NEW ITEM CODING IMPLEMENTATION IN ACCPAC

Management decision
New item coding should be used and incorporated in all concerned system.
Strategy for ACCPAC
All old item codes whether these are 10 digit, 15 digit or codes used for
manufacturing will be deactivated and will remain in DB for reporting purpose. New
item codes will be imported for future use. All current old items having zero balance
will be deactivated by SQL query. This query will be scheduled in SQL on daily bases
and all old items having zero balance during period interval will automatically be
deactivated. This process will be going on till all old items are deactivated.
Below all steps will be done by system administrator after having proper backup of
DB.
We have built some queries which will be executed on DB to achieve the purpose.
Adding new field as flag
First of all a new field will be added in ICITEM table to identify whether it is old or
new item code. Execute below attached query to add field. Skip this step if field has
already been added.
Add Field as flag.sql

Marking flag as old item

Execute below attached queries to segregate old or new item code. This step can be
run before or after importing new item codes in ACCPAC. (Ref : see item code import
step)
Mark Old.sql

Deactivate old items having having zero balance

Execute below attached query to deactivate old items having zero balance. This
query should also be scheduled on daily bases so that all old items having zero
balance during period interval may be deactivated automatically. This process will
be going on till all old items will be deactivated.
In-active old item having zero onhand.sql

New Item Code Import

New SMART has facility to export item codes in excel sheet in a specific format. This
format is compatible with below attached query to import item codes in ACCPAC.
SMART will export all codes every time, but only newer codes will be imported in
ACCPAC.
This is strongly recommended that all codes should be imported and Item Master
permission should be blocked for all users to avoid any data entry mistake. However
this permission can be given to specific roll as per local circumstances and
requirements.
In below attached query, file name including path will have to change manually. This
is recommended that excel file should be placed somewhere on SQL servers local
path and variable @path should be changed as per requirement.

Extend Item Code to Store Location

As you know that item cannot be processed in ACCPAC until it is not extended to
store location. At this stage GL codes have to assign and this is critical area because
this configuration can effect on Financial Reports.
There are two options to extend item code to store location.
Option 1: Manually at the time of entry.
This option can be used as local management discretion. However entry mistake
may effect on Financial Reports.

Option 2: Extend all items to specific store location by below attached query. This
option is recommended.
Using option 2, be careful about variable @loctid and about GL codes for TOOLS
items.
Variable @loctid is store location and should be changed as per requirement.
Variable @toolgl is GL code for tool items. This variable should be
changed with the consent of Finance Department.
Item At Location.sql