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Using the Miscellaneous File Utilities Menu

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The Parts module's Miscellaneous File Utilities menu is used to perform a variety of miscellaneous maintenance that is not performed regularly. The menu contains options that allow you to move data within or between sources, verify inventory data, merge data files, and perform a late inventory update. 

 

Buttons

Move Data Within/Between Sources
This button advances you to the Move Data Within/Between Sources menu. Use this menu is used to move batches of data. 

Verify/Correct Inventory Data
This button advances you to the Verify/Correct Inventory Data menu, which you can use to change information that affects groups of inventory files. 

Miscellaneous Data Movement
This button advances you to the Miscellaneous Data Movement menu, which is used to clear data from inventory and customer files. 

Merge Data Files
This button advances you to the Merge Files menu. This menu is used to merge identical files. 

Late Monthly Update
You will use this option to perform a late monthly update when the normal Monthly Update has not been performed within an acceptable time frame in respect to end/beginning of each month. This only affects the current inventory source. The update validates the Monthly Sales section of the Master Inventory screen and allows for the accumulation of sales quantities for both the current year and from the current month for the previous year to the current month for the current year.

This update does not clear the monthly sales and receipt reports. Therefore, if you use this option to perform a late monthly update, these reports will be cumulative from the date of the previous Monthly Update.

The update will clear the Monthly Update message that appears on the Parts main menu and reminds you that you have not performed the monthly update. It will also update the banner on the top of the Setup & Updates menu that indicates the date of the last monthly update.  

Step 1. Click Late Monthly Update.

Step 2. Type the appropriate month-ending date.

Step 3. Click Update when prompted to verify you want to run the update.

Step 4. The system displays a reminder that only the current inventory source has been updated. Click OK to acknowledge the message. 

Refresh Resupply Data
Use this button to refresh the resupply data. You would use this utility if you have updated your resupply list, but some of your "Last Stock" dates in the Master Inventory file don't reflect the most recent stock date. The utility will use the last resupply list updated to update the "Last Stock" date accordingly. 

Important:  Do not use this feature without assistance from an Autosoft Customer Success Center representative. Call the Customer Support Center at 800.473.4630 for assistance. 

Step 1. Click Refresh Resupply Data.

Step 2. Click OK when prompted to verify you want to refresh the data. 

Resend C/S To Accounting
Use this button to resend counter slips to Accounting. You specify the document number or range of documents for the counter slips, and all slips within the range you specify will be sent to Accounting, even if they were already sent. If a counter slip number does not exist in the general ledger, the system will add the counter slip. If a counter slip number exists in the general ledger, the system will replace the existing document with the one in the most recent update. Therefore, you should notify Accounting when you use this utility so the operator can verify the counter slip numbers in the Integrated Parts Sales Entries before posting to the general ledger. 

Important:  Do not use this feature without assistance from an Autosoft Customer Success Center representative. Call the Customer Support Center at 800.473.4630 for assistance. 

Step 1. Click Resend C/S To Accounting.

Step 2. Type the document number or range of document numbers you want to send. If you only want to send one counter slip, type the document number in both the Starting With and Ending With fields. 

Step 3. Click OK when prompted to verify you want to resend the slips.

Step 4. When the system is finished, it displays a "Completed" message. Click OK to acknowledge the message. 

Clear Dirty Core Count
Use this button to clear the dirty core counts. Before running this utility, you should print the Dirty Cores In Stock report (on the Inventory Value Reports menu) to identify the dirty cores in stock. This will help you add any dirty cores back in to the inventory as needed. 

Step 1. Click Clear Dirty Core Count.

Step 2. The system prompts you that you should print the Dirty Core report first. Click OK to acknowledge the message. 

Step 3. When the system is finished, it displays a "Completed" message. Click OK to acknowledge the message. 

Inventory Inception
This button advances you to the Inventory Inception menu, which is used to enter inventory from either a parts pad or physical inventory list. 

Exit
Use this button to return to the System Setup & Updates menu. 

 

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