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SYSTEM ADMINISTRATION AND SYSTEM UTILITIES

Table of Contents

SYSTEM ADMINISTRATION AND SYSTEM UTILITIES ........................................ 1

SYSTEM ADMINISTRATION AND SYSTEM UTILITIES INTRODUCTION .................................... 4

SYSTEM ADMINISTRATORS FUNCTIONS ........................................................................... 5 RESETTING THE DIAGNOSTIC OR FAX MODEM ............................................................... 5 BACKUP RECOMMENDATIONS ....................................................................................... 5

BACKUP LOG ARCHIVE & CONFIRMATION VIA EMAIL MESSAGE (BULOG) ....................... 6 SYSTEM REBOOT PROCEDURE ...................................................................................... 9 PERIODIC PROCEDURES ...............................................................................................10 DAILY UPDATING REPORTS ..........................................................................................11 END OF MONTH PROCEDURES ......................................................................................12 CREATING AND MAINTAINING USER RECORDS (LOGIN’ S AND PASSWORDS) ...................13 ADDING USERS IN THE OPERATING SYSTEM – (STEP 1)..................................................13 ADDING USERS TO THE APPLICATION SYSTEM – (STEP 2) ..............................................13 UIM- .....................USER/LOGIN INFORMATION MAINTENANCE .........................................14 UCM- ....................USER CATEGORY MAINTENANCE .......................................................18 UIM/UCM- .............SETTING UP HIERARCHIES FOR MANAGERS ........................................20 USM- ....................USER SHORTCUTS MAINTENANCE .....................................................23 MUSM- .................MASTER USER SHORTCUTS MAINTENANCE ........................................23

CONTROLLING PROGRAMS AND MENUS ..........................................................................24 PGC- .....................PROGRAM ACCESS CONTROL ............................................................24 PGCM- ..................PROGRAM MODULE MAINTENANCE ....................................................30 PGCR- ...................PROGRAM ACCESS CONTROL REPORT ................................................31 MENUS- ................MENU MAINTENANCE ........................................................................33

SECURITY FEATURES FOR APPLIICATION PROGRAMS ........................................................37 SSM- ....................SYSTEM SECURITY MAINTENANCE .....................................................38 SSM- ....................ADDING SECURITY FOR SESSION DATE ..............................................43

PRINTER MAINTENANCE PROGRAMS................................................................................44 PHS- .....................PRINTER HOLD SCHEDULER ...............................................................44 MPHS- ..................MASTER PRINTER HOLD SCHEDULER ..................................................48 PPM- .....................PROGRAM/PRINTER MAINTENANCE ....................................................50 PTRM-...................PRINTER MAINTENANCE PROGRAM ....................................................52 PTRON- .................PRINTER ON UTILITY .........................................................................55

GENERATING KEYWORDS FOR PROGRAM NAMES AND ITEMS............................................57

SYSTEM UTILITIES PROGRAMS ........................................................................................59 ACF- .....................APPLICATION CONTROL FILES ............................................................59 ATM- ....................AUDIT TRAIL MAINTENANCE ..............................................................65 CRON- ..................JOB SCHEDULING FEATURE ...............................................................68

CRONM- ............CRON JOB TABLE MAINTENANCE .......................................................68 MISCRON- .........CRON JOB MAINTENANCE .................................................................77 MISCRON- .........STANDARD SYSTEM SCHEDULED JOBS ..............................................78

IKWM- ..................ITEM KEYWORD MAINTENANCE .........................................................85

Next Generat ion® System Administrat ion and System Utilit ies

Release NGS-6.30 SU-2

MISDOCM- ...........DOCUMENTATION MENU MAINTENANCE ............................................87 MUTC- ..................MASTER USER/TERMINAL CONTROL PROGRAM ...................................89 OSM - ...................OPERATING SYSTEM MODE ...............................................................89 PROMPT- ..............FILE MAINTENANCE PROMPT CONTROL ..............................................90 RMAIL- .................RECEIVE MAIL FROM OTHER LOGINS ..................................................97 SAGATH- ..............SALES ANALYSIS GATHER PROGRAM .................................................98 SMAIL- .................SEND MAIL TO OTHER LOGINS ......................................................... 100 UTC- .....................USER TERMINAL CONTROL .............................................................. 101 UTIL-.....................INFORMIX INDEX REPAIR AND STATISTICS UTILITY ........................... 104 WHOSON- ............WHO’ S ON .................................................................................... 106 ZACF- ...................USER APPLICATION CONTROL FILES ................................................. 107 ZIPM- ....................ZIP CODE MAINTENANCE ................................................................. 109

SYSTEM DIAGNOSTIC PROGRAMS ................................................................................. 110 SYSTEM DIAGNOSTIC OVERVIEW ............................................................................... 110 CRONS- ................CHECK SCHEDULED MISCRON JOBS ................................................. 110 FXSTAT- ...............FAX STATUS .................................................................................. 111 SPACE- .................DISK SPACE PROGRAM .................................................................... 112 UPTIME- ...............SYSTEM UP TIME PROGRAM ............................................................ 115 SSLINFO- ..............Check SSL Cert if icate Expirat ion Date ................................................ 117

AUTOMATED ALERT SYSTEM ........................................................................................ 119 AUTOMATED ALERT SYSTEM OVERVIEW .................................................................... 119 SETTING UP ALERTS.................................................................................................. 121 ALERTM- ..............ALERT MAINTENANCE PROGRAM ..................................................... 121 AVAILABLE PROGRAMS THAT CAN BE SET UP IN THE AUTOMATED ALERT SYSTEM....... 124

MISCELLANEOUS AND SPECIAL PROGRAMS ................................................................... 125 SNAP- ...................SNAPSHOT OVERVIEW .................................................................... 125 SNAP- ...................CHANGING THE SETTINGS ............................................................... 127 UDF - ...................USER-DEFINED FILE CATEGORY MAINTENANCE ................................. 134

USER-DEFINED FILE OVERVIEW ................................................................................ 134 DE- ......................DATA EXPORT PROGRAM ................................................................ 135

DATA EXPORT OVERVIEW ...................................................................................... 135 CREATING A NEW DATA EXPORT REPORT ................................................................ 135 EXPORTING THE REPORT ........................................................................................ 138 DUPLICATING A REPORT ........................................................................................ 140



Proprietary Notice

This manual contains information w hich is proprietary to Munics Information Systems, Inc. and all rights are reserved. No part of this manual or its contents may be used or reproduced by any means w ithout the express w rit ten permission of Munics Information Systems, Inc.

Disclaimer of Warranty The material contained herein is subject to change w ithout not ice. Munics Information Systems, Inc. makes no w arranty, express, implied or by descript ion, regarding the information set forth herein. Munics Information Systems, Inc. does not guarantee, w arrant or make any representat ion regarding the use of, or the results of the use of, the programs in terms of correctness, accuracy, reliability, currency or otherw ise, and the purchaser relies on the programs and the results solely at his/her ow n risk. NEXT GENERATION® is a registered trademark of Munics Information Systems, Inc.

Copyright 1987-2006

Munics Information Systems, Inc.



SYSTEM ADMINISTRATION AND SYSTEM UTILITIES INTRODUCTION Munics Information Systems, Inc. w ould like to thank you for choosing our Next Generat ion Softw are® distribut ion system, as the primary softw are that w ill run your company’ s business. This manual w as w rit ten as a reference manual to assist the system administrator w ith the overall support of the softw are package. We have included phone numbers to aid you in calling the proper personnel if the need arises. (Phone numbers can change before a new manual is issued, so w e suggest that you keep these numbers current at all t imes). Also included are recommendations on backing up and performing daily, w eekly and monthly tasks and instruct ions on running many of the system ut ilit ies. HARDWARE SUPPORT: AIX (IBM) 1-800-426-7378 (1-800-ibm-serv)

End user must have their IBM Customer Number or machine type and serial number available before calling.

OPERATING SYSTEM SUPPORT: AIX 1-800-225-5249 (1-800-cal-laix)

End user must have contract number available before calling. NEXT GENERATION SUPPORT:

Munics Information Systems, Inc. Customer Support Department 1-973-778-7753 – Telephone 1-973-778-1759 – Fax support@munics – email address



SYSTEM ADMINISTRATORS FUNCTIONS RESETTING THE DIAGNOSTIC OR FAX MODEM On occasion, the external modem attached to Munics server w ill become inoperable and have to be reset. Storms, pow er surges, pow er interrupt ions, among other reasons cause phone line interference w hich in turn affect the modem. To reset the modem, locate the ON/OFF sw itch, located on the top or side of the modem and turn the modem off and on. BACKUP RECOMMENDATIONS Backup tapes are vital for a successful company. Every company must insure themselves against loss in product ivity and important company information. When your computer needs to be restored from a backup, ask yourself w hen w ould you like that backup to have been taken, last month, last w eek, or last night? Backups are also important for archiving historical information. By storing detailed history information to tape prior to purges, you have the opt ion to reload and have all prior information available. This is ideal for systems w ith limited disk space. We Recommend the Follow ing Procedure: 1. Do a full system backup and verif icat ion every night. (This can be automated) 2. Keep a tw o w eek backup rotat ion, ten (10) tapes. (A backup tape From Monday w ill not be used for backup again unt il 2 w eeks from Monday.) 3. Save all month end backups. (These should be prior to purges) 4. Store a tape off-site, rotate w eekly. (Once a w eek, bring a Backup home or store in a safety deposit box. Remember to bring Last w eek’ s tape back into backup rotat ion.) 5. Review your backup tape for readability on a monthly basis. 6. Replace the tw o-w eek backup tapes w ith new tapes every year.



BACKUP LOG ARCHIVE & CONFIRMATION VIA EMAIL MESSAGE (BULOG) You may also opt to have the system archive the backup logs and also send the system administrator an email w ith the results of the previous (nights) backup. An ACF opt ion is used to def ine the directory locat ion (i.e. the path) w here the backup log resides on the system (opt ion: sys023). The backup log normally resides in directory /usr4/mis/ut ils though it may be dif ferent on your system. The actual f ile name of the backup log is called sysbk; this f ile name should not be included in the contents of the ACF opt ion. A second ACF opt ion (ACF sys022) contains the user ID of the system administrator, or the proper person, to receive system emails. You may set up addit ional email addresses by using sys022a, sys022b, sys022c, etc. The actual email address of the system administrator is kept in his or her corresponding UIM record (as def ined in ACF opt ion sys022) w hich conforms to the rest of the email funct ions in the system. Note that you must have Email Communicat ions implemented on the system to use this feature. If you do not have email communicat ions, you must leave ACF sys022 blank. A third ACF opt ion (ACF sys029) contains the sender' s email address w hen sending emails to the system administrator(s) def ined in ACF opt ion series sys022. This part icular acf opt ion is used w hen sending the backup logs (in conjunct ion w ith acf opt ion sys023) or fax transmission statuses (in conjunct ion w ith acf opt ion fx023). NOTE: If you do not have email communicat ions implemented on your Unix System and Next Generat ion System, you CANNOT ut ilize the sendmail capability and must leave this opt ion BLANK. An MISCRON program (BULOG) can be scheduled to be executed at a t ime w hen it is expected that the backup is completed. This program has tw o main funct ions. First , the program w ill email the backup log f ile from the locat ion def ined in the new sys023 acf opt ion to the system administrator def ined in the new sys022 acf opt ion. The email w ill only be generated if a valid user id is def ined in the opt ion and an email address exists in the UIM Record for that user. Note that if you do not have email communicat ions implemented on your system, you cannot use this feature and must leave ACF sys022 blank. The second funct ion of the program is to save a copy of the backup log to a new archive directory. This is accomplished by copying the backup log f ile to a subdirectory (Directory name: backup_log) w hich w ill consist of directories by month and year (similar to the w ay the mis_errors directory is structured). It w ill rename the f ile to include the date and t ime of the backup. For example, if a backup w as done on October 27, 2006, the f ilename w ould be called, sysbk-2006-10-27. Once this copy of the log f ile is saved, the original f ile w ill be deleted. When the new Backup Log (BULOG) program is run from menu, the program w ill provide the ability to access the backup_log subdirectory and display the backup logs in descending (new est to oldest) sequence. If you w ant to use the feature(s), it is strongly recommended that you contact the Munics Customer Service Department. They can assist you in implementing this. NOTE THE FOLLOWING: ONCE THIS FEATURE IS IMPLEMENTED, THE ORIGINAL SYSBK WILL BE DELETED SO CHECKBU WILL NO LONGER BE APPLICABLE; THIS PROGRAM ESSENTIALLY REPLACES CHECKBU.



THE MISCRON PROGRAM SHOULD ONLY BE IMPLEMENTED IN ONE OF THE DATABASES ON YOUR SYSTEM. IT SHOULD NOT BE SETUP IN THE TRAINING DATABASE OR IN MULTIPLE LIVE DATABASES. THE USER ID WHO IMPLEMENTS THE MISCRON MUST HAVE PERMISSION TO CREATE SUB-DIRECTORIES IN THE DIRECTORY. THE "MIS" USER WILL NORMALLY HAVE THIS CAPABILITY. IN ANY EVENT, ONCE YOU HAVE IMPLEMENTED THIS, THE BEGIN_JOB_NOW OPTION OF MISCRON SHOULD BE USED TO VERIFY THAT EVERYTHING WORKS PROPERLY. THE MISCRON SHOULD BE SCHEDULED TO BE EXECUTED AT LEAST 1 TO 2 HOURS AFTER THE BACKUP IS NORMALLY COMPLETED. IF YOU DO NOT WISH TO SET UP AND USE THIS FEATURE, THEN SIMPLY LEAVE ACF OPTION SYS023 BLANK AND DO NOT SETUP THE MISCRON. IF YOU WANT TO USE THE ARCHIVE FEATURE BUT DO NOT HAVE EMAIL CAPABILITY, SET ACF OPTION SYS023 BUT LEAVE ACF OPTION SYS022 BLANK; ALSO SETUP THE MISCRON. IN ADDITION TO THE DAILY EMAIL NOTIFICATION, A SEPARATE ALERT/EMAIL CAN ALSO BE SET UP TO NOTIFY A USER THAT THE BACKUP FAILED. (SEE ALERTM DOCUMENTATION FOR SET UP PROCEDURES).



Sample of the BULOG program w hen running from the menu. The program w ill provide the ability to access the backup_log subdirectory and display the backup logs in descending (new est to oldest) sequence.



SYSTEM REBOOT PROCEDURE Computers that run the UNIX operat ing system perform best w hen they are rebooted regularly, regardless of the database and softw are products they operate. We recommend every system to be rebooted on a w eekly basis. A reboot performs important " house -keeping" funct ions that stop and properly restart processes and services. Please refer to your hardw are manual or your support representat ive for proper reboot procedures. (AIX SYSTEMS) The follow ing is the procedure to reboot your system. Please note that you w ill need to have access to root (and therefore you w ill need to know the root passw ord) in order to perform the reboot. Procedure to Reboot an AIX System.

1. Have everyone logoff the system. 2. EJECT the backup tape. 3. At the system console. Login as root < click OK> Enter the root passw ord < click OK> 4. Wait about 20 seconds for the next screen (CDE- Common Desktop Environment) to f inish. On the bottom of the screen, approx 4 icons from the lef t , look for the pencil and paper icon. Just above the pencil and paper there is a lit t le arrow / drop dow n box. Click on that and then Click on the “ Terminal” icon this w ill bring up a black screen w ith a # (Pound Sign) 5. Type the follow ing command shutdow n –Fr and press enter.

The above command w ill do an automatic reboot once the system is brought dow n. If it is desired to physically turn the machine off , omit the " r" port ion of the command (shutdow n –F).

6. Please w ait about 10 -15 minutes for the system to be completely booted. When the original Login screen appears you should be ready to let everyone back on the system.

7. Put the backup tape back in the drive.



PERIODIC PROCEDURES If you are a systems administrator, here is a list of some of the important items you need to be review ing on a daily or w eekly basis, along w ith your other tasks. Daily: Backups should be performed every day. This can be automated so you only need to change the tape. It is also important to read root ’ s mail for the status of each backup and report any errors. Failure to backup w ill make a company vulnerable to loss of data in the unlikely event of needing to restore. If your system needs to be restored from a backup tape, you have to manually enter all the data since the previous back up. Read your mail and root ’ s mail. Log-in as root and type ‘ mail’ . Each day root should get mail regarding the status of last night ' s backup. Your mail provides t imely information. You need to be aw are of errors or operat ing system messages w hen they occur. After you read the mail, it is important to remove the messages to free up disk space. Check the system disk space. The disk space should display each t ime you log-in to the system. You can view the disk space from the operat ing system prompt by typing the w ord " space" . If a f ile system size is below 10%, call support. If a f ile system ever reaches 0-disk space, system errors w ill occur and processing can be halted unt il disk space is restored. Check the spooler queue. The easiest w ay to check the spooler queue for a dow n queue or a hung print job is the ‘ ptron’ program. Go to ‘ ptron’ and use the ‘ CHECK’ funct ions on the Options Menu opt ion. Use ‘ Job-Cancel’ to remove any hung print jobs or ‘ Printer-On’ to start any dow n queues. Not clearing a hung print job w ill keep other print jobs from print ing. Weekly: RE-Boot the computer once a w eek or as needed. A reboot performs important " house-keeping" funct ions that stop and properly restart operat ing system processes and services. The system w ill suffer performance and speed if it is not rebooted regularly. It can even lead to possible data errors. Refer to Issue 1 of Munics Tips for proper reboot ing procedures. Exchange your off -site backup tape w ith a current backup tape. Store a backup tape off -site and rotate w eekly. (Once a w eek, bring a backup tape home or store in a safety deposit box. Remember to bring last w eeks tape back into backup rotat ion.) In the unlikely event that something happens to the complete system or the off ice, your important data and programs are st ill safeguarded. Check the cron jobs in the ‘ miscron’ program. Go to the ‘ miscron’ program. Query all the records. Review each cron’ s " Last Date Completed" f ield. If any do not fall w ithin the select days to be run, call Munics Support. (Example: If a cron is to be run on Saturdays, and the last date completed is before the previous Saturday, the cron did not run on t ime.) These crons perform important updat ing and purging rout ines. They keep disk space eff icient; enhance system performance and data accuracy. By checking them each w eek, you may catch a potent ial problem before it becomes an error that can cause poor system performance or poor data integrity.



DAILY UPDATING REPORTS The NEXT GENERATION™ Softw are product requires users to run and clear Report registers that update the General Ledger module on a daily basis. General Ledger transact ions that are not used every day should be updated each day they are used. The transact ions that update the General Ledger create a temporary f ile. The temporary f ile is cleared w hen the registers are printed and updated. Even if a user is not using the General Ledger module, the temporary f iles get created and need to be cleared. You must run and clear the follow ing reports. INVR Invoice Register ARMPR A/R Memo Invoice Register CASH Cash Receipts Entry FC Finance Charge Processing APVR A/P Voucher Register APFCR Final Check Register APCVR Check Void Register APFEP Fixed Expense Processing GLAJP Allocat ing Journal Processing GLRJP Recurring Journal Processing GLJEP G/L Journal Processing POR Purchase Order Receipts BMEXR BOM Explosion Entry Register ICRAR Item Cost Rollover Audit Register ITR Inventory Transact ion Register PIDJ Deviat ion Journal and Actual Cycle Count Final Update NOTE: The INVR, Invoice Register, is the Sales Journal that records each day’ s transact ions from the BILL program. The INVR should be printed and cleared every day.



