| # To maintain records Note You can only carry out the actions for which you have the required authorization. If you want to see, create, or change records in one session and work with the records in another session, you can start both sessions and switch between the session windows on your screen. To work with records in more than one session: Start both sessions. Display, create, or change the records as you want. Save the new or changed data in one session. Switch to the other session. In the other session, click Refresh on the View menu, or press F5, to display the new data. To create a new record: On the File menu, click New. To create a new group in a records-by-group overview session, click New on the Group menu. Depending on the type of session: The details session starts. Use this to enter the details of the new record. A new empty line is added to the overview session. The data of the previous record or of the previously selected record is the default data for the new record. Edit the data that you want to change, and delete the data from fields that you want to leave empty. For detailed instructions, refer to the field Help. On the File menu, click Save or Save and Close to save the new record. Note Often you cannot change the details after you have saved them. To copy a record: Select the record in the overview session. On the Edit menu, click Duplicate. ERP Enterprise creates a new record, either as a new line in the overview session or in a details session. The fields have the values of the copied record. Change the fields as required. You must enter a unique code for the new record. ERP Enterprise does not accept records with identical codes. Save the changes. Note You can also copy a range of records from a group to another, existing group. To copy records from one group to another group: Display the records of the group that you want to copy. On the Group menu, click Duplicate. Select the first record of the range. Select the last record of the range. Click the browse button of the group field at the top of the session. In the zoom session, select or create the group to which you want to copy the records. When you click OK, ERP Enterprise asks you to confirm that you want to copy the records. Click Yes. ERP Enterprise copies the records to the selected group. To change a record: Double-click the record in the overview session. Depending on the type of session: The details session starts, displaying the details of the record. You can change the fields in the overview session. Change the fields as required. The fields that you can change have a white background. Fields that you cannot change are gray. Save the new data. To delete records: Select the record(s). On the Edit menu, click Delete. ERP Enterprise asks you to confirm that you want to delete the records. Click OK to delete the records. Note You cannot delete records: If the records are in use. If you are not authorized to delete records. Instead of deleting records, you can archive them. The modules in which you can archive records have special archiving sessions. For exampe, you can archive orders and invoices. You cannot retrieve deleted records. You must restore the backup data if you need to use records that you have deleted. To delete a number of consecutive records at once: On the Edit menu, click Delete Range. The message in the status bar then prompts you to: First, select the first record of the range. Next, select the last record of the range. ERP Enterprise displays a confirmation message. Click Yes to delete the records. Related topics To use an overview session |