The Code Conversion program allows you to convert various codes in RecTrac, such as Activity Codes, Pass Codes, GL Codes, Payment Codes, etc. The program converts Codes only; it does not convert descriptions. It converts the Code on the Table from which it is called and updates the Code anywhere it is linked.
This program can be run for single records (For Example: A single Activity Section) using fields that appear on the screen or for multiple records (For Example: All of your Activity Sections) using an import file.
Guidance for creating the import file can be found here.
Note: Field names on the screen with red labels* are required by the screen design you are using. Mandatory fields in the default Vermont Systems design are noted where appropriate. Your design and mandatory fields may vary.
To Run the Code Conversion Program for a Single Record
- Select "Single Record" as your Conversion Option.
- Select a Code Type. Fields that appear on screen vary depending on the selection you make.
- Fill out the fields that appear. Use the "i" Information icon as needed for definitions.
- Click Process when ready. The system will present an Information message detailing the changes that will be made.
- Click Continue to complete the conversion. The system will notify you when the process is complete.
To Run the Code Conversion Program for Multiple Records
Guidance for creating the import file can be found here.
- Select "Multiple Records" as your Conversion Option.
- Select a Code Type.
- Determine whether you want to Merge Records when applicable.
- Click the Window Explorer icon to browse to and select your import file. The import file must be a .csv or a .txt file.
- Accept the default entry in the File Delimiter field ("Comma") or make an alternate selection, if needed.
Note: By default, when saving a .csv file in Excel, each column will be separated by a comma - hence the name "Comma Separated Value." Therefore, a selection other than "Comma" is needed only if you change the default delimiter in Excel or if you are using a .txt file type and then only if the delimiter being used in your .txt file is something other than a comma.
- Click Process when ready. The system will present an Information message detailing the changes that will be made.
Note: Your import file must be error-free in order to run the Code Conversion for multiple records. The system runs a check on your import file prior to running the conversion. If an error is found, the process will be stopped and no codes will be converted. A dialog box will appear that lists up to 10 error messages.
- Click Continue to complete the Conversion. The system will notify you when the process is complete.
Buttons on the screen….
Click Process to run the conversion. The system will notify you when the process is complete.
CodeConversion_Tab1
Conversion Option (CodeConversion_ConversionOption)
Select your Conversion Option in this field.
- Multiple Records - Multiple Codes at once, using an import file that lists the Codes you wish to convert. For Example: All of your Activity Sections.
- Single Record - One Code at a time. For Example: A single Activity Section.
Note: Step-by-step instructions for running this program are in the Header Help. Click the "i" Information icon and scroll to the top of the page.
Code Type (CodeConversion_MultipleRecordsTableOption)
Select the Table linked to the Code you wish to convert. Fields on this screen change depending on the Process Table option you select.
Note: Step-by-step instructions for running this program are in the Header Help. Click the "i" Information icon and scroll to the top of the page.
Code Type (CodeConversion_TableOption)
Select the Table linked to the Code you wish to convert. Fields on this screen change depending on the Process Table option you select.
Note: Step-by-step instructions for running this program are in the Header Help. Click the "i" Information icon and scroll to the top of the page.
Merge Records? (CodeConversion_MergeRecords)
Select this option to merge the original Code (i.e. the Code you select in the Mandatory field) with the Code selected in New Code field.
De-select this option to skip the merging of Codes and simply create a New Code.
When this option is selected the system will merge the "old" Code into the "new" Code. The "new" Code can be a brand new Code OR it can be an existing Code. For Example: You have Pass Codes 'ABC' and '123' in your database. You can Convert Pass Code 'ABC' to Pass Code 'XYZ' (a brand new Code) or you can Convert Pass Code 'ABC' to Pass Code '123' (an existing Code.) All linked fields that referenced the "old" code will be updated to reference the "new" one. If opting to use an existing Code as the "new" Code then the record settings on the "new" Code will be unaffected.
The Merge Records? option is applicable to the following Process Option Types only:
Cost Centers | Facilities | GL Codes |
Installment Billing Templates | Miscellaneous Code Type | Passes |
Payment Codes | Service Items | Tax Tables |
Sites |
Note: If opting to merge a Facility into an existing Code be aware that all reservations will get merged into the "NEW" Facility regardless of whether there are conflicts. This is by design. If there are conflicts then the Exception Log will display these reservations. If there is a conflict it will be up to you to determine which reservation is valid. If viewing reservations in the SuperGrid after the merge the reservation that displays will be the one from the "OLD" facility. But again both reservations: "NEW" and "OLD" will be associated with the single "NEW" Facility and will be in conflict. Refer to VSI Knowledge Base 3488 for further information regarding the Merge Records feature and Facilities.
