Bulk Operations

Bulk Operations

Bulk Operations in EquiBillBook allow you to perform actions on multiple records at once, such as updating, deleting, activating, or exporting multiple items simultaneously. This guide explains how to use bulk operations.

Understanding Bulk Operations

Bulk operations enable you to:

• Update multiple records at once
• Delete multiple items simultaneously
• Activate or deactivate multiple records
• Export selected records
• Apply changes to multiple items
• Save time on repetitive tasks

Accessing Bulk Operations

To access bulk operations:

1. Navigate to any list view (Customers, Suppliers, Items, etc.)
2. You'll see checkboxes next to each record
3. Select multiple records using checkboxes
4. Bulk action options will appear
5. Select the action you want to perform

Selecting Records

How to select records for bulk operations:

Selection Methods

• Individual Selection: Click checkbox next to each record
• Select All: Use "Select All" checkbox in header
• Select Filtered: Select all filtered records
• Select Current Page: Select all records on current page

Selection Indicators

• Checkbox: Checked records are selected
• Count Display: Shows number of selected records
• Visual Highlight: Selected rows may be highlighted

Bulk Operation Types

1. Bulk Update

Update multiple records at once:

Update Process

1. Select records to update
2. Click "Bulk Update" or "Update Selected"
3. Select field to update
4. Enter new value
5. Confirm the update
6. All selected records will be updated

Updateable Fields

• Status: Activate/Deactivate
• Category: Change category
• Tax Rate: Update tax rate
• Price: Update prices (with options)
• Other Fields: Depending on module

2. Bulk Delete

Delete multiple records:

Delete Process

1. Select records to delete
2. Click "Bulk Delete" or "Delete Selected"
3. Confirm deletion
4. Review warning message
5. Confirm again if required
6. Selected records will be deleted

Delete Restrictions

• Used Records: Records used in transactions may not be deletable
• Dependencies: Records with dependencies may be protected
• Permissions: Delete permission required

3. Bulk Activate/Deactivate

Activate or deactivate multiple records:

Activation Process

1. Select records to activate/deactivate
2. Click "Bulk Activate" or "Bulk Deactivate"
3. Confirm the action
4. Status will be updated for all selected

4. Bulk Export

Export selected records:

Export Process

1. Select records to export
2. Click "Export Selected" or "Bulk Export"
3. Select export format (Excel, PDF, CSV)
4. Configure export options
5. Download the exported file

5. Bulk Category Change

Change category for multiple items:

Category Change Process

1. Select records
2. Click "Change Category" or "Bulk Category Update"
3. Select new category
4. Confirm the change
5. All selected records will be moved to new category

6. Bulk Price Update

Update prices for multiple items:

Price Update Options

• Set Fixed Price: Set same price for all
• Increase by Percentage: Increase prices by percentage
• Increase by Amount: Increase by fixed amount
• Decrease by Percentage: Decrease prices by percentage
• Decrease by Amount: Decrease by fixed amount

Price Update Process

1. Select items to update
2. Click "Bulk Price Update"
3. Select update method
4. Enter value (price, percentage, or amount)
5. Preview changes if available
6. Confirm and apply

Bulk Operation Best Practices

• Review Selection: Always review selected records before bulk operation
• Use Filters: Use filters to narrow down records
• Test First: Test with small selection first
• Backup Data: Backup data before bulk delete or major updates
• Verify Results: Verify results after bulk operation
• Check Dependencies: Check for dependencies before bulk delete

Common Bulk Operation Scenarios

Scenario 1: Activating Multiple Customers

Activating multiple customers at once:

1. Go to Customers list
2. Filter inactive customers if needed
3. Select customers to activate
4. Click "Bulk Activate"
5. Confirm activation
6. Verify customers are activated

Scenario 2: Updating Item Prices

Increasing prices for multiple items:

1. Go to Items list
2. Filter items by category or other criteria
3. Select items to update
4. Click "Bulk Price Update"
5. Select "Increase by Percentage"
6. Enter percentage (e.g., 10%)
7. Preview and confirm

Scenario 3: Changing Item Categories

Moving items to different category:

1. Go to Items list
2. Select items to move
3. Click "Change Category"
4. Select new category
5. Confirm the change
6. Verify items are in new category

Scenario 4: Bulk Export Selected Records

Exporting specific records:

1. Apply filters to narrow down list
2. Select records to export
3. Click "Export Selected"
4. Choose format (Excel, PDF, CSV)
5. Download the file

Bulk Operation Limitations

Some limitations to be aware of:

Limitations

• Record Limit: May have limit on number of records per operation
• Time Limit: Large operations may take time
• Dependencies: Some records may not be updatable/deletable
• Permissions: Requires appropriate permissions

Bulk Operation Results

After performing bulk operation:

Result Summary

• Success Count: Number of successful operations
• Failed Count: Number of failed operations
• Error Details: Details of any errors
• Summary Report: Summary of operation

Error Handling

• Error Report: Download error report if available
• Partial Success: Some records may succeed, others fail
• Review Errors: Review and fix errors
• Retry: Retry operation for failed records

Troubleshooting

Issue: Bulk Operation Not Available

Possible Causes:

• No records selected
• Feature not available for module
• Permission issues

Solution: Select records, check if feature available, verify permissions

Issue: Some Records Not Updated

Possible Causes:

• Dependencies preventing update
• Validation errors
• Permission issues

Solution: Check error report, verify dependencies, check permissions

What's Next?

After performing bulk operations:

1. Review operation results
2. Verify changes were applied correctly
3. Check for any errors
4. Fix any issues if needed
5. Document bulk operations performed

Bulk operations help you efficiently manage multiple records and save time in EquiBillBook.