Copy Masterfiles From Another Company (SVTRNA)

The Copy Masterfiles From Another Company program (SVTRNA) lets you quickly and easily copy Accounts Payable, Accounts Receivable, or Inventory Management masterfile information from one company to another. If you are creating a new company or division that is closely related to an existing company or division, copying masterfile information eliminates the repetitious and time consuming task of entering individual data records.

SVTRNA will not overwrite the key of an existing record; it will append data to the end of the file. For example, if your source company contains vendor #1 and vendor #2, but your destination company only contains vendor #2, the SVTRNA program will only copy the basic information for vendor #1. It will not overwrite the existing record for vendor #2.

If records are copied from the existing company or division that do not apply to the new company or division, you must delete the unwanted records individually. This can be done through the applicable file maintenance screens, such as Vendor Maintenance, Item Maintenance, and so on. These screens can also be used to correct any minor discrepancies that may exist between the records of the two companies or divisions.

SVTRNA can be used to copy information from the following applications.

Accounts Payable

Accounts Receivable

Inventory Management

AP1 – Vendor Masterfile

AR1 – Customer Masterfile

IM1 – Inventory Masterfile

APC – Division Masterfile

ARB – Division Masterfile

IM2 – Warehouse Detail File

APE – Terms Code Masterfile

ARC – Sales Tax Code Masterfile

IM4 – Alternate Item File

APP – Vendor Memo Maintenance File

ARD – Salesperson Masterfile

IMA – Product Line File

AR_17 – Vendor Contact File

ARF – Terms Code Masterfile

IMB – Price Code File

ARG – Sales Code Masterfile

IMC – Warehouse Code File

ARP – Customer Memo File

IMJ – Unit of Measure Conversion File

AR_12 – Customer Contact File

IMP – Item Memo File

AR_13 – Payment Type Code File

IM_03 – Extended Description File

AR_15 – Customer Tax Exempt File

IM_04 – Alias Item Number File

IM_12 – Item Vendor File

NOTE:

SVTRNA automatically eliminates all numeric data, such as period-to-date and year-to-date totals, invoice numbers and amounts, check numbers and amounts, etc. However, any numeric information that is part of the constant data for an item, customer, or vendor will be maintained.

To Run SVTRNA

1 Select Run from the File menu on the MAS 90 Launcher.

2 Type SVTRNA in the Program Name field and click OK.

3 Enter the company code for the source company. The data from your source company will be copied to the company displayed in the Copy to Company field.

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NOTE:

You must currently be logged on to the company code you wish to use as your destination company. If you are not in the desired destination company, click Cancel on the Copy Master Files from Another Company screen, then click the Change Companies button on the Launcher to log into the desired destination company.

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For this example, we have created a company called Sample Destination Company and have logged into the SDC company code. We will copy the Accounts Payable information from the ABC Distribution and Services Company, company code ABC. Once you have entered the correct information, click Proceed.

1 The next screen will vary depending on which modules you selected to copy. Select or clear as many files as necessary to fit your needs. To copy the entire module, all files must be selected. When all your selections are correct, click Copy to begin the copying process.

2 Once the copying process has finished, you will have the option of printing a recap report showing which files were copied and the number of records copied within each file. Click Preview to display the report on your screen. Click Print to send the report to the printer displayed in the lower left corner of the window.

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If there were any records in the source company that already existed in the destination company, the report will list the duplicated records along with a description of “DUPLICATE KEY – ALREADY EXISTS IN FILE”.

The figure below shows an example of how the report would look if it were printed to your screen by clicking Preview. If you would still like to print the report from the Preview window, click the Printer icon at the bottom right corner of the window.

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To Copy Masterfile Information for a Division

SVTRNA can also be used to copy masterfile information from one division or department to another within the same company for General Ledger, Accounts Payable, and Accounts Receivable.

1 Select Run from the File menu located on the MAS 90 Launcher.

2 Type SVTRNA in the Program Name field and click OK.

3 Enter the company code for the company you have chosen as your source company. The data from your source company will be copied to the company displayed in the Copy to Company field.

NOTE:

You must currently be logged on to the company code you wish to use as your destination company. If you are not in the desired destination company, click Cancel on the Copy Master Files from Another Company screen, then click the Change Companies button on the Launcher to log into the desired destination company.

1 Enter or select the module for which records will be copied. For this example, we have logged on to the SDC company code and will copy the division/department information for General Ledger. Once you have entered the correct information, click Proceed.

2 The next screen will vary depending on which module you selected to copy. If you are copying A/P or A/R, the Options area lets you specify the source division and the destination division. If copying G/L, select the account segment (2=department, 3=location) followed by the source and destination department or location.

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For this example, we will copy all account numbers based on department, then copy from Department 10 to Department 20. Once you have made your selections, click Copy.

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6. When the copying process has finished, you will have the option of printing a recap report showing the total number of records that were copied. Click Preview to display the report on your screen. Click Print to send the report to the printer displayed in the lower left corner of the window.

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If there were any records in the source division or department that already existed in the destination division or department, the report will list the duplicated records along with a description of “DUPLICATE KEY – ALREADY EXISTS IN FILE”.

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via Clients First