Clients & Profits Database Guide
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The Renumber
utility lets you change a job number, task code, client
number, vendor number, staff person’s initials,
status codes, or one job’s client
Ordinarily, these numbers can’t be
changed for good reason: a job number, for example, could
appear on hundreds of job tasks, job costs, purchase
orders, and client invoices. If you change the job number
only on the job ticket, it would no longer match its
activity. The Renumber utility lets you change a number,
then updates every record that contains this number
everywhere. Every record with the old number will show
the new number.
Renumbering a job replaces one job number with another on
job tasks, purchase orders, job costs, A/R invoices,
checks, and journal entries in the General Ledger.
Renumbering a task replaces one task code with another in
the Task Table, job tasks, job costs, A/R invoices, and
purchase orders. (Important note: a task can’t
be merged with another task if both exist on the same job.)
Renumbering a client replaces a client number on job
tickets, job tasks, job costs, journal entries in the
General Ledger, client invoices, and client payments.
Renumbering a vendor replaces a vendor number on A/P
invoices, purchase orders, journal entries in the General
Ledger, and checks. Renumbering a staffer replaces a
staff member’s initials on time sheets.
The option to renumber status codes is special. It
changes one status code to another on all jobs and tasks.
For example: You've decided that status 10, new job,
should be 100 from now one. Instead of manually updating
the status on all jobs, the Renumber utility will change
them at once. Any job with the old status code will be
changed to the new status code. Both production and
billing status is updated. If you enter an existing
status code, it will be changed to the new number
automatically. Note: Your default status codes in
Preferences aren't changed by Renumber, and might need to
be changed manually.
The option to Renumber one job’s client allows you
to edit the client code on one job ticket. If a job
ticket was mistakenly added with the incorrect client
code, this Renumber option allows you to edit the client
code instead of deleting and re-adding the entire
job.
Merging two vendor accounts into one
The Renumber utility can merge two
different vendor accounts into one. For example, when one
vendor is acquired by another you’ll only need one
vendor account. The Renumber utility will combine the
invoices and checks for both vendors together under the
new account number.
Once Renumbered, the original vendor account is
deleted.
To renumber a record
1 Choose Setup > Utilities > Renumber.
The Renumber window opens, displaying the Renumbering
options.
2 Choose a renumbering option,
such as Job number.
3 Enter the record’s original number, such as
a job number.
This is the number you’re currently using in your
database. Enter the existing job number, task code,
client number, vendor number, or staff person’s
initials. Tabbing past the number confirms that the
number exists; if not, you’ll be prompted to enter
the number over again.
4 Enter the record’s new number, such as the
new job number.
This is the new number you wish to use. Enter the new job
number, task code, client number, vendor number, or staff
person’s initials. Tabbing past the new number
checks it against other numbers in the database. This new
number can’t be used elsewhere; if so, you’ll
be prompted to enter a different number.
5 Click OK.
Clients & Profits will methodically change every
record containing the old number, giving it the new
number.
Only one record (i.e., one job) can be renumbered at a
time. If several jobs, for example, need to be
renumbered, each job must be renumbered separately.
The Renumber procedure can’t be stopped, but it can
be reversed if you change your mind. If so, simply
Renumber the record again using the new number you just
entered.
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