Basic Application Training

Transcription

1 Basic Application Training Class Manual

2 The documentation in this publication is provided pursuant to a Sales and Licensing Contract for the Prophet 21 System entered into by and between Prophet 21 and the Purchaser to whom this documentation is provided ( License Agreement ). In addition, the licensed software to which this documentation refers may be supported in accordance with a customer support agreement by and between the same parties ( Support Agreement ). All warranties, conditions of use, transfer restrictions, and other provisions in the License Agreement or Support Agreement which are applicable to Licensed Software, are applicable to this publication. In addition, this publication may include inadvertent technical inaccuracies or typographical errors for which Prophet 21 is not responsible. Changes may be periodically made to this publication; these changes will be incorporated in new editions of the publication. Any questions about the material contained in the publication should be addressed to the Prophet 21 Customer Support Department at ITS-PR21. Nothing in this statement amends or extends the terms of your agreement with Prophet 21, including any warranties that may be included in our products. Warranties for such agreements are set forth in your agreement with Prophet 21. Improvements and/or changes to the Licensed Software described in this publication may be made by Prophet 21 at any time without notice. 3/28/00 The Prophet 21 System is a registered trademark, and Prophet 21 and ScratchPad are trademarks of Prophet 21. All other trademarks and registered trademarks are the property of their respective companies. 2

3 Table of Contents About this Manual...7 Conventions Used in this Manual... 7 Course Overview...8 Prerequisites... 8 Objectives... 8 Length... 8 Course Summary... 9 Lesson 1: File System...10 File Space File Structure Types of Files Data Files Cross-Reference Files Pointing to a Data File File Control Block (FCB) UNIT Finding Cross-Reference Files Mismatch Mend a File Is a File Mendable? Hidden Options XL Instructions Acclaim Instructions Verify

4 Block Verify Expanding a File Expanding One File at a Time Expanding Several Files at a Time File Sizing Hints Lesson Summary Lesson 2: JCMs and SpoolQ...31 What is a JCM? Benefits of JCMs Components of a JCM Job Queue Job Stream Spec Name Creating a JCM Teaching the JCM Before You Start Spec Record Editing a JCM Linking JCMs Multiple Specs Unique Replies Messages in a JCM Monitoring Time in a JCM...40 Timer Within a JCM Date Sensitive JCMs Logging Off Within a JCM

5 Considerations for Printing Reports/Forms in a JCM SpoolQ Using the SpoolQ in a JCM...47 Lesson Summary Lesson 3: Utilities and System Backup...50 Who-Am-I System Product Levels Utility Commands Determining When the Last Backups Were Done Prophet 21 Files Progress files Goodbye JCM Restoring Files from a Total Copy Tape Seizing the Command Terminal Lesson Summary Lesson 4: Security...62 Overview Security on Menu Options Steps to Setting up Security...63 Step 1: Determine a numbering system Step 2: Set security on menu options Step 3: Transfer security to job streams Step 4: Assign security ranges to user IDs Additional Security Settings Security on Job Streams

6 Password Security on Job Streams User ID Setup Acclaim Screens Security Suggestions Lesson Summary Lesson 5: Company Options...78 Overview Order Processing Company Options Inventory Company Options Accounting Company Options Acclaim XL System Company Options...83 Lesson Summary Lesson 6: Closing Procedures...85 Date Calculation Option Day Extension Option Daily Closing Procedures Month-End Considerations...90 Improving Month-End Procedures Preparations for Month End Monthly Closing Procedures...92 Yearly Closing Procedures Lesson Summary Index

7 About this Manual This manual is written as a guide for your Prophet 21 University course. Used in conjunction with your instructor, this manual guides you through your classroom training. The list of features in this manual helps you to use it more effectively: Lesson Topics Workshop Summary Index This manual is divided into a series of lessons, which are the major categories that will be taught in your course. Within each lesson are several topics. Topics are the subjects that comprise each lesson. Many lessons end with a workshop. Designed to test your knowledge, workshops can be lab exercises, group discussion topics, or quiz-type questions. Following every workshop is a summary, which reviews the topics covered in the lesson. Key words, field names, and phrases have been indexed. When you re reviewing a specific topic, look up the key word in the index, located in the back of this manual. It will refer to you the correct page. Conventions Used in this Manual Anything that should be typed in the system is shown in bold type Menu navigation is summarized as Company/Options/Order Processing. This means: from the Company menu, choose Options, then choose Order Processing Keystrokes are in [brackets] 7

