Updating Many Products and Services

You can update information for multiple products and services at the same time in the Product Maintenance window. For example, you can increase the product fee, change the attributes, or inactivate several products or services at the same time.

You cannot undo changes made in the Product Maintenance window. If you make a mistake, you can return to the window and make additional changes to counteract the mistake. Keep in mind that not all mistakes are easy to fix.

The Product Maintenance window takes you through a series of steps in which you select the search criteria, select the products to update, and then select the product information to update. This topic describes the steps to maintain product information.

This topic describes how

Only users in distribution centers and the administrative location can modify information in the Product Maintenance window.

  1. Open the Product Maintenance window by using one of the following methods:
    • Click the Products icon and select Product Maintenance.
    • Click Tasks on the main window toolbar and select Product Maintenance.
  2. Select a product type from the Product Type drop-down menu.
  3. Enter search criteria in the remaining fields as needed. You must enter at least one search criterion. Enter as much or as little search criteria as needed. The more criteria you add, the narrower your search results.
  4. Click Search.

    The search results are displayed at the bottom of the Product Maintenance window.

  5. From the results, select the products that you want to update using one of the following methods:
    • Deselect the check boxes next to the products you do not want to update.
    • Click Unselect All and select the check boxes of the products you want to update.
    • Click Select All to select all the check boxes.
  6. (Optional) Click Print to print a list of the search results.
  7. Click Continue to open the Maintenance Update window and go to To update products and services.
  1. Open the Product Maintenance window and search for products or services to update. See To select products and services to update.
  2. Enter the general product information to update:
    • Enter only the information that must be updated for all products selected in the Product Maintenance window.
    • The information entered in the Maintenance Update window overwrites any information saved in the individual products. Do not enter information that should remain unique for each product selected in the Product Maintenance window.
    • Don’t enter product information that doesn’t need to be updated.
    • Manufacturer — Select a manufacturer from the drop-down list to update the manufacturer for all selected products.
    • Designer — Select a designer from the drop-down list to update the designer for all selected products.
    • Print on Fee Slip — Enter a fee slip description to update the description for all selected products.
    • Financial Group — Select a financial group from the drop-down list to update the financial group for all selected products.

      The selected financial group may significantly affect the general ledger and accounting.

    • Production Group — Select a production group from the drop-down list to update the production group for all selected products.
    • Inactive — Select this and one of the following options:
      • True — Marks all selected products inactive.
      • False — Marks all selected products active.
    • On Consignment — Select this and one of the following options:
      • True — Marks all selected products as consignment items.
      • False — Removes the consignment indicator from all selected products.
  3. Enter the attribute information to update:
    1. Select the check boxes that correspond with the attributes to update.
    2. Select the appropriate attribute from the drop-down list as necessary.
  4. Enter the pricing information to update:
    • You cannot undo changes made in the Product Maintenance window. If you make a mistake, you can return to the window and make additional changes to counteract the mistake. Keep in mind that not all mistakes are easy to fix.
    • Changing the cost and fee of attributes in the Maintenance Update window only affects the attributes of the products selected in the Product Maintenance window. For information on changing the cost or fee of attributes for all new products, see To add & modify attributes.
    1. Select the check boxes that correspond with the attribute costs or fees to update.
    2. Select one of the following options:
      • Percent — Updates the product cost or fee by a percentage
      • Amount — Changes the product cost or fee by a specific amount
    3. From the Math drop-down lists, select the operation to perform:
      OperatorDescription

      +

      Adds the specified percentage or amount to the existing product cost or fee.

      –

      Subtracts the specified percentage or amount from the existing product cost or fee.

      =

      Resets the cost or fee to the specified amount regardless of the current cost or fee of the products.

    4. Enter the percent or amount of the cost or fee change.
    5. Select one of the following options:
      • Update Prod. Cost — Updates the wholesale cost
      • Update Prod. Fee — Updates the total product retail fee
    6. To end all product costs and fees with the same amount of cents (for example, 99 cents: $1.99, $2.99, $3.99, and so on), enter the number of cents in the End field.

      Enter the cents after the decimal point.

    7. If you entered cents in the preceding step, select one of the following options:
      • Up — Rounds the price up to the entered cents
      • Down — Rounds the price down to the entered cents
  5. Review your changes for accuracy.
  6. Click Save and Continue.

    A confirmation message displays the number of products you updated.

  7. Click OK.
Only users in distribution centers and the administrative location can modify information in the Product Maintenance window.
  1. In Administration, open the Product Maintenance window by using one of the following methods:
    • Click the Products icon, and select Product Maintenance.
    • Click Tasks on the main window toolbar, and select Product Maintenance.
  2. Select the products and services to delete. See To select products and services to update
  3. Click Delete.

    A Delete Warning message reports how many products you selected to delete.

  4. Click Yes to continue or No to cancel the delete operation.

    The system verifies that deleting the selected products won’t compromise data integrity.

    Products in inventory, on a fee slip, or in an Rx cannot be deleted.

    The Delete Product window appears. It reports how many of the products you selected can be deleted and lists them in a table.

  5. Click Delete to continue or Cancel to cancel the delete operation.

    A Products Deleted message reports how many of the products were deleted and how many could not be deleted.

    • Products that can be deleted are permanently removed from the product database.
    • For each deleted product, the C:\OfficeMate\Logs\DeleteProductLog file records the user who deleted it and the time it was deleted.

  6. Click OK.

    The Product Maintenance window is reset.

For more information, watch this video.