Walkthrough: Work with PILOT Companies and Create a LIVE Company
This walkthrough demonstrates how to copy your original PILOT company to a new PILOT company, on which you can test your data, how to modify and delete data as required, and then create a LIVE company.
Important
To delete database data, a developer license is required. A customer license does not have permission to delete data from all of the tables that will be created in the Clean Company package. A JustFood representative will likely have to perform these steps during the JustFood implementation phase.
About This Walkthrough
This walkthrough demonstrates the following tasks:
Create a clean company
Import opening inventory
Create a LIVE company
Prerequisites
- The first PILOT company was created with the necessary setups and data. For more information, see Populating a New PILOT Company with Data.
Story
Louise's Bakery is implementing JustFood, and wants to test the product before going live. The JustFood team has created the LouiseBakery_PILOT1 company, which includes all the necessary setups and data.
Louise's Bakery has worked with the initial LouiseBakery_PILOT1 company, but now wants to make some changes to the setup. Because of existing transactions, some of the setup cannot be changed, so the LouiseBakery_PILOT1 company was copied over to the LouiseBakery_PILOT2 company, and the transactions were deleted from LouiseBakery_PILOT2. This company with no transaction data is known as a clean company.
After working with the data, Louise's Bakery discovered that the YOGIES items were incorrectly added to the database, and all the YOGIES items must be deleted. By creating a configuration package that included the Item table, and copying the database data to the package, the YOGIES items were deleted from the package, and then the package was applied to the database, which deleted the YOGIES items.
Louise's Bakery also wanted the customer address to have a consistent format. The first step, in making addresses consistent, was to change all references of PO boxes to P.O. Boxes. This action was performed using an Excel spreadsheet, which allows a search and replace to be performed. While using the Excel spreadsheet, Louise's Bakery also discovered an incorrect record, which was then marked for deletion. By creating a new configuration package that included the Customer table, and exporting the database data to an Excel spreadsheet, the data was replaced and the incorrect record was deleted. The spreadsheet was then imported into the package, and the changes were applied to the database.
Louise's Bakery has completed their piloting, and is confident that the setup of the company is complete. The LouiseBakery_PILOT2 company was copied over to the LouiseBakery_LIVE company, and the transactions were deleted from LouiseBakery_LIVE. The number series was reset, and the company status was changed to Production. Louise's Bakery is now ready to go live.
Create a Clean Company
Louise's Bakery has worked with the initial LouiseBakery_PILOT1 company, but now wants to make some changes to the setup. Because of existing transactions, some of the setup cannot be changed, so a copy of the LouiseBakery_PILOT1 company must be created, and then the transactions must be deleted. The new PILOT company will be called LouiseBakery_PILOT2. This company with no transaction data is known as a clean company. These steps can be repeated as many times as are required to create PILOT companies.
Important
To delete database data from the Clean Company package, you must have a developer license. A customer license does not have permission to delete data from all the tables that are created in the Clean Company package.
To create a Clean Company, the following tasks must be completed:
Copy an exiting company
Create a clean company package
This steps creates a package that includes the tables that typically include transaction data. The transaction data must be deleted from the LouiseBakery_PILOT2 company.
Delete data from the company
This step deletes the data from the LouiseBakery_PILOT2 company using the CLEAN_PILOT2 package that was just created. Database data can only be deleted for companies that have on the Companies page, a status of Testing or Development. This function does not run data deletion integrity checks.
Note
Data can only be deleted from tables that the user who is performing the delete is licensed to access.
To copy an existing company
Choose
, enter companies, and then choose the related link.The Companies page opens.
Select the company that is to be copied, in this case, LouiseBakery_PILOT1.
On the action bar, choose Process > Copy.
The Copy Company page opens.
In the New Company Name field, enter the name of the new company, in this case, LouiseBakery_PILOT2.
Choose OK.
On the Companies page, select the company that was just created.
On the action bar, choose Actions > Functions > Change Company Status.
The Change Company Status page opens.
In the New Company Status field, select Testing.
To delete data from a company, the company must have a status of Testing or Development.
Choose OK.
A dialog box appears that displays a warning message.
Choose Yes.
The status of the new company is Testing.
Switch to the company that was just created, in this case, LouiseBakery_PILOT2.
To create a clean company package
Choose
, enter configuration packages, and then choose the related link.The Configuration Packages page opens.
On the action bar, choose Actions > Functions > Create Clean Company Package.
The Create Clean Company Package page opens.
In the Code field, enter a code to represent the Clean Company package, for example, CLEAN_PILOT2.
In the Package Name field, enter the name that describes the package.