8 Course Overview Prerequisites Familiarity with system navigation Objectives Know the structure of the file system Be able to write a JCM and utilize the SpoolQ Understand utility commands and system backup procedures Comprehend how to set up security Be knowledgeable about company options Understand closing procedures Length 3 to 4 hour training 8

9 Course Overview Course Summary This manual provides basic system administration information to assist a user in understanding the Prophet 21 system. Where applicable, differences between Acclaim and XL are noted. Several advanced areas of system administration have not been included in this training manual. These areas include Notepad, , Workflow, and report writers. For more information on these topics, see your system documentation. For advanced system administration training, Prophet 21 University classes are available. 9

10 Lesson 1: File System After completing this lesson, you will: Understand the structure of files in the Prophet 21 software Know the commands that check for file problems and how to fix any problems that may occur Be able to intelligently expand a file 10

11 Lesson 1: File System File Space IBM Risc 6000 Empty AIX Prophet 21 Software Third Party Software Third Party Software Prophet 21 Software Prophet operating system Prophet 21 files Progress files Note! Graph proportions are arbitrary. Prophet files: Have a maximum number of records Take up the same amount of space, full or empty Once expanded, reducing size can cause loss of data 11

12 Lesson 1: File System File Structure Types of Files There are several different types of files in the Prophet 21 system: Data files - Contains blocks of data stored by record number - Generally end in the letter D (ITEMD and CUSTD) - Are manipulated via cross-reference files Cross-reference files - Are used by the system to access, or point to, records in a data file - Generally end in the letter X (ITEMX and CUSTX) Specialty files - Are used for specialized packages, such as PQL (DICL) Progress files - Are used for PROSeries/Acclaim accounting modules 12

13 Lesson 1: File System Data Files Data records store information in blocks. CUSTD Record Number Customer Name Sales Rep 1 Nolan Tile Kelly Electric Tool Supply Adams Plumbing SDA Paper 140 Cross-Reference Files Only record numbers are stored in cross-reference files. CUSTD CNAMEX Record Number Customer Name Sales Rep CUSSLX 4 1 Nolan Tile Kelly Electric Tool Supply Adams Plumbing SDA Paper

14 Lesson 1: File System Pointing to a Data File A cross-reference file points, or looks, to the data file to get information. CUSTD CNAMEX Record Number Customer Name Sales Rep CUSSLX 4 1 Nolan Tile Kelly Electric Tool Supply Adams Plumbing SDA Paper

15 Lesson 1: File System File Control Block (FCB) The File Control Block, FCB, offers a peek at a file to check its position, number of records, and length. Key information about the file is displayed with FCB. Record length - length of data in the record # of Records - number of records currently being used in the file Max # Records - potential number of records that the file can hold Max # of Records - # of Records = Available records 15

16 Lesson 1: File System 0UNIT0 Subtracting Starting Track from Tracks gives you the number of free tracks left in the system. Starting Track - number of tracks being used Tracks - number of tracks available Tracks - Starting Track = Free Tracks # of Records: - number of files on the system Max # Records - maximum number of files that the system can hold Note! You can only see the unit you are currently working in. 16

17 Lesson 1: File System Finding Cross-Reference Files At the File prompt, you can type!! to display all cross-reference files associated with a specific data file. XL screens 17

18 Lesson 1: File System Acclaim screens Note! PowrDrill option exists to see the cross-reference files. Useful for: Saving off files Getting a full file error message, but not sure what file is full Don t use this listing as a reference to expand files. 18

19 Lesson 1: File System Mismatch A cross-reference file is mismatched when the pointers to the data file get mixed up. Note! Mismatch is a job. Be sure to run this command at a Job prompt (XL) or a jump to box (Acclaim). As of XL9, instructions on how to fix a mismatched file are included. Also included are instructions on how to mend a file, and how to run a hidden option. 19

20 Lesson 1: File System Mend a File Mending a cross-reference file will rebuild the file from information in the data file. Units online, system stopped UT...**P will direct output to a printer UT...ME If duplicate records exist, they will print. Call Software Support. Note! Instructions available in AnswerFax, document #

21 Lesson 1: File System Is a File Mendable? Here are instructions on how to manually check is a file is mendable: 1. JOB...FILES 2. Select the ED option to Edit a file 3. Add LEN #1 + LEN #2 + LEN #3. 4. If the sum is equal to LENGTH, the file is mendable. 21

