ACTIVANT D2K. X User's Guide. Version Q1 4.0

Transcription

1 ACTIVANT D2K X User's Guide Version Q1 4.0

2 This manual contains reference information about software products from Activant Solutions Inc. The software described in this manual and the manual itself are furnished under the terms and conditions of a license agreement. The software consists of software options that are separately licensed. It is against the law to copy the software on any medium, or to enable any software options, except as specifically permitted under the license agreement. In addition, no part of this manual may be copied or transmitted in any form or by any means without the prior written permission of Activant Solutions Inc. From time to time, Activant makes changes to its software products. Therefore, information in this manual is subject to change, and the illustrations and screens that appear in the manual may differ somewhat from the version of the software provided to you. Created by: Yardley Technical Communication 2006, Activant Solutions Inc. All rights reserved. Activant and the Activant logo are registered trademarks and Activant Prophet 21 is a trademark of Activant Solutions Inc. All other company or product names are the trademarks or registered trademarks of their respective companies. Activant Solutions Inc Southfront Road Livermore, CA Version Q1 Publication Date:

3 Table of Contents Preface Overview to the User's Guide...1 Chapter 1 - Introduction Course Overview Chapter Overview What Is D2K ? D2K Features and Benefits System Requirements, Guidelines, and Restrictions The D2K Process How to Enable D2K for New Users (SYS.USERS) Summary Chapter 2 - Using D2K Chapter Overview Types of s Set Up Customer and Vendor Addresses Use SP.ASSIGN to Change the Printer Form Queue a D2K Report a D2K Form Summary Chapter 3 - D2K Utilities Chapter Overview The D2K Menu The VIEW. .LOG Function The PURGE. .LOGS Function The .CONTROL Function The .CONSTANTS Function Summary D2K User's Guide Table of Contents 1

4 Overview to the User s Guide Preface Introduction Your D2K system provides you with software designed to maximize your efficiency and solve everyday business issues. Purpose The purpose of this User's Guide is to introduce you to the D2K functions used to D2K reports and forms from within your D2K system. This User's Guide is both a training and reference manual. Audience This User's Guide is intended primarily for System Administrators and operators responsible for using this application. Learning Advice The illustrations shown throughout this guide are of standard D2K screens and menus. Since your account may have been customized, feel free to take notes on the last page of this guide to discuss with your System Administrator or D2K Customer Care Consultant. D2K User's Guide Preface 1

5 Preface 2 D2K User's Guide

6 Chapter 1 Introduction Course Overview Introduction The D2K feature uses industry standard communication protocols to send reports and forms generated in D2K to recipients both inside and outside of the D2K system. The documents are converted to the Adobe PDF file format and sent as attachments to transmissions. Purpose The purpose of this user guide is to document the concepts and procedures of the D2K feature. Objectives Upon completing this course, you will be able to define and describe the D2K feature use D2K to transmit reports and forms via identify the utility functions Contents The following table describes each chapter presented in this course. Chapter: Provides an understanding of: 1 - Introduction D2K , its features and benefits, and its requirements, guidelines and restrictions. 2 - Using D2K how to use D2K D2K Utilities the utility functions of the D2K E- mail feature. D2K User's Guide Introduction 1.1

7 Chapter Overview Introduction The D2K feature allows you the ability to reports and forms from within the D2K print functions. As you will see, sending an is simple and the utility functions are easy to use. Before we learn about these subjects, let's look at what D2K is all about. Objectives Upon completing this chapter, you will be able to define D2K specify the features and benefits of D2K identify the requirements, guidelines, and restrictions of D2K describe the D2K process enable a new user to use the D2K feature Learning Advice This User Guide is for learning about D2K and for use as a reference. Retain this guide to use as a training tool for new system users. It can also be used as a troubleshooting tool to use before contacting your D2K Customer Care Consultant. Introduction 1.2 D2K User's Guide

8 What Is D2K ? Background Prior to adding D2K to your system, there was limited capability for sending messages among D2K system users via the Office Automation module. Now you are able to reports and forms to recipients both inside and outside of the D2K system. Definition D2K is an additional feature of the D2K system, which allows you to e- mail a report or form from within the report/form print function. Example: ing a report John Smith, an Order Entry operator for Rite-Away Distribution receives a phone call from a remote sales representative requesting a current Open Sales Order report. John goes into the OPEN.SO function and after entering selection criteria is prompted for a Form Queue. He specifies the form queue of , and is then presented with the SEND. .REPORT screen. After entering the sales rep's address and Subject and Message information as desired, the Open Sales Order report is ed to the sales rep. D2K User's Guide Introduction 1.3

