ACTIVANT D2K. System Conventions User's Guide - GS. Server Release 4.0 and GS Release 2.1 Version P

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1 ACTIVANT D2K System Conventions User's Guide - GS Server Release 4.0 and GS Release 2.1 Version P

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 Copyright: 2005 Activant Solutions Inc. All rights reserved. Activant Solutions Inc., the Activant logo, Activant Eagle, and Activant Eagle for Windows are trademarks of Activant Solutions Inc. All other trademarks are property of their respective owners. Activant Solutions Inc Southfront Road Livermore, CA Publication Date:

3 Overview Introduction The Activant D2K Graphical Solutions (D2K GS) is a graphical interface to the D2Kproduct. The purpose of this document is to familiarize the user with D2K GS system conventions--the procedures and tools used to enter data and navigate through the system. Definitions Listed below are definitions of some of the terminology found in this document: Term menu function form icon toolbar Definition displays a list of commands, sub-menu names, or function names. Menus are located on the menu bar at the top of a D2K GS window. The Main Menu also displays selection options in graphical format. a D2K program. This may be a file maintenance program, a process, a report, or an inquiry. any screen display, such as a menu or a page within a function, is referred to as a form. a graphical image that when selected allows the user to activate a process or navigate to a specific location. appears at the top of a function form and displays icons representing different tasks. Learning advice Form and menu navigation is designed to emulate Windows functionality. We strongly recommend that all users be familiar with Windows conventions before accessing D2K GS. Objectives This handout will provide you with: instructions for logging onto the system an understanding of menu navigation a description of the function toolbar icons a description of the function menu bar options an understanding of function form navigation, including drill down options and workbench links shortcut entries for dates instructions for displaying help an understanding of workbenches an understanding of cross-referencing Continued on next page D2K GS System Conventions (0903) 1

4 Overview, continued Contents The following table describes each topic presented in this handout. Topic Provides an understanding of Page Logging Into the System the processing options available on the 3 Login Form Main Menu and Menu the navigation and processing options 5 Navigation available on the D2K GS menus. Function Menu Bar miscellaneous menu bar selections and 9 Options commands controlling data accessibility and data entry shortcuts from within a function. Function Toolbar Icons the icons located on the toolbar within a 13 Function Form Navigation function. the navigation and processing options available on the D2K GS function forms, including drill down options and workbench links. Date Entry Options the formats available to input dates. 17 Help and D2K GS help and documentation. 18 Documentation Options Workbenches the system feature that allows you to access other functions without exiting the function you are currently using. 20 Cross-Referencing the system feature that allows you to access records without knowledge of the record ID using alternate data entries D2K GS System Conventions (0903)

5 Logging Into the System D2K GS Login Form The first form that will display when you initialize D2K GS is the Login Form shown below. Login Form options The following options are available on the Login form. Option Connect Exit Setup Description Enter your User ID and Password and then select Connect. A message will display indicating that D2K Graphical Solutions is being loaded. When the load has completed, the Main Menu will be displayed. To exit the D2K GS session. If not already set up for you, select a Network Type of TCP/IP and the IP address of the system to which you are connecting. D2K GS System Conventions (0903) 3

6 4 D2K GS System Conventions (0903)

7 Main Menu and Menu Navigation D2K GS Main Menu The D2K GS standard Main Menu is shown below. The user may make a selection from the menu bar or may click on a menu icon (picture) to go directly to that menu. Menu Bar Continued on next page D2K GS System Conventions (0903) 5

8 Main Menu and Menu Navigation, continued Learning advice As an alternative to using the mouse, you can use the keyboard to select any menu command on the menu bar. Press ALT to select the menu bar. Press the letter that is underlined in the menu name that contains the command you want. In the menu that appears, press the letter underlined in the command name that you want. Main Menu Bar options The following selections are available from the menu bar on the Main Menu. Option Description File Daily Message Update Menus Logoff Selections Display the thought for the day (setup by the system administrator). Update changes made to customized menus. To logoff from the Main Menu. Display a listing of the menus available for processing. To access a function or sub-menu, select the desired menu and proceed through the submenus until the function/sub-menu command is located. Note: Options in GS.CONSTANTS control the display of the commands on your menus. You may see command names only, command descriptions only, or both. Continued on next page 6 D2K GS System Conventions (0903)