22 Lesson 1: File System Hidden Options Hidden options are used to rebuild files, mend bad data, or access data that is normally hidden. At the request of the Prophet 21 Support Department, it may be necessary to run a hidden option. Directions to run a hidden option are generally given in the form, Run == in EXP-ORDER. XL Instructions 1. Stop the system by entering ST at the UTILITY COMMAND prompt. 2. Activate Q-MODE. 3. Go to the module indicated (EXP-ORDER in this example). 4. At the OPTION: prompt, enter a < sign. The system will immediately produce a hidden menu with an extra column on the left side labeled Enter. 5. At the OPTION: prompt of the hidden menu, enter the two specified characters. These characters are usually some form of punctuation #, $, &, ^, *, =). Note! Some hidden options will prompt with a proceed message. Answering affirmatively will perform the hidden option. Others do not offer a proceed message. These hidden options will automatically be performed after the appropriate character is entered at the OPTION: prompt on the hidden menu. Note! AnswerFax #

23 Lesson 1: File System Acclaim Instructions 1. Stop the system by entering ST at the UTILITY COMMAND prompt. 2. Activate Q-MODE and H-MODE. 3. Go to the module indicated (EXP-ORDER in this example). 4. At the menu, enter a < sign by simultaneously pressing [Shift][,]. The system will immediately produce the hidden option box. 5. Enter the two specified characters. These characters are usually some form of punctuation #, $, ^, *, =). Notes! Some hidden options will prompt with a proceed message. Answering affirmatively will perform the hidden option. Others do not offer a proceed message. These hidden options will automatically be performed after the appropriate character is entered at the Option prompt on the Hidden Option menu. Accounting hidden options are run from System Admin/Utilities/Hidden Options. 23

24 Lesson 1: File System Verify A Verify checks the integrity of the Prophet 21 files. Units online, system stopped UT...VE - CO mplete: verifies every file - PA rtial: verifies only new/altered/updated files - CS (Complete Silent): verifies every file, but report only lists files with a verify error - PS (Partial Silent): verifies only new/altered/updated files, but report only lists files with a verify error Verify Report Silent Verify Report Note! Corrective action only has to be taken if a file is BAD. No action is required for warnings. 24

25 Lesson 1: File System Block Verify A block verify verifies a single file. It is convenient to use when only verifying one file. Units online, system stopped UT...BL - Select #2 Verify Use the Verify option to verify one file. 25

26 Lesson 1: File System Expanding a File There are three ways to expand a file: 1. Expanding one file at a time. 2. Expanding several files at a time. 3. Automatic file expansions. These are discussed in Lesson 5. Expanding One File at a Time Units offline, system stopped UT...EX (Expand) 26

27 Lesson 1: File System Expanding Several Files at a Time Units offline, system stopped UT...EC (Queues multiple files to be expanded) Note! AnswerFax document #

28 Lesson 1: File System File Sizing Hints When expanding files, regardless of the method, some thought should be put into how much larger the files are going to be. Here are a couple examples: Example 1: Adding a new vendor line to the Catalog file The Catalog file (CTLGD) is currently using 20,500 records out of a possible 25,000 records, which leaves 4500 records free. The vendor line that you are going to add has 12,000 items. Since, there is not enough space in the catalog file, it must be expanded. The ratio of a catalog item to a record in the catalog file is 1:1. Therefore, adding 12,000 new items will take 12,000 catalog records. Since there are 4500 free already, you need to expand the file a minimum of 7500 records to 32,500. Example 2: Expanding Who-Bought-What to hold more sales history data The Who-Bought-What file (HSGND) is currently using 200,000 records out of a possible 225,000 records, leaving 25,000 records free. You currently have 20 months of Who-Bought-What history, but would like to expand the file to hold 36 months of history. 20 months of history is using 200,000 records, which is approximately 10,000 records per month. To hold 36 months of history, the file would need to be expanded to 360,000 records. Typically, it is recommended to expand a file a little more (10%) than you currently need to account for fluctuations. 28

29 Lesson 1: File System Workshop 10 minutes 1. Find out the maximum records in the customer data file (CUSTD). How many records are being used? 2. Find out how many tracks of 0UNIT0 or 0UNIT1 are free. 3. What are all of the cross-reference files for the vendor data file (VEND)? 4. Is the file CTDC1X mendable? CTLGD? 5. The Invoice Recall file (INVRCD) is currently using 45,000 records out of a possible 50,000 records, leaving 5,000 records free. You currently have 3 months of invoice recall, but would like to expand the file to hold 9 months of history. How many records would you expand the file to? 29

30 Lesson 1: File System Lesson Summary In this lesson, you learned about the different types of Prophet 21 software files and their structure. You learned that by using the File Control Block, you can get a glance at file information and unit space. The Mismatch job and Verify utility command check for and report file problems. Many problems can be rectified by performing a mend or running a hidden option. You also learned how to expand a file, along with some hints on determining how much larger to make a file. 30

