ACTIVANT D2K. Systems Conventions User's Guide. Release 3.0 Version 9

Transcription

1 ACTIVANT D2K Systems Conventions User's Guide Release 3.0 Version 9

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 Release 3.0 Version 9 Publication Date:

3 Table of Contents Preface Overview to the User s Guide...1 How to Use the User s Guide...2 Chapter 1 - Introduction to D2K System Conventions Chapter Overview What are System Conventions? General Computer and D2K Terminology What are Master Files? What are Validation Files? What are Constants? How Default Data is Used by D2K Knowledge Check Knowledge Check Answers Chapter 2 - Getting Started with D2K Chapter Overview The Process of Accessing the D2K System What is a User ID? What is a Session? Your Workstation: A Network or Serial Connection Your Port Number Using a PC as an D2K Workstation How to Log Into and Off of D2K Knowledge Check Knowledge Check Answers Chapter 3 - The D2K Menu Structure Chapter Overview The Parts of a D2K Menu D2K Master Menu Groupings D2K Sub-Menu Groupings Moving Through the D2K Menu Structure What is a Menu Path? How to Navigate the D2K Menu Structure Searching for Menus and Functions How to Search for Menus and Functions Terminal Control Language (TCL) Continued on next page i

4 Table of Contents, Continued Chapter 3 - The D2K Menu Structure, continued How to Access the D2K Menu Structure from TCL Knowledge Check Knowledge Check Answers Chapter 4 - Navigating through D2K Functions Chapter Overview The Process of Navigating through a D2K Screen Standard D2K Entry Commands Required vs. Optional Fields The Command Line Guidelines for Navigating through a D2K Screen Knowledge Check Knowledge Check Answers Chapter 5 - Working with D2K Function Prompts Chapter Overview Guidelines for Entering, Changing or Deleting Data in a Field How to Change or Delete Data in a Field Formats for Entering Dates Formats for Entering Data with Decimals What is a Scrolling Field? Entering Data in a Scrolling Field Move Scrolling Fields Forward and Backward Changing and Inserting Data in an Existing Scrolling Field Facility Number Appending General Ledger Account Numbers Knowledge Check Knowledge Check Answers Chapter 6 - D2K Help and Documentation Chapter Overview The Six Online Help Options How to Access Prompt Help How to Access and Use a Validation Table Narrowing a Search Using a Select Command The Select Command How to Access Function Documentation How to Search for Text String Continued on next page ii

5 Table of Contents, Continued Chapter 6 - D2K Help and Documentation, continued The Function SHOW.DOC How to Print Documentation Using SHOW.DOC Knowledge Check Knowledge Check Answers Chapter 7 - D2K Tools Chapter Overview Types of D2K Tools What is Cross Referencing? Choosing Data from a Cross Reference Display Screen Next Number Assignment The Backslash Commands What is a Workbench? How to Workbench Knowledge Check Knowledge Check Answers Chapter 8 - Producing D2K Reports and Inquiries Chapter Overview The Process of Producing a D2K Report or Inquiry What is Spooler? Display, Print Functions Selecting Data on a Report or Inquiry Sorting Data on a Report or Inquiry Knowledge Check Knowledge Check Answers Summary Putting These Ideas to Work iii

6 Chapter Overview Chapter 1 Introduction to D2K System Conventions Introduction As a new user of D2K, you are faced with the challenge of learning how to perform your job tasks on a computerized system. To do this, you must understand some basic concepts about your system and be comfortable with the common commands used throughout D2K. Purpose The purpose of this chapter is to introduce you to D2K System Conventions, and provide an overview of how data is grouped and stored on your system. Objectives Upon completing this chapter, you will be able to define the term D2K System Conventions match D2K terms with their definitions define Master and Validation files define Constants, and describe how D2K uses default information. Introduction to D2K System Conventions 1-1

7 What are System Conventions? Definition System Conventions are common commands and rules used by the D2K software. By using System Conventions, you may access functions to perform specific tasks, manipulate data, and request assistance in the form of on-line help. Examples You use System Conventions when you wish to gain access to your company s data and functions using a specialized User ID and password navigate through the D2K menu structure and access a specific function enter, change, or delete data in a D2K function retrieve on-line help about a D2K function or prompt, and use one of the many D2K tools to increase your efficiency and productivity on the software. Additional resources Other sources of information about System Conventions include the System Conventions Quick Reference card. This tri-fold card highlights the most commonly used System Conventions. the SHOW.DOC function, where documentation about System Conventions may be printed. For more information about SHOW.DOC, refer to the topic The Function SHOW.DOC in Chapter Introduction to D2K System Conventions

8 General Computer and D2K Terminology Introduction As you begin to work with D2K, you may encounter terminology that is unfamiliar to you. Terminology The table below lists general computer and D2K terminology that you will see in User s Guides and D2K on-line documentation. Term Description Account A collection of related files associated with one company. Command Line A prompt that requests the user to issue a processing instruction used by the function. Example: Change Which Field, END, TOP CPU CRT Facility Field File Reference: For more information about the Command Line, refer to the topic The Command Line in Chapter 4. Central Processing Unit. The part of a computer system in which data is processed. Cathode Ray Tube. The screen portion of your input device, used to visually display information. Also called a monitor or terminal. A warehouse where inventory is stored. Note: A D2K inventory system with multiple warehouses is referred to as a Multi-Facility system. A data item on a D2K screen. A record is made up of multiple fields. Example: The Customer Maintenance screen contains fields where the billing name and address are defined. A collection of individual records. Example: The Customer file has a record for each customer. Continued on next page Introduction to D2K System Conventions 1-3