9 D2K Features and Benefits Introduction D2K provides you with many time saving benefits as you use the D2K system. Features and Benefits The following table describes the features and benefits of D2K . Feature Ability to send s while in the D2K system Utilizes current file information stored in D2K Ability to add Subject and Message text Printed output is converted to PDF format and attached to transmission Benefit Provides a time-saving ability to send s from within a D2K report or form print function. Saves time by using sender's, customer's, and vendor's addresses already stored in D2K. Eliminates the need to look up these fields manually. Allows for easy identification of e- mail transmissions. Easy-to-read Adobe PDF format. Introduction 1.4 D2K User's Guide

10 System Requirements, Guidelines, and Restrictions Introduction As with most additional features, there is consideration of system needs and configuration. Requirements The following are system requirements to consider when using D2K (Linux) platform Local area network with SMTP ( ) server JAVA run-time environment (included in D2K O/S) D2K form print programs require form overlays and must be customized to enable the feature Restrictions Initial release is limited to the ing of reports (MT420 and MT430) and Laser forms. D2K User's Guide Introduction 1.5

11 The D2K Process Background Your Implementation Specialist or Account Manager will perform the steps necessary to enable your D2K system to use . Once this is done, you are ready to use the feature to reports and forms. Stages and Descriptions The following table describes the process of ing a report or form. Stage Description 1 User logs onto the system and accesses various functions, as he or she would do normally. 2 User encounters the need to a report or form. 3 User accesses the report or form function and enters selection criteria. 4 User is prompted for Form Queue and enters . 5 User is brought to SEND. .REPORT or SEND. .FORM screen. 6 User enters TO address (s), subject, and message. 7 System transmits the to designated addresses. 8 User verifies successful transmissions using the VIEW. .LOG function. Introduction 1.6 D2K User's Guide

12 Figure 1-1. The SYS.USERS - Synonym User ID Information Screen (D2K GS format) D2K User's Guide Introduction 1.7

13 How to Enable D2K for New Users (SYS.USERS) Introduction Once you are using D2K , it may be necessary to enable a new user to use the feature. Recommendation: This procedure assumes that you know how to use SYS.USERS. Access to this function should be secured for System Administrators only. SYS.USERS Screen Access the Synonym User ID Information screen to set up options. Illustration Figure 1-1 is an illustration of the SYS.USERS Synonym User ID Information screen in D2K GS format. Continued on next page Introduction 1.8 D2K User's Guide

14 How to Enable D2K for New Users (SYS.USERS), continued Setting up a user for The following table describes how to enable a User ID to use D2K . It assumes you have accessed the SYS.USERS function and have entered a valid User ID. Step Action 1 Access the Synonym User ID Information screen in SYS.USERS. 2 Set the "Allow ?" field to Yes ( for D2K GS). 3 Enter the user's address. This address is used as a default on the SEND. .REPORT and SEND. .FORM screens. 4 Set the "Queue Prompt?" field to Yes ( for D2K GS) IF the user sends s frequently and would like to be prompted for form queue each time a report or form print function is run. Note: You will probably want to set the "Queue Prompt?" field to "N" for users who do not frequently or who do not normally change form queues. To change a form queue when the field is set to "N", the SP.ASSIGN = 'formqueue' command must be entered at a menu command (character mode only) or at the TCL prompt prior to accessing the report/form print function. 5 File your changes. D2K User's Guide Introduction 1.9

15 Summary Description This concludes the "Introduction" chapter. Please refer to the objectives listed in the Chapter Overview. At this point you should have enough information to be able to complete the objectives. Learning Advice If you are not comfortable with the tasks described by the objectives, please review this chapter with your System Administrator or D2K Customer Care Consultant. Introduction 1.10 D2K User's Guide

16 Chapter 2 Using D2K Chapter Overview Introduction Now that D2K has been installed on your D2K system, you can use the software to D2K reports and forms to recipients both inside and outside of your D2K system. Purpose The purpose of this chapter is to familiarize you with the procedures for sending a D2K transmission. Objectives Upon completing this chapter, you will be able to identify the types of s allowed set up customer and vendor addresses use SP.ASSIGN to change the printer Form Queue to send a D2K report send a D2K form D2K User's Guide Using D2K 2.1