System Code Record Type (CodeConversion_SASystemCodeRecordType)
Select the System Code type you wish to convert. This is a Mandatory field for the default Vermont Systems design. Your design and setup may vary.
DeleteMiscellaneous Code Record Type (CodeConversion_CYMiscCodeRecordType)
Select the Miscellaneous Code type you wish to convert. This is a Mandatory field for the default Vermont Systems design. Your design and setup may vary.
DeleteActivity/Section (CodeConversion_Section)
Select the Activity Section Code you wish to convert. This is a Mandatory field for the default Vermont Systems design. Your design and setup may vary.
DeleteFacility (CodeConversion_Facility)
Select the Facility Code you wish to convert. This is a Mandatory field for the default Vermont Systems design. Your design and setup may vary.
DeleteInventory (CodeConversion_Inventory)
Select the POS Inventory Code you wish to convert. This is a Mandatory field for the default Vermont Systems design. Your design and setup may vary.
DeleteLeague (CodeConversion_League)
Select the League Code you wish to convert. This is a Mandatory field for the default Vermont Systems design. Your design and setup may vary.
DeleteService Item (CodeConversion_ServiceItem)
Select the POS Service Item Code you wish to convert. This is a Mandatory field for the default Vermont Systems design. Your design and setup may vary.
DeleteTicket (CodeConversion_Ticket)
Select the POS Ticket Code you wish to convert. This is a Mandatory field for the default Vermont Systems design. Your design and setup may vary.
DeleteActivity (CodeConversion_Activity)
Select the Activity Code you wish to convert. This is a Mandatory field for the default Vermont Systems design. Your design and setup may vary.
DeletePass (CodeConversion_Pass)
Select the Pass Code you wish to convert. This is a Mandatory field for the default Vermont Systems design. Your design and setup may vary.
DeleteRental Class (CodeConversion_RentalClass)
Select the Rental Class Code you wish to convert. This is a Mandatory field for the default Vermont Systems design. Your design and setup may vary.
DeleteLocker Room (CodeConversion_LockerRoom)
Select the Locker Room Code you wish to convert. This is a Mandatory field for the default Vermont Systems design. Your design and setup may vary.
DeleteTrip (CodeConversion_Trip)
Select the Trip Code you wish to convert. This is a Mandatory field for the default Vermont Systems design. Your design and setup may vary.
DeleteFacility Location (CodeConversion_FacilityLocation)
Select the Facility Location Code you wish to convert. This is a Mandatory field for the default Vermont Systems design. Your design and setup may vary.
DeleteUser Group (CodeConversion_SAMenuGroup)
Select the User Group Code you wish to convert. This is a Mandatory field for the default Vermont Systems design. Your design and setup may vary.
DeleteRental Item (CodeConversion_RentalItem)
Select the Rental Item Code you wish to convert. This is a Mandatory field for the default Vermont Systems design. Your design and setup may vary.
DeleteOld System Code (CodeConversion_SASystemCode)
Select the System Code you wish to convert. This is a Mandatory field for the default Vermont Systems design. Your design and setup may vary.
DeleteInstallment Billing Template (CodeConversion_IBTemplate)
Select the Installment Billing Template you wish to convert. This is a Mandatory field for the default Vermont Systems design. Your design and setup may vary.
DeleteGL Code (CodeConversion_GLCode)
Select the GL Code you wish to convert. This is a Mandatory field for the default Vermont Systems design. Your design and setup may vary.
DeleteContract (CodeConversion_Contract)
Select the Contract you wish to convert. This is a Mandatory field for the default Vermont Systems design. Your design and setup may vary.
DeleteCost Center (CodeConversion_CostCenter)
Select the Cost Center Code you wish to convert. This is a Mandatory field for the default Vermont Systems design. Your design and setup may vary.
DeletePay Code (CodeConversion_PayCode)
Select the Payment Code you wish to convert. This is a Mandatory field for the default Vermont Systems design. Your design and setup may vary.
Note: VSI-Reserved Payment Codes cannot be converted and do not appear as options.
