Eliminate Duplicate entry

[cterrell16]

My company uses filemaker to help keep track of parts, quotes, processes, etc...

Many times we have to enter data two or three times for the same thing.

For instance. I will make a quote with Part name, Part number and price.

then I will have to go in an enter that same part name, part number and price into our part index.

What can I do to port all the information to that part index.

I'm assuming a script button to trigger some of the selected items. but i'm lost has how to start.

[comment]

Ideally, when you make a quote, you would select only from parts already existing in the Parts table. This way you only enter the PartID and no information is duplicated.

When you need to enter a new part, you should enter it into the Parts table first, then select it from there.

[cterrell16]

That does make sense. I could easily start that. But on the quotes that we already made I still don't want to manually go and put each one into the part index again.

[dansmith65]

You might want to use a lookup (or auto-entered calc) to copy the data from the parts index into the quote. This prevents the quote from changing if you modify the part record in the related table. If you set it up like this, then you don't have to modify previously made quotes (but you will have to enter the part's on those quotes if the quote turns into an order, and the parts aren't entered yet).

[cterrell16]

Yes, but for now I just need to port a few values for every quote into the part index.

[dansmith65]

Yes, but for now I just need to port a few values for every quote into the part index.

Make a script that copies the part data to variables, open a new window, go to part index layout, new record, set fields, commit record, test for error, close window.

I suggest the script to use a new window so the script does not cause you to loose the scroll position/active record in your portal (I'm assuming the part's are in a portal on the quote layout).

[comment]

Yes, but for now I just need to port a few values for every quote into the part index.

I am not sure what you are trying to accomplish. Duplicate data is something you want to avoid altogether - not mechanize the creation of.

[cterrell16]

No it's not in a portal. Each database is seperate but linked together so it operates.

How would you keep from having to do it then. Who ever started this system made it this way. Each database is linked. I would like to be able to make it work. Each time a new quote is made it imports directly to the part index. That way I can eliminate any duplicate entry.

[comment]

I am afraid you have lost me at this point. I have no idea what you mean by:

"Each time a new quote is made it imports directly to the part index."

I suggest you look at the demo file posted here:

http://fmforums.com/forum/showpost.php?post/309136/

If that doesn't suit your needs, at least we'll have a common reference.

[cterrell16]

I've looked at your suggested link. Our database is quite different. That database has everything in one place. Products, invoicing,etc.. Ours has seperate databases that link together. We have a database for part index, work order, invoice, and quotes. Currently we will go to the quote database and enter the part number, process information along with the customers info. Then we have to go to the part index and enter that same data again. Once it's in the part index we go to the work order database and make a new entry. We will type in the part number that we used in the part index. Once the part number is typed in the remaining information will automatically pop in my work order system.

[comment]

Ours has seperate databases that link together.

That doesn't really matter. Though you might consider rolling them all into a single file, to make things simpler.

Currently we will go to the quote database and enter the part number, process information along with the customers info. Then we have to go to the part index and enter that same data again.

I don't really understand how this works in real life. Is every part you enter used for the first time? If yes, what's the point of entering it into the part index? If not, I suggest you enter it into the part index first, then select it from there.

If you like, you can script the process so that users select from existing parts or click 'New...". If they clicked 'New...', the script will ask for details, create a new part in the part index and select that part's ID to be included in the quote.

[cterrell16]

Yes, if we are quoting the part it would be the first time we saw that part. If we don't enter it into the part index we can not make it pop up at the work order automatically.

[comment]

Well, if all parts are entered for the first time when they are quoted, you could simply consider the quotes (or their line items?) as the "part index". Otherwise it's back to what I said before: script your user interface so that a new part is entered into the Parts table and selected at the current quote.

[dansmith65]

If a quote does not turn into an order, do you still want the parts on that quote in your parts index?

Do you have repeat orders of a single part? Or do you only have a single order per part?

[cterrell16]

Not really ,but we have no idea if the parts are going to be sent to us for sure. If it's not in the part index and the work does come in our work order will not bring up the information that is needed to run the parts. I tried your suggestion but was not familiar with the set varibles. your first suggestion was good also, Put it in the part index and have the quote pull from there. I'm just worried if I change the current quote form like that the current information will be lost of messed up.

[dansmith65]

I'm just worried if I change the current quote form like that the current information will be lost of messed up.

If the data is copied from the part index to the quote (ie. a lookup), then this won't be an issue. I don't know if this method is appropriate for your situation, but it would be the easiest to implement without changing older records.

[cterrell16]

I've adjusted the system to where I have to put the new part into the part index. Once it's there I go to the quotes and input the number. It takes about 5 minutes before the system will pull up the complete part number when you are typing it in.

What could be the issue. To much data?