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- Load Definition: Select a mass change definition from the drop down. Definitions available in this list are those that were Maintenance mode for the current grid.
- Script Definition: The Property and New Value fields will populate based on the definition loaded. These fields are configured in Maintenance mode and cannot be changed in this grid in the execution view.
- Mass Change Parameters: Some definitions are configured to allow values to be entered when in Execution mode. If available, these will show to the right of the Script Definition section.
Submit Mass Change: Processes changes specified by change to ALL records currently showing in the grid. The Note above shows the number of records that will be modified. The grid should be filtered to include ONLY the records that should be updated prior to submitting the change.
Info title Tip Once a Mass Change has been submitted, there is no way to simply "undo" a change. It may be helpful to generate a Report of the grid to a Comma Separated Values or Excel-Data format prior to submitting the change. If there is a situation where a change needs to be reverted, this can be useful in generating a correction spreadsheet.
Examples
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- active/inactive
- fields - start/stop dates
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Downloadable Mass Change Definitions
The following definitions can be imported to an instance using the Import Definition option to the applicable grid. The Mass Change Module must be enabled and the user importing must have access to the Maintenance mode. If you do not have this access but are interested in one of the following Mass Change Definitions, please contact your ITC for assistance.
Inactivating accounts associated with Inactive Cash Accounts
When a Cash Account is made inactive, all underlying accounts will not be available when users enter transactions. However, the "active" flags are not automatically updated on the associated accounts. Some districts would like to mass change the active flag on these accounts so that they can be filtered from reports.
- The Mass Change definition can be used on the Expenditure and Revenue account grids. The Mass Change module would need to be installed for the district and then when you go to the Core > Accounts grid you can import this definition for the Expenditure and Revenue grids (will import and run separately for Rev & Expenditure). The Mass Change will look at any accounts where the Cash Account is inactive and then change the Active status on that record to also be inactive which will allow you to filter those from your account grid and account summary reports.
- As always, proceed with caution when using the mass change function. The definition will only update those accounts that have an inactive cash account so if you do choose to run it for the entire chart of accounts at once it could take a while to complete, especially for a district with a large chart of accounts. If you are able to filter down the grid before running the mass change that may be beneficial (ex. If you know the Cash Accounts inactivated were all 5XXs funds then enter 5 as a filter on your fund column).
Click here to download the Inactive based on Cash Accounts definition.
Updating Vendor Tax Id for records imported from Classic
When attempting a change vendors that were imported from Classic, district's may come across an error for vendors that were imported with a Tax ID but no Tax ID type. This would only happen if the vendor was entered in USAS web and the type was not entered in the VENSCN in Reflection. These vendors may have never received a 1099 or may even have been old enough that they were entered before the TIN Type existed. Redesign prevents this from happening with new vendors so it will not happen going forward.
To review which vendors may be in this situation, the Tax ID # and Type can be added to the grid using the more option. If there are only a few, it may be easiest to just update the vendors manually to add a tax id type or clear the Tax id number.
If there are a large number of records that are impacted, the Mass Change definition can be used to update the Tax ID Type.
- The Mass Change definition can be used on the Vendor grid.
- As always, proceed with caution when using the mass change function. Its recommended to filter down the grid before running the mass change so that its just being applied to relevant records. If changing a large set of records at once it may take some time to process.
Click here to download the Correct Tax Id Type definition.
Setting Estimate vs. Actual Variances to Zero
The process to set revenue and budget variances to zero is similar to the Classic SETBAL. Please see the Appendix page for Setting Estimate vs. Actual Variances to Zero for details.