END OF MONTH PROCEDURES General Ledger - ARME must be run before GL Period Close. - APME must be run before GL Period Close - ICME may be run before GL Period Close ( opt ional) - IVR should be run to value inventory ( Run after all billing for month is done) - GIU make should program is set up and is running as cronm. - Check ACF opt ion glauto = Y Several w eeks after end of month. - Make sure all t ransact ions are entered into the system for the month. - Run GLTB or GLQ View to check the data. - Run Income Statement. - Run Balance Sheet – Check totals. Totals w ill be off by the amount of the net income from the

Income Statement. - After all t ransact ions are entered and statements rerun if necessary prepare to do end of

month. - Close Month by running GLPC. This w ill prevent any transact ions from being entered for that

period and purge GL. Files according to opt ions set in ACF f ile. ONCE A PERIOD IS CLOSED IT MAY NOT BE REOPENED!!!!!



CREATING AND MAINTAINING USER RECORDS (LOGIN’ S AND PASSWORDS) ADDING USERS IN THE OPERATING SYSTEM – (STEP 1) When adding new users to the system, it requires a tw o step process. First , you have to add the user’ s record in the Operat ing System then add the user’ s record to the Next Generat ion Softw are Applicat ion. From the menu, type OSM. (AT THIS POINT, ANOTHER WINDOW WILL APPEAR, ALLOWING

ACCESS TO THE AIX OPERATING SYSTEM WHERE YOU WILL DO THE FOLLOWING :) At the prompt, type su and return. It w ill prompt for the root passw ord. Type the passw ord in and hit return. It should come back to a prompt.

At the prompt, type: mkuser xxxxxxxx At the next prompt, type Passw d xxxxxxxx {xxxxxxxx = login name from above – i.e. type It w ill prompt you to enter a passw ord. Enter the passw ord and return. It w ill prompt you again for the passw ord. Enter it again and return. Type exit and return and then another exit and return to get back to the menu. You are done. When the new user logs in for the f irst t ime, it w ill prompt them to change their passw ord

again. At this point, they can enter their ow n unique passw ord. ADDING USERS TO THE APPLICATION SYSTEM – (STEP 2) The Second step in adding users is to add the user’ s record to the Next Generat ion Softw are Applicat ion. This is done through the UIM program. From the menu, call up uim program. In the ADD mode, add new user’ s login name. It must

be no more than 8 characters and in low er case. The type of user f ield is for security purposes. (SEE UIM DOCUMENTATION FOR MORE DETAILED INSTRUCTIONS ON THE PROGRAM.)

Enter " E" for exclude user type Enter " I" for include user type Enter " M" for master user type The user type is used in conjunct ion w ith program SSM, System Security Maintenance. When

adding security through SSM, the security type " U" for user security w orks in conjunct ion w ith this f ile. UIM def ines w hat type of user is logging in. SSM allow s the system administrator to def ine those programs to either INCLUDE" or " EXCLUDE" for that user login. (SEE SSM DOCUMENTATION FOR MORE DETAILED INSTRUCTIONS ON THE PROGRAM.)

The f irst and last name of user is opt ional. The menu to run refers to w hat menu the user init ially goes to w hen they login.



UIM- USER/LOGIN INFORMATION MAINTENANCE The purpose of the User/Login Information Maintenance program is: 1. To establish and maintain USER ID records for users that w ill be ut ilizing the programs. Each USER ID

is synonymous w ith a LOGIN name established using the system administrat ion ut ilit ies program. 2. To establish w hich menu to enter upon logging in. (default = main) 3. To assign each user a security code that determines w hether or not the user has access to various

programs. 4. A user w ill not be permit ted to login and run " MENU" unless a record is created in this f ile for that

login. When removing a user' s record, if any individual security records for the user exists (i.e. set up through the SSM program), a prompt w ill appear asking you if you w ish to remove the security records for the deleted user. From the menu, enter " UIM" :



USER/LOGIN NAME

The login name. This must match the user login name set up in the operat ing system.

TYPE OF USER Enter the " TYPE" of user that is logging on: Enter " E" for exclude user type Enter " I" for include user type Enter " M" for master user type The user type is used in conjunct ion w ith program SSM, System Security Maintenance. When adding security through SSM, the security type " U" for user security w orks in conjunct ion w ith this f ile. UIM def ines w hat type of user is logging in. SSM allow s the system administrator to def ine those programs to either " INCLUDE" or " EXCLUDE" for that user login. A " MASTER" user logging in is not subject to this security check and should be ut ilized by only the administrator' s login.

LAST NAME USER

The user last name may contain up to 20 characters.

FIRST NAME USER

The user f irst name may contain up to 20 characters.

MENU TO RUN

This f ield allow s the administrator to def ine w hat menu this user w ill enter upon logging into the system. If lef t blank, the user w ill default into the main menu.

BRANCH

This f ield allow s the administrator to def ine w hat the default BRANCH w ill be for this user. There are several programs that w ill use the def ined default BRANCH. Order Entry Purchase Order Receipt, Quote Entry, Billing Entry and Item Price/Availability Query. (ORDER/POR/QUOTE/BILL/IPAI)

DIVISION This f ield allow s the administrator to def ine w hat the default DIVISION w ill be for this user. There are several programs that w ill use this def ined default DIVISION. Order Entry, Purchase Order Receipt, Quote Entry, Billing Entry and Purchase Order Receipt Wireless Entry. (ORDER/POR/QUOTE/BILL/PORWE) ACF opt ion oe035 controls the init ializat ion of the DIVISION f ield in the header record w hen adding a new order. The Order program w ill set the DIVISION equal to the customer master/shipto Division. If ACF opt ion oe035 is set to a " 1" , then it w ill use the default DIVISION def ined in UIM. ACF opt ion ar085 controls the init ializat ion of the DIVISION f ield in the header record w hen adding a new BILL transact ion. The BILL program w ill set the DIVISION to customer master/shipto DIVISION. If ACF opt ion ar085 is set to " 1" , then it w ill use the default DIVISION def ined in UIM.

DEPARTMENT This f ield allow s the administrator to def ine w hat the default DEPARTMENT w ill be for this user. There are several programs that w ill use this def ined default DEPARTMENT. Order Entry, Quote Entry, Purchase Order Receipt, Billing Entry and Purchase Order Receipt Wireless Entry. (ORDER/QUOTE/POR/BILL/PORWE)

POINT OF SALE USER

This f ield w ill determine a user' s access to the Point of Sale Payment Window . N - User may not access Point of Sale Window Y - User may access Point of Sale Window from Order and Bill



A - User may access Point of Sale Window from Order, Ship and Bill S - User may access Point of Sale Window from Ship and Bill W - Display Point of Sale Credit Card information in Ship only. User may not update any information. Option is to accept transact ion or cancel payment w indow , in w hich case user should REMOVE the shipping conf irmation record. If the record is not removed, it w ill be billed as an open accounts receivable record. C - Counter user. This type of user w ill funct ion like a " Y" type in order entry and a " W" type in SHIP. NOTE: To enter security on the Cancel opt ion use program SSM: Select Ring Menu security opt ion. Program Name w ill be " ship" . Sub Window w ill be " posw " . Ring Menu opt ion w ill be " P" . Value w ill be [Passw ord user has selected].

XROE Customer ID

SCANBILL Customer ID

This f ield is used to enter a default customer that the scanbill program w ill use w hen you enter a return. This is useful if you have a point of sale operat ion w here you might have many w alk-in customers. You could set up a customer called Walk-in or Registerone or CashSales in the CM table then use that as the default . Save on having to enter the customer each and every t ime.

E-MAIL Enter an email address for the user. This w ill appear in the from address on any email correspondence going out of the next generat ion system w hen emailing forms or PHS reports. Note that the email address and name that appear on outgoing email is determined by the various acf opt ions for each form. For example, the acf opt ion that controls this for the statement program (ars), is ars005 for the invoice program (invp), the acf is invp005. Depending on how the acf opt ion is set, the system w ill get the email address and name from one of these tables. The opt ions are: Use the email address as specif ied below as the sender' s email address. 0 - Use email system address. (user@hostname) 1 - Use email address in UIM. 2 - Use email address in DVM. 3 - Use email address in BRM. 4 - Use email address in DM. (Not to be confused w ith any other email address books you may be using such as Microsoft Outlook®.)

Name Enter the user name for the email address that w as entered above. This w ill appear in the from name on any email correspondence going out of the next generat ion system w hen emailing forms or PHS reports. Note that the email address and name that appear on outgoing email is determined by the various acf opt ions for each form. For example, the acf opt ion that controls this for the statement program (ars), is ars005 for the invoice program (invp), the acf is invp005. Depending on how the acf opt ion is set, the system w ill get the email address and name from one of these tables. The opt ions are:



Use the email address as specif ied below as the sender' s email address. 0 - Use email system address. (user@hostname) 1 - Use email address in UIM. 2 - Use email address in DVM. 3 - Use email address in BRM. 4 - Use email address in DM. (Not to be confused w ith any other email address books you may be using such as Microsoft Outlook®.)

SAVE COPY When emailing forms, the user can save a copy of the email that they are sending. The Save Copy quest ion appears in each email w indow and allow s the user to select w hether or not they w ish to save a copy of the email they are sending. In this UIM record, this f ield is the default of w hether or not to have that select ion turned on all the t ime or turned off all the t ime w hen the email w indow appears. Note: If an email address exists in a UIM record and the save copy box is checked, the system w ill send the copy to that address. If no email address exists in the UIM record and the save copy box is checked, the system w ill send a copy to w hatever address is in the " FROM" line.

UCV Division Enter a valid UCM category type 1 code if desired (see UCM sect ion of manual for further information,

UCV Department Enter a valid UCM category type 2 code if desired (see UCM sect ion of manual for further information,

UCV Branch Enter a valid UCM category type 3 code if desired (see UCM sect ion of manual for further information,

UCV Sales Agent Enter a valid UCM category type 4 code if desired (see UCM sect ion of manual for further information,

SCREEN PROCESSOR CODE

This f ield may be used to def ine w hich screen processor mode should display for an end user. Valid entries are 1 through 5. Code 2 has been reserved for future use. Example: End user may have modif ied screen forms to change w ording or

language unique to a user. This code can be used to point to the correct directory from w hich forms should be displayed. The default screens w ill appear if no other screen can be found. Provides the ability for the systems administrator to def ine the screen processor mode for this user.

USER TYPE This f ield is ut ilized to determine w hich users may see the Gross Prof it % on

Sales History reports on the w eb. Users of type " M" ," C" ," A" have access to Gross Prof it information. Users of type " U" do not have access to gross prof it information. This f ield is also ut ilized to determine w hich users may see the PO cost, cost uom, extension and total on the w eb w hen the user chooses to display a Purchase order. Users of type " M" ," C" ," A" have access to this information. Users of type " U" do not have access to this information.

PHONE EXT. Enter the phone extension for a buyer.

BUYER Enter a valid Buyer ID Use the drop dow n w indow to display a list of valid Buyer ID' s.



UCM- USER CATEGORY MAINTENANCE Introduction The UCM program w as designed to allow the administrator to restrict users to only process data for specif ied divisions / departments / branches in certain and specif ic programs (listed below ). The records that are established in this program then w ork in conjunct ion w ith the User Category Validat ion sect ion of the UIM program. This w ill establish a link betw een a user and the divisions/departments/ and or branches they may process information for: Category types 1 – 3 are ut ilized in the follow ing programs only; Category type 4 is used for PRM only. APCVM APIP * APQ APSP APTB APVE ARMP * ARQ ARTB ARTBC ARTBH ARTOAP CASH CASHJ CCM FC GLAG GLAJ GLAJP GLBM GLBS GLIS GLJE GLJEP GLRJ GLRJP * GLQ GLTB INVR ITE ITR POE POR * NOTE: ACF opt ion sys026 controls w hether or not UCM security is act ive in the APQ/ARQ/GLQ programs. Category Code ID

This f ield is user def ined and a maximum of 4 posit ions.

Category Type:

Valid Category Type’ s are as follow s: 1 = Division 2 = Department 3 = Branch 4 = Sales Agent (code 4 for PRM only)

Descript ion:

This f ield is user def ined and may be used to describe this Category Code

Default Detail:

Enter a valid value for the Category Type, click on the lookup button or press ctrl g.

Detail Value: The f irst entry on this screen w ill be automatically populated to the Default Detail value. If this record is being set up for more than 1 Division /Department/Branch enter the value on the subsequent lines.

Procedure



From the menu, enter " UCM" :



UIM/UCM- SETTING UP HIERARCHIES FOR MANAGERS Category type 4 is ut ilized in the PRM module and Sales Direct Web Modules only. How to set up a sales hierarchy for managers to see sales info for all of their sales reps. The w ay the system w orks to determine w hat can be displayed, is as follow s, the brow ser programs f irst read the user id f ield that w as entered in the WSPM program, it looks up the UIM f ile using that f ield, checks to see if there is a code in the Sales Agent f ield in the UIM table and if so looks for a UCM Record. If it f inds a match that is how the program determines w hat customers/salesreps information can be displayed. If there is no UCM record for that user id, then the program w ill use the Sales ID f ield that w as entered in the WSPM program and determine w hat customers can be displayed. In other w ords, it only show s the salesrep customer and sales information for their ow n accounts (i.e. the brow ser programs w ill match the Sales ID in the login record to salesrep id in the customer and sales f iles in the standard Next Gen system). If you w ant managers to view more that just their ow n records, for instance, a district sales manager may w ish to see data for salesreps that report to them, user category records (UCM records) must be established to control that structure. In the example below , assume that myron400 is a regional sales manager and has access to all of his salesrep information. To set up this type of structure, do the follow ing: First , establish a UCM record for Category Type " 4" (Sales Agent) that contains a list of all the sales id’ s that this manager w ould have access to. Enter these ids in the Detail Value f ield. Next, establish a link betw een the UIM record and the UCM record (see below ).



In the UIM program, select the user, (in this example, myron400), that you w ant to allow access to the UCM record you entered above (i.e. 9999) and enter this code in the Sales Agent f ield. In this example, you w ould enter " 9999" in the Sales Agent f ield.

That establishes a link betw een the tw o tables and now Myron400 has access to all the salesreps that are listed in the UCM record 9999.



How to set up a hierarchy for senior managers and designated personnel, to see all records for the ent ire company. If you w ish to have your senior management or other designated personnel have access to view data for everyone in the ent ire company, a user category must be established to control that structure. In the example below , rob has access to everyone. First , establish a UCM record for Category Type " 4" (Sales Agent) w ith the w ord " ALL" in the Detail Value f ield. Next, establish a link betw een the UIM record and the UCM record (see below ).

In the UIM program, select the user that you w ant to allow access to everyone’ s data and enter (in the Sales Agent f ield) the code in the User Category Record table that has " ALL" in the detail value f ield. In this example, you w ould enter " VALL" in the Sales Agent f ield.



USM- USER SHORTCUTS MAINTENANCE On the Main Menu Page, the user may have their ow n Shortcuts to programs w ithin the Next Generat ion System, or any executable program such as MS Word, MS Excel, EMAIL, etc. Shortcuts to w eb pages and other documents can also be added. If the programs are outside of the Next Generat ion System, the executable programs must reside on the users PC or if on a netw ork, w ithin the users security access (i.e. they must me able to get to the directories w here the programs or documents are stored). To set up these User Shortcuts, use either USM or MUSM. You may chose to allow the individuals to set up their ow n shortcuts, or you may chose to allow the Systems Administrator be responsible for sett ing up and maintaining them. If you allow an individual to set up their ow n, they w ould use the program USM w hich is limited to changing the records for only the user that is current ly logged in (i.e. his ow n record). If you only allow the System Administrator to control and setup Shortcuts for users, they w ould use the program MUSM (Master User Shortcuts Maintenance Program). This program allow s for changes to all valid users records. MUSM- MASTER USER SHORTCUTS MAINTENANCE The Master User Shortcuts Maintenance program w orks exact ly like the USM program. The only dif ference is that USM is for a single user and only allow s changes to the record of the user that is current ly logged in. MUSM is for the systems administrator and allow s changes to any user’ s record. From the Menu enter USM or MUSM. Click on the UPDATE button and add, update or delete entries. Click the OK button w hen f inished. At the bottom of the w indow , the Shortcut buttons w ill appear. You can test them out in this w indow to ensure that the links are w orking properly. From the Menu, enter USM:



CONTROLLING PROGRAMS AND MENUS PGC- PROGRAM ACCESS CONTROL Introduction This program w orks in conjunct ion w ith the MENUS program. When in a menu, the user may type in a command or program name to be executed direct ly from a menu. The PGC program is used to def ine exact ly w hat should be run upon execut ion of the menu command. This approach offers such capabilit ies as running standard applicat ion softw are, third party packages, ut ilit ies, shell scripts, etc. direct ly from the menu system. All the features of the security system may be applied to these items on the menu. The primary funct ions of this program are as follow s: 1.

To def ine w hat to execute w hen a program is to be run from the menu system. The menu system is set up through the MENUS program.

2.

To def ine the path w here the program resides and may be accessed.

3.

To allow the user to def ine special program parameters to be associated w ith a program.

4.

To inform the user how many users are current ly using a program. The zero counters rout ine w ill set all programs in use back to zero. This is used to overcome program " conf licts" if for some reason a user w as disconnected from the system or did not logoff the system and has a program t ied up and unusable.

5. The priority determines how much CPU t ime the Operat ing System w ill allocate to the program w hen determining the scheduling of programs to run. " 0" is the highest priority and " 19" is the low est.

6. To Generate a Keyw ord Table that can be accessed by the Find Program by Keyw ord Option.



Procedure From the menu, enter " PGC" :

The follow ing f ields may be entered: PROGRAM NAME ON MENU

This f ield contains the program name as def ined in the Menus Maintenance program.

PROGRAM DESCRIPTION

This f ield contains the program descript ion as def ined in the Menus Maintenance program.

PROGRAM MODULE

This f ield contains the program module that this program belongs to. Select the proper module for the drop dow n w indow .. Example: AP - (Accts Paybable) AR - (Accts Receivable) OM - (Order Management)

STANDARD PROGRAM (Y/N/S/P/U)

Select from the drop dow n w indow , either Y, N, S, P or U. A detailed explanat ion is included follow ing this brief descript ion of each opt ion. Y = STANDARD = Standard Next Generat ion applicat ion softw are. N = NOT STANDARD = Third party softw are. S = SPECIALS = Used to change path and run program. P = PARAMETER = Program name plus the parameter to be passed to Program. While similar to standard, this allow s for passing parameters To a standard program. U = UTILS = Miscellaneous ut ilit ies or shell scripts.