31 Lesson 2: JCMs and SpoolQ After completing this lesson, you will: Know how to create a JCM Acquire tips on how to improve current JCMs Be able to utilize the SpoolQ 31

32 Lesson 2: JCMs and SpoolQ What is a JCM? A JCM, job control module, is a set of tasks programmed to run automatically. Benefits of JCMs Minimize keystrokes Easier to teach new employees one command Can perform multiple tasks unattended Works faster than someone can key responses Print lengthy reports after hours Save time overall - spend less time in front of the terminal 32

33 Lesson 2: JCMs and SpoolQ Components of a JCM Job Queue Name of actual job to run Up to 10 characters May not be an existing job queue, job stream, or user-defined menu Job Stream List of jobs to access Must be an existing job stream (ORDER, PURCHASE, etc...) or an existing job queue (JCM) Spec Name Contains actual keystrokes to be used during the running of the job queue 33

34 Lesson 2: JCMs and SpoolQ Creating a JCM Assign the Jobq names, job streams to access, and spec names to hold keystrokes to be used. Creating a JCM is accomplished through the Set Up Job-Queue option. Note! Up to 32 job streams per JCM. 34

35 Lesson 2: JCMs and SpoolQ Teaching the JCM The first time a JCM is run, it is in record mode. This means that all keystrokes will be recorded into the spec records. Set up a job queue Assign job streams and spec names Run the job queue (JCM) Perform tasks Before You Start Know what you want to accomplish Know all parameters for options selected 35

36 Lesson 2: JCMs and SpoolQ Spec Record The spec record consists of prompts and replies. The prompt is what the system displays; the reply is the keystroke system at a menu or parameter null: [Escape] terminate: [Enter] Note! Up to 64 prompts and replies per spec record. 36

37 Lesson 2: JCMs and SpoolQ Editing a JCM Acclaim screen Three important options when editing a JCM. Edit job queue: change job streams and spec names Edit spec: change keystrokes (replies) - Prompts and replies must be exact - To re-teach, delete all prompts and replies Restore jobq names (following JCM-CHECK) - Use after running LIB-UPDATE to reinstate original JCM names 37

38 Lesson 2: JCMs and SpoolQ Linking JCMs A JCM can only hold 32 job streams, if more are required, another JCM needs to be created. Multiple JCMs can be linked together. Another common use of linking is to link the GOODBYE to a day-end JCM. Note! When linking, no spec name is used. Multiple Specs A spec can only hold 64 prompts and replies. If more are needed, use multiple spec records. 38

39 Lesson 2: JCMs and SpoolQ Unique Replies You can force a JCM to stop at a desired point and wait for a reply by inserting a blank space for the prompt and reply fields. Must enter a reply for the JCM to continue Consecutive blank spaces must all be filled Note! You can not scan or browse when prompted for a reply. Messages in a JCM At the Utility Command prompt, you have the ability to display a brief message: Start with [#] Up to 15 characters, including the [#] and spaces Precede with UT...**P to have message print 39

40 Lesson 2: JCMs and SpoolQ Monitoring Time in a JCM To track what time a process is performed, use the Utility Command TI (time). To track the amount of time a process, or processes, take, use the Utility Command TD (time delay). 40

41 Lesson 2: JCMs and SpoolQ Timer Within a JCM The Timer job stream can be inserted into a JCM to make the JCM begin at a specified time. Typically placed at the beginning of a JCM JCM will not move on to the next job stream in the job queue until the specified time is reached Operator halt [?] will stop the timer prematurely and continue to the next job stream [Ctrl][C] will stop the timer prematurely and NOT continue to the next job stream Great for the day end JCM - Shift work - Branches in other time zones 41

42 Lesson 2: JCMs and SpoolQ Date Sensitive JCMs Use due caution when setting up a JCM that needs a date entered as a reply! Enter a numeric value to calculate the date. Pressing [Escape] gives the default date, which varies depending on the option being run. Typically: - Current date - 01/01/00 (01/01/50) Use the Date Calculation option - -/+ nn, where nn represents a number of days to subtract or add from the current date - Example: -90 will subtract 90 days from the current date Leave the prompt and reply blank to force manual entry of date This date is 90 days before the current date, as specified by entering -90 in this field. 42

43 Lesson 2: JCMs and SpoolQ Logging Off Within a JCM You have the ability to program a JCM to log off after it is done. Note! The XL job stream returns to the main menu. Note! Pressing the [Enter] (terminate) key ten times will log off the system. 43

