Merlin for Windows Control Codes

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1 Merlin for Windows Control Codes

2 Revision Author Date Summary 1.0 ILMS Oct 09 Initial Writing 1.1 ILMS Jan 10 Expansion of control code explanations. Add Indexing. Chatsworth Computer and Business Systems Ltd Chatsworth House Millennium Way Chesterfield Derbyshire S41 8ND Tel: Page CC ii Chatsworth Computer & Business Systems Ltd

3 Control Codes Set-up and Configuration Control Codes allow Merlin to be customised to a company, user, depot or profile. The control codes fall into two categories: operating parameters to make routines, facilities or functions available, and initial values to set start numbers for sequences or default account numbers, eg current sales ledger month, default goods nominal account, run remittance advice with cheques. Many of these codes need to be set on initialisation of the system and may never be required again, but there is a facility to create or edit other codes to configure parameters. It is recommended that only the System Administrator has access to this facility. From the Menu Bar, select Setup > Company > Control Codes. The Control Codes sub-window displays in the Merlin Window. User Access Folders menu Control Code Value and Description Folders User Access Control Code Value and Description A drill-down menu for each of the Merlin modules. Selecting will expand the menu to show individual items to enter control codes against. The company, profile, depot and user parameters to set the control code against. The setting for the control code and a description of the available settings Chatsworth Computers and Business Systems Ltd Page CC 1

In the above example, the control code SOP/6 is to set Allow Payments on Invoice.

4 1. View Control Codes Use to expand the menu under any module name. The symbol next to the module name will change to. (Selection of will collapse the menu.) Select the item from the expanded menu to display the current value associated with the item. In the above example, the control code SOP/6 is to set Allow Payments on Invoice. The Current Value in the lower section shows the control is enabled for any user, on any profile, in any depot for both company 1 and company 2. Page CC 2 Chatsworth Computers and Business Systems Ltd

Control Codes can be any of the following type of values: Control Code Type Control Code Format Example Value Alphanumeric aaaaaaaaaaaaaaa *Personal Protection Equipment * Alphanumeric calculation

5 Control Codes can be any of the following type of values: Control Code Type Control Code Format Example Value Alphanumeric aaaaaaaaaaaaaaa *Personal Protection Equipment * Alphanumeric calculation A-B+C H-A+O Comma separated aaaaa, aaaaa, aaaaa 1 Day,1,1 Day alphanumeric values Numeric nnnnnn Comma separated numeric nn,nn,nn 2,1,6 values Pipe separated numeric values 1 n n nnnnn Pipe and comma separated n n nnnnn, n n nnnnn 15000, numeric values 1 Yes/No A Y True/False A T Comma separated Yes/No A,A Y,N Date dd/mm/yyyy 01/01/2000 Time hh:mm 16:00 Pathname x:\aaa\aaaaaa c:\mbs\pod Tick Box Each control code has a default setting for company 1, any profile, any depot, any user. This control code value cannot be deleted. As values are added for a control code (for users defined by their company, profile, depot and user designations), they append to the top of the list. The order of the control codes sets the precedence with which they are applied: Order of Application Company Profile Depot User 1 SET SET SET SET 2 SET <ANY> SET SET 3 SET SET <ANY> SET 4 SET <ANY> <ANY> SET 5 SET SET SET <ANY> 6 SET <ANY> SET <ANY> 7 SET SET <ANY> <ANY> If several companies exist, the precedence is listing in number order, ie all settings for company 1 are listing above settings for company 2. 1 The pipes within nominal codes are the separators for branch cost centre department account. Chatsworth Computers and Business Systems Ltd Page CC 3

6 2. Search Control Codes Use the Find utility to search control codes for particular content in the Control Codes Maintenance routine. The Find utility only searches the control code titles, not the narrative. Therefore, the results may be limited. To activate the feature, use the Control-F (bf). The Find utility is displayed at the bottom of the Maintenance sub-window and presents as an empty field to enter the search string into. Enter the character string to search for in the empty field. When the field is populated, the Run icon enables. Page CC 4 Chatsworth Computer & Business Systems Ltd

7 Select the Find icon to activate the search. The drill-down menu for any of the Merlin modules where the string is found will expand and the control code highlighted. Repeat the Find to continue the search until the required control is found, or until the end of the list is reached. This is indicated by a down-arrow at the end of the Find utility. Chatsworth Computers and Business Systems Ltd Page CC 5

8 Select the Close icon to exit the Find utility. 3. Add a Control Code Setting To add a control code setting for a user or set of users, use to expand the menu under the module name and select the required control code. Select Add from the User Access section. Page CC 6 Chatsworth Computer & Business Systems Ltd

9 A parameter dialogue box displays: Change the parameters to suit the requirements. Please be aware that <ANY> represents all for Depot, whereas 0 represents all in the profile field; either 0 or <ANY> can be used in the user field. Company 3 Profile 0 (any) Depot 02 User 30 This control code setting will apply to User 30 when logged into depot 02 in company 3. Company 1 Profile 1 Depot <ANY> User 0 (any) This control code setting will apply to all users with profile 1 in company 1 Company 1 Profile 0 (any) Depot 01 User <ANY> This control code setting will apply to all users in depot 1 in company 1. Select OK to commit the setting to the User Access section. Chatsworth Computers and Business Systems Ltd Page CC 7

The Save option becomes disabled once the value has been applied.

10 Select the User Access setting and adjust or create the current value in the lower section. Select Save to apply the value to the select user group. The Save option becomes disabled once the value has been applied. If the current value is amended, the Save option becomes enabled again. Page CC 8 Chatsworth Computer & Business Systems Ltd

11 4. Change a Control Code Setting To change the value of a control code, use to expand the menu under the module name and select the control code to be changed. Enter or overwrite the value in the Current Value field and select Save. Chatsworth Computers and Business Systems Ltd Page CC 9

Select No to cancel the deletion, or Yes to apply the deletion.

12 5. Delete a Control Code Setting To delete a control code, use to expand the menu under the module name and select the control code to be changed. Select the User Access setting for deletion and select Delete. A confirmation dialogue box displays. Select No to cancel the deletion, or Yes to apply the deletion. The default User Access setting for each company cannot be deleted; therefore the Delete option is disabled. 6. Exit Control Codes To close the Control Codes sub-window and exit the routine, select in the top right-hand corner. Page CC 10 Chatsworth Computer & Business Systems Ltd

13 Document Control Document ID: 0324 Document Version: 01 Last Updated: 28 Jan 2010 Planned Review: 28 July 2011 Chatsworth Computers and Business Systems Ltd Page CC 11

How to... The Country Maintenance routine is accessible in the Sales Ledger section under the Setup menu.

How to... The Country Maintenance routine is accessible in the Sales Ledger section under the Setup menu. How to... U SE COUNTR Y MAINTENANCE The Country Maintenance routine is accessible in the Sales Ledger section under the Setup menu. The routine allows Merlin Users to create a list of countries for populating