9 General Computer and D2K Terminology, Continued Terminology (continued) Term Function Description A program or process that performs data entry, retrieval, or reporting operation. Example: The function ORDER.ENTRY is used to process customer sales orders. Function Keys Keys labeled on the keyboard from F1 to F10, F1 to F12, or F1 to F16, depending on your brand and type of keyboard. Function keys can prestore commands that are frequently performed, such as END and TOP. Using a function key reduces the number of keystrokes entered by the user. Login / Logon The process of accessing a D2K system account using a unique User ID and password. Logoff Menu Module Null Note: Depending on your system type, you will be asked to Logon or login to the Distribution-2000 system. The process of disconnecting from a D2K system account. A numerical listing of functions or sub-menus from which a function or sub-menu may be selected. A set of functions that work together to perform a specific task in the business cycle. Examples: Sales Processing, Accounts Receivable, Inventory Control, General Ledger. No value. When no data is entered or defaulted into a prompt, it has a Null value. Example: The on-line help for a prompt reads: You may enter: N - to indicate items sold to this customer are normally non-taxable. Y or Null - to indicate items sold to this customer are normally taxable. Continued on next page 1-4 Introduction to D2K System Conventions

10 General Computer and D2K Terminology, Continued Terminology (continued) Port Term Description The connection between a workstation (CRT, PC, printer, or modem) and the CPU. Ports are assigned when a user logs into D2K and a session is opened. Process ID Prompt Record Screen Reference: For more information about ports, see the topic Your Port Number in Chapter 2. A four or five-digit number, displayed on a D2K menu, that defines the session opened for a user. Reference: For more information about the Process ID, see the topic The Parts of a D2K Menu in Chapter 3. A system-generated message displayed on the screen that directs the user to respond in a specific manner. Examples of Prompts: Enter the Customer Number Enter the Selling Price Is this want you want? (Y/N) A collection of fields. A record may be compared to a file folder containing information about a specific entity. Example: A customer record contains name, address, etc. Each piece of information is stored in a field. A full-screen CRT display contained within a function that shows the specific data required to perform that processing operation. Note: Functions may contain one or multiple screens. Continued on next page Introduction to D2K System Conventions 1-5

11 General Computer and D2K Terminology, Continued Terminology (continued) Term Scrolling field Session Spooler Workbench Description A field that can contain multiple lines of data. Reference: For more information about scrolling fields, refer to the topic What is a Scrolling Field? in Chapter 5. Authorization assigned to a user when the user logs into their D2K system. Reference: For more information about sessions, see the topic What is a Session? in Chapter 2. A process that allows multiple users to share one printer. Reference: For more information about spooler, refer to the topic What is Spooler? in Chapter 8. A D2K processing feature that enables you to access other functions without exiting the function you are currently using. Reference: For more information about workbenching, refer to the topic What is a Workbench? in Chapter Introduction to D2K System Conventions

12 What are Master Files? Introduction Before you can start application processing on your D2K system, you may be instructed to maintain your company s Master Files. Definition A Master File is a collection of similar, permanent data records that remain constant and are typically not purged (removed) from the system. Master Files are composed of individual records, whose characteristics are similar. Benefit Data from a Master File record may be copied into other D2K applications. This eliminates the need for the operator to re-key the data that remains constant. Analogy Some companies maintain an accordion file of all their customer accounts. In this file, you will find a card (record) for every customer. When a customer places an order, their billing address, shipping address, payment terms, and delivery information is retrieved from their customer card and copied to the sales order document. Examples Here are some examples of D2K Master Files: Customers Customer Ship-to Addresses Items Vendors General Ledger Chart of Accounts Introduction to D2K System Conventions 1-7

13 What are Validation Files? Definition A Validation File is a file used to ensure the accuracy and consistency of data entered into your D2K system. It holds codes that are used to retrieve additional descriptive data into a D2K prompt. Benefit If a user s response to a validated prompt does not match a code in the Validation File, the data will be rejected. This ensures the accuracy of the information you enter into your D2K system. Analogy If you were addressing a letter to a customer in Maine, what State Code abbreviation would you use? MA? MN? ME? By validating the abbreviation against a State Code Validation File, you know that the proper abbreviation for Maine is ME. State Master Cross Reference Abbreviation State Name MA Massachusetts MD Maryland ME Maine MI Michigan MN Minnesota MO Missouri MS Mississippi Examples Here are some examples of D2K Validation Files: State Codes Sales Representative Codes Tax Jurisdiction Codes Commission Codes Units of Measure Codes 1-8 Introduction to D2K System Conventions

