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<ManualTopic ID="/baanerp/basictasks/000034" xml:lang="en">
   <Header>
      <Title>To maintain records</Title>
      <Keyword type="header" order="d1e511430">
         <Level1>Records</Level1>
         <Level2>create new</Level2>
      </Keyword>
      <Keyword type="header" order="d1e511435">
         <Level1>Records</Level1>
         <Level2>copy</Level2>
      </Keyword>
      <Keyword type="header" order="d1e511440">
         <Level1>Records</Level1>
         <Level2>change</Level2>
      </Keyword>
      <Keyword type="header" order="d1e511445">
         <Level1>Records</Level1>
         <Level2>delete</Level2>
      </Keyword>
   </Header>
   <GeneralSection>
      <Note>
         <SectionTitle>Note</SectionTitle>
         <List>
            <ListItem>You can only carry out the actions for which you have the
			 required authorization.</ListItem>
            <ListItem>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.</ListItem>
         </List>
      </Note>
      <GeneralSection>
         <SectionTitle>To work with records in more than one
		  session:</SectionTitle>
         <List>
            <ListItem>Start both sessions.</ListItem>
            <ListItem>Display, create, or change the records as you want.</ListItem>
            <ListItem>Save the new or changed data in one session.</ListItem>
            <ListItem>Switch to the other session.</ListItem>
            <ListItem>In the other session, click <GUIRef href="" role="manual">Refresh</GUIRef> on the <GUIRef href="" role="manual">View</GUIRef> menu, or press F5, to
			 display the new data.</ListItem>
         </List>
      </GeneralSection>
      <GeneralSection>
         <SectionTitle>To create a new record:</SectionTitle>
         <ProcedureList>
            <ListItem>On the <GUIRef href="" role="manual">File</GUIRef> menu, click <GUIRef href="" role="manual">New</GUIRef>. To create a new group in a records-by-group
			 overview session, click <GUIRef href="" role="manual">New</GUIRef> on the <GUIRef href="" role="manual">Group</GUIRef> menu. Depending on the
			 type of session: <List>
                  <ListItem>The details session starts. Use this to enter the details
				  of the new record.</ListItem>
                  <ListItem>A new empty line is added to the overview session.</ListItem>
               </List>
            </ListItem>
            <ListItem>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.</ListItem>
            <ListItem>On the <GUIRef href="" role="manual">File</GUIRef> menu, click <GUIRef href="" role="manual">Save</GUIRef> or <GUIRef href="" role="manual">Save and Close</GUIRef> to save
			 the new record.</ListItem>
         </ProcedureList>
         <Note>
            <SectionTitle>Note</SectionTitle>
            <Paragraph>Often you cannot change the details after you have saved
			 them.</Paragraph>
         </Note>
      </GeneralSection>
      <GeneralSection>
         <SectionTitle>To copy a record:</SectionTitle>
         <ProcedureList>
            <ListItem>Select the record in the overview session.</ListItem>
            <ListItem>On the <GUIRef href="" role="manual">Edit</GUIRef> menu, click <GUIRef href="" role="manual">Duplicate</GUIRef>. 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.</ListItem>
            <ListItem>Change the fields as required. You must enter a unique code
			 for the new record. ERP Enterprise does not accept records with identical codes.</ListItem>
            <ListItem>Save the changes.</ListItem>
         </ProcedureList>
         <Note>
            <SectionTitle>Note</SectionTitle>
            <Paragraph>You can also copy a range of records from a group to
			 another, existing group.</Paragraph>
         </Note>
      </GeneralSection>
      <GeneralSection>
         <SectionTitle>To copy records from one group to another group:</SectionTitle>
         <ProcedureList>
            <ListItem>Display the records of the group that you want to copy.</ListItem>
            <ListItem>On the <GUIRef href="" role="manual">Group</GUIRef> menu, click <GUIRef href="" role="manual">Duplicate</GUIRef>.</ListItem>
            <ListItem>Select the first record of the range.</ListItem>
            <ListItem>Select the last record of the range.</ListItem>
            <ListItem>Click the browse button of the group field at the top of the
			 session.</ListItem>
            <ListItem>In the zoom session, select or create the group to which you
			 want to copy the records. When you click <GUIRef href="" role="manual">OK</GUIRef>, ERP Enterprise asks you
			 to confirm that you want to copy the records.</ListItem>
            <ListItem>Click <GUIRef href="" role="manual">Yes</GUIRef>. ERP Enterprise copies the records to the
			 selected group.</ListItem>
         </ProcedureList>
      </GeneralSection>
      <GeneralSection>
         <SectionTitle>To change a record:</SectionTitle>
         <ProcedureList>
            <ListItem>Double-click the record in the overview session. Depending
			 on the type of session: <List>
                  <ListItem>The details session starts, displaying the details of
				  the record.</ListItem>
                  <ListItem>You can change the fields in the overview session.</ListItem>
               </List>
            </ListItem>
            <ListItem>Change the fields as required. The fields that you can
			 change have a white background. Fields that you cannot change are gray.</ListItem>
            <ListItem>Save the new data.</ListItem>
         </ProcedureList>
      </GeneralSection>
      <GeneralSection>
         <SectionTitle>To delete records:</SectionTitle>
         <ProcedureList>
            <ListItem>Select the record(s).</ListItem>
            <ListItem>On the <GUIRef href="" role="manual">Edit</GUIRef> menu, click <GUIRef href="" role="manual">Delete</GUIRef>. ERP Enterprise asks you to confirm that you want
			 to delete the records.</ListItem>
            <ListItem>Click <GUIRef href="" role="manual">OK</GUIRef> to delete the records.</ListItem>
         </ProcedureList>
      </GeneralSection>
      <Note>
         <SectionTitle>Note</SectionTitle>
         <List>
            <ListIntro>You cannot delete records:</ListIntro>
            <ListItem>If the records are in use.</ListItem>
            <ListItem>If you are not authorized to delete records.</ListItem>
         </List>
         <Paragraph>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.</Paragraph>
         <Paragraph>You cannot retrieve deleted records. You must restore the
		  backup data if you need to use records that you have deleted.</Paragraph>
      </Note>
      <GeneralSection>
         <SectionTitle>To delete a number of consecutive records at once:</SectionTitle>
         <ProcedureList>
            <ListItem>On the <GUIRef href="" role="manual">Edit</GUIRef> menu, click <GUIRef href="" role="manual">Delete Range.</GUIRef> The message in the status bar then
			 prompts you to: <List>
                  <ListItem>First, select the first record of the range.</ListItem>
                  <ListItem>Next, select the last record of the range.</ListItem>
               </List>
            </ListItem>
            <ListItem>ERP Enterprise displays a confirmation message. Click <GUIRef href="" role="manual">Yes</GUIRef> to delete the records.</ListItem>
         </ProcedureList>
      </GeneralSection>
   </GeneralSection>
   <RelatedTopics>
      <SectionTitle>Related topics</SectionTitle>
      <RelTopic>
         <Link href="/baanerp/basictasks/000001" role="manual">To use an overview session</Link>
      </RelTopic>
   </RelatedTopics>
</ManualTopic>