BAAN IV OLE with BAAN IV

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1 BAAN IV User Guide U7022A US Research and Development

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3 Document information Document Number : U7022A US Group : User documentation Name : Edition : A Date : March Baan Development B.V. All rights reserved. The information in this document is subject to change without notice. No part of this document may be reproduced, stored or transmitted in any form or by any means, electronic or mechanical, for any purpose, without the express written permission of Baan Development B.V. Baan Development B.V. assumes no liability for any damages incurred, directly or indirectly, from any errors, omissions or discrepancies between the software and the information contained in this document.

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5 Table of contents 1 Introduction Definitions, acronyms, and abbreviations Overview OLE Installation Introduction Installing BAAN OLE Using Application worksheet controls Implementation guidelines Getting started All applications MPS forecasts Financial budgets Sales budgets Worksheets Introduction InputSpecs worksheet BaanOle module sheets BAAN button subroutine Build worksheet subroutine Input specification worksheet Error worksheet Technical information Baan.xls worksheet subroutines StartProcess EndProcess Print Report Errorsheetsub PrinterrorinExcel Printtotals Processallrecords CreateRecord ConnectBaan DisconnectBaan SendtoBaan ValidateRanges Checkinputspec BuildWorksheet Baan.xls Worksheet Functions Getarg Getlastarg CvtString Colnumtoletter 5.6 v

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7 About this document This document provides the following information about the product: Chapter 1 includes basic introductory information, a list of definitions, acronyms, and abbreviations used in this document, and an overview of. Chapter 2 provides an installation procedure. Chapter 3 explains how to use to upload Excel data into a BAAN application. Chapter 4 provides basic information about the content and purpose of worksheets. Chapter 5 provides technical information about worksheet subroutines and functions, vii

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9 1 Introduction OLE is a tool used to transfer data between BAAN applications and Excel worksheets. The OLE module in the BAAN Utilities package is used to control and report on OLE functions. OLE data can be imported into the following BAAN functions: Financial Budgets Sales Budgets MPS Forecasts Sample spreadsheets for these functions are provided as Excel worksheets. Data can be maintained and manipulated in these worksheets and then uploaded into a BAAN application. 1.1 Definitions, acronyms, and abbreviations Excel Microsoft s OLE compliant PC spreadsheet product Excel worksheet An individual page of an Excel workbook (spreadsheet) that contains data or programming logic. Worksheets are used in the transfer of OLE data to BAAN applications. Input specification sheet A worksheet in Excel that contains the specifications to build an application worksheet. This sheet contains the appropriate column, row, and range name settings. The input specification sheet provides mapping from Excel fields to BAAN application fields and can be customized to meet specific data requirements. OLE An object-oriented technology designed for creating, arranging, and accessing object-based components across process and machine boundaries. Upload Data transferred from one system to another by means of an automated process. VBA (Visual Basic for Applications) Microsoft s subset of the Visual Basic programming language that is used for Excel. 1.2 Overview The implementation and use of requires Microsoft Windows 95 or Windows NT. The BW driver is the connection for. In addition, you must have Microsoft Excel loaded. provides you with the ability to maintain budget and forecast data on your PC and use this data to update the appropriate BAAN application. The application areas include: Financial Budgets: you can upload budget data to add new data or replace existing information. Sales Budgets: you can upload sales budget data to add new data or replace existing information. MPS Forecasts: you can upload MPS forecast data to add or replace information for an existing MPS plan. You cannot create a new plan using the upload function. Download capabilities exist with information being returned from BAAN as codes, messages, and error reporting. However, you cannot download existing BAAN application records into Excel. 1-1

10 1 - Introduction Error reporting can be performed in the BAAN application using a report window. The error report can also be sent back to Excel where it is stored in a worksheet called ERROR, or it can be printed with a print session. A job scheduling function can be used to start the update process immediately or at a specific time. 1-2

