Mass Batch Change

HelpID: 502622031, 502622114

Mass Batch Change is a utility for quickly transferring a large number of documents between Batches. Mass Batch Change can transfer documents between batches for the following transactions:

- Sales Transactions (SOP)
- Receivables Transactions
- Cash Receipts
- Payables Transactions
- Manual Payments
- Inventory Assembly Transactions
- Purchasing Invoice (Enter/Match Invoices)
- Purchasing Receipts (Receivings Transaction Entry)

The Restriction Builder can create complex restriction criteria using a large number of fields from the transaction. The query can be saved and reused.

Setup

Navigation: Tools >> Setup >> Company >> Setup GP PowerPack

Mark the box next to MODULE: Mass Batch Change, then click DONE.

Restart your Dynamics GP client to enable this feature. Other users must restart their Dynamics GP client to enable this feature.

Using Mass Batch Change

Navigation: Tools >> Utilities >> (Sales or Purchasing or Inventory) >> Mass Batch Change

Query ID: If you plan to save the Query, enter a Query ID.

Query Description: Enter a description of the Query. This will appear in the Lookup to help you identify the query.

Batch Source: Select the Batch Source (Sales Transactions, Receivables Transactions, etc.).

Destination Batch ID: select the batch that will receive the documents.

Custom Query: Write a custom record selection statement. The only requirement is that the first two fields returned by the query match the list below, in the order shown below. For example, a query to locate Sales Documents must return SOPNUMBER, SOPTYPE. The query can contain other fields as long as the key fields for the record are displayed first. Including a large number of columns will take a long time to display. Avoid a query containing “all” fields, such as this:

select SOPNUMBE, SOPTYPE, * from SOP10100

Click the GoTo button >> Custom Query to open the Custom Query window.

The first fields in the query must be the key fields for the document, as shown below. They must be in the order shown below. For example, when creating a Custom Query for Sales Transactions, the first two fields in the query must be SOP1000.SOPNUMBE and SOP10100.SOPTYPE.

For example:

select SOPNUMBE, SOPTYPE from SOP10100 where FULFILDAT <> ‘19000101’

Transaction Source	Field(s)
Sales Transaction Entry	SOP10100.SOPNUMBE SOP10100.SOPTYPE
RM Transaction Entry	RM10301.DOCNUMBR RM10301.DOCTYPE
RM Cash Receipt Entry	RM10201.DOCNUMBR RM10201.RMDTYPAL
PM Transaction Entry	PM10000.VCHNUMWK PM10000.DOCTYPE
PM Manual Payment Entry	PM10300.PMNTNMBR PM10300.DOCTYPE
BM Transaction Entry	BM10200.TRX_ID BM10200.BM_Trx_Status
Purchasing Invoices	POP10300.POPRCTNM POP10300.POPTYPE WHERE POP10300.POPTYPE = 2
Purchasing Receipts	POP10300.POPRCTNM POP10300.POPTYPE WHERE POP10300.POPTYPE IN (1,3,8)

NOTE: For Purchasing Receipts and Invoices your custom query MUST contain the POPTYPE restriction shown in the table above.

The Custom Query must return distinct records (no duplicates). Use “distinct” and “group by” as needed to ensure unique records are returned.

CAUTION: Set security on the Custom Query window so that only appropriate users can access the window to enter or make changes to the custom query. Users do NOT need access to the window in order to run Mass Batch Change using a custom query.

Building restriction criteria

You need to identify which transactions to transfer by creating one or more restriction criteria. For example:

“SOP Type equals Invoice”

This restriction would narrow the list of documents to transfer to only Invoices.

The restriction criteria are built by selecting a Field, an Operation, and a Value. The Fields list contains a large number of fields from the transaction tables (such as Document Number, Customer ID, Document Date, etc.).

When you select a Field, the Values drop down list will populate with values currently being used in that field from the appropriate table. For example, if you select Salesperson ID, the drop down will only show Salesperson IDs that are on un-posted sales documents. It will not show all available Salesperson IDs (if the salesperson does not have an open document, their ID will not appear).

You can also manually type a value into the Values list. Partial values can also be used. For example, you might create a criterion for Customer IDs that begin with “D”.

After making your restriction criteria selections, click the + (plus) button to add it to the restriction list. Repeat the process to add as many restrictions as you need.

Click FIND at any time to retrieve documents.

Remove a restriction by selecting it in the restrictions list, and clicking the X (remove) button.

Once documents are displayed, you can open the document by double-clicking on it. You can multi-select from the list by using CTRL+click, or SHIFT+click if you only want to transfer some of the documents you retrieved.

Click TRANSFER to transfer the documents to the Destination Batch. If a document is currently being edited by another user, it will not transfer. As documents are transferred they are removed from the documents list. When the transfer is complete, any documents remaining in the documents list were either (1) not selected for transfer, or (2) were locked and could not be transferred.

The selected documents window will always display the key fields for the transaction (such as Document Number and Document Type). It will also display a column for any column used in a restriction. For example, if you have a restriction on Salesperson ID, the Salesperson ID column will be displayed. For Custom Queries only the key fields will be displayed.

You can add other columns to the display by creating ‘empty’ restriction criteria, or criteria that would include all records. For example, to show Document Date, add a restriction where Document Date is greater than 1/1/1900, or to show Customer Name add a restriction where Customer Name is not equal to {empty value} (do not enter anything in the Value field).