Staff (CodeConversion_Staff)
Select the Staff Member Code you wish to convert. This is a Mandatory field for the default Vermont Systems design. Your design and setup may vary.
DeleteTask Class (CodeConversion_MTTaskClass)
Select the MainTrac Task Class you wish to convert. This is a Mandatory field for the default Vermont Systems design. Your design and setup may vary.
DeleteMiscellaneous Code Type (CodeConversion_SAMiscCode)
Select the Miscellaneous Code Type you wish to convert. This is a Mandatory field for the default Vermont Systems design. Your design and setup may vary.
DeleteMaterial Code (CodeConversion_MTMaterial)
Select the MainTrac Material Code you wish to convert. This is a Mandatory field for the default Vermont Systems design. Your design and setup may vary.
DeleteCYMS Staff (CodeConversion_CYStaff)
Select the CYMS Staff Code you wish to convert. This is a Mandatory field for the default Vermont Systems design. Your design and setup may vary.
DeleteOld Miscellaneous Code (CodeConversion_CYMiscCode)
Select the Miscellaneous Code you wish to convert. This is a Mandatory field for the default Vermont Systems design. Your design and setup may vary.
DeleteCYMS Provider (CodeConversion_CYProvider)
Select the CYMS Provider Code you wish to convert. This is a Mandatory field for the default Vermont Systems design. Your design and setup may vary.
DeleteWeb Event (CodeConversion_WebEvent)
Select the Web Event you wish to convert. This is a Mandatory field for the default Vermont Systems design. Your design and setup may vary.
DeleteInspection Form Code (CodeConversion_MTInspectionForm)
Select the MainTrac Inspection Form Code you wish to convert. This is a Mandatory field for the default Vermont Systems design. Your design and setup may vary..
DeleteStock Room (CodeConversion_MTStockRoom)
Select the MainTrac Stock Room Code you wish to convert. This is a Mandatory field for the default Vermont Systems design. Your design and setup may vary.
DeleteTask Category (CodeConversion_MTTaskCategory)
Select the MainTrac Task Category Code you wish to convert. This is a Mandatory field for the default Vermont Systems design. Your design and setup may vary.
DeleteTask Code (CodeConversion_MTTaskCode)
Select the MainTrac Task Code you wish to convert.This is a Mandatory field for the default Vermont Systems design. Your design and setup may vary.
DeleteFixed Asset Type (CodeConversion_MTFixedAssetType)
Select the MainTrac Fixed Asset Type you wish to convert. This is a Mandatory field for the default Vermont Systems design. Your design and setup may vary.
DeleteNew Pay Code (CodeConversion_NewPayCode)
Enter the new Payment Code in this field.
OR
Click the Picklist icon and select an existing Payment Code and then select Merge Records?, if desired to merge the old" Payment Code into the "new" one.
Click Process to run the conversion.
DeleteNew GL Code (CodeConversion_NewGLCode)
Enter the new GL Code in this field.
OR
Click the Picklist icon and select an existing GL Code and then select Merge Records?, if desired to merge the old" GL Code into the "new" one.
Click Process to run the conversion.
DeleteNew Staff (CodeConversion_NewStaff)
Enter the new Staff Member code in this field. Click Process to run the conversion.
DeleteNew Miscellaneous Code Type (CodeConversion_NewSAMiscCode)
Enter the new Miscellaneous Code Type in this field, and then select Merge Records?, if desired to merge the old" Miscellaneous Code Type into the "new" one.
Click Process to run the conversion.
DeleteNew Task Class (CodeConversion_NewMTTaskClass)
Enter the new MainTrac Task Class in this field.
Click Process to run the conversion.
DeleteFixed Asset (CodeConversion_MTFixedAsset)
Select the MainTrac Fixed Asset you wish to convert. This is a Mandatory field for the default Vermont Systems design. Your design and setup may vary..
DeleteNew Installment Billing Template (CodeConversion_NewIBTemplate)
Enter the new Installment Billing Template code in this field.
OR
Click the Picklist icon and select an existing IB Template and then select Merge Records?, if desired to merge the old" IB Template into the "new" one.
Click Process to run the conversion.
DeleteNew Material Code (CodeConversion_NewMTMaterial)
Enter the new MainTrac Material Code in this field.
Click Process to run the conversion.
DeleteNew Inventory (CodeConversion_NewInventory)
Enter the new POS Inventory code in this field.
