Home » Help Sheet: Exchequer Support – How To Move Stock, GL & Job Codes

Stock, GL & Job Code Moves

Difficulty

Moderate

Methods

Steps

This guide will give you an insight on Stock, GL & Job Code Moves. It will go through:

  • Individual Code Moves
  • Creating a Move List

Method 1 – Moving GL Codes Individually

Step 1: Opening the General Ledger Drill Down Window

Click on the General Ledger button to open the General Ledger Drill Down window. The button is located on the top bar and looks like a folder with ‘GL’ inside of it. Below is a preview of the General Ledger Drill Down and what it should look like.

Step 2: Selecting the code and using ‘Move – From (Pick up)’

Right click on the code that you want to move and then select ‘Move – From (Pick up)’.

Step 3: Confirming an individual code move

On the ‘Please Confirm’ dialog box, select ‘No’ to move a code individually.

Step 4: Moving the code to the selected folder

Navigate to the folder you would like to move your code to. Make sure that you highlight the total line of that selected folder. Right click and select ‘Move – To (Put down)’.

Step 5: Confirming your move

Make sure that you check the warning. Again, make sure that all users are logged out and that a backup must be taken. Once you have done these two things, tick the following options and then select ‘Yes’.

At the bottom right of the screen, there will be a window called ‘Object Thread Controller’ that appears in the bottom right. This will show the progress of the move of the code.

When the Object Thread Controller window has gone, check that the code that you are moving appears in the new folder.

Need Additional Help?

Need Additional Help?

Method 2 – Moving GL codes with a Move List

Step 1: Opening the General Ledger Drill Down Window

Click on the General Ledger button to open the General Ledger Drill Down window. The button is located on the top bar and looks like a folder with ‘GL’ inside of it. Below is a preview of the General Ledger Drill Down and what it should look like.

Step 2: Selecting the code and using ‘Move – From (Pick up)’

Right click on the code that you want to move and then select ‘Move – From (Pick up)’.

Step 3: Confirming an individual code move

On the ‘Please Confirm’ dialog box, select ‘Yes’ to compile a list. What this will do is allow us to do a move while users are in the system. It will not process this move and will be done later.

Step 4: Moving the code to the selected folder

Navigate to the folder you would like to move your code to. Make sure that you highlight the total line of that selected folder. Right click and select ‘Move – To (Put down)’.

Step 5: Confirming the code being added to the list

When you have select ‘Move – To (Put down)’, you will be shown a confirmation window. Please make sure that you double check that is about to be moved and into what folder. Once you have finished building your list, it will need to be processed.

Once you have confirmed, you will see that a ‘Move Control’ window appears showing you what will be moved.

Once you have added a few codes to your list, you will see a list being built. They will still exist in the original folders because they have not yet been processed.

Step 6: Previewing the move list/Move Control

Once everyone is out of the system and a full back up has been made, then you are ready go ahead. Right click in the ‘General Ledger Drill Down’ window and select ‘Move List’. This will open your move list to preview all of the codes that are pending to be moved.

From the ‘Move Control’ window, you will be able to Add, Edit, Delete or Process the move list.

Step 7: Processing the move list

Once you are happy with your move list, select ‘Process’.

Make sure that you check the warning. Again, make sure that all users are logged out and that a backup must be taken. Once you have done these two things, tick the following options and then select ‘Yes’.

Once you have confirmed to continue with the move, the ‘Object Threat Controller’ will open and show a progress of these codes being moved. Once it has completed, it will disappear and the ‘Move Control’ will be empty.

Close the ‘Move Control’

Close the ‘General Ledger Drill Down’. The reason for closing everything is to open it up and refresh the content.

Once everything has been closed, reopen the ‘General Ledger Drill Down’ window and navigate to the folder where you have moved your codes to. You can now see that these codes have been moved over.

Get Award Winning IT Support

Get Award Winning IT Support

Video Transcript
Hello and welcome to the Exchequer help video for moving stock codes, job codes and general ledger codes.

For the purpose of this exercise I'm going to use the general ledger tree, but the practice is exactly the same on the stock tree and on the general ledger tree if you're wanting to move those codes.

So, I've got an example set up in here of some items that I'm going to move, there are a couple of things you need to consider when you're moving codes within Exchequer. The first one is that you need all users logged out of the system and the second one is that you need a full backup before you go ahead with this and the reason being is that it's not just moving that coders in the tree it's moving that code and all the data that goes along with it in the background so it is quite a complex process happening in the background and you just need to make sure you've got that backup should there be any problems with that move.

There are two things that you can do, you can move those codes individually one by one or you can create a move list. you can actually create the move list whilst everybody is in the system and then move it at a later date once you've got everybody out the system and you've got to full backup. So firstly, I'm just going to move an individual code, so to do that if you right-click on the code that you want to move and select move from pickup. at this point you get the little message that's saying do you want to compile a list of everything to process later or do you want to move the code individually? So, I'm just going to select no to move the code individually and what you'll see is that that puts a little icon next to my cursor that looks like a sheet of paper. That means that there's a move in process at the moment. If you want to cancel that move at any time you can just right click and select cancel move. We're actually just going to pick this up and move it into another folder so I'll right-click and select pickup and then what you need to do is navigate to the folder that you want that to sit Within, so I want that to sit within buildings and properties. You have to highlight the total line of that folder that you want it to sit within, right-click and select move to put down. now at this point it's giving me a warning just to ensure that I do have all users out of the system and I do have a full backup, so if we just tick the boxes here to agree to that and then select yes it will create the objects thread control at the bottom as it moves us the code through and you'll see now that that appears within the new folder that we've moved it to.

If we want to create a move and generate a list, what we'll do is right-click on the code that we want to move and select move from pick up so that we get this little prompt again asking us if we want to compile a list, so this time I'm going to select yes and what this is doing is allowing us to do a move while users are in the system. It's not actually processing that move its just saving it to be done later. So if they follow the same process and navigate to the folder I wanted to sit within, highlight the total line and select ‘move to put down’ it's now given as a warning to say you're about to move this general ledger code into this folder and it's telling us that this move is going to be added to the list of moves and we'll need to process that at a later date. If I select yes to agree to that, you'll see that it starts building up this move list for you. I'm just going to move another one and put that down here. Again, it's asking us to add it to the list so we're going to select yes. So, you can see we have both of those in the list ready to be processed they do select this within the motor vehicles folder because although they're in the movement to be processed obviously we haven't processed that yet. Once you have built that move list and you're happy, with it bearing in mind you must be careful not to move something twice. Once you have everybody out of the system and you have a full backup you'd come back into here and right-click and select move list. At this point it's going to show you the list of the moves that you have so you can view them, delete anything from them, edit anything that you need to and then you'd hit processed. At this point again, it’s telling you that you must have everybody out of the system and you must have a full backup. If we select yes, it's going to launch the object thread and it's going to move those codes for us. So if I just refresh that general ledger tree and go back in will now see that we have all of our offices within the buildings folder on the general ledger tree and everything that I've been through with you in the general ledger is exactly the same in the stock tree and the job cost entry if you want to move stock codes on job costing codes.

So, thank you for listening to my video today, if you've got any questions whatsoever please don't hesitate to contact the support team here at HBP system.