17 Types of s Introduction D2K allows you to both D2K reports and laser forms. Types and Descriptions The following table describes both types. Type Report Laser Form Description Any MT420 or MT430 D2K report. After entry of record selection and sorting criteria and after the Form Queue has been designated, the SEND. .REPORT screen displays. Any Laser Form for which a form overlay is present on the system. After entry of record selection criteria and after the Form Queue has been designated, the SEND. .FORM screen displays. Note Laser Form print programs must be customized by D2K to enable the feature. Using D2K 2.2 D2K User's Guide

18 Figure 2-1. The MNT.CUSTOMER - General Information Screen (D2K GS format) Figure 2-2. The VENDORS - General Information Screen (D2K GS format) D2K User's Guide Using D2K 2.3

19 Set Up Customer and Vendor Addresses Introduction addresses can be set up in your Customer and Vendor Master files. Illustration Figure 2-1 is an illustration of the MNT.CUSTOMER - General Information Screen showing the field. Multiple addresses may be entered. Figure 2-2 is an illustration of the VENDORS - General Information Screen showing the field. Multiple addresses may be entered. How used by processing When ing a D2K report, the option is available to automatically display a customer's or vendor's addresses. Note: Refer to the descriptions of the Destination Type and Destination ID fields in topic " a D2K Report". Using D2K 2.4 D2K User's Guide

20 Use SP.ASSIGN to Change the Printer Form Queue Introduction Prior to ing a D2K report or form, the SP.ASSIGN function must be run to change the destination Form Queue to " ". There are a number of ways to accomplish this. Changing the Form Queue The SP.ASSIGN function works in different ways depending on the setup of the "Queue Prompt?" on the Synonym ID Information screen in SYS.USERS. Note: The "Queue Prompt?" field will most likely be set to "Y" for users who frequently use the feature. If the "Queue Prompt?" is set to "Y" in SYS.USERS In character mode, the Form Queue prompt "Enter Form Queue, (D)isplay, or press <Enter> for default" displays each time the SP.ASSIGN function is initiated. In D2K GS mode, the Form Queue dialog box displays as shown below each time the SP.ASSIGN function is initiated: If the "Queue Prompt?" is set to "N" in SYS.USERS the SP.ASSIGN function will not display the Form Queue prompt or dialog box. To send an the user must change the Form Queue to " " by entering the " SP.ASSIGN = " command from a menu command line (character mode only) or at the TCL prompt. Note: If SP.ASSIGN is not run prior to accessing a report or form print function, the Form Queue prompt/dialog box will display automatically within the print function after all selection and sorting criteria have been entered. Continued on next page D2K User's Guide Using D2K 2.5

21 Use SP.ASSIGN to Change the Printer Form Queue, continued Form Queue Prompt in Character Mode In character mode, the Form Queue Prompt reads "Enter Form Queue, (D)isplay, or press <Enter> for default". When the Form Queue prompt displays, the user has the following options for processing: Option Enter the Form Queue name of " ". Enter "D" to display a list of available Form Queues Result The Form Queue will be changed to and you will be taken to the SEND. .REPORT or SEND. .FORM screen to enter your send to address information. The prompt "Enter Line Nbr, Form Queue Name, or press <Enter> for Default" displays. You may enter: the line number identifying the Form Queue, or the Form Queue name of " " Result: You will be taken to the SEND. .REPORT or SEND. .FORM screen to enter your send to address information. Continued on next page Using D2K 2.6 D2K User's Guide

22 Use SP.ASSIGN to Change the Printer Form Queue, continued Form Queue Prompt in D2K GS Mode In D2K GS mode, the Form Queue Prompt appears in a dialog box as shown below. When the Form Queue prompt displays, the user must select the Form Queue for processing. Result: You will be taken to the SEND. .REPORT or SEND. .FORM screen to enter your send to address information. Important Note Once a report or form has been transmitted, the Form Queue will return to STANDARD. D2K User's Guide Using D2K 2.7

