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This text refers to program version 8.4  

Conversions - Master, Conversions - Users

This page describes the Conversions - Master and Conversions - Users settings in the System module.

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You can use the Conversions - Master and Conversions - Users settings to change the Signature (initials) in a Person record. For example, you can change Person "FF" to "FS" (perhaps because the Person married), and the Signature in all records such as Quotations, Orders, Invoices, Deliveries and Goods Receipts will be changed as well. Follow these steps:

  1. Change to the System module and open the Conversions - Users setting. Enter each pair of old and new Signatures as shown in the illustration below. In the example illustrated, we will change "FF" (the old Signature) to "FS" (the new Signature):

    The new Signature does not have to exist in the Person register. In this example, if "FS" is not an existing Signature, Signature "FF" will be changed to "FS" by the conversion process and so "FF" will no longer exist. If "AA" is an existing Signature, Person "FF" will be deleted. In effect, this will mean that you are merging "FF" with "FS".

  2. Remaining in the System module, open the Conversions - Master setting and select the Convert Users option:

  3. Make a text or timed back-up of your database and quit Standard ERP.

  4. Remove the Standard ERP database file (named "Hansa.HDB") from the folder or directory containing your Standard ERP application.

  5. Launch Standard ERP again. Because there is now no "Hansa.HDB" file, the 'Welcome to Standard ERP' window will appear. Select the [Restore from Backup] option.

  6. When the 'Import files available' window appears, choose to import the back-up file that you created in step 3.

  7. During the import process, Person records will be updated as required. References to the old Signature will be replaced with the new Signature in all records (including Sales, Purchase and Nominal Ledger transactions and Sales Order records).

    Note that Mailboxes will not be updated. You will need to update Mailboxes yourself to ensure that they contain valid Signatures.

  8. Return to the Conversions - Master setting in the System module and turn off the option to Convert Users.

  9. Return to the Conversions - Users setting and delete everything line by line.
If you have more than one Company in your database, you must repeat steps 1 and 2 above in every Company in which the conversion is to take place. In all other Companies, leave the Conversions - Users setting empty and do not tick any of the options in the Conversions - Master setting. If you want a different conversion to take place in another Company, enter old and new Signatures in the Conversions - Users setting in that Company as necessary, and select the option to Convert Users in the Conversions - Master setting in that Company as well.

If the Person register is shared, you should repeat steps 1 and 2 above in every Company that shares it. For example, if you have three Companies and Companies 2 and 3 are sharing the Person register, follow steps 1 and 2 in Companies 2 and 3.

If the Person register is shared and is stored in Company 0 (i.e. in the Shared Registers setting in the Technics module, the In Company field is empty), you should again repeat steps 1 and 2 above in every Company that shares the register. Then, follow the procedure described above, but replace steps 5 and 6 with the steps listed below.

If you are using Global Users, you should also replace steps 5 and 6 with the steps listed below because Global Users are stored in Company 0:

  1. Launch Standard ERP again. Because there is now no "Hansa.HDB" file, the 'Welcome to Standard ERP' window will appear. Then:

    1. Close the 'Welcome to Standard ERP window using the close box .

    2. You will be prompted to enter a new Company: a Code and Name will be sufficient. Press [Save].

    3. You will be presented with a blank screen: quit Standard ERP and restart.

    4. Repeat steps 1 and 2.

  2. Ensure you are in the System module and use the 'Automatic' or 'Manual file search' import functions to import the back-up file that you created in step 3.
Steps 1 and 2 will cause the old Signature to be replaced by the new one in every register (e.g. in Sales, Purchase and Nominal Ledger transactions and Sales Order records, etc) in the relevant Companies. The new step 5 will cause the old Signature to be replaced by the new one in the shared Person register and/or the Global User register in Company 0.

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