The follow ing provides the user w ith an in depth example of how the various parameter codes may be ut ilized to achieve the correct results:



STANDARD PROGRAM

The standard opt ion instructs the menu system to change directory based on the environmental variable def ined in the program path f ield. The correct path for this environmental variable is def ined in the UTILS directory. Example:/usr/mis/ut ils) The environmental variables are def ined in an ASCII f ile called ‘ progct l’ in UTILS directory. This opt ion w ill run from the proper directory as follow s: ‘ progs/xxxxxxxx’ w here ‘ xxxxxxxx’ is the program name to run from the ‘ progs’ directory. Enter the Flag to indicate if STANDARD / NON-STANDARD / SPECIAL MIS program. " Y" - Standard MIS program run from one of the mis progs directories. Program path is ALLPROGS,SAPROGS,ARPROGS, etc. Program Name on Menu : [arq ] Program Descript ion : [Accounts Receivable Inquiry ] Program Module : [AR ] Standard Program (Y/N/S): [Y] Modify User Base (Y/N) [ ] Program Path : [ARPROGS ] Actual Program Name : [arq ] Special Program Path : [ ] Special Program Parameters : [ ] " Q" - Standard MIS program run from one of the mis qc directories. Program path is ALLPROGS,SAPROGS,ARPROGS, etc. " N" - Non-standard MIS program to be run from another area of the system such as SQL, etc. Program Name on Menu : [sql ] Program Descript ion : [Standard Query Language ] Program Module : [ ] Modify User Base (Y/N) [ ] Standard Program (Y/N/S): [N] Program Path : [/usr2/mis ] Actual Program Name : [sql ] Special Program Path : [ ] Special Program Parameters : [ ] " U" - Standard MIS program run from the $UTILS directory. Program path is UTILS. " S" - Special program to be run from another area of the system requiring special parameters to be passed, changing of directories, etc. Program Name on Menu : [divlist ] Standard Program (Y/N/S): [S] Program Path : [/usr2/mis/sqlforms ] Actual Program Name : [divlist ]



Special Program Path : [/usr/informix/bin ] Special Program Parameters : [sacego divlist ] Program Name on Menu : [w ord ] Standard Program (Y/N/S): [S] Program Path : [/usr/user1 ] Actual Program Name : [crystal ] Special Program Path : [/usr/bin ] Special Program Parameters : [crystal -c ]

NON-STANDARD

The non standard opt ion w ill go direct ly to the f ields def ined in the special program path and special program parameters on the screen. It w ill run the special program path concatenated w ith the special program parameters.

SPECIAL PROGRAM PATH

The special program path opt ion is very similar to the NON STANDARD opt ion. In this opt ion, it w ill change directory based on w hat is def ined in the program path f ield. It w ill then execute the special program path concatenated w ith the special program parameter f ield. Enter the special program path. EXAMPLE: /usr/bin

PARAMETER PROGRAM PATH

This opt ion is very similar to the STANDARD program except that it w ill run w hat is def ined in the special program parameter f ield w ith addit ional parameters appended to the program name. It w ill run ‘ progs/xxxxxxxx yyyyyyyy’ w here ‘ xxxxxxxx’ is the program and ‘ yyyyyyyy’ is the parameter required to run that program. Enter the special program parameters. EXAMPLE: crystal -c

UTILS PATH

" UTILS" w ill change directory to the environmental variable def ined for UTILS. It w ill direct ly run the program def ined in the actual program name f ield.



MODIFY USER BASE (Y/N)

If set to yes, during an upgrade, the system scripts w ill modify this pgc record. If set to no, the upgrade script w ill do nothing.

PROGRAM PATH The path w here the program resides.

ACTUAL PROGRAM NAME

The name of the program that w ill be executed.

IN USE COUNTER

The IN USE COUNTER f ield in this program contains the number of terminals current ly ut ilizing a program. Every t ime a user enters a program, the counter is increased by 1. Upon exit ing a program, the counter is decreased by 1. The security system ut ilizes this f ield to see if running a certain program is allow ed or is in conf lict w ith another program being run by another user. It checks the IN USE counter of that program to see if it is in use. If needed, the ZERO COUNTERS opt ion allow s the user to zero out all in use f lags. This correct ive procedure may be required if the machine w ere to abnormally stop processing due to pow er or hardw are failure and the user needs to reset all the in use counters back to zero.

PRIORITY

This f ield can be used to low er the priority of CPU and I/O intensive applicat ions. Enter the priority for this program. 0 = Highest priority. 19 = Low est Priority.

PRIMARY DOCUMENT

This f ield stores the Primary w ord document name of the manual that the program is documented in, if any exists. On our internal systems, w hen the " edit" button is selected, the actual w ord document w ill automatically open; the directory path for w here the w ord documents are maintained, is stored in acf opt ions sys025, sys025a and sys025b. On clients systems, w hen the " edit" button is selected, the pdf f ile w ill appear, not the w ord document f ile; the sys025 acf ' s are not used. The path that stores the w eb pdf f iles is used.

SECONDARY DOCUMENT

This f ield stores the Secondary w ord document name of the manual that the program is documented in, if any exists. On our internal systems, w hen the " edit" button is selected, the actual w ord document w ill automatically open; the directory path for w here the w ord documents are maintained, is stored in acf opt ions sys025, sys025a and sys025b. On clients systems, w hen the " edit" button is selected, the pdf f ile w ill appear, not the w ord document f ile; the sys025 acf ' s are not used. The path that stores the w eb pdf f iles is used.

From the Options Menu, the user may ADD, UPDATE, and REMOVE, QUERY, VIEW, ZERO COUNTER, PRIORITY, GENERATE HELP, RUN or EXIT PROGRAM. If the user Chooses the ZERO ZERO COUNTERS from the opt ions menu w ill allow you to clear ALL programs.



PRIOITY from the opt ions menu w ill allow you to set the priority on ALL programs.

GENERATE from the opt ions menu w ill build keyw ords for program names that can be used in the main menu to f ind a program by looking for a key w ord in the program name.

LIST from the opt ions menu w ill display a list of the records that w ere selected from your search criteria. Click on the Excel button to dow nload the w indow to an Excel spreadsheet.



PGCM- PROGRAM MODULE MAINTENANCE The PGCM program is the program that is used to maintain a list of Program Modules. This list is used to validate against w hen entering records in the PGC program and associates programs w ith their corresponding modules. The user may use this program to query or print out the various modules w ithin in the system if desired by using the QUERY and VIEW opt ions. This is a program that is normally maintained by Next Generat ion Personnel; therefore entries should not be Added or Removed unless requested by Next Generat ion Personnel. From the menu, enter " PGCM:



PGCR- PROGRAM ACCESS CONTROL REPORT The PGCR program is a report that runs off of the PGC Audit (pgcaudit) records. PGC audit records are records that are captured every t ime a user executes a program from the Menu. The Menu program captures certain information such as the user id, the t ime the program w as started, the t ime it f inished, if there w ere any calls to other programs w hile in the main program. It is an audit t rail of w hat user called up w hat program and w hen. The report displays the program name, the calling program, user, terminal, date and the start ing and ending t ime of program access. From the menu, enter " PGCR and enter your select ion criteria. When f inished, click the " OK" button.



" PGCR output



MENUS- MENU MAINTENANCE Introduction The purpose of the Menu Maintenance program is to maintain and design the layout of various menus. Menus may be added or tailored to meet end users needs. By building new menus for various departments or individuals w ithin your company, you can limit the number of programs that a user sees, to only those necessary to do their part icular jobs. For instance, you could set up a special menu for your customer service personnel w ith the order entry program, the customer service program, and perhaps the partner relat ionship program. You could have a special menu for your w arehouse personnel w ith inventory control programs, or your purchasing department w ith the purchasing program. Any new ly created or exist ing menus can be linked to a user so that w hen the user logs into the system, it is the menu that appears on their display. The Menu to Run f ield, in the UIM program is used to specify w hich menu a user is brought into upon logging in. The default menu is called " main" (if nothing is specif ied in that f ield of the users UIM record), and is usually the start ing point of the system. The MENU program w orks in conjunct ion w ith records def ined in the PGC program. The MENU program allow s the user to specify the program names and their appropriate descript ions. These descript ions w ill come from the PGC descript ion. The PGC program tells the system w hat to execute w hen a program name is entered from the menu system. If a user has a special menu set up that appears w hen they log into the system and that special menu does not contain " main" as one of its opt ion, the user w ill be denied access to the main menu. This is also true for any other menu that is not listed in the users special menu. If the special menu contains " main" as one of its entries, the user w ill have access to all the menus contained on the " main" menu. Users may st ill type in a program name direct ly in the " Program Name" box, regardless of w hether or not it is contained in the menu. Program security through the ssm program w ill either allow or disallow individual access. In addit ion to the normal ADD, UPDATE, REMOVE, QUERY, and VIEW funct ions on the menu opt ions, there is also a QMENU button. This button is used to maintain special Query Menus, w hich are ut ilized in the ORDER, SHIP, BILL and QUOTE programs. If you have these menus built , w hen you are in the ORDER, SHIP, BILL or QUOTE program, a QUERY MENU button on the opt ions menu w ill appear. When you click on that button, w hatever you maintained in these Query Menus, w ill appear. The user can then click on the program and the current order information w ill be passed to theses programs and displayed automatically. The user can view the data and return to exact ly the point w here they lef t of f .



Procedure From the menu, enter " MENUS" :

The follow ing f ields may be entered: MENU NAME

The menu name to be assigned to a menu may contain up to 8 characters.

MENU TITLE

The t it le of the menu w ill appear in the menu heading at the top of the screen.

RETURN MENU

Specify the MENU NAME to return to w hen exit ing the current menu in use.

MODIFY USERS

Used to def ine if this menu may be updated by applicat ion upgrade programs.

MAIN MENU The main Menu is the default menu that is called in w hen the user logs into the system. The Keyw ord feature appears in this menu to provide the user a means to locate a program in the Next Generat ion System, know ing only a port ion of the program name or descript ion. Enter a keyw ord to search on such as " purchase" or " order" and the click on the OK button. The search is NOT case sensit ive. This w ill display a screen containing menu names and descript ions that matched your search criteria.



The start ing point for the system is usually a menu call " Main" . It is the default menu that w ill be called up w hen the user logs into the system. If you desire to have a dif ferent menu appear for certain users, enter the menu name in that users " UIM" record. See documentat ion on UIM.

Sample of the Main Menu record, maintained in the MENUS program.



QMENU The ORDER, BILL, SHIP and QUOTE programs, have a special query menu opt ion, called the " Query Menu" button, built in the programs that allow you to access certain other programs w hen you are in these programs. To maintain that " special query menu" that appears in ORDER, BILL, SHIP and QUOTE, click on the " QMENU" button in the MENUS program. The follow ing screen w ill appear. You maintain the list of those special query programs here. To maintain the Query Menus w hich are ut ilized in the ORDER and BILL programs select the QMENU button:



SECURITY FEATURES FOR APPLIICATION PROGRAMS There are several security opt ions w hich may be set up w hen using the applicat ion softw are. The user may set up security by using program " SSM" , System Security Maintenance, and opt ionally program " UIM" , User/Login Information Maintenance. Upon entering program " SSM" , the user may init ialize security at tw o independent levels w ithin the applicat ion softw are: 1.

Security By Program.

2.

Security By Program By Ring Menu Options.

Security By Program Options Passw ord

Requires a passw ord to enter a program. Use program " SSM" to implement this level of security.

Terminal

Prohibits a program from being run on a specif ic terminal. Use program " SSM" to implement this level of security.

User

Allow s for specifying programs to either include or exclude a part icular user. Use programs " SSM" and " UIM" to implement this level of security.

Query Only

Allow s for query/view only privileges in a specif ic program for a user. Query privileges allow the user to see data but not maintain data. Use program " SSM" to implement this level of security.

Conf lict

This level of security allow s the user to def ine w hich programs are in conf lict w ith other programs. Standard conf licts are provided w ith the system. Addit ional conf licts may be added, if necessary.

The System Administrator should establish the applicat ion softw are security as required. The Administrator should also implement security on the " SSM" and " UIM" programs so only authorized personnel may ut ilize the security programs. SECURITY BY PROGRAM BY RING MENU OPTIONS Passw ord

Requires a passw ord to perform a specif ic ring menu opt ion w ithin a program. Use program " SSM" to implement this level of security.

Terminal

Allow s for a specif ic ring menu opt ion not to be run on a specif ic terminal. Use program " SSM" to implement this level of security.

User

Allow s for specifying w hich ring menu opt ions to either include or exclude a part icular user for. Use program " SSM" to implement this level of security.

Ring menu security allow s the user to secure the specif ic opt ion, such as REMOVE, UPDATE, ADD, etc. w ithin each program.



SSM- SYSTEM SECURITY MAINTENANCE Introduction The purpose of the System Security Maintenance Program is to establish a security system to be associated w ith a program or user of the applicat ion softw are. Security may be established at tw o levels: 1.

Security By Program Name - To maintain security for specif ic programs w ith several levels of security available.

2.

Security By Program Name By Ring Menu Option -To apply security to specif ic ring menu opt ions w ithin a specif ic program.

Procedure From the menu, enter " SSM" :

System Security By Program Name If the f irst opt ion (Security by Program) is entered from the init ial screen, the program name security screen w ill appear:

The follow ing f ields may be entered:



PROGRAM NAME

The program name to w hich the user w ill assign security.

TYPEOF SECURITY

There are 5 types of security to assign to a program. Enter C, T, P, U or Q. Please refer to the follow ing explanat ions:

CONFLICT The program specif ied in the PROGRAM NAME f ield may not run

simultaneously w hile the program specif ied in the VALUE f ield is running. Several standard conf licts are provided w ith the system. When adding a conf lict , SSM w ill automatically add the opposite as a conf lict .

Example: If program A is in conf lict w ith program B, then the program w ill build

program B in conf lict w ith program A. TERMINAL The terminal specif ied in the VALUE f ield may NOT be allow ed access to

the program specif ied in the PROGRAM NAME f ield. PASSWORD Enter a passw ord as specif ied in the VALUE f ield before being allow ed

access to the program specif ied in the PROGRAM NAME f ield. USER ID This code is used in conjunct ion w ith any users that have been def ined as

and I or E in the USER/LOGIN INFORMATION PROGRAM (UIM). Enter U if the user has include/exclude access to the program specif ied in the PROGRAM NAME f ield. Next, enter the user' s login name in the VALUE f ield.

QUERY ONLY The user is only granted QUERY or VIEW privileges for the program as

specif ied in the PROGRAM NAME f ield.

VALUE

The VALUE f ield entry is dependent on the TYPE OF SECURITY f ield. The follow ing describes the proper entries for the VALUE f ield.

C-Enter the name of the program w here a conf lict situat ion w ill exist . Example: Program A cannot run w hile Program B is in use. T-Enter the terminal device to be denied access. Example:/dev/t ty13 P-Enter a passw ord in the value f ield. No blanks or spaces are permit ted in the passw ord. U-Enter the login name as specif ied in the USER/LOGIN program. Q-Enter the login name as specif ied in the USER/LOGIN program. A program may be assigned mult iple security codes. After sett ing up security as desired, logoff system and login to act ivate all security.

Duplicate Security records



If a " D" is entered or the Duplicate button is chosen from the Options Menu the follow ing screen w ill appear:

The Duplicate Option w ill duplicate the security sett ings from one user to another. If you have mult iple users w ith exact or similar program security, add all the records for only one user and duplicate them to all the other similar users. This feature w orks for duplicat ing UIM program User Types, Exclude and Include security sett ings for one User ID to another User ID. And for duplicat ing Query only user security from one User ID to another User ID.

Example: Users " mary" and " joe" are set as (I)nclude, from the UIM program. Add all the (U)ser type of security records for user " mary" .

After adding all the program records the user, " mary" is included into, choose the Duplicate opt ion. Enter the user to duplicate from, " mary" , enter the Security Type to duplicate, " U" , and enter the user to duplicate to, " joe" .

If the users are " Query Only" for any programs, add the (Q) uery type of security records for user " mary" . Repeat the duplicate opt ion, using the Security Type to duplicate, " Q" .

If you try to duplicate security records to a user that already has security records stored (either through Add or Duplicate), the system w ill prompt you, and " User/Type exists. Replace (Y/N)?" If you enter " Y" , the system w ill remove the original records for the " User to duplicate to" and replace them w ith the same security records as the " User to duplicate from" . If you enter " N" , the system w ill not duplicate the records. The " User to duplicate to" w ill remain as is.



System Security By Program Name By Menu Option If the Security By Program By Menu opt ion is chosen from the init ial screen, the security screen by program by ring menu opt ion w ill appear:

The follow ing f ields may be entered: PROGRAM NAME

The program name to w hich the user w ill assign ring menu security.

TYPE OF SECURITY

There are 3 types of security to assign to a program ring menu opt ion. Enter T, P, or U. TERMINAL Enter T if the terminal specif ied in the VALUE f ield may NOT Is allow ed access to the ring menu opt ion specif ied. PASSWORD Enter P if the user must enter a passw ord as specif ied in the

VALUE f ield before being allow ed access to the ring menu opt ion.

USER ID Enter U if security w ill allow the System Administrator to def ine

w hether a user is (I)ncluded or (E)xcluded from running the specif ic ring menu opt ion being secured. After entering U, user w ill be prompted for the Include/Exclude prompt w hich must be def ined under this mode.

RING MENU OPTION

Enter the f irst let ter of the ring menu opt ion to be secured. Example: Enter A to secure ADD mode.

VALUE FIELD

VALUE f ield entries w ill vary depending on security type def ined.

T - Enter the terminal device to be denied access. P - Enter a passw ord in the value f ield. No blanks or spaces are permit ted in

the passw ord. U - Enter the user/login name to w hich security is being applied.

SUB WINDOW

Enter the Sub Window . This f ield is used in certain programs to allow the user to def ine security for a sub w indow w ithin a given program.



Example: Program ORDER offers an opt ional sub w indow called " po-opt"

w hich allow s ORDER to integrate w ith purchasing. Within this sub w indow the user may have opt ions such as A, B, C, or D. The user may apply security on these opt ions. In this example the security set up w ould be as follow s: Program Name: order Sub Window : po-opt Ring Menu Opt: enter A,B,C, or D The user may then apply w hichever security type that is desired.

USER INCLUDE / EXCLUDE

This f ield w ill set the USER INCLUDE/EXCLUDE security checking for this specif ic RING MENU opt ion. The user may override the default . Enter ' I' if this security w ill use the USER INCLUDE opt ion. Enter ' E' if this security w ill use the USER EXCLUDE opt ion.

SECURITY DEFAULT BUTTON - You can add and maintain Security default records by clicking on the Security Default button. Then every t ime you add a new security record for a user, for the program that has a default record, the Security On/Off and Include/Exclude f lags w ill be set accordingly. If a default record does not exist one is automatically created w hen you add the f irst security record for a user. SECURITY DEFAULT BUTTON:



SSM- ADDING SECURITY FOR SESSION DATE Security to prevent users from changing the terminal session date, thus avoid having them enter transact ions w ith a date other than the system date can be set up. To implement this security, you need to setup Passw ord or User Include/Exclude security for the MENU program' s " termdate" subw indow in the System Security Maintenance (SSM) program opt ion 2 (Security By Program, By Ring Menu) using the format def ined below : Program Name: menu Sub Window : termdate Type of Security: P or U (Passw ord or User) User Include/Exclude: I or E (Include or Exclude) Ring Menu Option: T Value: < Passw ord> (If Type P). < User ID> (If Type U). Passw ord Example (w here passw ord is date!ovr): Program Name: menu Sub Window : termdate Type of Security: P User Include/Exclude: E Ring Menu Option: T Value: date!ovr User Example (w here user john is an exclude user and you w ant to prevent him from changing the date): Program Name: menu Sub Window : termdate Type of Security: U User Include/Exclude: E Ring Menu Option: T Value: john If you w ant to allow an include user to change the session date, this is how you w ould set it up for user john: Program Name: menu Sub Window : termdate Type of Security: U User Include/Exclude: I Ring Menu Option: T Value: john



PRINTER MAINTENANCE PROGRAMS PHS- PRINTER HOLD SCHEDULER Introduction The Printer Hold Scheduler Program contains the f iles w hich have been chosen through the (H)old opt ion to be directed to the spooler. The purpose of the Printer Hold Scheduler is as follow s: 1.