23 Figure 2-3. The SEND. .REPORT Screen (D2K GS format) Using D2K 2.8 D2K User's Guide

24 a D2K Report Introduction If you are ing a D2K report, your send to address information must be entered on the SEND. .REPORT screen. This screen will automatically display after all record sorting and selection criteria have been entered and the Form Queue has been changed to . Illustration: Fields and Descriptions Figure 2-3 is an illustration of the SEND. .REPORT screen. The following table describes each field on the screen. Field From Destination Type Destination ID TO Address Description The sender's address as stored in SYS.USERS. CUSTOMER or VENDOR--entered only if you want to send your to the address(es) stored in a customer or vendor record. If a Destination Type was entered at the previous field, the ID of the customer or vendor record to which you want to send this . addresses on file for your entered customer or vendor will display in the TO Address field. The address(es) to which this should be sent. Subject Message Note: If you specified a Destination Type and ID, addresses stored in the customer or vendor record will display. These can be overridden/deleted. The subject of the . The message to be included with the . Continued on next page D2K User's Guide Using D2K 2.9

25 a D2K Report, continued Procedure The following table describes the steps required to fill out the SEND. .REPORT screen. Step Action 1 The From address defaults from SYS.USERS. You are prompted to enter Destination Type. 2 Do you want to display default addresses from the customer or vendor file? If yes, select a Destination Type of CUSTOMER or VENDOR. Proceed to Step 3. If no, bypass this field and bypass the Destination ID field. Proceed to Step 4. 3 Enter the Customer or Vendor ID for which you want to display default addresses. 4 Are default addresses displaying at the TO Address field? If yes, verify/modify/add to the displayed addresses, as required. If no, enter your send to addresses. 5 Enter the subject of your . 6 Enter a message to be included with your report. 7 Click OK or enter END to send the . Using D2K D2K User's Guide

26 Figure 2-4. The SEND. .FORM Screen (D2K GS format) D2K User's Guide Using D2K 2.11

27 a D2K Form Introduction If you are ing a D2K form, your send to address information must be entered on the SEND. .FORM screen. This screen will automatically display after all record selection criteria have been entered and the Form Queue has been changed to . Illustration: Fields and Descriptions Figure 2-4 is an illustration of the SEND. .FORM screen. The following table describes each field on the screen. Field From Doc ID TO Address Subject Message Description The sender's address as stored in SYS.USERS. The Document IDs selected in the form print function. The address(es) on file for the customers/vendors associated with the Document IDs. The subject of the . The message to be included with the . Procedure The following table describes the steps required to fill out the SEND. .FORM screen. Step Action 1 The From address defaults from SYS.USERS. The Document IDs that were selected in the form print function are listed along with the addresses on file for the customers/vendors associated with the Document IDs. Note: If more than one address is on file for a customer/vendor associated with a Document ID, the Document ID will be repeated for each address. 2 Do you want to delete a Document ID? If yes, access the Document ID field and delete the ID that you do not want to include in your transmission. If no, proceed directly to Step 3. Note: Document IDs cannot be added on this screen. They must be selected in the form print function. Continued on next page Using D2K D2K User's Guide

28 a D2K Form, continued Procedure (continued) Step Action 3 Do you want to modify/enter an address? If yes, access the TO Address field and modify/enter the address as required. If no, proceed directly to Step 4. 4 Do you want to enter an Subject? If yes, access the Subject field and enter your desired text. If no, proceed directly to Step 5. 5 Do you want to enter an Message? If yes, access the Message field and enter your desired text. If no, proceed directly to Step 6. 6 Click OK or enter END to send the . D2K User's Guide Using D2K 2.13

29 Summary Description This concludes the "Using D2K " chapter. Refer to the objectives listed at the beginning of this chapter. At this point you should have enough information to be able to complete the objectives. Learning Advice If you are not comfortable with the tasks described by the objectives, please review this chapter with your System Administrator or D2K Customer Care Consultant. Using D2K D2K User's Guide

30 Chapter 3 D2K Utilities Chapter Overview Introduction You've just learned how to D2K reports and forms. Now let's look at the utility functions available to control and maintain the D2K feature. Purpose The purpose of this chapter is to introduce you to the D2K menu and to examine the utility functions of D2K . Objectives Upon completing this chapter you will be able to describe the purpose of the VIEW. .LOG function describe the purpose of the PURGE. .LOGS function describe the purpose of the .CONTROL function identify the fields and options of the .CONSTANTS function D2K User's Guide D2K Utilities 3.1

31 Figure 3-1. The D2K Menu (in character mode format) D2K DISTRIBUTION SERVICES Wds :05:18 29 DEC XXXX MENU NO...ITEM.NAME... TYPE...DESCRIPTION... 1 VIEW. .LOG F Display Transmission Log 2 PURGE. .LOGS F Purge Logs File 3 .CONTROL F Start/Shut Down 4 .CONSTANTS F Maintain Control Parameters Enter Your Selection... Previous Menu= DISTRIBUTION-2000 Current Menu = SYS D2K Utilities 3.2 D2K User's Guide

