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The Update Accounts module updates the information in Seradex customers, vendors and GL accounts to match the data in your accounting software. The utility also adds new records, updates addresses and updates Credit Information. This function is particularly important to ensure that Day End Processing operates properly.
This module is accessed by clicking on the Utilities bar, followed by the Update Accounts icon within the OrderStream profile.
Advanced Update Accounts Options
Clicking the Advanced button will expand the Update Accounts form to display the additional options.
The advanced options are useful to complete the following tasks:
| • | Updating Addresses – By default only new Customers and Vendors get addresses added, however if you wish to update existing records with new address information, you need to select this option. When adding addresses, any new Cities, States/Provinces, and Countries are also added. |
Please Note: If you have used the “Address Maintenance” form to cleanup addresses in OrderStream, do not use this flag or all changes will revert back to the format defined in your accounting system.
| • | Update All Customers / Vendors – By default, only records that have changed in the accounting system and new records will be updated. If you wish to update all records then select this option. This is not necessary since any change you make in ACCPAC flag the customer and vendor to be updated. You would use this feature if you entered the customer / vendor information manually and wish to re- import. |
| • | Update Customer Credit Information Only – When you update customers, no matter how many are selected, the credit information gets updated for ALL customers. Furthermore, a change to YTD sales or Balance Owing does not flag the customer to be updated. This feature ignores everything and just updates the three Customer Credit Fields (YTD Sales, Credit Limit, and Balance Owing) |
| • | Update Tax Information – This option updates customer and vendors tax information. If this option is turned off it still updated Taxes for new Customers/Vendors and those have no tax groups assigned to them. |
NOTE: If you wish to save any of these settings, three of the four options can be saved so that every time you run update accounts they will be enabled. The update Customer Credit info Only option is not saved.
To do this, go to Tools > Save Advanced Settings
Updating Using Implementation Mode
Before clicking on Update the user can select [Ctrl] [Shift] [I] – this will reveal additional menu options within tools. This mode is facilitate the first time import and allow the user to clean up the customer and / or vendor temp tables prior to importing this data into ActiveM.
Implementation Mode can also be used to troubleshoot in the event you experience problems when running Update Accounts.
Updating Customers and Vendors by a Range
If you wish to update a specific Customer or Vendor or a range of Customers or Vendors, you may define them as follows. Using customers as an example, go to the Tools menu and expand the Set Range option and select Customer Range to display the form shown in the image below.
The combos allow you to pick by customer. If you wish to sort by customer name, click on By Name to re-sort the list. Click Set Range when you are done. Next click on Advanced and Update Addresses then click on Update.
Please note that doing this will NOT add new customers.
To select a range of vendors, simply return to the Tools menu and opt to select a vendor range.
If you wish to clear the range and return the to the normal method of selecting records, go to Tools, expand the Set Range option and select Reset Ranges
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