To temporarily store a report f ile for output unt il it is to be printed at a later t ime. The output may be act ivated manually or it may be set up to act ivate automatically.

2.

To print reports in full OR part ially print by start ing and ending page numbers.

3.

Provide detailed specif icat ions about the output f ile such as the report t it le, w hen it w as generated, how many pages w ill print and the user w ho generated it .

4. To specify number of copies needed for print ing

Procedure From the menu, enter " PHS" To sort click on the sort button of the column you w ant it sorted by. By clicking tw ice, you can have the column sorted in descending or ascending order.

(NOTE: The selected report w ill be highlighted. You may double click the highlighted report or click the " OK" button to access the actual report itself . You may also Print or Remove several f iles at once by Marking the f iles you w ish to Remove or Print.



SCREEN Enter " S" or click on the Screen button to display all pages of report to screen

PRINT Enter " P" or click on the Print button to print current/selected report(s) to printer

Enter " C" to change current/selected report(s) sett ings (i.e. pages to print)

REMOVE Enter " R" or click on the Remove button to remove current/selected report(s)

from PHS

EMAIL Enter " M" or click on the Email button to Email this report . (note: This opt ion requires a netw ork internet access to email

FAX Enter " F" or click on the Fax button to selected report (note: This opt ion requires the Munics Fax Module to fax.)( acf opt ions phs002 and phs003 controls w hat the sender email Address should be.)

REFRESH Refreshes the screen w ith a current copy of the print spooler.

CLEAR MARKS Clears check marks you have previous marked for removal or print ing.

EXIT PROGRAM Enter " E" or click on Exit Program button to exit f rom PHS

* * NOTE * * The program w ill display a w arning message if the number of reports in the spooler hold path directory is over 2000 records. If the number of pages in a report exceeds 2000 the follow ing w indow w ill be displayed (Processing reports over 2000 pages w ould be memory intensive, take a signif icant amount of t ime and w ould use system resources to the extent that the result could be a signif icant degradat ion of overall system performance.)



When emailing or faxing reports, the follow ing screens w ill be displayed. If the user chooses either to Email or Fax the report , this screen w ill appear.

TO, CC, BCC The user may manually enter an e-mail address in this f ield or click on the Internal

Button. Internal Button:

This feature allow s the user to send the report to a recipient internally. An “ internal customer needs to be set up in the Customer Master f ile (CM) and that customer ID must be def ined in acf opt ion sys031. All internal user’ s email addresses need to be entered in the PRM contacts sect ion. If the PRM module is not installed the user may enter CEFM records for this “ internal customer” . These records w ould be displayed w hen the user clicks on the internal button.

From: This f ield is controlled by acf opt ions phs002 and phs003. Save Copy When emailing the user can save a copy of the email that they are sending. The

Save Copy quest ion appears in each email w indow and allow s the user to select w hether or not they w ish to save a copy of the email they are sending. The save copy f ield in the users UIM record controls w hether or not to have that select ion turned on all the t ime or turned off all the t ime w hen the email w indow displays. Note: If an email address exists in a UIM record and the save copy box is checked, the system w ill send the copy to that address. If no email address exists in the UIM record and the save copy box is checked, the system w ill send a copy to w hatever address is in the " FROM" line.

Subject: This f ield w ill contain the literal “ Report” follow ed by the report name that is



being sent. The user may override this f ield. Message:

The user may enter any message they w ish to contain in the body of the e-mail.

Press OK button and then the send button w hen complete to send the e-mail. User may add security on this opt ion through the SSM/Security by Program by Ring Menu Option as follow s:

Program Name: phs Type of Security: P or U (Passw ord or User) User Include/Exclude: I or E (Include or Exclude) Ring Menu Option: F Value: < Passw ord> (If Type P). < User ID> (If Type U).



MPHS- MASTER PRINTER HOLD SCHEDULER Introduction The Master Printer Hold Scheduler Program can does exact ly w hat the PHS program can do w ith one addit ional feature. It w ill allow the system administrator, or designated persons, to move selected f iles from one spool directory to another. MPHS should be set up w ith security and not given to the general user populat ion. ACF PHS004 should be set up w ith the proper spooler directory path. From the menu, enter " MPHS" This program has the same features as the PHS program w ith the addit ional funct ion of moving selected f iles from one spool directory to another.

To Transfer f iles, f irst select the spool directory that you are going to move f iles FROM: Do this by clicking on the Change button or by typing a C and select the FROM directory from the drop dow n list .



Next Select the f iles you w ant to Move and click on the Xfer Button, or type in X for Xfer.

Select the spool directory that you are going to move f iles TO, and click the OK button.

Either Click on the Accept button, or Re-Select the TO spool directory. Once Accept is selected, the f iles w ill automatically be moved.



PPM- PROGRAM/PRINTER MAINTENANCE Introduction The PPM - Program/Printer Maintenance program is ut ilized in selected programs for the purpose of def ining w hat programs or printers to execute upon exit ing the program the user is in. For example, if the user is in the ORDER program and w ants to trigger the print ing of a Sales Order immediately after the order is entered, they could set up a PPM record that tells the ORDER program to init iate the SOP program after the transact ion is complete. Or if the user is in the BILL program and w ants to trigger the print ing of an Invoice, they could set up a PPM record that tells the BILL program to init iate the program INVP immediately after the transact ion is completed. In the PPM record, the user w ould def ine w hich printer the Invoices or Sales Orders w ould print on. The user w ill have the opt ion to manually prompt for program to run or have program automatically triggered. Procedure From the menu, enter " PPM" :

The duplicate opt ion provides a user w ith a method of duplicat ing printer records. This is helpful for those users that have dif ferent PPM records based upon a user or a branch. The follow ing f ields may be entered: CALLING PROGRAM NAME

Enter the calling program name.

BRANCH CODE

Enter the branch code or enter ALL for all branches, or select from the dorp dow n list .

USER/LOGIN ID

Enter the user/login ID or enter ALL for all user/login IDs.

CALLING DEVICE

Enter the calling device or enter ALL for all devices. Example:/dev/t tyb13



PROGRAM TO RUN 1, 2, 3

Enter the program name to be run.

AUTO PRINT CODE 1, 2, 3

Select from the drop dow n list : Enter " 1" for Print ing Prompt Message before print ing. The prompt message allow s user to override printer. Enter " 2" for Auto Print ing. This indicates job w ill begin Automatically w ith no user prompting. Enter " 3" for Print ing Prompt Message before print ing and After execut ing customer programs from acf. The prompt message allow s user to override printer. (ORDER and BILL only) Enter " 4" for Auto Print ing after execut ing customer program From acf. This indicates job w ill begin automatically With no user prompting. (ORDER and BILL only)

PRINTER 1, 2, 3 Enter the printer name on w hich the report is to be printed. Example:lp1 User may enter " FAX" here if fax module is ut ilized

TRAN TYPE

Enter the Transact ion Types. This f ield stores transact ion types that this program should be executed for. User may enter ‘ ALL’ to indicate all t ransact ions to apply. When entering transact ion types separate entries w ith a comma. Example: OR,DS



PTRM- PRINTER MAINTENANCE PROGRAM Introduction When request ing reports or view s from various programs throughout the system, the user w ill be asked for an Output Option (i.e. output to the Screen, output to a Printer, output to the Hold f ile, and several reports/view s have an opt ion to output to a Cron Job). The PTRM program is used to maintain w hich printers w ill be displayed throughout the system, on the drop dow n list , w hen the Printer opt ion is chosen as your output. The printer must be set up as a virtual printer in the AIX operat ion system before it can be recognized. If there are no records in the table init ially, use the GENERATE button to create the table. You can also use the GENERATE button to update the list at any t ime, it w ill not overlay any exist ing printers that are already in the table. Once the list has been generated, you can use the UPDATE button to edit the printers individually, assigning meaningful printer descript ions. Check or uncheck the SHOW ON SELECT LIST checkbox to have the printer appear or not appear as desired. The user may also use the LIST UPDATE button to edit all the records in the table, as opposed to one at a t ime. The ADD button, is only used w hen and if the user is going to set up a printer prior to sett ing up the printer in the system. Options are also available to REMOVE, QUERY, VIEW and DUPLICATE printers. In the Printer Setup Sect ion there are tw o areas; the Printer Command (All printers) area and the Barcode Setup (Dot Matrix) area. The Printer Command w ill have the Default Font and Posit ioning Command of the printer automatically generated from AIX w hen the record w as created. The Barcode Setup (Dot Matrix) sect ion is including here for the older style printers on systems that have the Forced Commands and Device Names. IT IS SUGGESTED THAT THE END USER SHOULD NOT USE THESE AREAS. The user can def ine various fonts, bar codes and other printer commands by using the FONT button. These def ined fonts, are used in conjunct ion w ith the LABEL print programs (i.e.; clp, ilbl, mlbl, mlp, olab, pipt, shipl, slp and vlp) to def ine various styles of fonts to be used w hen creat ing LABEL FORMATS. For example: Suppose you w anted to create a label and have your Company Logo print out w ith the Arial Font, Size 26, Bold. First , in this PTRM program, def ine that font by select ing the FONT button for the printer that the labels w ill be print ing to. Assign an ID to the Font such as LOGO-26B, and enter the Descript ion. From the drop dow n list , chose the Font you w ant, the Size, and click on the B for Bold checkbox (you may also use the I for Italic checkbox as w ell). The command string w ill automatically be generated using HP standard printer commands. Once this Font ID is assigned to the printer, it becomes available for you to use in all the LABEL FORMAT programs w hen you are entering the font to use f ield. The PTRM program creates tw o tables, the f irst is the fontdef table w hich contains the font -id and the descript ion, the second is the lblfont table w hich contains the actual special commands for the part icular printer used. This program only creates special commands for the Hew lett Packard printers. If you are using any other type printer, such as Brother Printers or IBM printers, ECT. you must lookup the special commands in that printer manufacturer’ s technical manual, and enter those commands in this f ield.



Example of a program request ing you to enter your output opt ion.

If the user selects P for the Printer opt ion, you can hit return for the default printer, enter a valid printer name, or use the drop dow n list and the number of copies.

Example of a list of printers that appear w hen the user clicks on the Printer button. Double click on the desired printer.



PTRM: Use this program to maintain a list of printers that w ill appear w hen the user chooses the Printer opt ion in various reports and view s throughout the system.

PTRM: In the update mode, you can assign and create Font ID’ s to be used in conjunct ion w ith the label formatt ing programs.



PTRON- PRINTER ON UTILITY Introduction The purpose of the Printer On Utility (PTRON) is to allow the user to check the status of printers, to enable a printer for use, to disable a printer, to cancel a job from the spooler, to list jobs created by through PHS or Cron Jobs and to stop the print ing of PHS and Cron Jobs. Procedure From the menu, enter " PTRON" :

The opt ions menu opt ions offer the follow ing features: CHECK The CHECK opt ion is used to list the status of all print ing devices. This

rout ine also advises administrator that the scheduler is running. It displays all the printers and their status, along w ith any jobs that are current ly queued for print ing. If the user w ishes to cancel a job current ly being printed, the user should run this " CHECK" opt ion to ascertain the printer and job number. The " CHECK" rout ine w ill provide information about exist ing print jobs. After determining the printer and job, the user should go into the " OPTIONS MENU" and select " JOB-CANCEL" At this point user w ould enter the job number to cancel.

PRINTER-ON The PRINTER-ON opt ion is used to enable a printer that w as disabled. Upon entering this opt ion user should enter the name of the printer that is to be enabled. Example; enter " lp1" at the prompt to enable printer lp1. This program w ill then attempt to enable the printer, how ever if the system can not enable it for w hatever reason, it w ill remain disabled.

JOB-CANCEL The JOB-CANCEL opt ion allow s the user to cancel a job that has been queued for print ing. If the job is already started, the printer w ill cont inue print ing unt il the print buffer has been completed (usually 1 page). The user should run the " CHECK" opt ion to ascertain the printer and the job number needed to be canceled. An example of a job to be canceled w ould be: " 1234" print ing on lp1. The user should enter this printer/job number and the print job w ill be terminated.

LIST_AT_JOBS The LIST_AT_JOBS opt ion w ill list all " at jobs" created thru either the PHS program or a separate cron job (i.e. ORDR). This funct ion w ill list only those " at jobs" ow ned and created by the current user. An " at job" is a one t ime



print job that is scheduled to run at a future t ime and/or date. KILL_AT_JOB The KILL_AT_JOB opt ion w ill allow the user to " kill" an ATJOB, w hich means

to stop it f rom running. Printer Names Printer names are def ined in the operat ing system administrat ion ut ilit ies programs. The suggested naming conventions are to assign printer 1 the device name ‘ lp1’ , printer 2 to be assigned to device ‘ lp2’ , etc. For every printer device established, such as lp1, the user is required to have an ‘ lp1x’ printer device also w hich is set up the same as the primary printer device name. When print ing out special forms such as sales order forms, invoice forms, checks or statements, the system requires that 2 device names be set up for every printer. Example: If lp1 w as the device name, then lp1x w ould also be required. Follow ing this procedure helps to prevent another user from sending a print job to the printer w hen special forms have been inserted to produce orders, invoices, statements, purchase orders, checks, labels, etc. When clicking on the Printer On or Disable Printer buttons, the system w ill ask you for the printer name.



GENERATING KEYWORDS FOR PROGRAM NAMES AND ITEMS Use the program PGC to Generate a keyw ord table that contains key w ords of program names. Use the program IKWM to Generate a keyw ord table that contains key w ords of item names, descript ions, etc. See individual w rite up on each program in the System Utilit ies Sect ion of this manual. PGC- GENERATE: To Generate a keyw ord list to be used to f ind program names, use the program PGC and click on the GENERATE button. This automatically creates the list of keyw ords.



IKWM-GENERATE: To Generate a keyw ord list to be used to f ind items in such programs as order entry, use the program IKWM and click on the GENERATE button. This automatically creates the list of keyw ords.



SYSTEM UTILITIES PROGRAMS ACF- APPLICATION CONTROL FILES Introduction The Applicat ion Control File contains numerous opt ions w hich control the applicat ion softw are and how it w ill react based on the def ined values for the part icular ACF opt ion. These opt ions are normally maintained at installat ion t ime and should be thoroughly review ed prior to the start of any processing. Any change made to the records in this f ile may affect the processing of the applicat ion softw are. The System Administrator should implement security control features on this program to prevent users from modifying the ACF control records. This program is protected by an automatic passw ord on the init ial " Warning" screen. The user may create their ow n passw ord in program SSM to replace the automatic passw ord. This passw ord w ill be made available to the System Administrator. An explanat ion of each ACF opt ion can be obtained by looking at the comments for the opt ion in a Query, Update or View select ion. Only authorized personnel should access this program.

Procedure From the menu, enter " ACF" : Type in the program passw ord to access the program:



Maintain the ACF opt ions by use of this screen:

The follow ing f ields may be entered: OPTION KEY

This f ield contains the unique record ID.

OPTION DESCRIPTIONS

These tw o f ields each contain a 30-character descript ion of the opt ion.

OPTION VALUE

This f ield contains the parameter assigned to the opt ion key.



Select the VIEW opt ion and enter your select ion criteria and click the " OK" button. The sort by criteria Screen w ill appear. Enter your sort criteria by clicking on the radio buttons, and choose your output method (i.e. -Screen, Printer , Hold f ile or Excel f ile), then click on the " OK" button.

The ACF f ile may be view ed to the printer, screen, hold f ile or excel.. Click on the check box next to " Print Comments" in order to see the comments and receive an explanat ion of the ACF opt ion keys.



Select the FIND opt ion to search on key w ord(s) in the comments and/or descript ion f ields. Enter your select ion criteria and click the " OK" button. The search by criteria Screen w ill appear. Select your method (i.e. - Single w ord search or Regular Search) then click the " OK" button.

User may also opt to narrow dow n the search to a specif ic applicat ion by typing in a port ion of the Option Key (i.e. ap* ). Select Option 1 for a single w ord search that IS NOT case sensit ive. Select Option 2 for regular w ord search funct ion that IS case sensit ive. System w ill execute the search and display the number of w here that w ord(s) is found in the descript ion and also the number of records w here that w ord(s) is found in the comments. Click the " OK" button and a screen w ill then display the f irst record found. User may then enter (N)ext or (P)revious or use the side Next/Previous buttons to the review the ACF opt ions

ADD – to add a new ACF, click on the ADD button, enter the information and click the " OK" button. UPDATE – to update an exist ing ACF opt ion, click on the UPDATE button, enter the ACF select ion criteria, then click on the " OK" button, click the " UPDATE" button w hen you f ind the record you w ant to update, and then click the " OK" button to save the changes. Wherever possible, the system w ill validate that only proper opt ion values are inserted for the associated opt ion key. The valid opt ion values are maintained by clicking on the " Validat ion" button. A w indow w ill be display t it led " Applicat ion Control Validat ion Maintenance." The user may query the valid opt ions allow ed for a part icular opt ion key at this point.



Click on the " Validat ion" button for accessing the Applicat ion Control Validat ion Maintenance screen:

The follow ing f ields may be entered: OPTION KEY

Enter the valid opt ion key.

OPTION VALUE TYPE

Enter the type of checking required for this opt ion. N - Numeric only (ranges from 0 to 9999999999) C - Character (User enters a Valid Value w hich ACF w ill check against.) D1- Date in format of mm/dd/yyyy D2- Date in format mm/yyyy D3- Date in format yyyy D4- Date in format yy only (ranges from 00 to 99) D5- Date in format pp only (ranges from 01 to 13 - GL periods) D6- Date in format mm only (ranges from 01 to 12)

OPTION VALUE

Enter the appropriate validat ion value for the selected validat ion type. Example: If the opt ion allow s a (Y)es or (N)o sett ing, then you must enter 2 validat ion records, 1 for a Y and 1 for an N.

Any opt ion value you put in here w ill be allow ed in the ACF opt ion entry. If you put in an INVALID entry, you could cause the system to default incorrect ly w ithin certain programs.

ALLOW REMOVE (Y/N)

Enter N if this opt ion validat ion record cannot be removed. Enter Y if this opt ion validat ion record can be removed.

Removal of ACF opt ion records can cause serious problems in daily processing.



LIST from the opt ions menu w ill display a list of the records that w ere selected from your search criteria. Example: Select Update and then enter in OE* in the opt ion key f ield. Press OK This w ill display the f irst record. Press List button to see all records selected in a List format.The user may highlight a record and select update from this screen.



