The Global Modify utility for Accounts is provided so users can make broad changes to the account database. This utility should be used with caution and restricted by user ID. Only those accounts that are selected or entered in the grid area are considered for updating during processing (F12). Filters are merely used for account selection and don't apply any conditions to whether or not an account's settings will be updated.

Modifications

Begin by selecting the field to be changed from the Field Name selection drop down and press the TAB key. At this point, the user has 2 choices for modifying accounts. They can either (a) choose to modify all selected accounts regardless of the account's current settings or (b) choose to modify only those accounts that have a specified "old value" match for the selected field.

To modify selected accounts regardless of the account's current setting for the modify field, check the box next to All Accts (all accounts). When choosing "all accounts," the "old value" field is not used. Any selected accounts will be modified regardless of the account's current field setting. Press the TAB key or click in the New Value selection drop-down to choose or enter the field's new value (what you are changing the field to be).

Otherwise, leave the "all accounts" box unchecked , press the TAB key, and enter an Old Value. Only accounts matching this value will be selected in the grid when using Filters and the View (F8) function. Important! If accounts that don't meet this criteria are entered in the grid, having the "old value" does not prevent accounts in the grid from being modified. Accounts in the grid will always be modified during processing to match the New Value listed regardless of any "old value" setting.

Filters

Filters are one way of adding accounts to the grid and are used in combination with the View (F8) function. After setting filter criteria, press or select View (F8) to populate the grid with accounts matching the filter. The number of selected accounts will display in the message area (where the function keys are listed).

Only the accounts displayed in the grid will be modified during processing. Filtering can be used over and over (using different parameters) to build a list of accounts for global modification. Accounts that are currently entered in the grid are not removed when additional filter selections are used. Accounts can be manually removed (deleted) or added to the grid in addition to or instead of using filters. Presence in the grid determines whether or not the account will be modified, filters don't. Carefully review the entire grid listing before processing!

Processing

Once the grid is populated with the accounts to be modified, use the Process (F12) function to make the changes to the database. There is no undo! In the case of a serious problem, it may be possible to back out changes using a SQL database restore. No document is created when a global modify is processed.

To keep track of the accounts modified, users can use the alternate menu mouse button and choose 'Select All' then 'Copy' while the mouse cursor is in the grid area (see below).

Data copied from the grid can be pasted into a text editor or spreadsheet application and saved for future reference. It is the user's responsibility to carefully review changes prior to processing and to keep track of any changes made using Global Modify.

Example: Account Global Modify > Setting up Customers to Pay Balances Online

If your business allows online payments, when customers submit their online payments, the application can process those payments automatically as of this release. You can set this option globally and, for particular accounts, you can specify whether the payment is applied as the customer requests or not.

To take and process orders and payments online, you must have the Ecommerce parameter enabled and your Manage API Keys setting in the Support Utilities must be set to Active. You can check with your ECI Support team to verify that these options are set for your business if you are unsure.

Setting the Online Account Payments Globally

The Payment Posting Rule allows you to apply the customer’s payment to their account as submitted. You can use these instructions to apply this rule to multiple accounts or use the instructions in the next section to apply the Payment Posting Rule differently to a specific account.

To set the online payment posting rule for many accounts:

1. From the Main Menu, choose Receivables > Utilities > Account Global Modify to display the Account Global Modify form.

2. From the Field Name list, choose Payment Posting Rule.
Note: Since this feature is new, there are no existing values.

Account Global Modify with New Value Selected

3. In the New Value list, choose the value you want to apply to the selected accounts. Options include:

• Post allocations as requested
  Choose this option to post online payments to account balances automatically.

• Post ignore allocation request
  Choose this option to prevent account payments using this posting process.

4. In the Filter box select the criteria for which this value should apply.

5. Choose View (F8) to collect the accounts that match the filter criteria.

6. Review the list to ensure that they include the accounts you want.

7. When the list of account is right, choose Process (F12) to save this setting to each account.

If you have set this option for a group of accounts and decide it should not apply to a specific account, you can reset the Payment Posting Rule for that account using the instructions below.