Merging Item Records

Please note: Item merges are irreversible. To avoid unintended consequences, ensure that your data file security settings are properly configured.

Overview: There can be times when an Item has been entered the system twice. You should never delete a record because you would lose an integral part of the transaction history. By merging two item records you can combine the transaction history into one and not lose any data.

1. Security must be set to allow this. Be sure you are out of file maintenance prior to making this change. Once this is set you won’t have to do it again.

a. Select #10 Security from the Program Menu.

b. Chose File and Field Security.

c. When it asks for a password enter the required level (usually owners or regional manager). If you do not have the required level, please see your supervisor or manager for access.

d. From the File Menu choose the Item File.

e. The File Maintenance Security shows all the password levels and what each level can do.

f. Merge can be added, from the drop-down menu, to Store Manager or higher.

2. Merging Items.

a. Select #6 File Maintenance from the Program Menu.

b. Choose Item File.

c. Select the Item record that you want to merge into another record. This record will disappear.

d. From the item record click on the “functions” drop down menu at the top left-hand corner and select “Merge into different item”. If you do not see this option, you are not in file maintenance with the appropriate password. Close out of file maintenance and try again with a higher password.

e. When selected you will see a warning: “This item will be deleted at the completion of the merge; do you want to continue?” Answer ‘Yes’.

f. You will now need to select the item that you want to merge this history into. The item record you select will be saved.

g. When you click OK you'll see: “Do you really want to delete (the name on the first record) and move their history to (the name of the second record)?” Yes or No

h. This is the last chance you'll get to change your mind.

i. Click “Yes” and the merge will be complete.

j. You will see the quantity has changed in the file record that the item was merged into.

k. You will see in edit history the merged record, providing proof the record has been merged.

NOTES:

Depreciation amounts, as well as the item Income History will also be moved to the new record. There is no way to undo an item merge. Please set your data file security appropriately to avoid any unnecessary grief