Click Process to run the conversion.
DeleteNew Contract (CodeConversion_NewContract)
Enter the new Contract code in this field.
Click Process to run the conversion.
DeleteNew Cost Center (CodeConversion_NewCostCenter)
Enter the new Cost Center code in this field.
OR
Click the Picklist icon and select an existing Cost Center and then select Merge Records?, if desired to merge the old" Cost Center into the "new" one.
Click Process to run the conversion.
DeleteNew Miscellaneous Code (CodeConversion_NewCYMiscCode)
Enter the new Miscellaneous Code in this field.
OR
Select an existing System Code and then select Merge Records?, if desired to merge the old" code into the "new" one.
Click Process to run the conversion.
DeleteNew CYMS Provider (CodeConversion_NewCYProvider)
Enter the new CYMS Provider Code in this field.
THEN
Click Process to run the conversion.
New Activity (CodeConversion_NewActivitySection)
Accept the default entry or click the Picklist icon to select the Activity to which this Section will belong for this code. You can select the current Activity Code (the default entry) or select an alternate one, if desired.
To convert just the Section Code, you would select the current Activity Code and then enter the new Section Code in its field, along with new Season and Year, if desired.
Click Process when ready to run the conversion.
DeleteNew Facility Class (CodeConversion_NewFacClass)
Accept the default entry or click the Picklist icon to select the Facility Class to which this Facility will belong for this code. You can select the current Facility Class Code (the default entry) or select an alternate one, if desired.
To convert just the Facility Code, you would select the current Facility Class and Location in their respective fields and then enter the new Facility Code in its field.
Click Process when ready to run the conversion.
DeleteNew Activity (CodeConversion_NewActivity)
Enter the new Activity code in this field. Click Process to run the conversion.
DeleteNew Task Category (CodeConversion_NewMTTaskCategory)
Enter the new MainTrac Task Category Code in this field.
Click Process to run the conversion.
DeleteNew Rental Item (CodeConversion_NewRentalItem)
Enter the new Rental Item code in this field. Click Process to run the conversion.
DeleteNew User Group (CodeConversion_NewSAMenuGroup)
Enter the new User Group code in this field. Click Process to run the conversion.
DeleteNew Service Item (CodeConversion_NewServiceItem)
Enter the new Service Item code in this field.
OR
Click the Picklist icon and select an existing Service Item and then select Merge Records?, if desired to merge the old" Service Item into the "new" one.
Click Process to run the conversion.
DeleteNew Facility Location (CodeConversion_NewFacilityLocation)
Enter the new Facility Location code in this field. Click Process to run the conversion.
DeleteNew Web Event (CodeConversion_NewWebEvent)
Enter the new Web Event code in this field. Click Process to run the conversion.
DeleteNew System Code (CodeConversion_NewSASystemCode)
Enter the new System Code in this field.
OR
Select an existing System Code and then select Merge Records?, if desired to merge the old" code into the "new" one.
Click Process to run the conversion.
DeleteNew Task Code (CodeConversion_NewMTTaskCode)
Enter the new MainTrac Task Code in this field.
Click Process to run the conversion.
DeleteNew League (CodeConversion_NewLeague)
Enter the new League code in this field. Click Process to run the conversion.
DeleteNew CYMS Staff (CodeConversion_NewCYStaff)
Enter the new CYMS Staff Code in this field.
THEN
Click Process to run the conversion.
New Ticket (CodeConversion_NewTicket)
Enter the new POS Ticket code in this field. Click Process to run the conversion.
DeleteNew Rental Class (CodeConversion_NewRentalClass)
Enter the new Rental Class code in this field. Click Process to run the conversion.
DeleteNew Inspection Form Code (CodeConversion_NewMTInspectionForm)
Enter the new MainTrac Inspection Form Code in this field.
Click Process to run the conversion.
DeleteNew Pass (CodeConversion_NewPass)
Enter the new Pass Code in this field.
OR
Click the Picklist icon and select an existing Pass Code and then select Merge Records?, if desired to merge the old" Pass Type into the "new" one.
Click Process to run the conversion.
DeleteNew Stock Room Code (CodeConversion_NewMTStockRoom)
Enter the new MainTrac Stock Room Code in this field.
Click Process to run the conversion.
DeleteNew Locker Room (CodeConversion_NewLockerRoom)
Enter the new Locker Room code in this field. Click Process to run the conversion.