11 2 OLE Installation 2.1 Introduction This chapter describes the procedure used to install. The prerequisites for installation are: The BW driver must be installed; see the BW Installation Guide for details Microsoft Excel must be installed 2.2 Installing BAAN OLE The following example uses the MPS Forecast workbook. The procedure can also be initiated from the Financial Budget workbook or the Sales Budget workbook. After you have referenced the Baan.xla file, you do not need to repeat the procedure. Install Excel xls and xla files Place the following files in the Excel directory: FINBUDG.xls: Financial Budgets workbook MPSOLE.xls: MPS Forecast workbook SLSBUDG.xls: Sales Budget workbook Baan.xla: BAAN subroutines that work with the application workbooks Baan.xls: Source code for Baan.xla Reference Baan.xla Launch Excel. Click Open on the File menu. Open the MPSOLE.xls workbook. Click the BaanOle worksheet tab. Refer to Figure

12 2 - OLE Installation Figure 2-1 Tools menu in BaanOle worksheet Click References on the Tools menu. 2-2

13 2 - OLE Installation When the dialog box shown in Figure 2-2 appears, scroll to find Baan.xla. Figure 2-2 Reference Dialog Box If you cannot find Baan.xla, click the Browse button to search your drive(s). 2-3

14 2 - OLE Installation When the dialog box shown in Figure 2-3 appears, choose the BAAN icon with the small red identifier. This is the Baan.xla file. Figure 2-3 Browse Dialog Box Click OK. 2-4

15 2 - OLE Installation When the dialog box shown in Figure 2-4 appears, notice that Baan.xla is checked. Figure 2-4 Reference Dialog Box Click OK. Click Save on the File menu. The installation is complete. 2-5

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17 3 Using This chapter explains how the application worksheets are used to upload data to BAAN applications. The MPS Forecast workbook is used as an example. The information is also relevant for the Financial Budget and Sales Budget workbooks. 3.1 Application worksheet controls Figure 3-1 shows an example of the MPS worksheet in the MPSOLE.xls file. Before learning how to use the worksheet, you need to understand how the buttons work. Figure 3-1 MPS Forecast Worksheet BAAN button Click this button to start the upload/download process to the BAAN application. Build Worksheet button Click this button to build the Excel worksheet using the Input Specification sheet. When completed, the worksheet displays all field names, and names ranges are built for columns and rows. Print Error Option buttons Click BAAN to print error information from the BAAN application. Click Excel to print error information on the Excel ERROR worksheet. 3-1

18 3 - Using 3.2 Implementation guidelines Use the following instructions to build an MPS worksheet and upload data into an MPS plan. Open the MPSOLE.xls workbook. Click the MPS worksheet tab. Refer to Figure 3-2. Figure 3-2 MPS Forecast Worksheet - Example 1 Click the Build Worksheet button. Refer to Figure

19 3 - Using Figure 3-3 MPS Forecast Worksheet - Example 2 Notice that the worksheet has been protected. However, the cells below the headings are available for entry. Columns and rows cannot be inserted. Data can be entered into the appropriate rows or columns, or copied and pasted from other workbooks. Refer to Figure

20 3 - Using Figure 3-4 shows a highlighted area on the worksheet. Before you press the BAAN button, you must highlight the worksheet area that contains the multiple occurring fields. An example of a multiple recurring field is MPS Period. See Chapter 4, Worksheets, for an explanation of multiple occurring fields. Figure 3-4 MPS Forecast Worksheet - Example 3 When you click the BAAN button, the highlighted area (shown in Figure 3-4) will be uploaded to the BAAN application along with the other information in columns A, B, C, D, and rows 9 through Getting started This section provides some additional information for using All applications Use the following steps to upload data into BAAN applications: Click Build Worksheets to make or modify the InputSpecs worksheet (see Chapter 4, Worksheets). Determine if the results on the spreadsheet are correct. If results are not as expected: Modify the InputSpecs worksheet (see Chapter 4, Worksheets) Rerun the Build Worksheets process Type or copy data into the worksheet. Select a print error option by clicking the Excel or BAAN option button. Click the BAAN button to start the upload process. 3-4