14 What are Constants? Definition Constants are processing parameters and defaults for each system application. They are defined by your System Administrator, and determine how an application will run. Constants & processing parameters Processing parameters found in the Constants control things such as entry function options and defaults report and document print options exception reporting, and establishing the use of miscellaneous add-on features. Constants & prompt defaults Typically, a prompt default is stored in the Constants when the user must enter data into a prompt (it is information critical to the function or application), and the user usually enters the same data in the prompt. Benefit The ability to control processing parameters provides great flexibility in the use of each application. Changing a parameter after your system is in operation, however, should be thoroughly reviewed by your System Administrator and D2K Customer Care Consultant. The ability to store prompt defaults in the Constants can significantly reduce the amount of file maintenance needed. This eliminates the need to enter the data in each Master File record or to type the data each time the prompt is presented. Continued on next page Introduction to D2K System Conventions 1-9

15 What are Constants?, Continued Example 1: processing parameters Certain sales processing Constants allow you to define parameters for miscellaneous features such as Phantom Kits, Tag and Hold, Rebates, Remote Order Entry, Automatic Container Surcharge, Sales to Purchase Order, and Single Screen Order Entry. SOP.CONSTANTS - Maint Sales Order Processing Control Parameters ---- Available Screens General Options and Defaults 2. Header Options and Defaults 3. Detail Line Options and Defaults 4. Exception Processing and Credit Checking 5. Pricing Options 6. Picking Options 7. Reports and Documents 8. COUNTER Function Options and Defaults 9. Miscellaneous Features 10. Sales to Purchase Order Options and Defaults 11. Single Screen Order Entry Options Enter Sub Section to Process, TOP, END... Example 2: prompt defaults A specific Accounts Payable Constant allows you to identify a Default Payment Terms Code. Each vendor s invoice must have terms associated with it, identifying when payment is due. When entering a vendor s invoice for payment, the default Payment Terms Code from the Constants will be used when: a Payment Terms Code is not entered by the operator on the invoice, or the vendor record (from the Vendor Master File) does not have a Payment Terms Code specified. AP.CONSTANTS - Input Control Screen 01 Default GL Date in PO.PAYABLE/MISC.PAYABLE (I,M,B) I 02 Default Payment Amount in PO.PAYABLE (I,C,L) L 03*Default Base Date for computing discounts (I,M,G) I 04*Optional AP Type Code checking? Y 05 Default AP Freight In GL account number Default Payment Type Code (A,F) F 16 Nbr of Days to retain Voided Invoice records Default PAYMENT.TERMS Code 2 NET 30 DAYS 1-10 Introduction to D2K System Conventions

16 How Default Data is Used by D2K Introduction When working with a D2K function, you may find that data is automatically placed in a field by the system. Where does this information come from, and what happens if you decide to change the data on the screen? Description Default data is placed in a field by retrieving information from either the screen s prompt, a Master file, or from Constants. The operator may choose to use the default data displayed, or may enter new information. In this case, the new information is used only for the current transaction, and does not replace the default found in the screen s prompt, the Master file, or the Constants. Example 1: overriding a prompt default The MNT.CUSTOMER function contains a prompt called Ship Via. This identifies how you typically ship items on sales orders to the customer. Since most of your customers request shipment via UPS, the Ship Via prompt in MNT.CUSTOMER is tailored to insert a default value of UPS. The customer Modern Electronics is located one block away from your office. Most sales orders from Modern Electronics will be picked up by someone in their warehouse. When you enter this customer record, you change the default data in the Ship Via prompt to PICKUP. Important: Even though this customer s Ship Via was changed to PICKUP, the prompt s default is still UPS for any new record added in the MNT.CUSTOMER function. MNT.CUSTOMER - Sales and Receivables Information Screen "CHG" Mode Customer Number MODERN ELECTRONICS Prompt Default 03 Tot Credit Limit 19 Ship Via PICKUP is UPS 04 AR Credit Limit 20 Shipping Days 0 05 Days Limit 21 Backorder Flag Y 06 Credit Status 22 Substitute Code N 07 Finance Chg Flag N 08 Pct 23 Substitute Price Code 09 Cash Sale Flag N 24 SIC Code 10 Payment Terms 4 2%10D, NET30 25 Minimum Order Amount Catalog Code 26 Maximim Extra Charge Price Class 27 Frequency Code D Daily Special Pricing Entries 0 28 Nbr Invoices to Print 13 Item Price Class 14 Catalog Cd 29 Master Customer Nbr Continued on next page Introduction to D2K System Conventions 1-11

17 How Default Data is Used by D2K, Continued Example 2: overriding Master File data You are now entering a sales order for Modern Electronics. Even though his Master File identifies the Ship Via as PICKUP, he wants you to ship this order overnight to a satellite office. You will override the default data pulled into the sales order in the Ship Via prompt from PICKUP to AIRBORNE. Important: Even though Ship Via in the sales order was changed to AIRBORNE, the Customer Master file for Modern Electronics is still PICKUP, and the prompt default in MNT.CUSTOMER for Ship Via is still UPS. ORDER.ENTRY - Header Screen "ADD" Mode Order Number 02 Customer Number Ship To Number 1 MODERN ELECTRONICS 04 MODERN ELECTRONICS 821 GRANT AVE GREENE STREET PARAMUS, NJ NAPERVILLE 08 IL Order Date YY 17 Facility Code 01 D2K 1 11 Del Date YY 18 Division Code 12 PO Number Master File Default 19 Payment Terms 4 2%10D, NET30 13 Ship Via AIRBORNE is PICKUP 20 Backorder Flag Y 14 Instructions Entries 0.01).02) Default hierarchy The table below describes the order in which default data is used by D2K. Stage Description 1 User enters new data in a D2K entry function s prompt. This data is used only for the current transaction. 2 If user does not enter new data in the entry function s prompt, the default data identified for the screen prompt is used. 3 If the screen prompt does not have a default defined, the default data from the Master file is used. 4 If the Master file does not contain default data, the default from the Constants is used Introduction to D2K System Conventions

