Customer and/or Store Key Change

Sometimes there are changes in identifying numbers in BookLink. For example: A retailer (customer) may change the number which identifies a store. When this happens, the store number in BookLink needs to change to reflect the change the retailer (customer) has made. The mechanism for changing the number is the Key Change utility.  Three types of Key Changes (Customer ID, Store ID and Customer&StoreID) are explained in more detail below.

Important Notes:

• BookLink will not allow you to perform a Key Change for a store that is out loaded on a handheld. This avoids the possibility of having conflicting information between the handheld and BookLink when information from the handheld is being imported into BookLink.
• In most cases, the new number(s) being used in a Key Change can not exist in BookLink.
• All sales history and invoice data is changed to the new number(s). Exception in Customer-Store Key Change Cutoff Date noted below.
• The Key Change should happen at the lowest level of BookLink (Districts) first. They will automatically flow up to other locations as needed.

Customer ID Key Change

The Customer ID is the number controlling all stores for an account i.e. 84070 is the Customer number for all Walmart stores. If that number ever changes, then the Customer number for all stores associated with that number needs to change. This is used very seldom. A good example would be when entering a new customer and stores, and you realize an incorrect customer ID was used.

Store ID Key Change

The Store ID is the number controlling a specific store for a retail customer. i.e. 2113 is the Store number for a specific Walmart Store. Store numbers are typically assigned by the retail customer.  If that number ever changes or was entered wrong in the beginning, then the Store number for that store needs to change.

Store ID Key Change

The Customer/Store ID are the numbers controlling both the retailer (Customer) and the specific store for an account (Customer) i.e. 84070 is the Customer number for Walmart and Store 2113 is the specific Walmart store. Customer Numbers are assigned by Choice Books while store numbers are typically assigned by the retail customer. On rare occasions both the customer and store number change. This typically happens when a retailer buys-out a specific store and our CB display stays in the new retailer store. The example below would probably never happen, but it is showing that a current Walmart store was bought-out by CVS and the new CVS store number changed from 2113 to 992113.

Cutoff Date:    If a cut off date is used, all invoice and servicing history will change from the cut-off date to the present.   This is used for when stores are sold from one retailer to another to save the sales activity to the original retailer. If no date it entered, all history will change.

Data Site ID Key Change

This is normally not used anymore. IT may use it in very specific circumstances.

Import Key Change

See:    https://choicebooks.freshdesk.com/a/solutions/articles/31000172496

Once a Key Change has been saved it returns back to the original Key Changes screen listing the Unprocessed changes

Click "Process Uncompleted Key Changes" to complete the process.