32 The D2K Menu Introduction The D2K Menu is where you will find the functions and utilities associated with the D2K feature. Menu Access Type SYS. at any menu prompt in order to access the D2K Menu. Illustration: Functions and Descriptions Figure 3-1 is an illustration of the D2K Menu. The following table describes each function on the menu. Function VIEW. .LOG PURGE. .LOGS .CONTROL .CONSTANTS Description Allows the user to display a listing of successful transmissions for a specified date. Allows the user to purge transmission logs from the .LOGS.FILE. Allows the user to Start Up, Shut Down, or Refresh the processor. The processor needs to be restarted after a system reboot. Allows the maintenance of system defaults and parameters that control the feature. D2K User's Guide D2K Utilities 3.3

33 Figure 3-2. The VIEW. .LOG Screen (D2K GS format) D2K Utilities 3.4 D2K User's Guide

34 The VIEW. .LOG Function Introduction The VIEW. .LOG function allows you to display a listing of successful transmissions for a specified date. Illustration: Fields and Descriptons Figure 3-2 is an illustration of the VIEW. .LOG screen. The following table describes each field on the screen. Field Log Date Description The date for which transmissions should be displayed. Time From To Subject Note: transmission data is stored in the .LOGS.FILE. The time of the transmission. The originating address. The destination address. The subject of the transmitted , if present, followed by the message "sent successfully". D2K User's Guide D2K Utilities 3.5

35 Figure 3-3. The PURGE. .LOGS Screen (D2K GS format) D2K Utilities 3.6 D2K User's Guide

36 The PURGE. .LOGS Function Introduction The PURGE. .LOGS function allows you to purge the records stored in the .LOGS.FILE. Prior to purging, these records may be displayed using the VIEW. .LOG function. Illustration: Fields and Descriptions Figure 3-3 is an illustration of the PURGE. .LOGS screen. The following table describes each field on the screen. Field Beg Date End Date Description The starting date in the range of transmission dates for which records in the .LOGS.FILE should be purged. The ending date in the range of transmission dates for which records in the .LOGS.FILE should be purged. D2K User's Guide D2K Utilities 3.7

37 Figure 3-4. The .CONTROL Screen (D2K GS format) XXX.XXX.XXX.XXX D2K Utilities 3.8 D2K User's Guide

38 The .CONTROL Function Introduction The .CONTROL function allows you to start, stop, or refresh the E- mail processor. Illustration: Fields and Descriptions Figure 3-4 is an illustration of the .CONTROL screen. The following table describes each field on the screen. Field Processor Status SMTP Address Description Indicates the on/off status of the processor. If the processor is on, you will see the word "Running". If the processor is off, you will see the words "Not Running". Note: The processor will need to be restarted after a system reboot. The IP Address of the SMTP Server. D2K User's Guide D2K Utilities 3.9

39 Figure 3-5. The .CONSTANTS Screen (D2K GS format) D2K Utilities 3.10 D2K User's Guide

40 The .CONSTANTS Function Introduction When installing the feature, your D2K Customer Care Consultant will set up .CONSTANTS, with input from your System Administrator. These constants contain defaults and parameters that control the process. Special Note The options on the .CONSTANTS screen are installer-controlled. Changes must be made by an D2K Customer Care Consultant. Illustration: Fields and Descriptions Figure 3-5 is an illustration of the .CONSTANTS screen. The following table describes each field on the screen. Field Form Type Background Name Print Orientation Form Path Description The available form types. Standard types are STATEMENT, PO, INVOICE, ORDER, and QUOTE. The names of the COLD data files used to produce the background for the data being printed on a form. The print orientation of the form. Valid entries are: P - Portrait L - Landscape The path to the Unix file in which form images are stored on the D2K system. D2K User's Guide D2K Utilities 3.11

41 Summary Description This concludes the "D2K Utilities" chapter. Refer to the objectives listed at the beginning of this chapter. At this point you should have enough information to be able to complete the objectives. Learning Advice If you are not comfortable with the tasks described by the objectives, please review this chapter with your System Administrator or D2K Customer Care Consultant. D2K Utilities 3.12 D2K User's Guide

42 Notes D2K User's Guide D2K Utilities 3.13

43 D2K Utilities 3.14 D2K User's Guide