CHANGING MASTER CODES

               CHANGING MASTER CODES              

A2000 ONLINE SUPPORT DEPARTMENT

KNOWLEDGE BASE

ISSUE : Can I change my master codes like customer, supplier and product codes in the system after I had entered transactions? 

1. CAN I CHANGE MY MASTER CODES? 
No, master codes in transactions are used to cross-validate for referential integrity. This validation protects the system from inadvertent changes/deletion that causes the system to produce wrong outputs. The system does not allow these to be changed once transaction exists. However if this is a new code without any transactions yet, you may change it at will. If the requirement is simply to change product description, the system allows user to do it with no impact. If they are sure the description change does not impact their operations, they may simply edit and change accordingly. 

If the requirement is simply to change product description, the system allows user to do it with no impact. If they are sure the description change does not impact their operations, they may simply edit and change accordingly. 

 
2. WHAT ARE MY OPTIONS TO CHANGE MASTER CODES? 

OPTION 1 – CREATING NEW CODES 
This option is easy, safe and free. User simply needs to create a new code they wanted in the system, side by side with the old codes. For example, if a Product Code needs to be changed. Go to the old code and zerolize the stock balance and then transfer the balances to the new code created. Then inactivate the old code at the product master. 

If it is customer or supplier, simply do the same. Zerolize the account balance, transfer the outstanding balance to the new code and then inactivate the customer/supplier code(s).  

OPTION 2 – USING MASTER CODE CHANGER    
If this is absolutely then A2000ERP will allow users to change their master codes using a tool called Master Code Changer. While this tool is accessible only at the system administrator level, we need the user to understand the risks of doing this. 

IMPORTANT NOTE: Before user considers changing the master codes where transactions already exist, there are important points to note whether this Option 2 is worthwhile: 

A. A change of master code means the old code is gone forever. Past transactions like invoices sent to customer, who received using the old codes may create confusion. Staffs who transact using certain product codes will no longer find them available.

B. Third party applications (like E-commerce, Invoice Now E-invoices) etc. may have product mapping that needs to be reviewed. These are not automatic and will require users to manually remap them.

3. MASTER CODE CHANGER TOOL 

The Master Code Changer is not a complex tool to use. Managing the implication(s) of the change is. As such users are advised to understand the impacts of using this.

IMPORTANT NOTE: This tool should be used judiciously. Depending on the stage where this system is at (starting up, or halfway through the accounting year or just closed the financial year) when using this tool, there are various implications users should evaluate before using it.

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