18 Knowledge Check Directions Answer the following questions. This knowledge check is based on the objectives stated in the beginning of this chapter. Question 1 System Conventions are a. functions that must be performed on a daily basis. b. a collection of related files associated with one user. c. special keyboard keys that can prestore commands frequently performed by the user. d. common commands and rules used by the D2K software. Question 2 Match the D2K term on the left with its description on the right, by placing the appropriate letter in the column provided. a-g Term Description Logoff a. A warehouse where inventory is stored. Function b. A system-generated message displayed on the screen that directs the user to respond in a specific manner. Menu c. No value. Facility d. The process of accessing a D2K system account using a unique User ID and password. Null e. A program or process that performs data entry, retrieval, or reporting operation. Prompt f. A numerical listing of functions or sub-menus. Login/Logon g. The process of disconnecting from a D2K system account. Continued on next page Introduction to D2K System Conventions 1-13

19 Knowledge Check, Continued Question 3 Complete these sentences: A Master File is. One example of a D2K Master File is. Question 4 Mark each statement true or false. TRUE or FALSE TRUE or FALSE TRUE or FALSE TRUE or FALSE A Validation File is a file used to ensure the accuracy and consistency of data entered into your D2K system. The Item file is an example of a Validation File. Constants are processing parameters and defaults for each system application. The ability to store prompt defaults in the Constants can significantly reduce the amount of file maintenance needed. Continued on next page 1-14 Introduction to D2K System Conventions

20 Knowledge Check, Continued Question 5 The D2K system uses a specific hierarchy when placing data in a prompt that uses defaults. In the boxes below, indicate the hierarchy by writing the source of the default data in the proper box. a. default data from the Master File is used b. data is keyed by the operator c. default data from the Constants is used d. default data from the screen prompt is used Question 6 When an operator chooses to change default data displayed in an entry function s prompt, what happens to the default data? What s next? Compare your answers to the ones provided on the next page. If you were unable to complete this knowledge check, we recommend that you review the chapter before continuing. If you are still uncomfortable with the information provided, or have specific questions regarding your system, contact your System Administrator or D2K Customer Care Consultant. Introduction to D2K System Conventions 1-15

21 Knowledge Check Answers Answer 1 System Conventions are d. common commands and protocols used by the D2K software. Answer 2 Match the D2K term on the left with its description on the right, by placing the appropriate letter in the column provided. a-g Term Description g Logoff a. A warehouse where inventory is stored. e Function b. A system-generated message displayed on the screen that directs the user to respond in a specific manner. f Menu c. No value. a Facility d. The process of accessing a D2K system account using a unique User ID and password. c Null e. A program or process that performs data entry, retrieval, or reporting operation. b Prompt f. A numerical listing of functions or sub-menus. d Login/Logon g. The process of disconnecting from a D2K system account. Answer 3 A Master File is a collection of similar, permanent data records that remain constant and are typically not purged (removed) from the system. One example of a D2K Master File is (any one): Customer Ship-to Addresses Items Vendors General Ledger Chart of Accounts Continued on next page 1-16 Introduction to D2K System Conventions

22 Knowledge Check Answers, Continued Answer 4 Mark each statement true or false. TRUE or FALSE TRUE or FALSE A Validation File is a file used to ensure the accuracy and consistency of data entered into your D2K system. The Item file is an example of a Validation File. Explanation: The Item file is an example of a Master File. TRUE or FALSE TRUE or FALSE Constants are processing parameters and defaults for each system application. The ability to store prompt defaults in the Constants can significantly reduce the amount of file maintenance needed. Continued on next page Introduction to D2K System Conventions 1-17

23 Knowledge Check Answers, Continued Answer 5 The D2K system uses a specific hierarchy when placing data in a prompt that uses defaults. In the boxes below, indicate the hierarchy by writing the source of the default data in the proper box. a. default data from the Master File is used b. data is keyed by the operator c. default data from the Constants is used d. default data from the screen prompt is used b. Operator d. Screen Prompt a. Master File c. Constants Continued on next page 1-18 Introduction to D2K System Conventions

24 Knowledge Check Answers, Continued Answer 6 When an operator chooses to change default data displayed in an entry function s prompt, what happens to the default data? Nothing happens to the default data. The new information is used only for the current transaction, and does not replace the default found in the screen s prompt, the Master file, or the Constants. Introduction to D2K System Conventions 1-19

25 Chapter 2 Getting Started with D2K Chapter Overview Introduction In order to use your D2K system, you must first learn how to gain access to your company s data and functions. Purpose The purpose of this chapter is to describe how you access and disconnect from your D2K system. Objectives Upon completing this chapter, you will be able to describe how a user accesses the D2K system define User ID define session describe the differences between a network and serial connection describe the importance of your port number describe how a PC can be used as a workstation for D2K, and describe how to log into and off of the D2K system. Getting Started with D2K 2-1

