RB User Guide > Tools > Bulk Update

Updating multiple firms at once

If you have a number of firms that need the same information changed, for example you are going to start charging late fees on overdue invoices, save time by changing all of the affected firms at once.

1. Tools > Bulk Update
2. In the Bulk Update window, select Firms in the Entity drop-down.
3. Select the field you want to update in the Choose field to update drop-down:

   • Account Status

     Default. To change the actionable financial status of the firms, such as COD or bankrupt. Account statuses are set in Lists > Firms.

   • Always print detail on invoices

     To show detailed breakdowns on the firms’ invoices or not.

   • Billing Rate Group–Billing Rate

     To change the billing rate table for the firms. Billing Rate Groups are created and default selected in Lists > Accounting. Billing rate tables are set up and assigned to a group in Billing Rates.

   • Class

     To change the quality designation or ranking of the firms. Classes are set up in Lists > Firms.

   • Client Of

     To change the resource the firms belong to.

   • COD

     To designate the firms as Cash on Delivery or not.

   • Collector

     To change the resource responsible for collecting payments from the firms.

   • Consolidate Statement

     To change whether monthly statements are printed for each contact at this firm separately or combined and sent to “Accounts Payable.”

   • Discount Rate

     To change the percentage you deduct if you offer a negotiated discount on all the firms’ invoices. What’s discountable is specified at the service item level. See Setting up Service Item Master.

   • Do not attempt marketing

     To change whether you send the firms marketing or promotional matter from your company or not.

   • Finance Charge Rate

     To change the percentage (e.g., “1.200”) you charge the firms monthly on past-due invoices.

   • Firm Type

     To change the category the firms are classified by. Firm Type and its default are set in Lists > Firms.

   • Invoice Past Due in Days

     To change the deadline in business days past the payment terms of invoices for the firms to render payment before RB9 notifies you to start collection efforts.

   • Late Charge Rate

     To change the percentage you charge the firms as a one-time account service fee on past-due invoices.

   • Parent Firm

     To change the firm designated as the firms’ headquarters.

   • Payment Terms

     To change the terms for payment that will appear on the firms’ invoices. Payment terms and default are set in Lists > Accounting.

   • Rating

     To change the firms’ credit rating. Rating types and default are set up in Lists > Firms.

   • Sales Rep

     To change the sales representative/account executive the firms belong to.

   • Sales Tax Rate

     To change the percentage for the state sales tax for the firms.

   • Source

     To change where the firms heard of you. Sources and default are set up in Lists > Firms.

   • Statement Sending Method

     To change how you send consolidated statements to the firms.

4. Selections in Set value to vary depending on the field you chose to update above. If you selected:

   • Account Status

     Select a value in the drop-down.

   • Always print detail on invoices

     Default is Yes. Click to select No if you do not want to send the firms detailed invoices.

   • Billing Rate Group–Billing Rate

     Select a Billing Rate Group in the first field, then the specific Billing Rate Table in the second field.

   • Class

     Select the quality designation or ranking you want to change the firms to in the drop-down.

   • Client Of

     Click . To find the responsible resource you want to change to in the Lookup Resource panel, see Looking up resources.

   • COD

     Default is No. Click to select Yes if you want the firms to pay invoices in full upon delivery.

   • Collector

     Click . To find the resource you want to collect payments from the firms, see Looking up resources.

   • Consolidate Statement

     Default is No. Click to select Yes if you want to send the firms one statement for all of their contacts’ invoices.

   • Discount Rate

     Enter the percentage (e.g., “8.000”) you want to deduct on the firms’ invoices.

   • Do not attempt marketing

     Default is No. Click to select Yes if you want to avoid sending the firms your company’s marketing or promotional materials.

   • Finance Charge Rate

     Enter the percentage (e.g., “1.200”) you want to charge the firms monthly on past-due invoices.

   • Firm Type

     Select the category you want to change the firms to in the drop-down.

   • Invoice Past Due in Days

     Enter the number of business days past the payment terms of invoices for the firms to render payment before RB9 notifies you to start collection efforts.

   • Late Charge Rate

     Enter the percentage (e.g., “2.000”) you want to charge the firms as a one-time account service fee on past-due invoices.

   • Parent Firm

     Click . To find the headquarters for the firms, see Looking up firms.

   • Payment Terms

     Select the terms that will appear on invoices in the drop-down.

   • Rating

     Select the credit rating you want to change the firms to in the drop-down.

   • Sales Rep

     Click . To find the sales representative you want to change to, see Looking up resources.

   • Sales Tax Rate

     Enter the percentage (e.g., “7.000”) you want to collect from the firms for the state sales tax.

   • Source

     Select where the firms heard of you in the drop-down.

   • Statement Sending Method

     Select the method for sending consolidated statements to the firms.

5. Click Next.
6. In the Update To panel, choose one:

   • All firms

     To change every listing in Firms.

   • All active firms

     To change only those listings for firms that are still doing business with you.

   • Specific firms

     Default. To select a custom set of firms to update.

     1. Select a filter in the Search By drop-down:

        • Firm Name

          Default. To search for firms with a common name, enter part of the name in Search Criteria.

        • City

          To search for firms in one city, enter part of the city name in Search Criteria.

        • Parent Firm

          To search for firms that are part of one organization, click . Then find the firms’ headquarters in the Lookup Parent Firm panel. See Looking up firms.

        • Sales Rep

          When bulk updating sales reps only

          To search for firms by their assigned sales representative, click . See Looking up resources.

        • State

          To search for firms in one state or multiple states, click . Then select states in the Lookup State panel. See Lookup panel.

     2. Click . RB9 displays all the firms that fit the search criteria.
     3. Check the box in the Results header to select all firms in the grid, or check only the boxes of specific firms to update.
7. Click Update. Then click OK in the popup that appears.

Reference

• Firms
• COD
• Lists > Firms
• Parent Firms
• Lists > Accounting
• Billing Rates
• Resources
• Client Of
• Send Statements
• Sales Rep
• Lookup panel

Step-by-step instructions

• Setting up Service Item Master
• Looking up resources
• Looking up firms