Rebuilding a Cross-reference File
Rebuilding a Cross-reference File
Purpose: To reorganize (in alphabetical order) a cross-reference file using the current items that exist in a file. For example, you can look up a customer using the cross-reference file by typing in the customer's first, last, or middle name, boat name, slip number, or boat registration number.
When the file is rebuilt, the system removes any old references to this customer and then rebuilds the cross-reference file using the current information.
There are three (3) reasons to rebuild a cross-reference file:
- You are a new customer entering data for the first time.
- You have loaded inventory files or converted prospects, customers, etc.
- You have deleted or purged a large portion of data from a file.
Note: You do not have to do this every time you add or delete an item in a file. The software will automatically create the cross-reference keys and place them in alphabetical order.
Time: Depending on the size of the file you are rebuilding and the speed of your computer, this process could take anywhere from 1 - 30 minutes with the exception of a large Inventory File (10,000 or more parts).
Hint: If you are rebuilding a large Inventory File, run this process over night. It could take a day if you have loaded parts diskettes.
A list of cross-reference files broken down by module is shown below.
| General | Accounts Receivable |
|---|---|
| Boat File | A/R Open Invoice & Customer Balance |
| Customer File | Balance Forward for Statements |
| Vendor File | |
| Storage and Billing | Inventory Control |
| Slip/Rack File | Inventory Key Words & Vendor Parts |
| Storage Proposals/Contracts | On Order Quantities |
| Phone & Electric Extensions | Special Orders |
| Inventory Allocated Quantities | |
| Ship's Store | Accounts Payable |
| Ship's Store Tickets | Checks |
| Daily Checkout List | Unposted Invoices Index |
| Sales Order | Posted Invoices Index |
| Closed Invoices Index | |
| Invoice Payment Schedules Index | |
| Transient Reservations | Service |
| Reservations | Operations |
| Slip Availability | Technicians |
| Warranty Claims | |
| Work Order Estimates | |
| Work Order Estimate Operations | |
| Work Order History | |
| Work Orders | |
| Work Order Operation Totals | |
| Work Order Header Totals |
From the menu select System Administration, Cross References.
- Process Name – Click on the down arrow to select a cross-reference file to rebuild.
Note: You must click the Clear button to change the Process Name.
- ID Prompt – The ID prompt changes based on the Process Name that you select. Enter one or multiple IDs or leave the prompt blank to include ALL items. Type a name proceeded by a backslash "" to access a cross-reference list.
- Click Process to rebuild the file.