9 Main Menu and Menu Navigation, continued Main Menu Option Description Bar options, continued Special Note: Special options are set up by your System Administrator Favorites Direct access to frequently used functions set up as favorites for a user. Example: A Favorites listing displaying Order Entry and Order Print can be built for a user who frequently uses these functions. TCL Shell Access TCL (Terminal Control Language) in order to utilize English commands from the D2K GS form. Note: This is only accessible if the user is allowed TCL level through Menu Security. Note: Type.EX to return to your D2K GS form. Go To Access functions and menus directly without selecting from a menu or using the "Favorites" option. You must enter the system function or menu name, not the function or menu description. For example, the function "Order Entry" would be entered as ORDER.ENTRY, and the menu selection "Sales" would be entered as SF. Note: This feature provides backward compatibility for users familiar with the D2K character-based product and the D2K system function names. Note: This feature is accessible only if nonmenu entries are allowed through Menu Security. Continued on next page D2K GS System Conventions (0903) 7

10 Main Menu and Menu Navigation, continued Menu Bar options The following options are available from all menus accessible from the Main Menu. Special Option Description TCL Shell Access TCL (Terminal Control Language) in order to utilize English commands from the D2K GS form. Note: This is only accessible if the user is allowed TCL level through Menu Security. Note: Type.EX to return to your D2K GS form. Go To Access functions and menus directly without selecting from a menu or using the "Favorite" option. You must enter the system function or menu name, not the function or menu description. For example, the function "Order Entry" would be entered as ORDER.ENTRY, and the menu selection "Sales" would be entered as SF. Note: This feature provides backward compatibility for users familiar with the D2K character-based product and the D2K system function names. Exit Logoff Note: This feature is accessible only if non-menu entries are allowed through Menu Security Return to previous menu. Logoff the D2K GS session. 8 D2K GS System Conventions (0903)

11 Function Menu Bar Options Definition The menu bar that displays at the top of the form while running a D2K GS function provides access to miscellaneous system options and commands. Options Shown below is the D2K GS menu bar, followed by descriptions of the options on the menu bar. File Option Description Shortcut Cancel OK Delete Cancel the current transaction and return to the previous form or menu. (This option is also available as a form command button; refer to Function Form Navigation.) File a transaction or proceed to the next form. (This option is also available as a form command button; refer to Function Form Navigation.) Delete an obsolete record, such as a customer or item record. After calling up the record, select File, Delete. You will be asked to confirm the deletion. Edit Copy Paste Copy to the clipboard Paste from the clipboard Continued on next page D2K GS System Conventions (0903) 9

12 Function Menu Bar Options, continued Options, Option Description Shortcut continued Utilities Send Fax List All Records Access the SEND.FAX function. Invoke a random list of all data records for the current prompt. (may not be available for all prompts). Maint Function Last Customer Last Item Last Vendor Last Purchase Order Last Sales Order Note: The format of this list is dependent on your crossreferencing setup. Crossreferencing record selection options are available on this listing. Refer to the Cross-Referencing topic for more information. Access the maintenance function associated with a validated data field. Re-enter the last customer number entered from your session at the Customer Number prompt. Re-enter the last item number entered from your session at the Item Number prompt. Re-enter the last vendor number entered from your session at the Vendor Number prompt. Re-enter the last purchase order number entered from your session at the Purchase Order Number prompt. Re-enter the last sales order number entered from your session at the Sales Order Number prompt. \MNT \CM \IN \VEN \PO \SO Continued on next page 10 D2K GS System Conventions (0903)

13 Function Menu Bar Options, continued Options, Option Description Shortcut continued Utilities Check Mail Next Number Show Function Toggle Msg Nbrs Calculator Workbench Access the Check Mail function. Display next available file ID (e.g., customer number, invoice number, etc.) when an automatic next-number assignment is operative at the file ID. Access the inquiry function associated with a validated data field. Enable/disable display of form message numbers. Invoke the system calculator. Invoke Workbenching to access other functions without exiting the function you are currently using. (The contents of a workbench listing depend on options selected at setup. Refer also to the Workbenches topic for additional information.) \CHECK.MAIL \NEXT.NBR \SHOW \M \C or \W Continued on next page D2K GS System Conventions (0903) 11