ATM- AUDIT TRAIL MAINTENANCE Introduction The Audit Trail Maintenance program is used to access audit change records that track changes made to several key master f iles. Act ivat ion of records in this f ile is opt ional and is controlled by the AUDIT ON/OFF opt ion in the Options menu. The user may obtain information on changes made to a f ile or several f iles, depending on w hich f iles w ere act ivated. This program is a key audit ing tool used to provide information to management on w ho made the change, w hat w as changed and w hen it w as changed. It is recommended that this feature is deact ivated w hen building f iles in the init ial conversion, but it may be react ivated upon complet ion of the conversion. Upon entering the AUDIT ON/OFF opt ion, the program w ill display the f iles that the user may need to act ivate for audit changes. IT IS HIGHLY RECOMMENDED THAT YOU DO NOT SWITCH OFF ANY OF THESE AUDITS AND THAT THEY BE KEPT FOR AT LEAST 365 DAYS. Audit records should be kept for each applicat ion for the maximum amount of t ime you w ould need to verify that a record w as added, deleted or changed for the applicable f ile. The Audit On/Off button controls w hich programs w ill w rite out records to the atm table. Each entry in the On/Off w indow corresponds to a series of acf opt ions named aduit* . (i.e. audit01 controls the CM program, audit02 control the IM program, audit03 controls the STM program, etc.) The user may set the sw itch to be on or off here, or they could be set by accessing the proper ACF opt ion in the ACF program and sett ing them there. There is also a corresponding series of acf opt ions named delaud* that def ines for each program, the number of days that records are keep in the atm table before purging. (i.e. delaud01 for the CM program, delaud02 control the IM program, delaud03 controls the STM program, etc.) Procedure: From the menu, enter " ATM" :



The follow ing f ields w ill be stored in order to provide the proper audit t rails for changes made to the f iles. PROGRAM NAME

Program in w hich the change w as made.

USER NAME

User w ho made the change.

TERMINAL

Terminal Device ID w here the change w as made.

TRANSACTION TYPE

Transact ion type entered.

TRANSACTION DATE

System date the change w as made.

TRANSACTION TIME

System t ime the change w as made.

FIELD NUMBER

Field number that w as changed.

ORIGINAL DATA

Original data prior to change.

NEW DATA

New data after the change w as made.

RECORD KEY 1

Main key to accessing the record.

RECORD KEY 2

Supplemental access key.

RECORD KEY 3


RECORD KEY 4


The AUDIT ON/OFF opt ion controls w hich programs ATM is act ive for. The follow ing f iles may be act ivated for audit t rail purpose through ATM:



Example of the report f rom the View opt ion, sending the output to the screen:

Example of the List opt ion, available once the select ion is entered.



CRON- JOB SCHEDULING FEATURE Introduction The def init ion of " cron" is a t ime-based scheduling service in UNIX and Unix-like operat ing systems. It is driven by a conf igurat ion f ile named crontab that specif ies shell commands to run periodically on a given schedule. The crontab command is used to schedule commands to be executed periodically. It reads a series of commands from standard input and collects them into a f ile also know n as a " crontab" w hich is later read and w hose instruct ions are carried out. Generally, the schedules modif ied by crontab are enacted by a daemon, crond, w hich runs constant ly in the background and checks once a minute to see if any of the scheduled jobs need to be executed. If so, it executes them. These jobs are generally referred to as cron jobs. Your Next Generat ion™ system uses these cron jobs throughout the system and has integrated this technique into the package in tw o dist inct areas: (1) User def ined crons and (2) System def ined crons. User def ined crons are init ially set up direct ly in the specif ic programs that have output to cron capability. Once def ined, the scheduling of the jobs can be maintained using the CRONM program. For example, you may be running an Aged Trial Balance (ARTB) and select the output opt ion of " C" for Cron. The CRONM program is then automatically called in to allow you to set up the parameters you w ant to use to execute the report . These User Crons are normally used for generat ing reports or running programs that need to be run periodically w ithout any interact ion from a user, such as sett ing up an Aging report to run every Friday night at 8 PM. Prompting capabilit ies are allow ed in this type of cron so that you can def ine specif ic select ion criteria, sort opt ions, etc., w hich w ill be used w henever the cron is executed. System def ined crons are set up and maintained in the program MISCRON and are normally used to execute purges or removal of data, movement of data such as history, recalculat ion of data such as aging buckets, or checking statuses of various system funct ions to ensure data integrity. These System Crons, do not allow for prompting and are pre-def ined w hen your system is delivered. The MISCRONS do not use the UNIX cron technique, but instead have their ow n simulat ion of the UNIX cron... MISCRON w ill set up w hat are referred to as " at" jobs internally w hich create " at" commands. The ' at ' command w ill execute a command once in background. There is an ‘ at ’ job for the MISCRON program that runs just after midnight, w hich sets up itself and the other miscron at jobs for the new day. Note that w henever you add a new program to run as an MISCRON job, it w ill not be executed unt il the follow ing day (after the miscron ‘ at ’ job is executed).

CRONM- CRON JOB TABLE MAINTENANCE Introduction The operat ing system allow s jobs to be created and placed into a cron ut ility f ile to be run automatically unattended by the operat ing system cron ut ility. The CRONM applicat ion softw are program is designed to allow users an easy w ay to maintain user established cron jobs. Cron Jobs CANNOT is created in the CRONM program, new cron jobs are created in the actual program that you are sett ing up the cron for. CRONM is an interface to applicat ion softw are generated jobs present in the operat ing system cron ut ility f iles.



Several applicat ion softw are output reports across various applicat ion modules current ly allow the user to direct output to the operat ing system cron ut ility f ile. In these specif ic applicat ion output programs the user may def ine the parameters cron requires to act ivate jobs to process automatically and unattended. Jobs may be created as one t ime only jobs or to run many t imes as def ined by the user. Any applicat ion softw are program using this feature may have an unlimited number of cron jobs established. A key feature of the CRONM program is that it allow s the user to have previously def ined output report parameters by creat ing a cron job for the output needed. The user may then ut ilize the CRONM applicat ion program on demand. Select the BEGIN_JOB_NOW option to process now w ithout having to redef ine the parameters previously def ined for that specif ic applicat ion softw are output program. The ability to send output reports to cron exists in many of the softw are applicat ion output programs. The user can ascertain if cron is available in an output report by simply running the output program. If the user w ishes to set up a cron job, simply click on the " Cron" button.

The (C)ron opt ion in the prompt indicates this program uses cron-scheduling capability. When creat ing cron job records, the user may manually assign job descript ions to each cron record to easily ident ify the job w ith a user-def ined descript ion. The CRONM applicat ion softw are program is also an excellent tool for processing job reports in a background process mode to free up the terminal w hile the job is processing. To begin, enter the softw are applicat ion program to be set up for cron and answ er all the prompted quest ions. When prompted for w here to send the output the user w ould indicate C, for cron, or click on the " Cron button, w henever the cron output opt ion is available. At this point the CRONM screen w ill appear. To run a ONE TIME ONLY job type, the user may select a P from the One Time Only Drop dow n w indow , to indicate this job w ill be processed later on demand using the CRONM program to init ialize the job. When ready to output the def ined job, select the CRONM program and enter the program name w anted. Next, the CRONM screen w here the appropriate job may be selected w ill appear. The opt ions menu offers a BEGIN_JOB_NOW option that w ill process this job now , but leaves the job in the cron f iles so it may be repeated on demand. Processing jobs in cron background ut ilizes memory and system resources as if the job w as running direct ly f rom a terminal. The use of this feature assumes there are the necessary memory and system resources for cron to funct ion. They recommend that cron jobs be scheduled in such a w ay as to minimize the load on the processor. Spreading several cron jobs over dif ferent t ime frames helps accomplish this goal. When using the cron feature, the user can send jobs to a printer device, the HOLD f ile or e-mail the job to a recipient. When direct ing output to the print hold scheduler the CRONM program w ill generate only 1 copy regardless of how many copies w ere requested. If mult iple copies are needed mult iple cron jobs can be set up in the print hold f ile.



When e-mailing the report to a recipient the user need only enter the w ord " email" in the output device f ield, then enter the correct e-mail address for the recipient. The output w ill be directed to that person via e-mail. Procedure Generally, the user w ill have previously entered an applicat ion softw are output program that allow s for cron output to be generated prior to coming into CRONM ut ility. The user creates the init ial cron record in the specif ic programs, but then can trigger or maintain these cron records through CRONM for all programs assuming the user has proper security for accessing these programs. It is possible for a user other than the original ‘ ow ner’ of the CRON job to make minor changes to the CRONM. The other user may modify the output device, the number of copies to print and the job descript ion. From the menu, enter " CRONM" . Enter the program name to be maintained.

After the name of the program to be output is entered, full applicat ion softw are security is applied to insure only appropriate users may access secured programs. The follow ing f ields may be entered: JOB NUMBER

Job number is assigned by the system and is not maintainable.

PROGRAM NAME

This f ield stores the program name for this cron job record.

USER NAME

This f ield stores the login name that generated this cron job record.

TERMINAL

This f ield stores the device name that created this record.

DATE CREATED Date record w as created.



OUTPUT DEVICE

User may enter output device to direct job to. Typically, enter the printer device desired. User may also opt to enter HOLD to direct output to the disk to be accessed by the print hold scheduler program. (For standard SAR and SAY jobs, the output can be e-mailed.) When e-mailing the report to a recipient the user need only enter the w ord " email" in the output device f ield, then enter the correct e-mail address for the recipient. The output w ill be directed to that person via e-mail.

EMAIL If the output device of this Cron is to be emailed, enter a valid email address. You may email the report output to 2 dist inct email addressees.

# OF COPIES

Enter number of copies of output to be processed.

JOB DESCRIPTION

A job descript ion may be assigned to this cron record to easily ident ify the content of this cron record.

ONE-TIME ONLY

From the drop dow n list : Y if job is a one t ime only job. N if job w ill be scheduled automatically unattended. P to indicate user w ill process this job on demand.

DAYS OF WEEK

From the drop dow n list , select: Y if the user w ill def ine w hich days of the w eek job should be act ivated and enter the specif ic days desired. N if the day of the w eek opt ion is not required.

SPECIFIC DAYS

From the drop dow n list , select Y to indicate user w ill def ine the specif ic day of the month the job should be act ivated. Then enter the number corresponding to the calendar day of the month the job should be act ivated. N if the specif ic day of the month opt ion is not required.

TIME TO PRINT

The t ime of day job should be act ivated may be def ined. From the drop dow n list , select the Time in HH:MM format. Select AM or PM.

The user may maintain the cron job schedules for jobs previously directed to the cron ut ility f ile. Cron jobs are originally created in many of the applicat ion softw are modules output reports. Once created, CRONM may be used to maintain the cron schedule. The follow ing opt ions are available: UPDATE

To update an exist ing cron job record.

REMOVE

To remove an exist ing cron job record.

QUERY

To query exist ing cron job records.

VIEW

To output and view cron jobs for this program.

HELP

To access online help for this program.

BEGIN_JOB_NOW

Allow s user to begin processing the cron job now .



SETUP_USER

Allow s user to recreate their crons. User w ill be prompted to recreate cronjobs and then w ill be prompted to remove cronjobs. User must answ er " Y" to both quest ions. If you have mult iple databases, answ er ‘ Y’ for the f irst database; answ er ' N' for succeeding databases.

EXIT

Allow s user to exit program.

Sample cron job record:



The follow ing sample select ion screens assist in determining the date parameters w hen output is generated through cron. The select ion screens may vary depending on the specif ic output program and its needs, but the concept is basically the same w hich is to allow the user to affect the dat ing select ion criteria for the output. This screen describes cron opt ions for reports that are normally run by entering a From Date and Thru Date.

In the f irst prompt, if user specif ies that output is not variable, the report w ill use the from and thru dates as f ixed date parameters for the output. If user specif ies that the date parameters are variable, the output w ill be based on the start date of the report . The start date w ill be a calculated date based on the system date. Output w ill take the system date at the t ime the output is generated and add days (plus or minus) to the system date to arrive at the start date. This start date is then passed to one of the f ive techniques offered to control data being output. The f ive opt ions for controlling the variable output are as follow s: OPTION 1

The system date at the t ime output is generated w ill add days (plus or minus) to it to arrive at a start date. The start date w ill be used to look up the appropriate calendar established for that output. There are three calendars ut ilized depending on the output desired: OBPM - Order Booking Period Maintenance SAPM - Sales Analysis Period Maintenance GLPM - General Ledger Period Maintenance All data w ith dates falling throughout the ent ire period def ined w ill be output under this opt ion.

OPTION 2

The system date at the t ime output is generated w ill add days (plus or minus) to it to arrive at a start date. The start date w ill be used to look up the appropriate



calendar established for that output. There are three calendars ut ilized depending on the output desired: OBPM - Order Booking Period Maintenance SAPM - Sales Analysis Period Maintenance GLPM - General Ledger Period Maintenance All data w ith dates falling from the f irst date of the period through the calculated start date w ill be output under this opt ion.

OPTION 3

The system date at the t ime output is generated w ill add days (plus or minus) to it to arrive at a start date. The start date w ill be used to establish the calendar month. With this opt ion, user w ill have def ined the From and Thru Date for this calendar month. Only data falling into the From and Thru dates w ill be output under this opt ion.

OPTION 4

The system date at the t ime output is generated w ill add days (plus or minus) to it to arrive at a start date. The start date w ill be used to establish the calendar month. With this opt ion, user w ill have def ined the From Date for this calendar month. Only data falling into the From and Calculated Start Date w ill be output under this opt ion.

OPTION 5

The system date at the t ime output is generated w ill add days (plus or minus) to it to arrive at a start date. With this opt ion, user w ill have def ined a parameter called DAYS. If DAYS are negative, then output w ill take the start date and subtract the days to arrive at a From date for the report . The THRU date w ill be the start date. If DAYS are posit ive, then output w ill take the start date and add days to arrive at a Thru date for the report . The FROM date w ill be the start date.

In addit ion to automatic cron scheduling of user-specif ied reports in background processing, CRONM also allow s the user to actually create a program record for a part icular cron job. A program record is normally maintained in the PGC program w here records created allow for def ining w hat programs may be run direct ly from the menu. This offers several advantages such as: 1.

The user can assign a funct ion name for the cron job and execute the funct ion name from any menu eliminat ing the need to search for a part icular cron job in the CRONM program.

2.

The user can add the funct ion name to a standard Next Generat ion Softw are menu or a user designed menu.

3.

The user can restrict the use of any part icular cron job w ith the use of security.



The follow ing select ion screen applies to the standard SAR and SAY sales reports only. This screen describes cron opt ions for reports that are normally run by entering a From Date and Thru Date.

Use Current Period

If the user selects opt ion ‘ N’ , the program w ill use the sales analysis year and From / Thru periods to execute the report .

+ /- Days for Thru Period

If the user selects opt ion ‘ Y’ in the parameter above, the program w ill ask for the number of days + /- for the Thru period. Enter a value to be used to calculate the Thru period that w ill used for the report . Example, if the report is to be run thru the current month and you w ant the report to run on the f irst of the month enter a value of -1. If you w ant the report to run on the fourth of a month enter a value of -4.

No. of periods back for From Period

If the user selects opt ion ‘ Y’ in the parameter above, the program w ill ask for the No. of Periods back for From Period. Enter a value to be used to calculate how many periods back the program should start w ith.



The system w ill inquire if the user w ants to create a program record to run from the menu. If the response is yes:

MENU PROGRAM NAME

Enter the program name to appear on a menu. It is suggested that program names assigned begin w ith the let ter " x" .

CREATE MENU

Enter A to automatically create a new menu in w hich this program can reside or update an exist ing menu to include this program.

If A is chosen:

MENU NAME Enter the menu name w here the program w ill reside. If the user enters a menu that already exists, the new program w ill be inserted into the menu in the f irst blank space Available in that menu. If the user enters a new menu name, then the menu w ill be created w ith the new program as the f irst entry.

MENU TITLE This t it le w ill be displayed in the menu heading. If an exist ing menu is selected the default menu t it le w ill display.

PROGRAM This w ill appear next to the program name on the DESCRIPTION menu.

Enter M to go into the MENUS program to add this program to a menu manually. If M is chosen, the system w ill display the MENUS screen so the user can add the menu manually. Please refer to the MENUS program in the Systems Utilit ies Sect ion. By entering P, a program record w ill be created that w ill not appear on any menu. The program can st ill be run by typing in the funct ion name from any menu and the user can add it to a menu at a later t ime through MENUS.



MISCRON- CRON JOB MAINTENANCE Introduction In addit ion to User def ined crons (CRONM), there are System def ined crons w hich are set up and maintained in the program MISCRON and are usually used to execute purges or removal of data, movement of data such as history, recalculat ion of data such as aging buckets, or checking statuses of various system funct ions to ensure data integrity. End users w ould not normally setup or maintain these special system crons unless instructed by someone from the support center. These System Crons do not allow for prompting and are pre-def ined w hen your system is delivered. The miscrons do not use the UNIX cron technique, but instead has its ow n simulat ion of the UNIX cron. MISCRON w ill set up w hat are referred to as ‘ at ’ jobs internally w hich creates ‘ at ’ commands. The ' at ' command w ill execute a command once in background. There is an ‘ at ’ job for the MISCRON program that runs just after midnight, w hich sets up itself and the other miscron at jobs for the new day. Note that w henever you add a new program to run as an MISCRON job, it w ill not be executed unt il the follow ing day (after the miscron ‘ at ’ job is executed). MISCRON: example of a miscron job set up to gather information.



MISCRON- STANDARD SYSTEM SCHEDULED JOBS The follow ing list describes standard miscron records that should be processed periodically by the cron ut ility in order to keep the database in order: RECORD ID DESCRIPTION ACTION alert This program checks to see if the alert demon is

running and w ill re-start if necessary. When a new system is installed or w hen upgrading to the latest version through the upgrade scripts, an MISCRON job for the ALERT program should be loaded onto your system. The name of the MISCRON should be called " alert" . Init ially, w hen an MISCRON job is loaded onto a system, the job is set NOT TO RUN (i.e. the Daily Job Flag and all Days to run are set to NO). When you are ready to begin using this feature you should act ivate this MISCRON by entering the days and t imes you w ant this to run (see documentat ion on MISCRONS if more information is needed). This can be done by your system administrator or by calling our support center.

apmeage This program is run on a periodic basis to re-age

the vendor A/P balances. A/P Aging is controlled by ACF opt ions ap011 – ap015.

armeage This program is run on a periodic basis to re-age

the customer A/R balances. A/R Aging is controlled by ACF opt ions ar065 – ar072.

Files Purged: custcred, divdptr

armpr This program is run on a periodic basis to purge

records in the ARMP output f iles that are older than the number of days that the user has opted to save the data. This is controlled by ACF opt ion ‘ ar033’ .

Files Purged: armpreg and armpmth

atm This program is run on a periodic basis to purge

records in the AUDITS f ile that are older than the number of days that the user has opted to save the data. This is controlled by ACF opt ions specif ic to each program w hich w rites to the AUDIT f ile. Example: ACF opt ion ‘ delaud01’ controls CM audits

Files Purged: audits

boxprg This program is run on a periodic basis to purge

Package Box records that are older than the number of days the user has opted to save the data. This is controlled by ACF opt ions AR159 and AR159A

Files Purged: boxh, boxd, boxs



bmexr This program is run on a periodic basis to purge records in the BOM explosion register f ile that are older than the number of days that the user has opted to save the data. This is controlled by ACF opt ion ‘ bm004’ .