21 3 - Using MPS forecasts The following fields are included in the MPS Forecast worksheet: MPS Forecasts Worksheet Field Plan Code Plan Item Plan Level Plan Date Plan Forecast Used as part of the MPS item Used as part of the MPS item key Used as part of the MPS item key Used as part of the MPS item key This is the forecast amount; it is entered directly under the date information Note The InputSpecs worksheet is delivered with values in the Plan Date, Start Value and Increment columns. You need to change these values before uploading data to BAAN. See Chapter 4, Worksheets, for instructions on making modifications to the InputSpecs worksheet. Only existing MPS forecasts can be added to or replaced Financial budgets The following fields are included in the Finance Budgets worksheet: Finance Budget Worksheet Field Company Number Budget Number Year Account Number Dimension 1-5 Period 1-12 Quantity 1-2 Used as part of the budget key Used as part of the budget key Used as part of the budget key Account number Account dimension Budget amounts per period; twelve is not a limitation on the number of periods Quantity amount for budget Note Depending on a company s business the Budget Periods can be different than those supplied with the InputSpecs worksheet. Follow the instructions in Section 4.4, Input specification worksheet, for modifying the InputSpecs worksheet. The upload process will add new budget information or replace existing budget information. 3-5

22 3 - Using Sales budgets There are five worksheets in the Sales Budgets workbook: Sales Budget Worksheets Field Qty AltQty AmtProfit AmtDiscount AmtTurnover Quantities Alternate quantities Profit amounts Discount amounts Turnover amounts The following fields are included on the Sales Budget worksheets: Sales Budget Worksheets Field Sort Code Year Year Part Sales Rep Area Line of Business Item Group Quantities Alternate Quantities Turnover Amounts Discount Amounts Profit Amounts Used as part of the sales budget key Used as part of the sales budget key Used as part of the sales budget key An employee number Sales area Line of business Item group Quantities for budgets Alternative quantities for budgets Turnover amounts Discount amounts Profit amounts Note All the fixed parts of the record are entered in the Qty worksheet. All the variable parts of the record are entered on all the worksheets. 3-6

23 4 Worksheets 4.1 Introduction This chapter describes the Excel worksheets supplied with. They include: Excel Worksheets Worksheet InputSpecs ERROR BaanOle Application-specific Contains the input specifications to build an application worksheet with various data. Contains error information about the field value, column, row, and error message. It also includes printed statistics for the records read, processed, and rejected. A module sheet that contains the VBA code that runs the specific application and the Build Worksheet process. Contains all the fields and buttons necessary to run an OLE with BAAN IV application. 4-1

24 4 - Worksheets 4.2 InputSpecs worksheet The following table provides the cell name, cell description, and valid values for the InputSpecs worksheet: Input Specs Worksheet Cell Name Cell Valid Values Worksheet Name Name Ranges Column Row Rec Sequence Type Name of worksheet in a workbook. The actual worksheet must exist in the workbook. User defined. Name is used to map Excel information to BAAN information. Also used as identification for the field name on the ERROR worksheet. User defined. Column number of name range. Can be put anywhere on the worksheet; user defined. Row number where an additional field can be used as input. Use this with type OR. Position in the record that is sent to BAAN. This must not be changed because record positions are used by the BAAN DLLs. Because the first three record positions are used internally in BAAN, the first record sequence must be 4. There are three field types: static fields on a record, multiple occurring fields, and fields that are on other rows. If a static field, value is a space or the field can be left empty. If a multiple occurring field, value is OC. The value for fields on other rows is OR. Number of Occurs A multiple occurring field must have a number greater than 1 to indicate how many times this occurs, Start Value FillDate Increment A field on another row (OR) that is related to a multiple occurrence field (OC) will have a number of occurrences. Value used for a date value that is used with a number of occurrences. Used to identify if a day, week, or month. This is taken from Excel Fill/Series/Date. This formats all columns based on the number of occurrences with a date value. This is the value that is added to the start value. Cannot be empty Numeric only Numeric or empty Numeric only; cannot be 1, 2, or 3 Empty (or space): static field OC: multiple occurrences OR: On another row Numeric or empty Empty or valid date Empty or day/month/year Numeric or empty 4-2