26 Figure 2-1. The Process of Accessing the D2K System. User powers ON their entry device (CRT/PC) Is entry device a PC? No Yes User initiates Communication software Logon message displays Access is denied No User types their unique User ID and password Valid User ID and password? Yes * Access granted * Session opened * Port assigned Master menu is displayed 2-2 Getting Started with D2K

27 The Process of Accessing the D2K System Introduction Because your D2K system contains information confidential to your company, your software can only be accessed using unique User IDs and passwords. Description Access to your D2K system requires the entry of a valid User ID and password. When this unique combination is successfully entered, access to D2K is granted, a session is opened, a port number is assigned, and the Master menu for the User ID is presented. Illustration Figure 2-1 is an illustration showing the process of accessing a D2K system. Process The table below describes the process of accessing a D2K system. Stage Description 1 User powers on their entry device (CRT or PC). 2 If the entry device is a PC, user initiates Communication software. Note: Communication software allows the PC to emulate (act like) an D2K CRT. 3 System displays Login message. 4 User types their unique User ID and password. 5 Are the entered User ID and password valid? IF THEN yes access is granted a session is opened a port number is assigned, and the user s Master menu is displayed. No access is denied, and the Login message displays. Getting Started with D2K 2-3

28 What is a User ID? Definition A User ID is a unique set of alpha-numeric characters that, along with a password, initiate access to specific areas of a D2K system. Each person in your company will have their own User ID to access your D2K system. Example Your System Administrator creates a User ID for every person in the sales, purchasing, and accounts receivable departments to use when accessing the D2K system. Their User IDs allow them access to the menus and functions they need to perform their jobs, and helps the System Administrator track who is connected to the system. User ID: sally User ID: robert User ID: marie Sales menu appears Sales menu appears Sales menu appears AR menu appears PO menu appears PO menu appears User ID: susan User ID: mark User ID: john 2-4 Getting Started with D2K

29 What is a Session? Definition A session is the equivalent to a user logging into the D2K system, giving authorization to access and run D2K functions. Each session is assigned a port number, which can be used by your D2K Customer Care Consultant to track and troubleshoot system problems. The port number assigned to a session depends on whether the workstation is a network or serial connection. Reference: For more information about network and serial connections, see the topic Your Workstation: A Network or Serial Connection in this chapter. Example John Thompson, the purchasing manager, logs into the D2K system with his User ID john. A session is opened on the CPU on port 12, allowing him to access and run D2K functions. Learning advice In a network connection, or when using a multi-session terminal (MST), multiple sessions may be opened when a user logs into the system. For more information about multiple sessions as they relate to a network or MST connection, speak with your System Administrator or D2K Customer Care Consultant. Getting Started with D2K 2-5

30 Figure 2-2. A Serial Connection, where each workstation is connected to a specific port. John's CRT Port 12 CPU ADP CPU Port 14 Printer Mark's CRT Port 13 Figure 2-3. A Network Connection, where each workstation has a randomly assigned port. ADP CPU CPU Hub Robert's PC Sally's PC Marie's PC 2-6 Getting Started with D2K

31 Your Workstation: A Network or Serial Connection Introduction There are two ways in which a workstation (CRT, PC, printer or modem) may be connected to the CPU. The connection may be either a network or a serial connection. Definitions A serial connection is a system configuration that physically connects each workstation to its own, unique port on the back of the CPU. A workstation will always open a session using the same port number. A network connection is a system configuration where two or more CPUs are linked together, allowing their data files, software, and peripherals (such as scanners) to be shared by multiple users. A typical network might link the CPU with multiple, networked PC workstations. A workstation opens a session using a randomly assigned port number. Illustrations Figure 2-2 is an illustration of a serial connection, where each workstation is connected to a specific port. Each time a session is opened on John s CRT, it is connected to port 12. Figure 2-3 is an illustration of a network connection. The sales department is configured with three PC workstations, connected by a network hub to the CPU. Whenever Robert logs in and opens a session, his workstation is randomly assigned a port number on the CPU. Important point When your system uses a serial connection, your port number always remains the same. When your system uses a network connection, your port number will be randomly assigned when a session is opened at login. Learning advice If you are unsure as to whether you use a serial or network connection, speak with your System Administrator. Getting Started with D2K 2-7

32 Your Port Number Introduction As you just learned, your port number will either remain the same, or will be randomly assigned when a session is opened at login. This depends on your workstation s connection (network or serial). Application There are times when you must be able to identify your workstation s port number: Certain D2K functions will require the entry of your port number to initiate processing. Some troubleshooting procedures, performed by your D2K Customer Care Consultant, may be expedited when the port number which is experiencing the problem is known. Displaying your port number Your port number is displayed: as part of your Process ID (top right corner of any D2K menu). Reference: For more information about the Process ID, see the topic The Parts of a D2K Menu in Chapter 3. by typing \U or \WHO from any D2K menu. Reference: For more information about \U or \WHO, see the topic The Backslash Commands in Chapter Getting Started with D2K