DeleteNew Facility Location (CodeConversion_NewFacLoc)
Accept the default entry or click the Picklist icon to select the Facility Location to which this Facility will belong for this code. You can select the current Facility Location Code (the default entry) or select an alternate one, if desired.
To convert just the Facility Code, you would select the current Facility Class and Location in their respective fields and then enter the new Facility Code in its field.
Click Process when ready to run the conversion.
DeleteNew Fixed Asset Code (CodeConversion_NewMTFixedAsset)
Enter the new MainTrac Fixed Asset Code in this field.
Click Process to run the conversion.
DeleteNew Section (CodeConversion_NewSection)
Enter the new Activity Section code in this field.
To convert just the Section Code, you would select the current Activity Code and then enter the new Section Code in its field, along with new Season and Year, if desired.
Click Process when ready to run the conversion.
DeleteNew Trip Code (CodeConversion_NewTripDepartCode)
Enter the new Trip code in this field.
Click Process to run the conversion.
Note: You can enter the exact same Trip Code in this field, if desired, and then enter new Departure/Return dates and times. The conversion process will delete" the original Trip Code and overwrite it with the "new" one. This is a good option for scenarios where the scheduled dates and times of a Trip change for rather than deleting/purging the original Code and recreating a new one you can simply convert the original Code and enter the new dates and times.
DeleteNew Season (Optional) (CodeConversion_NewSeason)
This field is applicable to Activity Sections and Leagues.
Click the Picklist icon to select an alternate Season Code for this Conversion if desired. When the conversion completes the Season code you select here will be linked to the converted record.
Leave this field blank to use the original Season from the record being converted.
Note: To convert a Season only (For Example: To change Activity Section 100001_01 / Season: Fall to Activity Section 100001_01 / Season: Summer) simply go to Activity Section Update OR League Update and change the code listed in the Season field. You do NOT need to run the Code Conversion program to change Season Codes for Sections or Leagues.
Season Codes are maintained in System Code Maintenance. Type = Season.
DeleteNew Facility (CodeConversion_NewFacility)
Enter the new Facility Code in this field.
To convert just the Facility Code, you would select the current Facility Class and Location in their respective fields and then enter the new Facility Code in its field.
Click Process when ready to run the conversion.
DeleteNew Year (Optional) (CodeConversion_NewYear)
This field is applicable to Activity Sections and Leagues.
Enter a year in this field if desired. When the conversion completes the Year you enter here will be linked to the converted record.
Leave this field blank to keep the original year from the record being converted.
DeleteNew Departure Date (CodeConversion_NewTripDepartDate)
Enter a new Departure Date, if desired. When converting a Trip code, you can also enter new Depart/Return Dates and Times.
DeleteNew Departure Time (CodeConversion_NewTripDepartTime)
Enter a new Departure Time, if desired. When converting a Trip code, you can also enter new Depart/Return Dates and Times.
DeleteNew Return Date (CodeConversion_NewTripReturnDate)
Enter a new Return Date, if desired. When converting a Trip code, you can also enter new Depart/Return Dates and Times.
DeleteNew Return Time (CodeConversion_NewTripReturnTime)
Enter a new Return Time, if desired. When converting a Trip code, you can also enter new Depart/Return Dates and Times.
DeleteFile Location (CodeConversion_MultipleRecordsUploadFile)
This field is applicable only if your Conversion Option is "Multiple Records."
Click the Window Explorer icon to browse to and select your import file. The import file must be a .csv or a .txt file.
Note: Your import file must be error-free in order to run the Code Conversion for multiple records. The system runs a check on your import file prior to running the conversion. If an error is found the process will be stopped. A dialog box will appear that lists up to 10 error messages.
File Delimiter (CodeConversion_MultipleRecordsDelimiter)
This field is applicable only if your Conversion Option is "Multiple Records."
Accept the default entry or choose an alternate selection if needed.
- Comma - Your import file is comma-delimited ( ).
- Pipe - Your import file is pipe-delimited ( | ).
- Space - Your import file is space-delimited ( <space bar> ).
- Tab - Your import file is tab-delimited ( <tab key> ).
Note: By default when saving a .csv file in Excel each column will be separated by a comma - hence the name "Comma Separated Value." Therefore a selection other than "Comma" is needed only if you change the default delimiter in Excel or if you are using a .txt file type and then only if the delimiter being used in your .txt file is something other than a comma.