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Migrating Long Descriptions into Description 3
Starting from Idealpos 7.1 Build 3, a Description 3 field has been added.
This field allows up to a maximum of 100 characters and replaces the previous function "Use Stock Notes Field for Long Descriptions" that was previously enabled via the Yes/No options.
With the implementation of the Description 3 field come several changes, including the migration of existing Descriptions into the Description 3 field going forward.
To better understand the process and raise awareness of various scenarios, we recommend that you review this topic.
Changes that are included as part of the implementation of the Description 3 field:
- Removal of Yes/No Option "Use Stock Notes Field for Long Descriptions" from Idealpos 7.1 Build 3 and higher.
- The Description 1 for Stock Items is automatically migrated into the Description 3 field, dependent on several factors. See list of bullet points under "Possible Outcomes for the Description 1 and Description 3 fields after upgrading" in the below
- The Stock Notes field in the Advanced tab of a Stock Item will be re-instated, regardless of whether or not you had the Yes/No option "Use Stock Notes Field for Long Descriptions" enabled prior to upgrading.
- By default, the Description 2 field will be labelled as "Kitchen Description" and the Description 3 field will be labelled as "Long Description".
These descriptions can be changed via Setup > Global Options > Other Options > Stock Item Descriptions.
- New Yes/No option "Description 3 is populated when adding new Stock Items".
This will automatically populate the Description 3 field using the text that was entered into the Description 1 field when creating new Stock Items.
- New Yes/No option "Use Description 3 on Receipts/Invoices".
This will use the Stock Item Description 3 on Receipts and A4 Customer Invoices.
Possible Outcomes for the Description 1 and Description 3 fields after upgrading:
- If the Yes/No Option "Use Stock Notes field for Long Descriptions" is enabled prior to upgrading, the Yes/No Option "Use Description 3 on Receipts/Invoices will be automatically enabled.
- If the Yes/No Option "Use Stock Notes field for Long Descriptions" is enabled prior to upgrading, Description 1 and Description 3 will be updated as follows:
- If the Stock Item was created before the Yes/No Option "Use Stock Notes field for Long Descriptions" was enabled (and Stock Notes existed for the Stock Item), the contents of the Description 1 field will be reverted back to what was entered into the Description 1 field before the Yes/No option was enabled. The Description 3 field will be populated with the first 100 characters from the Stock Notes field.
- If the Stock Item was created before the Yes/No Option "Use Stock Notes field for Long Descriptions" was enabled (and Stock Notes did not exist for the Stock Item), the contents of the Description 1 field will remain unchanged and the contents of the Description 1 field will be copied into the Description 3 field.
- If the Stock Item was created after the Yes/No Option "Use Stock Notes field for Long Descriptions" was enabled, the entire contents of the Description 1 field will be copied into the Description 3 field, then the contents of the Description 1 field will be truncated to 30 characters.
- If the Yes/No Option "Use Stock Notes field for Long Descriptions" is disabled prior to upgrading, the Description 3 field will be populated with the text that has been entered into the Description 1 field.
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