25 4 - Worksheets 4.3 BaanOle module sheets BAAN button subroutine The main subroutine included in all BaanOle module sheets is called DownLoadtoBaan. This subroutine controls the processes of assembling the records, running the BAAN application, sending the data to the application, and printing error information. The following are used to pass various data to the various subroutines. See Chapter 5, Technical information, for a list of the Baan.xls worksheet subroutines. worksheetname is the name of the main worksheet if there is more than one dllname is the actual DLL name that must be used for the specific BAAN application dllfname (function name) is the actual function with the DLL in BAAN Figure 4-1 shows the BaanOle module sheet for the MPS Forecasts workbook and the DownLoadtoBaan subroutine. Figure 4-1 DownLoadtoBaan Subroutine 4-3

26 4 - Worksheets Build worksheet subroutine The subroutine included in all BaanOle module sheets is called BuildWks. This subroutine controls the building of all the names of the worksheet and also supplies formatted dates. The following are used to pass various data: Worksheet name is the name of the main worksheet if there is more than one Row number is the starting row number where the heading will be placed Figure 4-2 shows the BuildWks subroutine on the BaanOle module sheet. Figure 4-2 BuildWks Subroutine 4-4

27 4 - Worksheets 4.4 Input specification worksheet Review the InputSpec worksheet to determine if all necessary fields are represented. Figure 4-3 shows the InputSpecs worksheet from the MPSOLE.xls workbook. Figure 4-3 InputSpecs Worksheet Note If the values for Forecast and Plan Date in the Number of Occurs column are different, make any change necessary to ensure that these fields match. They must be exactly the same. If the values for Start Value, FillDate, Increment, and Edit Rule are inconsistent, change those as well. If anything is changed on the InputSpec worksheet, you must rebuild the MPS worksheet by clicking the Build Worksheet button on the MPS worksheet. 4-5

28 4 - Worksheets 4.5 Error worksheet The following table describes the information available on the ERROR worksheet. ERROR Worksheet Data Field name Field value Column Row Error Message Batch Number Excel Record Information Data Records Sent Records Processed Records Rejected Value from the Name Ranges from the InputSpecs worksheet Value from the cell Actual column letter for the field value Actual row number for the field value Error message from BAAN application System-generated; format is YYMMDDHHMMSS Number of records sent to BAAN. A record consists of all fixed portions of a row and one or more variable positions. Number of records that were accepted Number of records that were rejected Figure 4-4 is an example of the ERROR worksheet. Figure 4-4 ERROR worksheet 4-6

29 5 Technical information This chapter contains technical information about the Baan.xls worksheet subroutines and functions. 5.1 Baan.xls worksheet subroutines StartProcess This subroutine initializes record counters, establishes the batch number, validates the InputSpecs with the name ranges, establishes the connection to BAAN, and selects all the cells that are highlighted. The print in Excel or BAAN is also determined. Worksheet name is passed from the BaanOle module sheet. Subroutines called ValidateRanges, ConnectBaan Functions called EndProcess This subroutine starts the print report subroutine and displays a message indicating the batch number and number of records sent. Subroutines called PrintReport Functions called Print Report This subroutine determines if the report will print in BAAN or Excel based on the option buttons on the application worksheet. It will start the print DLL in BAAN and send a variable to print in BAAN or Excel. If the printing is done in Excel, then a repetitive routine is run in Excel to get all the error records from BAAN. PrinterrorinExcel is run after the record has been returned from BAAN with the error information. After all the error records have been retrieved, Printtotals is run. Subroutines called SendtoBaan, PrinterrorinExcel, Printtotals Functions called Getarg, Getlastarg 5-1