Choose OK.
After the package is created, the Config Package Card page opens. If required, any custom tables from which data is to be deleted, can now be added. Also, any tables where data is not to be deleted can be removed.
To delete data from the company
If you are not on the Config. Package Card page for the CLEAN_PILOT2 package, perform the following steps:
Choose
, enter configuration packages, and then choose the related link.The Configuration Packages page opens.
Select the CLEAN_PILOT2 package, and then on the action bar, choose Manage > View.
The Config. Package Card page opens.
On the action bar, choose Process > Delete Database Data.
Warning
All data will be deleted in the listed tables. This process does not validate the data that is being deleted.
A dialog box appears.
To confirm the deletion of database data, choose Yes.
The data is deleted.
The transaction data has now been removed from the LouiseBakery_PILOT2 company. The setup can now be adjusted.
Import Opening Inventory
When the database data was deleted, all the inventory was deleted as well. The opening inventory must now be imported.
To add inventory, use the OPENING INVENTORY package. The Item Journal table, in the OPENING INVENTORY package, allows lot numbers, item expiration dates, and net weights to be loaded into the Item Journal, and then be posted without adding item tracking.
These steps demonstrate how to add lot numbers to the data without adding item tracking.
To import opening inventory, the following tasks must be performed:
Populate the item journal
The Item Journals page must be populated with the items for which data is to added.
Export the OPENING INVENTORY package
Populate the Excel spreadsheet
From the Excel spreadsheet, the lot number can be entered, and then the setting that allows inventory to be added without item tracking can be chosen.
Import the Excel spreadsheet
Post the items to inventory
After the lot numbers have been assigned to the item, the Item Journal page can be returned to, and items can be added to inventory.
Prerequisites
Data has been added to the database, such as items, locations, and bins.
Item tracking is set up for the items that are being added to inventory. To set up item tracking, on the Item Card page, in the Item Tracking Code field, a value must be selected.
To populate the item journal
Choose
, enter item journals, and then choose the related link.The Item Journals page opens.
In the Batch Name field, select a value, for example, OPENINV.
Make note of the batch name.
Delete any lines in the journal. To delete the lines, select the lines, and then on the action bar, choose Manage > Delete.
For each item to which inventory is to be added, perform the following steps:
In the Entry Type field, select Positive Adjmt.
In the Document No. field, enter a document number.
In the Item No. field, select the item to which inventory is to be added.
In the Location Code field, select the location of the inventory.
In the Bin Code field, select the bin in which the inventory will be placed.
In the Quantity field, enter the amount of items to add to inventory.
In the Unit of Measure Code field, if not populated, select a Unit of Measure Code.
To export the OPENING INVENTORY package
Choose
, enter configuration packages, and then choose the related link.The Configuration Packages page opens.
Select the OPENING INVENTORY package, and then on the action bar, choose Manage > View.
The Config. Package Card page opens.
This package is added when a company is created.
Select the Item Journal Line record.
On the Tables section action bar, choose Excel > Export to Excel.
A dialog box appears
Choose Yes.
Save the file.
To populate the Excel spreadsheet
Open the Excel spreadsheet that was just created.
Except for the lines where the Journal Batch Name is the same as the batch that was selected when populating the item journal, delete all lines.
In the Lot No. field, enter the lot numbers in the values.
In the Net Weight field, if required, enter the total net weight of the items.
Note
If the Net Weight field is blank, the net weight will be inherited from the item card. If the Net Weight field is 0, the net weight will remain zero.
For all items for which a lot number is to be added, in the Post Using Line-Level Lot No. field, enter TRUE.
This action allows the posting of records from the Item Journal without having to add item tracking.
Save and close the spreadsheet.
Important
If the spreadsheet is not closed, the data cannot be imported into JustFood.
To import the Excel spreadsheet
Choose
, enter configuration packages, and then choose the related link.The Configuration Packages page opens.
Select the OPENING INVENTORY package, and then on the action bar, choose Manage > View.
The Config. Package Card page opens.
Select the Item Journal Line record.
On the Tables section action bar, choose Excel > Import from Excel.
Select the Excel spreadsheet that you just saved.
After the spreadsheet is imported, the value in the No. of Package Records field is updated.
On the Tables section action bar, choose Functions > Apply Data.
A dialog box appears.
To continue, choose Yes.
A dialog box appears and displays a message regarding how many records were modified.
To post the items to inventory
Choose
, enter item journals, and then choose the related link.The Item Journals page opens.
Select the batch name that corresponds with the batch name where items were added for opening inventory.
On the action bar, choose Process > Post.
