, but if you hit the bulls eye on the CI_Item.m4t file, your major woes will disappear.

Happy hunting.

It is too bad that you can't use the merge/renumber/delete utilities in IM for these miscellaneous codes!!!!!!!!

[jonathansulliva]

Thank you!  I firmly believe in taking full pre-cautions before doing anything in production.

If we wanted to remove 100% of these and start over, is there any considerations over initializing the CI_Item file (after backup, of course) over deleting by hand via DFDM?

Also, it would appear that CI (Common Information) store half of the codes...(at level 4.3) - any idea which file is storing them for PO (the lists are different - but appear to be merged to CI_Item in 4.4).

Let me second your comment regarding a merge/renumber/delete utility.

Thank you again for your help.

[thebottomline · Accepted solution]

PO7V43.SOA

Probably.  Since I have never done this before, there are probably some gotchas.  Since you are in a test database, dump the CI_item file into Excel and see what you have.  Delete the bad boys.  Create a VI import.  Reinitialize the CI_item.  Reimport.  Watch out for fields that link to other files (e.g. extended description key).

[jonathansulliva]

Thank you!  I will post back any issues for those that come after.

[tnwcpa]

Along this same vein, is there an option for "Where-used" for Misc Charge Codes?  I cannot seem to make this happen in BOM!

[Maureen]

You're going to want to be sure none of them are being used in SO, PO or AR when you delete them off - other wise your data entry files will be very difficult to deal with afterwards.