Files Purged: bomexpr

bulog This program enables the system to send an e-

mail of the backup log and / or fax status not if icat ions .

cashj This program is run on a periodic basis to purge

records in the CASH f iles that are older than the number of days that the user has opted to save the data. This is controlled by ACF opt ion ‘ ar032’ .

Files Purged: cashdep and cashrcpt

cashw d This program is run on a periodic basis to purge

Cash Withdraw al header and detail records that are older than the number of days the user has opted to save the data. This is controlled by ACF opt ion CASHWD02

Files Purged: possw ph, possw pd

clearob This program is used to unload the stranded

order(s) to a directory f ile and then remove the problem order(s) from the booking table if and w hen the system w rites a negat ive booking and not the corresponding posit ive booking.

Records removed from ordbookh, ordbookd

cpm This program is run on a periodic basis to purge

Contract Price records that are older than the number of days the user has opted to save the data. This is controlled by ACF opt ion AR148.

Files Purged: matrix.

cpp This program is run on a periodic basis to purge

Customer Purchase Prof ile records that are older than the number of days the user has opted to save the data. This is controlled by ZACF opt ion XCPP005.

Files Purged: xcpphdr, xcppdet

exr This program is run on a periodic basis to purge

records in the Except ion Register f iles that are older than the number of days that the user has opted to save the data. This is controlled by ACF opt ion ‘ ar028’ .

Files Purged: excpreg

fmi This program is run on a periodic basis to purge

FMI Upload records that are older than the number of days the user has opted to save the data. This is controlled by ACF opt ion FMI010

Files Purged: shipf

fmmprg This program is run on a periodic basis to purge

obsolete freight management tables that are older than the number of days user has opted to save the data. This is controlled by ACF opt ion



‘ fm011’ . fxam This program is run on a periodic basis to purge

records in the fax audit that are older than the number of days that user has opted to save the data. This is controlled by ACF opt ion ‘ fx010’ .

Files Purged: fax audit

fxqm This program is run a periodic basis to purge

records in the fax queue table that are older than the number of days that user has opted to save the data. This is controlled by ACF opt ion ‘ fx011’ .

Files Purged: faxq

gaiv This program is run on a periodic basis to purge

Item Average Inventory Value records that are older than the number of periods the user has opted to save the data. This is controlled by ACF opt ion INV048.

Files Purged: iavgval

glcap This program consolidates G/L Files into 1 f ile for

ease of moving or using G/L data in other third party products. Program combines glchart , glhist and glbudg f iles into the glcap f iles.

glprg This program is run on a periodic basis to purge

General Ledger Detail 2 records that are older than the number of days the user has opted to save the data. This is controlled by ACF opt ion GL016

Files Purged: gldetail2

ibtm This program is run on a periodic basis to purge

zero balance intransit records. Files Purged: intransit

icrar This program is run on a periodic basis to purge

records in the Item Future Cost f iles that are older than the number of days that the user has opted to save the data. This is controlled by ACF opt ion ‘ inv022’ .

Files Purged: icrar

ikw m This program is run on a periodic basis to rebuild

item key w ords. The records that w ere previously generated w ill be deleted and replaced by the new ly generated records.

itq This program is run on a periodic basis to purge

records in the Item Transact ion Detail f ile that are older than the number of days the user has opted to save the data. This is controlled by ACF opt ion ‘ inv020’ .

Files Purged: itemtran

it r This program is run on a periodic basis to purge

records in the Item Transact ion Register f ile that are older than the number of days the user has opted to save the data. This is controlled by ACF

Files Purged: it reg



opt ion ‘ inv020’ . iuts This program is run on a periodic basis to purge

Item Replenishment Usage History (IUHM) records that are older than the number of days the user has opted to save the data. This is controlled by ACF opt ion INV028.

Files Purged: itu

lsm This program is run on a periodic basis to purge

Lost Sales records that are older than the number of days the user has opted to save the data. This is controlled by ACF opt ion OE043A

Files Purged: lostsale

miscron This program is run on a periodic basis to purge

records in the mis_errors directory w hich tracks fatal messages that w ere generated.

molm This program is run on a periodic basis to purge

Blanket Order records w here the detail quant it ies are zero and are older than the number of days the user has opted to save the data. This is controlled by ACF opt ion OE053

Files Purged: Normal order f iles

note This program is run on a periodic basis to purge

Customer, Item, Vendor Notes, Prospect (cnote, inote vnote,pnote) records w here the purge f lag = Y and the end date is older than the number of days the user has opted to save the data. This is controlled by ACF opt ion DELNOTE

Files Purged: notes.

nreqr This program is run on a periodic basis to purge

Purchase Order Requisit ion Register records that are older than the number of days the user has opted to save the data. This is controlled by ACF opt ion PO007.

Files Purged: poreqr

obr This program is run on a periodic basis to purge

records in the order bookings f iles. Booking data older than “ X” days are purged. “ X” is def ined in ACF opt ion ‘ oe005’ .

Files Purged: ordbookh, ordbookd

order This program should be run daily. Parameter 1

passes “ FORELEASE” to program. This rout ine w ill search order detail records for future order transact ion type and release these orders as scheduled.

pordsu This program is run on a periodic basis to purge

Purchase Order Receipts Direct Ship Processing records w here the date is the records is older than the current system date minus the number of days the user has opted to save the data is . This is controlled by ACF opt ion PO084.

Files Purged: pords.



pgc This program is run on a periodic basis to purge Program Audit Trail records ( Used by PGCR) that are older than the number of days the user has opted to save the data. This is controlled by ACF opt ion DELAUD00

Files Purged: pgcaudit

phs This program is run to purge forms records from

PHS (Emails generate records in the SPOOL1 directory though these are not accessible through PHS). The program selects all records from the PHS table w ith no .h record w hich are less than the current date less the number of days def ined in ACF opt ion phs005 and removes them. If phs005 is not valued, 0 or missing, nothing w ill be deleted.

Files Purged: spool1 (if other spoolers are set up in acf opt ions phs005a, b, c, etc., then other f iles such as spool2, spool3, etc. w ill also be purged.

pisi This program is run on a periodic basis to purge

records in the Physical Inventory f ile that are older than the number of days the user has opted to save the data. This is controlled by ACF opt ion ‘ pi002’ .

Files Purged: physh physd physf physhcomt physdcomt

pomr This program is run on a periodic basis to purge

records in the Purchase Order Maintenance f ile that are older than the number of days the user has opted to save the data. This is controlled by ACF opt ion ‘ po008’ .

Files Purged: pohmaint pohmaint2 podmaint podmaint2

poprg This program is run on a periodic basis to purge

records in the Purchase Order f iles that are older than the number of days the user has opted to save the data. This is controlled by ACF opt ion ‘ po014’ and ‘ po015’ .

Files Purged: pohdr pohdr2 podet podet2 pohcomt podcomt porct l porct lh porct ld porct ld2 pordet l porhcomt pordcomt

pospcm This program is run on a periodic basis to purge

Point of Sale / Credit Card Interface records that are older than the number of days the user has opted to save the data. This is controlled by ACF opt ion CCI005

Files Purged: poscci

scpr This program is run on a periodic basis to purge

Commissions to be Paid records w here the control date is older than the number of days the user has opted to save the data. This is controlled by ACF opt ion SA026.

Files Purged: compay

somr This program is run on a periodic basis to purge

records in the Sales Order Maintenance f ile that are older than the number of days the user has opted to save the data. This is controlled by ACF opt ion ‘ oe007’ .

Files Purged: ordmaint

sosr This program is run on a periodic basis to purge

records in the Sales Order Register f ile that are Files Purged: ordreg (ordera orderb orddet if ‘ FF’ or ‘ XX’



older than the number of days the user has opted to save the data. This is controlled by ACF opt ion ‘ oe006’ .

t rans type).

sq This program is run on a periodic basis to purge

records in the Sales analysis f ile that are older than the number of days user has opted to save the data. This is controlled by ACF opt ion ‘ sa003’ .

Files Purged: sahdr, sadet, sahdra, sadeta

tax This program is run to purge tax records. Program

purges tax records w hich have the purge f lag set. Prior to purging, this rout ine w ill verify that this code is not in use on exist ing data. If in use, it w ill not purge.

tcm This program is run on a periodic basis. It ’ s

purpose is to check the A/R f ile for records w ith special A/R terms and split the A/R up as def ined in the special terms code.

unm This program is run on a periodic basis to purge

fully closed Un-Invoiced Purchase Order Receipt records that are older than the number of days the user has opted to save the data. This is controlled by ACF opt ion PO023A

Files Purged: uninrct.

ut il This program is run on a periodic basis to check

ALL f ile indexes and repair any indexes that are out of sync w ith the data records. All database f iles indexes are checked for cont inuity.

vfm (qprg) This program is run on a periodic basis to purge

records in the Quotat ion f iles that are older than the number of days the user has opted to save quote data. This is controlled by ACF opt ion ‘ qo006’ .

Files Purged: for quote trantypes, ordera, orderb, orddet

vfm (invhprg)

This program is run on a periodic basis to purge records in the Invoice History f iles that are older than the number of days the user has opted to save Invoice History data. This controlled by ACF opt ion ‘ ar074’ .

Files Purged: inva, invb, invd, invs, invhc, invdc

vra This program is run on a periodic basis to purge

records in the Vendor Receipts Analysis f ile that are older than the number of days the user has opted to save the data. This is controlled by ACF opt ion ‘ po013’ .

Files Purged: portran

w ebcatre This program is run on a periodic basis to purge

Web Catalog Request records after they have been exported to an ASCII f ile and are older than the number of days the user has opted to save

Files Purged: w ebcatconf



the data. This is controlled by ACF opt ion WEB033 (B2C Module only)



IKWM- ITEM KEYWORD MAINTENANCE Introduction The IKWM program is used for maintaining a table consist ing of keyw ords that can be used to look up item numbers in the Quote, Order Entry and Bill programs. The user can automatically create this table from the item descript ions and cross reference f ields that are stored in the Item Master Table, by using the GENERATE button on the menu opt ions in this program. Note that every t ime the GENERATE button is used; the records that w ere previously generated w ill be deleted and replaced by the new ly generated records. The user may add items manually to this table by using the ADD button and may also import an outside pre-built f ile by clicking on the IMPORT button. The IMPORT opt ion allow s the user to upload records from a specif ied directory and f ile name to generate records in the Web Item Keyw ord Table. The user may pre-build this f ile having tw o columns, the f irst column being the item id, the second column being the keyw ord. The IMPORT funct ion assumes a " | " or " ," separator betw een f ields. These manually added items, (i.e. any that w ere IMPORTED or ADDED) w ill not be removed w hen the GENERATE feature is executed. They can be removed by the REMOVE button. The user may also UPDATE, QUERY or VIEW any records in the table. Keyw ords are NOT case sensit ive. When searching, mult iple keyw ords can be entered to narrow the search. IKWM: The Item Keyw ord Maintenance program is used to maintain keyw ords that can be used to lookup items in the Order Entry Program.



The user may import a f ile of keyw ords by def ining w hat the f ile is named and w here the f ile is located. Type PROCEED and click on the OK button w hen ready to import the f ile.



MISDOCM- DOCUMENTATION MENU MAINTENANCE Introduction This program w ill allow the user to maintain w hat documents appear in the Documentat ion w indow , w hen the Documentat ion button is selected from the main menu w indow . You can def ine w hat documentat ion appears in the documentat ion w indow dow n to a user level if desired. There is one main User ID record that contains all the Next Generat ion™ manuals def ined in the system w ith the User ID " munics" . The hierarchy of the program that reads these records to determine w hat to display is: 1 - search for a user specif ic record, if none is found then 2 - search for a user record def ined as " all" if none is found then 3 - search for a user record def ined as " munics" Only the user record " munics" w ill be updated w hen new releases are loaded onto your system. The table that these records are stored in is called " misdoc" . This table is maintained through the MISDOCM program. Within that table, a documentat ion type f ield called " doctype_misdoc" contains the code " munics" , this is the w ay of dist inguishing Munics documentat ion from User documentat ion. ACF opt ions sys015 through sys015d, control the default locat ion (i.e. the directory path or URL locat ion) of w here the actual documents reside (i.e. the PDF f iles). When entering in or past ing the path you w ould like to setup for ACF opt ion sys015 and the value f ield is unable to hold the ent ire path. You can use, sys015a, sys015b, sys015c, sys015d. These addit ional ACF opt ions enable you to string together the Ent ire Path / URL. If the user w ants a document to use the default locat ion, click on the " Use Dflt" check box next to the specif ic entry. To manually enter the directory/URL path, type the FULL path in the URL f ield. The default locat ion ACF opt ion (sys015-sys015d) may be updated in this program by " clicking" on the " Dflt URL" button. Tw o programs, (misdocm and manual) must be set up in the PGC program. The " misdocm" program is the edit program w here changes can be made and the program that actually calls up the w indow to display the documentat ion is called " manual" . Both programs access the table called " misdoc" . A duplicate funct ion exists to allow you to easily create your ow n " all" record or individual user records. To duplicate a record, click on the Duplicate button, enter the user you are going to duplicate from into the user ID f ield (i.e. munics for example), then click on the Duplicate button again, enter the user ID that you are going to duplicate to, then click the OK button. Once you have the record duplicated, you can then add, change or remove records to tailor w hat appears in the documentat ion w indow for that part icular user. If you w ish to update a user' s record w ith the latest Munics Manuals, you may use the duplicate feature. The system w ill inform you that a record already exists, and allow you to either “ Cancel” , “ Replace All” the ent ire users entries (i.e. all entries), or just replace the “ Munics” Manuals in the users record.



The " Documentat ion" can be the same for all users or def ined by each user if desired. Use the program misdocm to maintain this list of documents, URL, pictures, etc. that w ill be displayed w hen the button is selected.

The user may Add, Update, Remove, Query, Duplicate or View entries in this table. If you w ant to change the default directory path, click on the Dflt URL button. Check the box next to the entries you w ish to use the default locat ion. Use the sequence number to rearrange the display. Use the Show button to either show or hide the entry.



MUTC- MASTER USER/TERMINAL CONTROL PROGRAM The Master User/Terminal Control program w orks exact ly like the UTC program (see sect ion on UTC). The only dif ference is that UTC is for a single user and only allow s changes to the record of the user that is current ly logged in. MUSM is for the systems administrator and allow s changes to any user’ s record. OSM - OPERATING SYSTEM MODE Introduction This ut ility allow s a user to access the operat ing system mode direct ly from the menu system. To return to the menu system from the operat ing system mode the user may type exit or press < CTRL- D> . The System Administrator should implement appropriate security on this ut ility. Operat ing System Mode allow s the user to access f iles, directories, and system components. Access to this feature should be limited to System Administrators only.



PROMPT- FILE MAINTENANCE PROMPT CONTROL Introduction The PROMPT program is used to control w hat f ields the user w ill be prompted for w hen adding new records and in w hat sequence these f ields w ill appear. The follow ing records may be maintained through this program.

PROMPT RECORD KEY ID

USED TO CONTROL PROMPTS IN USED IN MODULE

apvehdr APVE program - A/P Voucher Entry AP customer CM program - Customer Maintenance AR fammatx FMT program - Family Matrix Table Maintenance IC ipmb IPMB program - Item Planning Maintenance - Branch IC item IM program - Item Maintenance IC podet POE program - P. O. Detail Line Item Entry - Stock PO podetn POE program - P. O. Detail Line Item Entry-Nonstock PO pohdr POE program - Purchase Order Header Entry PO vendor VM program - Vendor Maintenance PO, AP

This program controls the f ile maintenance programs in several applicat ion modules. Use the appropriate Prompt Record Key ID to def ine the f ields to be prompted for in the program selected.



Procedure From the menu, enter " PROMPT" :

If the user selects Prompt Control for Programs w ith Fixed Field Sequence, Screen 1:



Screen 2:

______________________________________________________________________________

Enter the KEY ID for this prompt record. Example: Enter " customer" to def ine the prompt f ields w hen maintaining the customer master. Example: Enter " item" to def ine the prompt f ields w hen maintaining the item master. This program is designed to control the f ields a user is prompted for in several maintenance or entry program. There are three opt ions available to turn a prompt f ield on: Enter ' Y' next to the corresponding f ield number to prompt this f ield w hen a user is adding a record. Enter ' M' next to the corresponding f ield number to prompt this f ield w hen a user is adding a record. A value of ' M' next to a f ield w ill make an entry into this f ield MANDATORY. For f ields designated as ' M' , the system w ill validate that there is a valid entry in the f ield. Enter ' N' next to the corresponding f ield number to indicate this f ield w ill not be prompted for w hen a user is adding a record. NOTE: The CM, IM and VM programs have a special exit at the end of the ADD Mode only. This exit is used to run one or more addit ional programs after the main program data has been entered. To chain into another program in the system, there must be a prompt record inserted w ith a corresponding PGC record w ith the program to run named the same as the prompt record. If the PGC record is missing, the program w ill not be processed. Each correct entry w ill be processed one at a t ime sequentially from 1 through 999. See the PGC program to create the program that is required. The follow ing are examples of how this funct ion w orks: ITEM f ile (IM program)



PROMPT record ' File Name' must be item-1 through item-999 PGC record must also be named item-1 through item-999 (matching names). CUSTOMER f ile (CM program) PROMPT record ' File Name' must be cust-1 through cust-999 PGC record must also be named cust-1 through cust-999 (matching names). VENDOR f ile (VM program) PROMPT record ' File Name' must be vend-1 through vend-999 PGC record must also be named vend-1 through vend-999 (matching names). If user selects the Flexible Prompt Field Sequence opt ion:

If user selects the Flexible Prompt Field Sequence opt ion:

If the user selects opt ion 1:

The follow ing f ields may be entered:



PROGRAM NAME

Enter program name for w hich to def ine prompts.

SCREEN TYPE

Enter the screen type. 1-Header 2-Detail 3-Non-stock Detail 4-Summary

SEQ. PRIORITY

Sequence w ill default to zero.

AUTO DISPLAY HEADER

This f ield is used in the ORDER Management programs to control w hether to open the header w indow or not. The header w indow is opt ional and offers several header f ields to display after customer is selected. Enter Y, N, or leave NULL.

PRMPT1 FIELDS

Enter prompt f ields separated by a comma: Example:12,44,5 User may opt to enter 999 as the last f ield number to indicate to automatically proceed to item ID prompt w ithout stopping at Header Options prompt.

PRMPT2 FIELDS

Addit ional f ields for entering prompts separated by a comma: Example:12,44,5 User may opt to enter 999 as the last f ield number to indicate to automatically proceed to item ID prompt w ithout stopping at Header Options prompt.





If user selects the Flexible Prompt Field Sequence opt ion:

The follow ing f ields may be entered: PROGRAM NAME

Enter program name for w hich to def ine prompts. Valid entries are: Bill Order Quote Ship

SCREEN TYPE

Enter the screen type: 1-Header 2-Detail 3-Non-stock Detail 4-Summary

KEY TYPE

Enter the opt ional key type. 1-Division 2-Tr Type 3-Branch 4-Customer ID 5-Item ID

KEY VALUE

Enter key value based on key type. The key type controls w hich f lexible variables w ill control the prompts.

