Datafile 2019 and above, Diamond and Premier only
This new feature allows you to record on the sales/purchase account and stock record details for the last order added for that record.
Installation
Database Changes
Changes are required to the Sales/Purchase Accounts databases and the Stock Records database to record the last order details. To add these items select Installation from the main menu followed by Application Manager and then Restructure A Database. Select the Sales/Purchase Ledgerapplication or the Stock Control application and elect to update the Live Files and then select the main application file.
To insert a new item press <Enter> against a blank entry, enter the title as required and press <Enter>, select the item type (using the drop-down list if required), and depending on item type select the size required.
File Item Name Type Description
SLA/PLA LAST-ORD-REF X (16) Holds the last order reference
SLA/PLA LAST-ORD-VALUE K / L Holds the last order value (accounts files only)
SLA/PLA USER-ID X (6) Holds the user id of the operator who added the last order.
SLA/PLA DATE D / E Holds the date the last order was added
SLA/PLA TIME N Holds the time the last order was added
STA LST-S/ORD-REF X (16) Holds the last sales order reference
STA LST-S/ORD-QTY K / L / M Holds the last order qty
STA LST-S/ORD-BY X (6) Holds the user id of the operator who added the last order.
STA LST-S/ORD-ON D / E Holds the date the last order was added
STA LST-S/ORD-AT N Holds the time the last order was added
STA LST-S/ORD-ACC X (10) Holds the account the last order was added
STA LST-P/ORD-REF X (16) Holds the last purchase order reference
STA LST-P/ORD-QTY K / L / M Holds the last order qty
STA LST-P/ORD-BY X (6) Holds the user id of the operator who added the last order.
STA LST-P/ORD-ON D / E Holds the date the last order was added
STA LST-P/ORD-AT N Holds the time the last order was added
STA LST-P/ORD-ACC X (10) Holds the account the last order was added
Once the required items have been recorded press the <ESC> key and select the UPDATEbutton to save the database changes. When prompted respond ‘Y’ to the prompts to ‘Extract Existing Data to New Database Structure’ and, if appropriate, ‘Copy Table Entries from Old Database to New Database’. Final prompts ask to ‘Remove (.OLD) Database’ and to ‘Carry Out the Same Restructure on the BASE File as well’ – respond as required. If you select to update the base file you need to manually insert the new items at the same data item positions as on the live file.
Application User Facilities
To apply this feature, select Installationfrom the main menu followed by Application Manager and then Application User Facilities. Select the appropriate Order Processing application before selecting Enter/Amend Orders, Advanced Input Facilities and Optional Features. The new parameter to update the last order items are available on screen 5.
Save Last Order Details to SLA (PLA) and STA – set to save the last order details to the account / stock file. On selection a pop-up screen will display to allow reference of the new items.
Note
This option updates the account/stock record when a new active order is added. Quote orders will not update the last reference but will update on change from quote to active.
Amending a sales/purchase order will update the qty / value if the current order id matches that on the account stock / record.
If a new line is added to an order the system will update the stock record but will only update the account record if the order id for the current order matches that on the account.
Article ID: 2252
Created On: Fri, Jun 19, 2020 at 4:56 PM
Last Updated On: Mon, Jun 19, 2023 at 4:41 PM
Online URL: https://kb.datafile.co.uk/article/record-last-order-details-for-account-and-stock-2252.html