A dialog box appears.
To post the journal lines, choose Yes.
The items have now been added to inventory.
Create a Live Company
Louise's Bakery has completed their piloting, and is confident that the setup of the company is complete. To go live, a transaction-free copy of the latest pilot company must be created.
To create a live company, the following tasks must be performed:
Copy an existing company
Create a clean company package
This task creates a package that includes the tables that include transaction data. The transaction data must be deleted from the LouiseBakery_LIVE company.
Delete data from the company
This task deletes the data from the LouiseBakery_LIVE company using the CLEAN_LIVE package that was just created. Database data can only be deleted for companies that have on the Companies page, a status of Testing or Development. This function does not run data deletion integrity checks.
Note
Data can only be deleted from tables that the user who is performing the delete is licensed to access.
Import opening inventory
When inventory levels will not be changing prior to going live, the final opening inventory can be entered.
Reset the number series
This task clears the number series that were incremented during piloting.
Change the company status to production
To copy an existing company
Choose
, enter companies, and then choose the related link.The Companies page opens.
Select the latest PILOT company that is to be copied.
On the action bar, choose Process > Copy.
The Copy Company page opens.
In the New Company Name field, enter the name of the new company, in this case, LouiseBakery_LIVE.
Choose OK.
Switch to the company that was just created, in this case, LouiseBakery_LIVE.
To create a clean company package
Choose
, enter configuration packages, and then choose the related link.The Configuration Packages page opens.
On the action bar, choose Actions > Functions > Create Clean Company Package.
The Create Clean Company Package page opens.
In the Code field, enter a code to represent the clean company package, for example, CLEAN_LIVE.
In the Package Name field, enter a name that describes the package.
Choose OK.
After the package is created, the Config Package Card page opens. If required, any custom tables from which data is to be deleted, can now be added. Also, any tables where data is not to be deleted can be removed.
To delete data from the company
If you are not on the Config. Package Card page for the CLEAN_PILOT2 package, perform the following steps:
Choose
, enter configuration packages, and then choose the related link.The Configuration Packages page opens.
Select the CLEAN_PILOT2 package, and then on the action bar, choose Manage > View.
The Config. Package Card page opens.
On the action bar, choose Process > Delete Database Data.
A dialog box appears.
Warning
All data will be deleted in the listed tables. This process does not validate the data that is being deleted.
To confirm that the database data can be deleted, choose Yes.
The data is deleted.
The transaction data has now been removed from the LouiseBakery_LIVE company.
To import opening inventory
To reset the number series
Choose
, enter configuration packages, and then choose the related link.The Configuration Packages page opens.
To create a configuration package, perform the following steps:
On the action bar, choose New > New.
The Config. Package Card page opens.
In the Code field, enter NUMBER_SERIES.
In the Package Name field, enter Number Series.
Turn on Exclude Config. Tables.
In the Tables section, in the Table ID field, select 309.
To export the data to Excel, perform the following steps:
On the Tables section action bar, choose Excel > Export to Excel.
A dialog box appears.
To export the data to the Excel spreadsheet, choose Yes.
For the name of the spreadsheet, enter Number Series, and then choose Save.
The Excel spreadsheet opens.
Update the data in the Excel spreadsheet.
Warning
Ensure that the corresponding tables that are using the number series have had their data cleared, otherwise, resetting the number series may result in duplicate entry errors.
To update the data in the Excel spreadsheet, perform the following steps:
Open the spreadsheet.
For the number series where corresponding tables have had their data cleared, in the Last No. Used and Last Date Used columns, clear the data.
Save the spreadsheet.
To import the Excel spreadsheet, perform the following steps:
Choose
, enter configuration packages, and then choose the related link.The Configuration Packages page opens.
Select the NUMBER_SERIES package, and then on the action bar, choose Manage > View.
The Config. Package Card page opens.
On the Tables section action bar, choose Excel > Import from Excel.
A dialog box appears.
To import the data to the package, choose Yes.
Navigate to the spreadsheet, and choose Open.
To apply the changed data to the database, perform the following steps:
On the action bar, choose Process > Apply Package.
To apply the data, choose Yes.
The number series have now been reset, and records will be numbered according to the starting number in the series.
To change the company status to production
Choose
, enter companies, and then choose the related link.The Companies page opens.
Select the LIVE company, in this case, LouiseBakery_LIVE.
On the action bar, choose Actions Functions > Change Company Status.
The Change Company Status page opens.
In the New Company Status field, select Production.
Choose OK.
The status of the LIVE company is now Production, and Louise's Bakery is ready to start using the LouiseBakery_LIVE company.