14 Function Menu Bar Options, continued Options, Option Description Shortcut continued View Who AM I Current Function Time/Date Last Message Last Response Help Display current User ID, port number, and home facility. Display name of currently accessed function and program. Display current time and date. Display last message printed on form. Redisplay rejected input data. Invoke Help (prompt or function help) Refer to the Help and Documentation Options topic. \WHO \FN \T \LM \LR 12 D2K GS System Conventions (0903)

15 Function Toolbar Icons Definition The toolbar that appears at the top of a form while running a D2K GS function displays icons representing different tasks. An icon is a type of graphical shorthand that allows the user to activate a particular process or navigate to a specific location. Icons and descriptions Shown below is the standard D2K GS toolbar, followed by descriptions of the icons on the toolbar. Icon Description Delete an obsolete record ID, such as a customer or item record. After calling up the record, click on the icon. You will be asked to confirm the deletion. Invoke Workbenching to access other functions without exiting the function you are currently using. (The contents of a workbench listing depend on options selected at setup. Refer also to the Workbenches topic for additional information.) Insert a line into a scrolled field. Click on the icon, then on the line before which you want to make an insertion. Copy highlighted selection to the clipboard (only one selection can be processed at a time). Paste selection from the clipboard. Continued on next page D2K GS System Conventions (0903) 13

16 Function Toolbar Icons, continued Icons and Icon Description descriptions, continued Invoke a random list of all data records for the current prompt (may not be available for all prompts). Note: The format of this list is dependent on your cross-referencing setup. Crossreferencing record selection options are available on this listing. Refer to the Cross- Referencing topic for more information. Open another D2K GS session. Invoke Help (prompt or function help). Clear fields on form. This selection can be used when you have entered data on a form and for some reason you would like to clear the form and return to the first field. In sales detail line processing, this selection will clear detail line data and reprompt at the first detail line field. Invoke Internet Explorer. Note: An option in GS.CONSTANTS allows you to specify the web site address that will be invoked when this icon is selected. Send a fax. 14 D2K GS System Conventions (0903)

17 Function Form Navigation Definition Form navigation refers to the use of the keyboard, the mouse, toolbar icons, and button commands to move around the D2K GS forms. The following form navigation features are described below: general form navigation conventions drill down capabilities workbench links General Form Navigation Conventions The table below describes the general form navigation conventions established for D2K GS. To move the Cursor proceed to the next input field or form command button move backwards to the previous field or form command button proceed to the next required input field or to the form command buttons if there are no more required fields (optional fields are bypassed) Note: Required fields are distinguished by a nonstandard font color. file a transaction or proceed to the next form Perform this Action use the Tab and Enter keys or select a location with your mouse. Note: The field displaying the cursor will be highlighted. press the [Tab] key. while holding down the [Shift] key, press the [Tab] key. press the [Enter] or [Return] key. Note: If the cursor is on a form command button, [Enter] will submit the highlighted command. select the OK form command button. Note: This button checks if all required fields are fulfilled and then submits the data. Continued on next page D2K GS System Conventions (0903) 15

18 Function Form Navigation, continued Conventions, continued To cancel the current transaction and return to the previous form or menu clear the data fields and prompt again at the first field delete data in a field change data in a field delete a record in a file maintenance function change the option in a Y/N Toggle Box terminate a D2K GS session Perform this Action select the Cancel form command button. select the Clear icon located on the tool bar. highlight the field and press [Delete]. highlight the field and change the data. access the record. Then you may: select the Delete icon located on the tool bar, or select File, Delete use the space bar. select the Logoff option from the menu bar or Logoff from the Main Menu. Note: If you try to "X" out of an active session using the Windows Close icon, D2K GS will display a warning message. Drill Down Capabilities Drill down provides the capability to access more detailed data from within a function. Currently, the drill down feature is available in CUST.ITEMS.INQ by clicking the Item Number to access item pricing information and in AR.CUST.INQ by double clicking the Invoice Number to access the invoice detail prompt. Workbench Links Direct links from one function to other functions can be set up as part of a function's workbench. These links appear at the bottom of a function's form. In addition, a special function called SUBSTITUTES can be added to a workbench record as a direct link to an item substitution listing. Your System Administrator sets up workbenches. 16 D2K GS System Conventions (0903)