33 Using a PC as a D2K Workstation Introduction If you use a Personal Computer (PC), you know that when powered on, it either starts a desktop program (such as Windows) or brings you to a DOS prompt. From there, you choose a program or application to run. Description A PC is an entry device designed to run applications other than D2K. It is much different from a CRT, which can only run D2K applications. If you are using a PC to access your D2K system, you must initiate some type of communications software that allows the PC to emulate a CRT and run D2K applications. Examples of communication s software There are many types of communications software. The two supported by D2K are: SBClient, and Personal Terminal Emulator (PTE). Important note Speak with your System Administrator or D2K Customer Care Consultant if you are unsure how to use your communications software. Getting Started with D2K 2-9

34 How to Log Into and Off of D2K Introduction Your first step in learning about your D2K system is knowing how to access your company s data and software. This process is known as logging into the D2K system. Note This procedure assumes that your entry device (CRT or PC) is powered on. Whether you leave your entry device powered on at all times or not is a personal preference. Speak with your System Administrator or D2K Customer Care Consultant for more information. Procedure Complete the steps in the table below to log into and off of your D2K system. Step Action Logging into your D2K system 1 Is your entry device a PC? IF yes THEN initiate your communications software. Reference: For more information on using a PC to access D2K, refer to the topic Using a PC as a D2K Workstation in this chapter. no go to Step 2. 2 Press [Enter] until the system login message appears. Examples: ABC Company system 01 JAN YYYY 09:05:45 Logon Please: ENTER USER ID / ACCOUNT NAME: Note: Depending on your CPU type, the system login message will differ. Continued on next page 2-10 Getting Started with D2K

35 How to Log Into and Off of D2K, Continued Procedure (continued) Step Action 3 Type your User ID, and press [Enter]. Note: If your User ID contains upper or lower case characters, they must be typed exactly with the proper case. 4 Type your password, and press [Enter]. Note: The password does not appear on the screen as you type it. This is an extra security precaution to insure that only authorized users may access the D2K system. 5 Use the table below to determine your next step. IF the User ID & password are valid invalid THEN your User ID s Master menu is displayed and you have successfully accessed your D2K system. the message Login incorrect displays, and the system login message appears again. Go back to Step 3. Logging off of your D2K system 6 Exit any function that you are in. Result: A D2K menu or the system TCL prompt is displayed. Note: You may not log off your D2K system when a D2K function is running on your CRT. Continued on next page Getting Started with D2K 2-11

36 How to Log Into and Off of D2K, Continued Procedure (continued) Step Action 7 Type OFF and press [Enter]. Result: The system log off message appears. Examples: Port Logged Off Disconnected Note: Depending on your CPU type, the system log off message differs. Important When you are finished using D2K (either for the day or an extended period of time) it is important that you always log off. You must log off to: prevent unauthorized access to your company s data using your User ID and password. allow overnight processes, performed by your System Administrator, to run. (Some of these processes will not run when other users are logged into the CPU.) allow other network or modem users access to the D2K system (when applicable to your company s setup) Getting Started with D2K

37 Knowledge Check Directions Answer the following questions. This knowledge check is based on the objectives stated in the beginning of this chapter. Question 1 Access to your D2K system requires the entry of a valid and a. Question 2 Mark each statement true or false. TRUE or FALSE TRUE or FALSE TRUE or FALSE TRUE or FALSE TRUE or FALSE TRUE or FALSE A User ID can only contain alphabetical characters. Each person in your company will have their own User ID, used to access your D2K system. When you successfully log into your D2K system, your User ID s Master menu displays. If you use a PC to access your D2K system, you must initiate communications software on the PC to run D2K applications. A session is the equivalent to a user logging into the D2K system. When a workstation has a network connection to the CPU, its port number is always the same. Question 3 When you are logging into your D2K system, what will you notice as you type your password? Continued on next page Getting Started with D2K 2-13

38 Knowledge Check, Continued Question 4 What do you type to log off (disconnect) from the D2K system? Question 5 List the two ways in which you can determine your port number Question 6 Mark each statement true or false. TRUE or FALSE TRUE or FALSE TRUE or FALSE You may not log off when a function is running on your CRT. You must be at a menu or the TCL prompt when you type the log off command. It is not necessary to log off when you leave your workstation for the day. What s next? Compare your answers to the ones provided on the next page. The information in this chapter provides a foundation for other chapters within this user guide. If you were unable to complete this knowledge check, please review the chapter before proceeding. If you are still uncomfortable with the information provided, or have specific questions regarding your system, contact your System Administrator or D2K Customer Care Consultant Getting Started with D2K

39 Knowledge Check Answers Answer 1 Access to your D2K system requires the entry of a valid User ID and a password. Answer 2 Mark each statement true or false. TRUE or FALSE A User ID can only contain alphabetical characters. Explanation: A User ID can contain both alphabetical and numeric characters. TRUE or FALSE TRUE or FALSE TRUE or FALSE TRUE or FALSE TRUE or FALSE Each person in your company will have their own User ID, used to access your D2K system. When you successfully log into your D2K system, your User ID s Master menu displays. If you use a PC to access your D2K system, you must initiate communications software on the PC to run D2K applications. A session is the equivalent to a user logging into the D2K system. When a workstation has a network connection to the CPU, its port number is always the same. Explanation: When your system uses a network connection, your port number will be randomly assigned when a session is opened at login. Continued on next page Getting Started with D2K 2-15