SEQ. PRIORITY

Enter unique priority sequence for this key type.

ADD/REPLACE CD

Enter A to add or R to replace exist ing prompts.

AUTO DISPLAY HEADER

This f ield is used in the ORDER and QUOTE Management programs to control w hether to open the header w indow or not. The header w indow is opt ional and offers several header f ields to display after customer is selected. Enter Y, N, or leave NULL.

PROMPT FIELDS

Enter prompt f ields separated by a comma. Example:12,44,5



After the last prompt f ield the user may opt to insert 999 as the last f ield number. If 999 are found, it w ill serve to automatically move the cursor forw ard. If in the header area, the 999 w ill place user direct ly in the item 10 f ield. If in the detail area, the 999 w ill place the user in the next Item ID f ield after the last prompt. If 999 mode is act ive, the user may force the opt ions prompt by pressing ESC anyt ime before the 999 prompt is invoked. User may w ish to run a special program or process w hen in ADD mode automatically. This can be accomplished by insert ing the follow ing: [XXXX] Example: If prompts w ere 9, 2, [OMRD] w ould prompt user for f ield 9, then 2, then program OMRD w ould run.

Default Records Default records may be established in several f ile maintenance programs. The purpose of the DEFAULT record is to automatically init ialize data f ields to values desired by a specif ic end user in a record w hen user is in ADD mode. The follow ing programs have this feature built into the program. To ADD a default record for one of these programs the user should go into the program and ADD a record w here the ID of the record in most programs, is ‘ DEFAULT’ .

PROGRAM DESCRIPTION DEFAULT ID FIELD TO INPUT DEFAULT ID

BOMM Bill of Material Maintenance DEFAULT BOM ID BOMM Bill of Material Maintenance DEFAULT Component ID CCM Customer Credit Maintenance DEFAULT Customer ID CM Customer Maintenance DEFAULT Customer ID FMHME Hundredw eight Manifest Entry DEFAULT Shipment Number FMSME Standard Manifest Entry DEFAULT Shipment Number FMT Family Matrix Table Maintenance DEFAULT Item Family Class and

Customer Family Class GLC G/L Chart of Accounts Maintenance

- Divisions/Departments DFLT Division ID

GCC G/L Chart of Accounts Maintenance - Corporat ions and Divisions

DFLT Corporat ion ID

IM Item Maintenance DEFAULT Item ID IAMB Item Branch Planning Maintenance DEFAULT Item ID PMT Price Matrix Maintenance DEFAULT Item Matrix Class VM Vendor maintenance DEFAULT Vendor ID KITM Kit Maintenance DEFAULT Kit ID KITM Kit Maintenance DEFAULT Component ID

The user may enter any default data f ields desired to be automated w hen adding new records into the system. To UPDATE an exist ing DEFAULT record, simply press SHIFT+ Z simultaneously w hen in the ring menu and the default record w ill display. The user may now modify the default data



RMAIL- RECEIVE MAIL FROM OTHER LOGINS Introduction The RMAIL program is an interface to the UNIX sendmail ut ility w hich is a mail t ransfer agent that resides on the UNIX system. It w ill allow the user to view messages appearing in their UNIX mailbox that have been sent by other users through the UNIX sendmail ut ility as w ell as UNIX system generated messages. The sendmail ut ility sends a message to one or more people, rout ing the message over w hatever netw orks are necessary. sendmail does internetw ork forw arding as necessary to deliver the message to the correct place. sendmail is not intended as a user interface rout ine. Other programs provide user-friendly front ends. Procedure From the menu, enter " RMAIL" : To read a mail message, highlight the desired message.

New Mail Calls in the SMAIL program to allow the user to send a new UNIX Message. Reply Copies the current message and opens SMAIL to allow the user to send a reply to the user

w ho init ially sent the mail. Reply All Copies the current message and opens SMAIL to allow the user to send a reply to all users

listed on the original mail. Forw ard Copies the current message and opens SMAIL to allow the user to forw ard a copy of the

message to another user. Delete Deletes the highlighted message. Get Mail Looks for new messages and refreshes the w indow .



SAGATH- SALES ANALYSIS GATHER PROGRAM Introduction CAUTION: SAGATH is a Systems Utility program that is not normally run by customers w ithout instruct ions and/or guidance from a Support Representat ive. This program is used w hen init ially creat ing specif ic smaller sales analysis tables used by the CSA and ISA sales analysis reports, or it may be used to repair these tables should they become damaged due to any hardw are or softw are problems. Examples of these smaller tables w ould be SACUSTA, SACUSTB, SACUSTC or SAITEMA, SAITEMB, SAITEMC and so on. These smaller tables are usually created as the user requests them. The funct ion of this program is to gather sales information from the master tables, into smaller, more compact tables that are used by the various reports. The w ay the system w orks is w hen orders are billed through the billing update program, it creates sales history records in the master sales tables called SAHDR and SADET. (The update program w ould also create records in any of the smaller tables if they already exist). If a user has been running the system for aw hile and decides that they w ould like to see a sales report by Division, Customer, Product Group, State, Salesperson, and no other smaller table contains those f ields, a programmer w ould create a new table containing them. Once the table is established, they w ould run the sagath program to collect the history from the main SAHDR and SADET tables into this new ly created table. After the table has been populated, the billing update program w ould then cont inue to w rite any new records to the new table. Procedure Enter the sales analysis " from year" and " from period" and the " thru year" and " thru period" for gathering s/a data. Then enter the tables that you are going to gather. * * * * * * * * * * * * * * * * * SA GATHER PROGRAM * * * * * * * * * * * * * * * * * Program w ill allow user to select an S/A period that needs to be gathered. Program w ill allow user to pick the table(s) to be regathered. Program w ill zero data f ields for the selected periods and then begin re-gathering data from the exist ing sahdr and sadet tables. Program provides an opt ion to either delete or keep records that w ere re-gathered w here all the f ields in a re-gathered record are zero.



From the menu, enter " SAGATH" :



SMAIL- SEND MAIL TO OTHER LOGINS Introduction The SMAIL program is an interface to the UNIX sendmail ut ility w hich is a mail t ransfer agent that resides on the UNIX system. It w ill allow the user to send messages to other logins through UNIX and can be read by the RMAIL program. The sendmail ut ility sends a message to one or more people, rout ing the message over w hatever netw orks are necessary. sendmail does internetw ork forw arding as necessary to deliver the message to the correct place. sendmail is not intended as a user interface rout ine. Other programs provide user-friendly front ends. Procedure From the menu, enter " SMAIL" :

Use the All button from the drop dow n w indow to send a message to all users. Use the clear button to clear the entry.

1.

To send a mail message, type in the user login to send the mail to and press RETURN. To send a mail message to all users, click on the drop dow n button and the click on the all button.

2.

Enter the message to be sent and press RETURN.



UTC- USER TERMINAL CONTROL USER DEFAULT RECORDS When logging into (accessing) the Next Generat ion system, the printer name, spooler hold f ile path, company name, monitor type, default division, default department and default branch are set for a user based on either the TTY device (terminal name) they are using or the user name they use to login. The method that is used depends on w hether users log into the system through a netw ork or accesses the system through a direct connect ion via an asyncronous/serial/rs232 connect ion. When accessing the system through a direct connect ion, the Terminal Control Maintenance (TC) program is used to set the defaults on a TTY device basis. Each t ime a user logs in using the device, the defaults are set based on the terminal name, regardless of the user w ho logs in. The User Terminal Control program (UTC) w as developed specif ically for users w ho access Next Generat ion softw are through a PC netw ork. On a PC netw ork, the TTY device (terminal name) w ill vary each t ime a user logs into the system. Therefore, the defaults cannot be set on a device basis. UTC is used in place of the TC program. Unlike the TC program, w hich uses the terminal name (TTY) as the key, UTC uses the user login name from the User Login Information Maintenance program (UIM) as the key. UTC enables the user to maintain their default printer, spooler hold f ile path, company name, monitor type, default branch, default division and default department, regardless of w hen and w here they log in. UTC and TC w ork in conjunct ion w ith ACF opt ion ' sys002' . The ACF opt ion should be set to " 0" if the defaults are based on the device name (i.e. TC). The ACF opt ion should be set to " 1" if the defaults are based on the user id (i.e. UTC). If a user attempts to access the UTC program and the value of ACF opt ion is not set to " 1" , the program w ill display a w arning that the system is not setup to be controlled on a user basis. If you w ish to set up default records for a user in a netw ork environment, do the follow ing:

1. In program ACF, change the opt ion value of acf opt ion " sys002" to a " 1" , to use the user name as

Def ined in the UIM record to determine the printer and spooler. 2. In program UIM, set up the default branch, division, department, menu to call, etc. for the

user You desire. 3. In program UTC, set up the default branch, division, department, printer name, etc. for

the user You desire.

Note that w hen ACF opt ion ‘ sys002’ is set to " 1" , the Terminal Control (TC) records are ignored. Note that the default branch, division and department ut ilized w ill depend on the sett ing of other ACF opt ions and the logic used by dif ferent programs. For example, the default division id used by Order Entry w ill be based on the sett ing of ACF opt ion ‘ oe035’ . If the opt ion is set to " 1" , it w ill default to the division def ined in the user’ s UIM record. If the opt ion is set to " 2" , it w ill default to the division def ined in the user’ s UTC record or the device’ s TC record.



If a user attempts to access the UTC program and the value of ACF opt ion is not set to " 1" , this message w ill appear.

By answ ering yes to ' Cont inue running program (Y/N)?’ UTC w ill allow you to modify the record, but the changes w ill not take effect unt il the ACF record has been changed. Procedure From the Menu enter ' UTC'



The follow ing f ields may be entered: USER NAME This f ield contains the user name of the person logged in. PRINTER NAME

This f ield contains the name of the assigned printer device normally ut ilized by this terminal device. Example:lp1

SPOOLER HOLD PATH

When the user chooses to (H)old a print job for output to the spooler, the spooler path must be specif ied. This f ield w ill contain the path for direct ing the output f ile to the spooler. The directory should be set up through the operat ing system prior to sending reports to the hold f ile. Also, an ACF record must be inserted for the name of the spool directory and the value in the ACF record w ill be the next sequential job number to be assigned for reports sent to that spooler f ile. Example:' /usr2/dcm/spool1' All f iles chosen from the (H)old opt ion w ill be sent to spool1 directory under ‘ /usr2/dcm.’

COMPANY NAME

The company name f ield may contain up to 30 characters. This name w ill display and print on many output documents.

MONITOR TYPE

Enter the monitor type. 1-Character monochrome 2-Character color 3-Console monochrome 4-Console color

BRANCH

This f ield contains the default branch code for this terminal.

DIVISION DEPARTMENT

This f ield contains the default division code for this terminal. This f ield contains the default department code for this terminal.



UTIL- INFORMIX INDEX REPAIR AND STATISTICS UTILITY Introduction CAUTION: UTIL is a Systems Utility program that is not normally run by customers w ithout instruct ions and/or guidance from a Support Representat ive. The purpose of the Informix Index Repair/Stat ist ics program is to check the integrity of the Informix Data Base, repair or rebuild indexes on tables that have encountered any problems and to report stat ist ics on tables w ithin the database. THE FOLLOWING OPTIONS ARE AVAILABLE in Menu Options: CHECK TABLE: The CHECK opt ion is used to check the indexes belonging to a table. If any

errors are detected, the system w ill not ify the user. If there are index errors present, the user must run the REPAIR opt ion to correct the problem.

REPAIR TABLE: The REPAIR opt ion is used to repair any index problems that may be encountered

in the system. The list of possible parameters to be used is as follow s: " Y" Answ er YES to all quest ions – if the program f inds a bad index it w ill automatically repair the index. " N" Answ er NO to all quest ions – if the program f inds a bad index it w ill NOT repair the problem. " I" -Checks index f ile only – checks the status of the index f ile – no repair. " L" -List entries in B – Tree. " Q" -Suppress print ing of the program banner. " S" -Re-size the index f ile node size. Examples of this are as follow s: To check and repair any index problem in a f ile, type Y. To check and NOT repair any index problem in a f ile, type N. Combining Y and N w ill produce results depending on the f irst let ter entered. Y and N are the common usages of this repair ut ility, and unless the user know s w hat they are reading, the other values listed w ill not be of any help.

STATISTICS: The STATISTICS opt ion is used to report Table Stat ist ics on user selected tables.

It w ill produce a report detailing the number of est imated bytes a table should be using versus the actual table disk size and show the est imated free megabytes available to the user f ile system if that space w as to be returned.



From the menu, enter " UTIL"



WHOSON- WHO’ S ON Introduction This program is used as a tool to f ind out w hat users are logged into the system and w hat programs they are current ly running. It is useful in resolving " program conf licts" that might arise. It is also helpful in f inding out w ho is st ill on the system if w hen you need to re-boot. The program w ill display the total number of users and w ill dif ferent iate betw een WINGS users and character users. The Refresh Button refreshes the screen w hen accessed, displaying the User, the Device, the Machine address, the Date and Time they logged in. From the menu, enter " WHOSON"



ZACF- USER APPLICATION CONTROL FILES Introduction This program funct ions similarly to the ACF program. The records that may be created or used in the ZACF f ile are typically geared to any custom softw are that may be w rit ten for a user w here an opt ion control record is needed in order for that program to funct ion properly. Procedure From the menu, enter " ZACF" : The program w ill require a valid passw ord.

Once the correct passw ord is entered, you may add, update, remove, query, view , etc.

If the LIST opt ion is selected :

The LIST opt ion allow s the user to enter their select ion criteria and then view all the selected records, w ith the most important f ields listed, on one screen. If the user " double clicks" on any of the records, or highlights a record and clicks the " OK" button, the ZACF main edit program is executed



and gives the user access to all the f ields in the ZACF table.



ZIPM- ZIP CODE MAINTENANCE Introduction The Zip Code maintenance program enables the user to establish and maintain the zip code/ city/ state relat ionship. Customer and Vendor related input call upon this f ile during the add mode. This provides the user w ith the ability to enter a zip code and have the corresponding city/state/country f ields be automatically populated. Procedure From the menu enter " ZIPM" : The follow ing f ields may be entered:

Zip Code This f ield may contain up to 10 characters City This f ield may contain up to 28 characters State This f ield may contain up to 4 characters Country This f ield may contain up to 10 characters

Populat ing Zip Code table The user may populate this table by to obtaining a zip code f ile. A source for this information may be found by logging on to the follow ing internet site: ht tp://w w w .zipinfo.com. When using the import funct ion of zipm, the input f ile format should be a quote delimited, comma-separated ASCII text f ile. Field Definit ions: Field Type Length Zip code Fixed length ASCII 5 numeric characters City Name Variable length ASCII 28 maximum State Code Fixed length ASCII 2 Sample Records: " 00210" ," Portsmouth" ," NH" "



SYSTEM DIAGNOSTIC PROGRAMS SYSTEM DIAGNOSTIC OVERVIEW Several programs have been w rit ten to assist the system administrator in monitoring the system. For example, disk space should be monitored and the system should be rebooted ever 30 days. Your backup logs should be review ed every day, the fax queues and cron jobs should be monitored to see that they are up and running. These tasks can be accomplished by periodically on demand calling up the individual diagnost ic programs OR, they can be set up to run automatically and reported to you via an ALERT and/or an EMAIL not if icat ion (see AUTOMATED ALERT SYSTEM). The follow ing describes these diagnost ic programs. CRONS- CHECK SCHEDULED MISCRON JOBS Introduction The CRONS program is a diagnost ic program that w ill check to see if various MISCRON JOBS have been run on their scheduled t imes. This program may be called on demand at any t ime and may also be included as part of the AUTOMATED ALERT SYSTEM. Procedure From the menu, enter " CRONS" :

If you desire to have this program run automatically, through the AUTOMATED ALERT SYSTEM, you need to make sure a record exists in the alerth table by using the ALERTM program (see documentat ion on AUTOMATED ALERT SYSTEM). You should include the w ord ALERT in the Parameter 1 f ield.



ALERTM – If you w ish to have his program set up as an automatic alert , set this record up in the ALERTM program.

FXSTAT- FAX STATUS Introduction The FXSTAT program is a diagnost ic program that w ill check the status of the fax queue and fax server to see if it is up and running properly. It w ill also report to you, the status of each individual fax. This program may be called on demand at any t ime and may also be included as part of the AUTOMATED ALERT SYSTEM. Procedure



From the menu, enter " FXSTAT" :

If you desire to have this program run automatically, through the AUTOMATED ALERT SYSTEM, you need to make sure a record exists in the alerth table by using the ALERTM program (see documentat ion on AUTOMATED ALERT SYSTEM). You should include the w ord ALERT in the Parameter 1 f ield. ALERTM –If you w ish to have his program set up as an automatic alert , set this record up in the ALERTM program.

SPACE- DISK SPACE PROGRAM Introduction



The SPACE program is a diagnost ic program that w ill check the available disk space on all f ile systems and report back to you the total number of bytes allocated, the number of free bytes available, the percentage of free space and any w arning messages. The program w ill check the alert table (see AUTOMATED ALERT SYSTEM) and if it f inds a record in the table for this program, it w ill use w hat ever is in parameter 2 and parameter 3 to check for the amount of f ree space that each f ile system should have. If no record is found in that table, the program w ill check to see if the f ile system is less than 1 gigabyte and has less than 10% free space left before giving a w arning. A w arning message w ill be displayed in red. If you see that the disk space is gett ing low , you should take act ion to prevent the f ile system from f illing up. The f ile systems that are most likely to have these space issues are: /home - This f ile system contains all the directories and f iles associated w ith the user login. Whenever a user dow nloads f iles (For ex. Edi, ASCII), unless redirected somew here else, alw ays default to the /home/< login name> directory. /var - This f ile system contains ALL print spooling, AIX system mail and login history. Directories under this f ile system that experience this space problem are /var/adm. Under this directory there is a f ile called w tmp w hich tracks w ho logged into the system. This f ile is in binary format and could only be view ed w ith the " last" command. /var/spool contains all spooling information. Directories include mqueue and lpd. These directories usually grow because of print jobs that have had a problem print ing and get caught in an endless loop. /var/spool/mail contains ALL AIX user mail. The " root" login is usually the f ile that causes the space problem. /tmp - This f ile system could contain print spool f iles, database related temporary f iles and user dow nloaded f iles. The 3 f ile systems mentioned above are ALL part of the AIX Operat ing System " root volume group" know n as rootvg. The f ile systems mentioned below belong to Next Generat ion Softw are and WINGS applicat ions. /usr4 - This f ile system usually contains the Informix and Next Generat ion Softw are applicat ions. Typically this f iles system does not change in size unless there is a Next Generat ion, WINGS or Informix applicat ion upgrade. /usr6 and any other /usrXX (Where XX is a number) – These f ile systems contain the actual Database. These f ile systems w ill DEFINITELY change in size. Whenever you not ice ANY f ile system being f lagged by the automated alert system you should ALWAYS contact the support center so they could analyze and review the situat ion. Once the support center has completed their review and support person w ill contact you to discuss all opt ions. Procedure



From the menu, enter " SPACE" :

If you desire to have this program run automatically, through the AUTOMATED ALERT SYSTEM, you need to make sure a record exists in the alerth table by using the ALERTM program (see documentat ion on AUTOMATED ALERT SYSTEM). You should include the w ord ALERT in the Parameter 1. Parameter 2 contains the percentage and Parameter 3 contains the number of megabytes to compare against.