30 5 - Technical information Errorsheetsub This subroutine creates information on the ERROR worksheet. If the ERROR worksheet does not exist, it will be created. In addition, heading information is formatted. Subroutines called Functions called PrinterrorinExcel This subroutine displays error information. The error information is obtained from BAAN as the last argument. The getarg function is used to retrieve the field name, field value, field row, field column, and error message. Subroutines called Functions called Getarg Printtotals This subroutine displays BAAN records read, processed, and rejected. It also displays Excel records sent, processed, and rejected. The getarg function is used to retrieve the BAAN records read, processed, and rejected. The Excel records read, processed, and rejected are variables that are local to Excel. Subroutines called Functions called 5-2

31 5 - Technical information Processallrecords This subroutine is where the records are assembled according to the mapping from the InputSpecs worksheets with the Column, Rec Sequence, and Type. The cell value, column name (letter), and name range are combined with a vertical bar [ ] delimiter into one field. For example: DLLFNAME( 1996 C FINBUDYEAR ) An array is used to store the information which creates the record sent to BAAN. The two arrays used in this processing have been created in the ValidateRanges subroutine. The first array is used to build the fixed part and the variable part of the record. If there are entries in the second array, those will be processed as well. Once the array has been filled, the record is created and sent to BAAN. See section for additional information about arrays. Subroutines called CreateRecord, SendtoBaan Functions called Colnumtoletter CreateRecord This subroutine formats the record from the array. The format of the record is DLLFUNCTION( FLD1VALUE FLD1COLUMNNO FLD1NAME ). Subroutines called Functions called ConnectBaan This subroutine establishes the connection to BAAN. Baan4.Application is the name that must be used because it is used in the BW registry file. Subroutines called Functions called 5-3

32 5 - Technical information DisconnectBaan This subroutine disconnects the BAAN application. Subroutines called Functions called SendtoBaan This subroutine uploads records to BAAN. The dllname and the dllfunction which contains the parameters (see CreateRecord for the format) are sent to BAAN. Return error codes are checked. If the return error code is normal, the records read counter is incremented by 1. A return value is also check for true or false. True means the record was successfully processed. False means that an error was found in the record. Subroutines called Functions called ValidateRanges This subroutine validates the InputSpecs worksheet, validates the name ranges from the application worksheets, and builds the arrays necessary for Processallrecords. If there is a validation error, a message will tell the user what error occurred. Two arrays are created. One array is for the field types: empty and multiple occurrences (see section 4.2, InputSpecs worksheet). This array contains the name ranges and record sequence information from the InputSpecs worksheet. The index for this array is column name (letter). The second array is for additional rows (type OR) that are needed for the records. This array contains the worksheet name, name ranges, column, row, and record sequence from the InputSpecs worksheet. There is no specific index because it is incremented by 1. The array includes a variable that contains the number of entries which is based on the number of occurrences. Dllname, Dllfunction Subroutines called Checkinputspec Functions called 5-4

33 5 - Technical information Note Checkinputspec This subroutine validates the InputSpecs worksheet. See section 4.4, Input specification worksheet, for the parameters and valid values for InputSpecs. A message will appear if an error is detected. Errors must be corrected before they can be processed again. Subroutines called Functions called BuildWorksheet This subroutine will first validate all the fields on the InputSpecs worksheet by running Checkinputspec. If all the fields are valid, it will place the names from Name Range into the appropriate worksheets and create the Name Ranges for each column/row. It will format the multiple occurring fields by appending a number incremented by 1 at the end. If dates must be used, the start value, fill date, increment, and format date are used. This is done by using the fill series with the date option in Excel. Worksheet name Subroutines called Functions called Colnumtoletter 5-5

34 5 - Technical information 5.2 Baan.xls Worksheet Functions Getarg This subroutine will get specific data from within a field delimited by a vertical bar [ ]. This is used to get information returned by BAAN when the ERROR worksheet is being created. This information is stored at the end of an array. Field name is the variable which contains all the fields. Field number is the sequential position in the variable which need to be extracted. The contents of the field is returned by the function. Field name, Field number Getlastarg This subroutine will get the last field of a variable. This is specifically used for the returned information from BAAN for error reporting in Excel. The contents of the field is returned by the function. Field name CvtString This subroutine will place quotes around a string field. String field Colnumtoletter This subroutine will convert a column number into a column letter. A numeric field 5-6