40 Knowledge Check Answers, Continued Answer 3 When you are logging into your D2K system, what will you notice as you type your password? The password does not appear on the screen as you type it. This is an extra security precaution to insure that only authorized users may access the D2K system. Answer 4 What do you type to log off (disconnect) from the D2K system? Type OFF and press [Enter]. Answer 5 List the two ways in which you can determine your port number. 1. It is part of the Process ID, displayed in the top right corner of any D2K menu. 2. Type \U or \WHO from any D2K menu. Continued on next page 2-16 Getting Started with D2K

41 Knowledge Check Answers, Continued Question 6 Mark each statement true or false. TRUE or FALSE TRUE or FALSE TRUE or FALSE You may not log off when a function is running on your CRT. You must be at a menu or the TCL prompt when you type the log off command. It is not necessary to log off when you leave your workstation for the day. Explanation: You must log off to: prevent unauthorized access to your company s data using your User ID and password. allow overnight processes, performed by your System Administrator, to run. (Some of these processes will not run when other users are logged into the CPU.) allow other network or modem users access to the D2K system (when applicable to your company s setup). Getting Started with D2K 2-17

42 Chapter 3 The D2K Menu Structure Chapter Overview Introduction Once you have logged into your D2K system, you will be presented with a menu, which allows you to navigate through your choice of D2K functions. Purpose The purpose of this chapter is to introduce you to the D2K menu structure, and to describe the ways in which a user navigates the menus to reach processing functions. Objectives Upon completing this chapter, you will be able to identify the parts of a D2K menu identify the master and sub-menu groupings found on D2K menus describe the process of moving through the D2K menu structure describe what a menu path is navigate the D2K menu structure search for menus and functions define and describe terminal control language (TCL), and describe how to access the D2K menu structure from TCL. The D2K Menu Structure 3-1

43 Figure 3-1. A typical D2K menu. YOUR COMPANY NAME mark :17:18 DD MMM YYYY ACCOUNTS PAYABLE MAIN PROCESSING MENU NO...ITEM.NAME... TYPE...DESCRIPTION... 1 PO.PAYABLE F Enter Invoices Received for PO Purchases 2 MISC.PAYABLE F Enter Invoices Received for Non-PO Purchases 3 AP.APPROVAL F Approve Invoices on Hold for Payment 4 ADJ.PAYABLE F Adjust Open Invoices 5 AP.MANUAL.CHECK F Manually Pay Invoices not on System/Enter Deposits 6 MANUAL.PAYMENT F Manually Pay Invoices Entered on System 7 VOID.INVOICE F Delete Open (Unpaid) Invoices 8 AP.REPEAT.INVOICE M Repetitive Invoice Processing 9 AP.1099.PROCESS M 1099 Yearly Processing Enter Your Selection... Previous Menu= AP Current Menu = AP.PROCESS 3-2 The D2K Menu Structure

44 The Parts of a D2K Menu Description A D2K menu is a numerical listing of functions or sub-menus. It is important to recognize the different parts of a menu, as it will help you navigate your way through the D2K system. Illustration Figure 3-1 is an illustration of a D2K menu, with its parts labeled and described below. Parts and descriptions This table describes the parts of a standard D2K menu and their descriptions. Part User ID Process ID Description The unique code entered by the user to access the D2K system. A four or five digit number that defines the session opened for a user. Format: Connection Processing level Port# Part Function Connectio Identifies a serial or network n connection. Serial = 0, Network = 6 Port# Processing level Note: If your Process ID is a four digit number, the connection is serial, and this digit does not display. The port number to which the entry device is attached. The processing level (the number of functions open). Should be 0. Examples: serial connection to port network connection to port serial connection to port 21. Continued on next page The D2K Menu Structure 3-3

45 The Parts of a D2K Menu, Continued Parts and descriptions (continued) Part Description Time & Date The system time and date when the menu was displayed. Menu Name A descriptive name of the menu displayed. Selection No. A number assigned to this selection on the current menu. Item Name Type Note: You may access a menu or function by typing its Selection Number from the current menu. The name of the menu or function. Note: You may access a menu or function from any menu by typing the Item Name. Describes what this selection is: Type F M D Description Function. You are brought into a program or process that performs data entry, retrieval, or a reporting operation. Menu. You are presented with another menu with additional selections. Documentation. An on-line documentation file is printed. Note: Most D-type selections are found in System Administrator menus. Continued on next page 3-4 The D2K Menu Structure

46 The Parts of a D2K Menu, Continued Parts and descriptions (continued) Part Description Previous Menu Description A description of the selection. The name of the menu displayed previously to the current menu. Note: By pressing [Enter], the user is returned to the Previous Menu. Current Menu The name of the menu currently displayed. Note Your D2K system comes with a standard menu structure. Illustrations found throughout this User s guide are of standard menus. However, menus may be customized on your system. The D2K Menu Structure 3-5