ALERTM –If you w ish to have his program set up as an automatic alert , set this record up in the ALERTM program. Parameter #2 contains the percentage and Parameter #3 number of megabytes to check against.

UPTIME- SYSTEM UP TIME PROGRAM Introduction The UPTIME program is a diagnost ic program that w ill check to see how long the system has been running since the last t ime it w as rebooted. The program w ill check the alert table (see AUTOMATED ALERT SYSTEM) and if it f inds a record in the table for this program, it w ill use w hat ever is in parameter 2 to determine the amount of days to check and see if a w arning message should be displayed. In the event no record exists, 30 days is used for the comparison. This program may be called on demand at any t ime and may also be included as part of the AUTOMATED ALERT SYSTEM. Procedure



From the menu, enter " UPTIME" :

If you desire to have this program run automatically, through the AUTOMATED ALERT SYSTEM, you need to make sure a record exists in the alerth table by using the ALERTM program (see documentat ion on AUTOMATED ALERT SYSTEM). You should include the w ord ALERT in the Parameter 1 f ield. The number of days that the system date w ill be compared to should be entered in the Parameter 2 f ield. If this number is exceeded, an alert w ill be displayed. ALERTM – If you w ish to have his program set up as an automatic alert , set this record up in the ALERTM program. Parameter #2 contains the number of days. If the program detects that the date exceeds this parameter, then an alert w ill be sent to the appropriate users as def ined in this record.



SSLINFO- Check SSL Cert if icate Expirat ion Date Introduction The SSLINFO program is a diagnost ic program that w ill check to see if the SSL Cert if icate is about to expire. The program w ill check the alert table (see AUTOMATED ALERT SYSTEM) and if it f inds a record in the table for this program, it w ill use w hatever is in parameter 2 to determine the number of days before the SSL cert if icate is to expire ( seen below ) based on the actual expirat ion date of the cert if icate as seen below . And if a w arning message should be displayed. This program may be called on demand at any t ime and may also be included as part of the AUTOMATED ALERT SYSTEM. Procedure From the menu, enter “ SSLINFO " : This w indow w ill able you to see the name of the server that is conf igured along w ith the SSL cert if icate expirat ion date.



ALERTM – To have his program set up as an automatic alert , update the program named sslinfo. For Parameter #2, enter the # of days before the SSL Cert if icate that you w ould like the alert to be sent. For Parameter #3 thru #5 enter the server / w eb server name that the program should check the SSL Cert if icate on.



AUTOMATED ALERT SYSTEM AUTOMATED ALERT SYSTEM OVERVIEW The Next Generat ion Automated Alert Management System w ill automatically not ify users of various alerts during the day to day operat ion of your system if certain problems occur. These alerts are reported to the systems administrator, via an email or a w arning message on the Menu Window , or both. You may opt ionally choose to not ify all users w ho log into the system. When using email as the delivery mechanism for these alerts, the system administrator’ s user ID must be def ined in the specif ic alert that you are going to set up (i.e. in the program ALERTM). Up to four users can be designated to receive these alerts via email. Pre-def ined Alerts such as checking for suff icient disk space, checking to see if Cron Jobs ran successfully, checking the backup from the previous day, and checking the fax demand to ensure that it is running properly should be set up on your system. The programs that comprise the Alert System are; (1) ALERTM the maintenance program that def ines the alerts by entering the frequency and not if icat ion (this creates and maintains records in the alerth table). (2) ALERT, the actual program that runs in the background and reads the alerth table to check and see if it ’ s t ime to run any alerts. The MENU program re-cycles itself every 10 minutes to check the alerth table to see if there are any alerts that need to be displayed. When a new system is installed or w hen upgrading to the latest version through the upgrade scripts, an MISCRON job for the ALERT program should be loaded onto your system. The name of the MISCRON should be called " alert" . Init ially, w hen an MISCRON job is loaded onto a system, the job is set NOT TO RUN (i.e. the Daily Job Flag and all Days to run are set to NO). When you are ready to begin using this feature you should act ivate this MISCRON by entering the days and t imes you w ant this to run (see documentat ion on MISCRONS if more information is needed). This can be done by your system administrator or by calling our support center. If an alert occurs during the course of the w orking day, an alert w arning can appear on the menu page of the system administrator or on all users’ screens. To view the alert , click on the ALERT! Warning message that appears in the menu w indow .



If you clicked on the ALERT! Warning message this w indow w ill appear describing w hat the system is alert ing you about.

In the above w indow you have the opt ion to Exit the w indow , View the Details of the alert by highlight ing the alert and clicking on the View button or if you have the proper authorizat ion, you can Clear the alert by clicking on the Clear button. If you clicked on the View button from the previous w indow , the detail w indow for the alert you chose, w ill appear. You can Clear the alert f rom this w indow as w ell, providing you have the proper authorizat ion, by clicking on the Clear button.



SETTING UP ALERTS ALERTM- ALERT MAINTENANCE PROGRAM Introduction The Alert Management program is used to def ine and maintain system Alerts. Procedure From the main menu, enter " ALERTM" in the program name box.

The follow ing Act ions may be taken ADD To ADD a new alert to the Automated Alert System UPDATE To UPDATE an exist ing alert in the Automated Alert System REMOVE To REMOVE an exist ing alert in the Automated Alert System QUERY To QUERY an exist ing alert in the Automated Alert System VIEW To VIEW an exist ing alert in the Automated Alert System START ALERT Allow s the user to Manually Start a part icular Alert for processing STOP ALERT Allow s the user to Manually Stop a part icular Alert that is current ly running



The follow ing f ields may be entered Program: The name of the program that runs to check for errors: Available Programs

are: CRONS Check the status of MISCRON JOBS. FXSTAT Check the status of the fax queue. SPACE Check f ile systems on the disk and reports any space issues. BULOG Check for an unsuccessful backup. UPTIME Check the last t ime that the system has been rebooted SSLINFO Check SSL cert if icate and alert before it expires.

Descript ion: The descript ion of the alert (example Check Disk Space for the space program)

Parameter1: ALERT This parameter must be passed to the program doing the actual checking (i.e. the space program). Since most if not all of these program that are doing the checking can be run stand alone, the passing of this parameter is necessary so that the program doing the checking know s that it must pass information back to the ALERT system.

Parameter2: This w ill vary from program to program. This is a method used to pass a parameter to a certain program so the program can perform a part icular funct ion. Example: In the SPACE program, parameter 2 contains the percentage and parameter 3 contains the number of megabytes to compare against. In the UPTIME program, parameter 2 to determine the amount of days to check. In the FAXSTAT program parameter 2 contains the maximum number of fax requests before issuing an alert . See the individual program for parameter def init ions.



Parameter5: This w ill vary from program to program. This is a method used to pass a parameter to a certain program so the program can perform a part icular funct ion.



Example: In the SPACE program, parameter 2 contains the percentage and parameter 3 contains the number of megabytes to compare against. In the UPTIME program, parameter 2 to determine the amount of days to check. In the FAXSTAT program parameter 2 contains the maximum number of fax requests before issuing an alert . See the individual program for parameter def init ions.

Act ive: Check off the days of the w eek that this program w ill run

Start Time: Enter the Start ing t ime to run this program (for example – You can start running the program at 8AM)

End Time: Enter the Ending t ime for this program to end (example – You can stop the program from running at 6PM)

Interval Min: Enter the Interval of the program in minutes (example – You can have the program run every 10 minutes during the t ime betw een the start t ime and the end t ime). Note: if you only w ant to run this program once, the interval w ill equal the end t ime - start t ime plus 1, in minutes (i.e. Start t ime 8:00, End t ime 9:00, Interval 61 minutes).

Show on Menu: Options: you can have the alert show on all users screen, or not show on any users screen, or only show on the screens that are def ined in Admin1 through Admin4 below .

Send Email: Options: you can have the alert send an email to all users def ined in Admin1 through Admin4 or don’ t send an email to anyone.

Alert Msg: This is the message that w ill appear on the Menu w indow and in the email.

Admin 1: User ID (UIM record) of the person to receive email for an alert . Usually System Administrator.

Admin 2: Second User ID (UIM record) of the person to receive email for an alert . (Optional)

Admin 3: Third User ID (UIM record) of the person to receive email for an alert . (Optional)

Admin 4: Fourth User ID (UIM record) of the person to receive email for an alert . (Optional)

The follow ing f ields are non-editable f ields (display only) Alert Flag This f ield is updated by the individual program that is checking for error (i.e.

the space program). If the program senses an error, it w ill update this f lag to a 1. If an error has been corrected, the program w ill reset this f lag to a 0. This f lag is constant ly checked by the menu program. When the menu program detects a 1 in this f ield, the emails are sent and messages are displayed.

Alert Date This is the date that the alert w as discovered or corrected (set by the individual program and updated w hen the alert f lag is updated.

Alert Time This is the t ime that the alert w as discovered or corrected (set by the



individual program and updated w hen the alert f lag is updated. Email Date This is the date that an email w as sent w hen an alert w as discovered

Email Time This is the t ime that an email w as sent w hen an alert w as discovered

Clear Date This is the date that an alert w as cleared

Clear Time This is the Time that an alert w as cleared

This is a f ield containing the User ID of the person that cleared the alert

Run Date This is the date of the last t ime that the alert w as run

Run Time This is the t ime of the last t ime that the alert w as run

AVAILABLE PROGRAMS THAT CAN BE SET UP IN THE AUTOMATED ALERT SYSTEM Several programs have been act ivated to allow you to set up these automated alerts. Each program can be called up as a standalone program or can be automatically run through this feature. They are: Parameter 2 Parameter 3 CRONS Check the status of MISCRON JOBS. FXSTAT Check the status of the fax queue. 30000 (Number of

Faxes)

SPACE Check f ile systems on the disk and reports any disk space issues.

10 (Percentage) 500 (Number of Megabytes)

BULOG Check for an unsuccessful backup. UPTIME Check the last t ime that the system has

been rebooted 30 (Number of days)

SSLINFO Check SSL cert if icate and alert before it expires.

30 (Number of days)

Enter the w ebsite that to check

For addit ional information and parameters used in these alerts, click on the help button from the alertm program.



MISCELLANEOUS AND SPECIAL PROGRAMS SNAP- SNAPSHOT OVERVIEW Introduction SNAP is a Dashboard that show s your current Financial and Sales Data for the Company in real t ime. It displays up to the minute Bookings and Invoicing for the current and previous day, plus w orking Capital, Sales, Administrat ion Costs along w ith summary Sales Stat ist ics. The parameters can be set up for each individual user and can dif fer depending on w hat the user w ants to see. You can tailor w hat SNAP displays by changing one of the many opt ions, w hich is located under > File and then Sett ings. Once changes are made, you can save them or revert back to the original sett ings buy clicking > File> Sett ings> and clicking on the Save Tab. Data can be refreshed manually by clicking on the Refresh button, or can be set up to automatically refresh by using the > File> Sett ings> Corp. /Misc. Tab and entering in a Refresh Interval in minutes. The MORE and Drill dow n buttons In the sect ion w here you have the Top Sales Groups assigned, if the number of records retrieved exceed the number of lines that you set up under > File> Sett ings> Top Sales Tab - No. of Items, a " MORE" button w ill be displayed. By clicking on the " MORE" button, a new w indow w ill appear w ith all the records that the program retrieved. Records in this w indow may be sorted by clicking on the column header. For Example; if you choose number of lines to be 10 and select customer under Group 1 and for this example select Item under Group 2, you w ill see the Top 10 customers along w ith the Top 10 Items but if there are more than 10 records for either the customers or Items, say 100, it w ill display the top 10 in the f irst w indow , then by clicking the " MORE" button, another w indow w ill open and display all 100. Drill dow n on G/L accounts: under the Working Capital and Sales/Admin Cost sect ions, arrow s may appear next to each account that you have included, that w ill allow you to drill dow n to see all the sub accounts that make up that number. Displaying Specif ic Divisions or Corporat ions If you w ant to set up a user to just view one division and not allow them to change the corporat ion or division, set up a new PGC record w ith a new name for example: call it SNAPD2. In the PGC record for this new program, make sure that the Actual Program name is “ snap” . In the Special Program Parameter f ield, enter the division that you w ant to allow them to view for example: “ snap division= division2” . This w ill allow the user to only view that division. ACF opt ion sys027 def ines w hether information displayed in the SNAP program w ill be based on the division selected. This w ould apply to all information displayed, w ith the except ion of the Working Capital and Sales/Administrat ive Cost sect ions, as that information relates to General Ledger post ings and w ill alw ays display amounts for the selected division(s) only.



Procedure From the menu, Type in " SNAP" w ithin the program box and press enter. You may then toggle betw een the Main Window and the A/R Budget Window to view various f ields.

To Change the Sett ings, Click on > File then > Sett ings in the upper lef t hand corner of the w indow .



SNAP- CHANGING THE SETTINGS > File> Sett ings> SAQ tab Define here w hich Sales Analysis tables you w ish to use for the Top Sales Data Display.



> File> Sett ings> Corp. /Misc. tab Define here w hich Corporat ion you are going to view . You may also have the w indow refreshed automatically every so many minutes by entering in the number of minutes to refresh.

Number of A/R Aging Buckets can be def ined in this w indow along w ith w hether or not to show Departments if the A/R amount is zero. The Budget type def ines w hich budget to use w hen displaying (the current budget or the base budget) and w hen comparing the budget amounts to the actual amounts, you may decide to view the dif ference, the percentage or variance dollars for month-to-date and year-to-date f igures. If the Chart funct ion is Act ive, the SNAP program w ill pass information from the Top Sales Categories to Google’ s Chart API w hich dynamically generates charts. By clicking on the Chart Button as show n in the SNAP w indow , the Google Chart API w ill open a brow ser and returns a PNG-format image in response to a URL. The user can def ine the Chart Type and Chart Color if desired.



> File> Sett ings> Working Capital. Tab Set up or change the Working Capital General Ledger Numbers.



> File> Sett ings> Sales/Cost tab Set up or change the Sales/Cost General Ledger Numbers.



> File> Sett ings> Budget Accounts tab Set up or change the Budget General Ledger Numbers that you w ould like to see displayed on the AR/Budget Tab.



> File> Sett ings> Top Sales tab Top Sales - On this tab you can def ine 2 groups of Sales Stat ist ics to be displayed and the number of lines to display for these groups. It w ill retrieve the information from the data that w as entered in the SAQ tab. Set up the Top Sales Analysis Display. On this tab you can def ine 2 groups of sales stat ist ics to be displayed and the number of lines to display for these groups. It w ill retrieve the information from the data that w as entered in the SAQ tab.



> File> Sett ings> Save tab The SAVE tab, you can save any changes you make as the Default and/or restore your display to the default that you have set up or reset the ent ire program back to w here it w as w hen delivered.



UDF - USER-DEFINED FILE CATEGORY MAINTENANCE

USER-DEFINED FILE OVERVIEW The User Defined File Category Maintenance program w ill ident ify relat ionships betw een tables that are going to be accessed by the Data Export Program (DE). Categories must be set up f irst before the DE (Data Export) program can be used. In order to set up these categories, run the program UDF. To set up a new category, use the ADD button, assign an ID and enter a descript ion to describe the category. In the example below , an id of ITEST is being created w ith the descript ion " Item Tables" . Next, input the name of the main table that is going to be accessed. In the example below , the item master f ile is being used (item), then cont inue entering any other tables that are going to be accessed. In the example below , the item plan table and the item branch table (itemplan and itembrch) are def ined. The next step is to def ine the relat ionship betw een the tables. This is usually done by def ining the key to the tables and w hat condit ion to use w hen select ing the records. In the example below , id_item is the key to the item master table, and id_ipm is the key to the item plan table. The relat ionship betw een the tw o tables is def ined by entering the condit ion, " if the id_item f ield in the table item is equal to the id_ipm f ield in the itemplan table, than select those records" . The same is done for the item branch table. The key to that f ile is item_ibr, so to form a relat ionship betw een this table and the item table the logic w ould be " if the id_item in the item table is equal to the item_ibr in the item branch table, then select the record" . In this example, a User def ined f ile category has been created call " ITEST" it has def ined a relat ionship betw een the Item table, the itemplan table and the itembrch table.



DE- DATA EXPORT PROGRAM

DATA EXPORT OVERVIEW In addit ion to being able to output certain exist ing reports to EXCEL™, the " DE - Data Export" program w ill allow the user to select a table or tables, then select any f ields w ithin those tables and output the contents of the f ields to an EXCEL™ spreadsheet. Links, or joins, can be created betw een tables thus giving you access to the f ields in several f iles. For example, if you w anted to output customers A/R open balances to an EXCEL™ spreadsheet, you can join the " customer" table to the " custcred" table and check off the appropriate f ields you w ant to dow nload. All table relat ionships must have a table category id assigned to them w hich are def ined in the program UDF. The UDF program can be called up separately or can be accessible through this program by clicking on the New Button located next the Table Category ID box. After the excel dow nload has been created and operates the w ay you w ant it to, you can save it as an executable program that can be run by other users w ithout them having to call up the DE program. This adds another layer of security by allow ing you to give access to other individuals to run export programs w ithout giving them full access to the " DE" - Data Export program. This is accomplished by creat ing a " PGC" record for the program. A button located next to the Report ID is available for use in creat ing these " PGC" records automatically.

CREATING A NEW DATA EXPORT REPORT To create a new Data Export Report, click on the ADD button.



Enter a Report ID, a descript ion and the Table category id that you are going to use, then click the OK button. A comment can be entered to describe w hat the report is used for. NOTE: The Table Category ID must be set up in the UDF program before creat ing any dow nloads. The UDF can be accessed here by clicking on the New Button.

Once the header information has been entered, the detail lines can be input. Start by using the TAB Key for moving from f ield to f ield There are tw o methods of entering detail lines. One is to enter them one by one and the second is to enter them by clicking on the Table List Button and select ing all the f ields at once.



If the Table List button is selected, the user may simply select the Table, and then check off each f ield w ithin the table and click the OK button. All f ields selected w ill be brought back to the detail screen automatically.

Once all the f ields are brought back, the user may rearrange the sequence, insert or delete f ields. Check w hether the f ield is going to be used in the select ion criteria and w hether or not the f ield w ill be output to Excel.



EXPORTING THE REPORT To Export the Data, click on the Export Data Button, then type in the name of the Report ID that is going to be exported.

In this example, the Report ID NEWREPORT1 w ill be used. Click on the Export Button and the Select ion w indow w ill appear.

The select ion screen is automatically built f rom the f ields that have check next to them under the Select ion Criteria column.



Click either Column Name or Descript ion next to the Heading Radio buttons. This w ill output either the f ield name, or w hat w as def ined in the descript ion f ield in the Report ID that w as created.

NOTE: Before the last step can be completed. You must have a blank Excel f ile w ithin the My Documents folder. Save the blank Excel f ile as de_output.xls.

A w indow w ill appear asking for the locat ion and f ile name to output this report to. Select one and click on the Open Button.



The Report w ill then dow nload.

DUPLICATING A REPORT The user may duplicate an exist ing report to a new report name and then make changes to the new report. Select Duplicate and enter the report to duplicate from enter the new report id and descript ion and then click ok. .