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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 X 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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