19 Date Entry Options Date Options The table below displays alternative ways to enter dates at any prompt for a date on D2K GS. Today s date For T Enter "n" days after today s date where "n" = number of days you select "n" days prior today s date where "n" = number of days you select MM = month, DD = days, YY = year T+n or Tn T-n MMDDYY Month, Day, and year may be separated by any symbol or by a space D2K GS System Conventions (0903) 17

20 Help and Documentation Options Help Options The following options are available by selecting Help from the menu bar within a function. Option Prompt Help Function Documentation Description Display help for the field at which the cursor is located. Note: To display help for a different field on the current form, select Contents after selecting Prompt Help. A list of field names will display from which you may select the field for which you want to display help. Display information relating to the function you are processing. System documentation Function, module, and system level documentation may be viewed or printed by using the SHOW.DOC function. To access this function in D2K GS, select Special, Go To on the toolbar, and type SHOW.DOC. Continued on next page 18 D2K GS System Conventions (0903)

21 Help and Documentation Options, continued Other issues D2K GS shares on-line documentation and help with the character-based D2K product. Some of this standard text does not apply to the D2K GS product. Variances include: 1. Standard help refers to forms as screens. 2. Standard help instructs you to press [CR] after entering data into a field on a screen. While [CR] or [Enter] is valid on D2K GS, [TAB] is also valid. 3. TOP and END may not work on D2K GS as described in standard help. Refer to Form Navigation in this document. 4. On D2K GS, Y/N prompts are replaced with toggle boxes. 5. There are references to Action Prompts or Bottom Line Prompts in the standard help. On D2K GS, these prompts are replaced with buttons at the bottom of the form. Help does not display for these buttons. 6. On D2K character-based, the account numbers are entered in segments. On D2K GS, the entire account number must be entered at one time (including dashes). Standard help only addresses entry of account numbers in segments. D2K GS System Conventions (0903) 19

22 Workbenches Definition A workbench is a system processing feature that enables you, through use of workbench options, to access other functions without exiting the function you are currently using. Standard workbenches are included on each system and may be customized using functions on the System Management Additional Maintenance menu. A workbench may be created for any system function using the Workbench functions. Your System Administrator sets up workbenches. Options The table below describes the options used to invoke Workbenching on D2K GS. Availability of these options depends on your Workbench setup. Option Description Selected from the function toolbar, this option displays the list of workbench functions set up for the function in which you are processing. \W Entered at any function prompt, this option displays the list of workbench functions set up for the function in which you are processing. Workbench Selected from Utilities on the function menu bar, this option displays the list of workbench functions set up for the function in which you are processing. \WW Entered at any function prompt for which an automatic workbench has been created, this option takes you directly into a specified workbench function. Select a function link Function links display at the bottom of a function form and allow you to go directly to other functions from the function in which you are processing. 20 D2K GS System Conventions (0903)

23 Cross-Referencing Definition Cross-referencing is the ability to find and access data records using alternate data entries. Cross-referencing can be extremely useful in situations where you are uncertain of the actual data to enter in a prompt, but are aware of other key information about the prompted field. For example, if you do not remember the number of an item, you may enter a word from the item description at the Item Number field. A list of items containing that word in their descriptions will display, and you may select the correct item number from that list. Multiple cross-reference parameters can be defined for one data file. Soundex is an optional cross-referencing feature that allows the user to enter data that "sounds like" the actual data. For example, the order entry clerk types MURKEREE at the Customer Number prompt, and since it "sounds like" MERCURY, this data will cross-reference to MERCURY ELECTRICAL DISTRIBUTORS. Your System Administrator sets up cross-referencing parameters, Soundex, and table display formats. Related Option An additional option is available that uses the cross-referencing setup on your system. Option select the icon from the function toolbar or select List All Records from Utilities on the function menu bar. Description Invokes a random list of all data records for the current prompt (may not be available for all prompts) Note: Listings may be narrowed by searching for specific data within the listing. For example, on a listing of Customer Master records, entry of a particular city in the box under the City column reduces the list to those customers located in the entered city. D2K GS System Conventions (0903) 21

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