47 D2K Master Menu Groupings Introduction In order to identify the menu path to a function, you must understand the way in which D2K modules and functions are grouped together. Master menu groupings The table below describes the six selections found on the standard D2K Master menu. These selections group D2K modules together based on their functionality. Item Name BPR GA Description Business Performance Reporting General Accounting. This group includes: Item Name Description AR Accounts Receivable AP Accounts Payable GL General Ledger LF Lifo/Fifo Inventory Valuation IEP INVP Information Extraction Processing Inventory/Purchase Management. This group includes: Item Name IVC IVM PUM BOM FAC LOC LOT Description Inventory Control Inventory Management Purchasing Bill of Material Multiple Facilities Multiple Locations Lot & Serial Number Tracing SF SYS Sales Functions System Management 3-6 The D2K Menu Structure

48 D2K Sub-Menu Groupings Description Once you have chosen a D2K module, you will find that functions are generally grouped together in sub-menus depending on the type of function. Example: If you are looking for an inquiry function, you most likely will find it in the.inqs menu of the applicable module. Types of submenu groupings The table below lists the types of sub-menus you will typically find in a D2K module. Note: The xx preceding the Item Name is the D2K module. Examples: SF.PROCESS, AR.PROCESS, GL.PROCESS Item Name Contents xx.process Main Processing functions xx.inqs Inquiry functions xx.rpts Report functions xx.maint Maintenance functions xx.utilities Utility functions xx.administration Administration functions xx.purge Purge functions Learning advice Your Master menu and sub-menus may not contain all the groupings shown in this User s Guide. The D2K Menu Structure 3-7

49 Figure 3-2. Moving through the D2K Menu Structure. Menu is displayed. User may: type the Selection Nbr type the Item Name search for menu or function name Menu or function is accessed. System searches for entered key phrase. Repeat decision. No Return to previous menu? User may move directly to a function or menu. System displays functions & menus containing key phrase. Yes Press the (Enter) key. 3-8 The D2K Menu Structure

50 Moving Through the D2K Menu Structure Introduction There are hundreds of functions on D2K, dispersed between dozens of menus. It is important to understand how you can move through the D2K menu structure to find the function you need. Description The D2K system employs an extremely powerful and flexible menu system, designed for convenient usage. Menus may be used, when desired, or bypassed, when not needed. The menu system is accessed automatically by the login process. Illustration Figure 3-2 is an illustration showing the process of moving through the D2K menu structure. Methods of navigating menus There are five ways in which you can move through the D2K menu structure: type the selection number shown on the menu, and press [Enter]. This brings you into the function or sub-menu. type the Item Name shown on the menu, and press [Enter]. This also brings you into the function or sub-menu. search for a menu or function by typing a key phrase. You may then move directly to the selected menu or the menu that holds the selected function. press [Enter] to move back to the previous menu (shown in the bottom right corner of the current menu). type M and press [Enter] to return to your Master menu (the menu displayed after the login process). The D2K Menu Structure 3-9

51 Figure 3-3. The Menu Path to the ORDER.ENTRY function. DISTRIBUTION 2000 MASTER MENU ictdev :49:23 15 NOV 1996 NO...ITEM.NAME... TYPE...DESCRIPTION... 1 BPR M Business Performance Reporting 2 GA M Financial Functions 3 IEP M Information Extraction Processing 4 INVP M Inventory/Purchase Management 5 SF M Sales Functions 6 SYS M System Management Enter Your Selection... Previous Menu= <None> Current Menu = DISTRIBUTION-2000 Choose the SF menu from the D2K menu. SALES FUNCTIONS MAIN MENU ictdev :49:23 15 NOV 1996 NO...ITEM.NAME... TYPE...DESCRIPTION... 1 SF.PROCESS.1 M Main Processing 2 SF.COUNTER M Counter Sales Processing 3 SF.INQS M Inquiries 4 SF.RPTS M Reports 5 SF.PRICES M Pricing Maintenance 6 SF.MAINT M File Maintenance 7 SF.UTILITIES M Utilities 8 SF.ADMINISTRATION M Administration 9 SF.PURGE M Purges Enter Your Selection... Previous Menu= DISTRIBUTION-2000 Current Menu = SF Choose the SF.PROCESS.1 menu from the SF menu. ictdev SALES FUNCTIONS MAIN PROCESSING MENU 09:47:42 15 NOV 1996 NO...ITEM.NAME... TYPE...DESCRIPTION... 1 ORDER.ENTRY F Enter, Change Sales Orders 2 ORDER.INVOICING F Invoice Sales Orders 3 DIRECT.INVOICING F Enter and Invoice Sales Orders (One Step) 4 CREDIT.ENTRY F Enter Credit Memos and Adjustments 5 DEBIT.ENTRY F Enter Debit Adjustments 6 QUOTE.ENTRY F Enter, Change Sales Quotations 7 MULT.ENTRY F Enter, Maint Master Orders/Create Multiple Orders 8 MNT.ORDER.USER F Maintain Sales Order Header Fields 9 VOID.SALES.ORDER F Void/Cancel Open Sales Orders 10 INVOICE.CANCEL F Cancel Invoice, Reinstate Order 11 CREDIT.APPROVAL F Assign Sales Order Credit Status 12 SF.PROCESS.2 M Additional Processing Functions 13 SF.PICKLISTS M Picklist Processing 14 SF.PRINT M Document/Label Printing 15 SF.HOLD M Tag and Hold Processing Enter Your Selection... Previous Menu= SF Current Menu = SF.PROCESS.1 Choose the ORDER.ENTRY function from the SF.PROCESS.1 menu The D2K Menu Structure