Prophet 21 Acclaim. Understanding Acclaim Databases

Transcription

1 Prophet Acclaim Understanding Acclaim Databases

2 Overview P Acclaim databases File Layout Browse Common Questions What tables to use How do these tables relate to each other linking tables Handling unexpected output Enumerated values

3 This course will NOT cover Querying tools MS Office products Acclaim Navigation

4 Elements of Report Writing You MUST know Exactly what you want on the report How the data is stored How to use the selected querying tool (i.e. CorVu, ODBC, Crystal Reports)

5 Understanding P Databases Where is my data? Prophet or XL files Item Customer Order Processing Progress data (gl or dyn) Real Time Sales History General Ledger Accounting

6 File Layout Browse Helpful in finding information for your analysis Three main components Databases Tables Fields

7 File Layout Browse Accessing the File Layout Browse [F7] Toolbox Browse File Layouts

8 File Layout Browse A Database must be selected first

9 File Layout Browse (Tables) Once you choose a database, the tables in that database are listed

10 File Layout Browse (Fields) Once you choose a table, you will see all of the fields in that table

11 Enumerated Values Field names and Descriptions are listed Additional information is available at bottom of screen [Enter] to view the enumerated values

12 Enumerated Values

13 Searching the File Layout Browse If you don t know the table in which a field is held, or the field name, you can search for the field. [Tab] to re-index the browse, and select Keyword or Field Search Keyword - Searches File Names and File Descriptions Field Search - Searches ALL fields in each table (displays tables for selection)

14 What are the 3 main components of the File Layout Browse?. Databases, Files and Fields. Databases, Tables and Fields 3. Keywords, Fields and Windows 4. None of the above

15 Before you start writing a query you need to know.. exactly what you want on the report. how the data is stored 3. how to use the selected querying tool 4. All of the above

16 Let s work on some examples You have been asked to come up with a list of items that have free stock and have NOT sold in the last year

17 Let s work on some examples You have been asked to come up with a list of items that have free stock and have NOT sold in the last year Showing a value of this slow stock will help in determining which items to attack first (Purchase Std Cost * Free Stock)

18 Let s work on some examples In this example, we will discuss: Which tables to use Linking those tables What criteria to set What to show on report Handling unexpected output Enumerated data fields

19 Tables What tables will we need? Why? Table (file name) p.item p.item_status Why??? Purchase Standard Cost Free Stock information Date of Last Sale

20 Linking Tables Table Status Stock Item LOC FRECNO FREE ITEM_REC Item Table DRESS 6 PANTS 5 SHIRT 4 SOCKS 3 BOOTS SHOES ITEM CODE FRECNO

21 Linking Tables Table Status Stock Item LOC FRECNO FREE ITEM_REC Item Table DRESS 6 PANTS 5 SHIRT 4 SOCKS 3 BOOTS SHOES ITEM CODE FRECNO Universal Communicator

22 Linking Tables Item Stock Status Table Item Table FRECNO ITEM CODE FRECNO ITEM_REC LOC FREE SHOES BOOTS SOCKS SHIRT PANTS DRESS FRECNO = Free Record Number

23 Table Status Stock Item LOC FRECNO FREE ITEM_REC Item Table DRESS 6 PANTS 5 SHIRT 4 SOCKS 3 BOOTS SHOES ITEM CODE FRECNO Link FRECNO to FRECNO 50 DRESS 6 0 SOCKS PANTS 5 3 LOC 5 SHIRT 4 FREE ITEM CODE FRECNO

24 Table Status Stock Item LOC FRECNO FREE ITEM_REC Item Table DRESS 6 PANTS 5 SHIRT 4 SOCKS 3 BOOTS SHOES ITEM CODE FRECNO Link FRECNO to ITEM_REC 00 0 BOOTS 50 BOOTS 30 BOOTS 0 3 BOOTS LOC FREE ITEM CODE FRECNO

25 Linking Tables

26 Linking Tables No links between tables Unexpected results

27 Linking Tables

28 Linking Tables Incorrect Link Incorrect results

29 Linking Tables

30 Linking Tables Correct link Correct results

31 Criteria What criteria to set

32 Criteria What criteria to set item_status.loc_id = 0 item_status.last_sale less than date of choice item_status.free greater than 0

33 Data Show the information Item Item Code Purchase Standard Cost Unit Size Item Status Free Stock

34 Results Query results show all items that have a last sale date less than the date entered This information can be used to try to proactively sell the items on the list

35 Any time you see the field FRECNO when working with more than one table, it should be the link between the tables.. True. False

36 Example We need to create a report that shows us all of the items that have the Return to Stock flag set to NO

37 Example We need to create a report that shows us all of the items that have the Return to Stock flag set to NO Resulting in incorrect inventory counts Causes Improper training Employee Theft

38 Data On this report we need to see the following: Item Code Description One SalesRep Order Number Customer Code

39 Tables What tables will we need? Why? Table (file name) p.order Why??? Order Header Information (Sales Rep and Order Number) p.ord_line Line Item Information

40 Linking How do they link together?

41 Linking How do they link together? By Order Number

42 Criteria What criteria do we need to set? RTS_flag = NO

43 Results Results show all items that were returned and the person entering in the return replied N to the Return to Stock Flag

44 Results Results show all items that were returned and the person entering in the return replied N to the Return to Stock Flag These results can now be used to start an inquiry about the error in the system Human error Training issue Theft

45 Example: Open A/R You need to analyze your open receivables, to lessen you re A/R days Create query that shows all customers that have an open A/R balance Do not need to see the following: Customers set to NO-LIMIT Service Charge Invoices

46 Tables Table (file name) dyn.ar dyn.ar_amount_bat p.customer Invoice number Why??? Total amount of invoice, amount open and amount paid Customers Credit Type

47 ar to ar_amount_bat How do you think these tables are linked?

48 ar to ar_amount_bat ar_ikey

49 ar to customer How do you think these tables are linked?

50 ar to customer customer_code to CUST_CODE

51 Criteria What criteria do we need? Cred_type_desc <> No credit limit Amount_open >0 ar_payment_acct_enum =

52 ar_payment_acct_enum In the ar_amount_bat table, there is a listing for each invoice based upon the breakdown of the receivable For invoice , there are 4 listings

53 ar_payment_acct_enum Each one coincides with the ar_payment_acct_enum field and is broken down as follows: A/R Sales State Tax Discount

54 ar_payment_acct_enum You can use the File Layout Browse to find this information.

55 Criteria What criteria do we need? Cred_type_desc <> No credit limit Amount_open >0 ar_payment_acct_enum =

56 Criteria What criteria do we need? Cred_type_desc <> No credit limit Amount_open >0 ar_payment_acct_enum = Exclude service charge invoices By order number <> ar_receivable_type_enum <>4 -OR-

57 Data and Results What do we want to see on this report? Customer code and name Invoice number Invoice Date Total Amount Amount Open Amount Paid

58 Summary How to Use the File Layout Browse Troubleshoot unexpected output Linking tables together

59 For More Information Acclaim Help Files Visit Activant on the web: View Educational Services course offerings Browse Documentation Search the Solutions database Submit a Support case Consulting Services consult-sales@activant.com Professional Services Sales pss@activant.com