44 Lesson 2: JCMs and SpoolQ Considerations for Printing Reports/Forms in a JCM Will the printers be online? Do you have enough printers to handle the variety of items to print? (132-column reports, various forms) Do the printers have enough paper/forms? Will you CL ear the report, if applicable? Will you print to SpoolQ first? 44

45 Lesson 2: JCMs and SpoolQ SpoolQ The SpoolQ module enables you to print reports and forms to a temporary storage area. Output is generated and stored in the SpoolQ module and can be printed at any time, as many times as needed. Select the Spool Report printer option. When the Spool Report printer option is selected, the following screen appears: Description: Name of menu option selected Printer # - Groups entries that need to be printed together - Not a physical printer - Can be Priority: Prioritize SpoolQ queued entries within printer # 45

46 Lesson 2: JCMs and SpoolQ Description: Name of report Prior: Priority of report Sub-Sq: Sub-sequence number that can be used in both the printing and deletion parameters Size: Number of pages in the report SpoolQ entries can be edited by selecting its sequence number Printed entries have a priority status of DONE To reprint an entry with a DONE status, edit the status to PRINT Note! Only entries with a priority status of DONE can be deleted. 46

47 Lesson 2: JCMs and SpoolQ Using the SpoolQ in a JCM When printing forms and reports within a JCM, it is advisable to print them to the SpoolQ. This is especially important if you are printing reports and registers that are being CL eared. After all forms/reports are sent to the SpoolQ, the JCM can be programmed to physically print the entries. If there is a printing problem, the entries can be printed again because they are SpoolQ entries. Note! Always use S to Specify a printer when recording the JCM, even if the desired printer is on the screen. 47

48 Lesson 2: JCMs and SpoolQ Workshop 15 minutes 1. Create a JCM to select the option to View an order in the Expedite Order module. (Note: Make sure that the cursor stops at the Order # or Customer prompt.) 2. Create a JCM to print the Order report to the SpoolQ (printer # of your choice). In addition, have the JCM print the report from the SpoolQ to the terminal. 3. Create a JCM to print shipping papers for routes 5 and 10. (Note: Ship / Print shipping papers / print by specific route) Create the JCM so that the cursor always stops at the Starting Date prompt. 48

49 Lesson 2: JCMs and SpoolQ Lesson Summary In this lesson, you learned JCMs can be used to perform multiple tasks unattended. They minimize user keystrokes, work fast, and save time. You learned several tips that can help you get the most out of your JCMs. You also learned about the SpoolQ. The SpoolQ provides a holding place for printed forms and reports. These forms and reports can be printed at any time from the SpoolQ and be printed as often as necessary. 49

50 Lesson 3: Utilities and System Backup After completing this lesson, you will: Know how to see system software versions Understand and be able to use various utility commands Be able to determine when the last backup was done Understand the Goodbye JCM 50

51 Lesson 3: Utilities and System Backup Who-Am-I For all versions below Acclaim 10 and XL10, use Who-am-I to display information about the system. This information is very useful for Customer Support representatives. Note! Screen for versions below Acclaim and XL Note! Screen for versions Acclaim and XL9.465 and above. 51

52 Lesson 3: Utilities and System Backup System For versions of Acclaim 10 and XL10 and above, use System to display information about the system. This information is very useful for Customer Support representatives. 52

53 Lesson 3: Utilities and System Backup Product Levels Prophet 21 object level - Links Prophet 21 to AIX - #lslpp -h p21.obj - Last line that reads COMMIT gives the current level Prophet 21 application level - Links Prophet 21 to 3rd party packages - #lslpp -h p21app.obj - Last line that reads COMMIT gives the current level Note! On versions Acclaim and XL9.465 and higher, these levels are displayed on the System Information screen. 53

54 Lesson 3: Utilities and System Backup Utility Commands Utility commands are commands used in the Prophet 21 operating system. They can only be run on the command terminal. In addition, most utility commands require the system to be stopped.?: Help BD: Backup date of Prophet 21 files EC: Queuing multiple file expansions EX: Expand a file GO: Make the system available ME: Mend a file NA: Name a unit OF: Turn files offline ON: Turn files online SA: Save files to tape SI: Alter file record length SS: Select system (multiple unit system) ST: Stop system TA: Select tape drive TC: Total copy TD: Time difference TI: Current time UG: Unit go (for multiple unit system) US: Unit stop (for multiple unit system) VE: Verify files 54

55 Lesson 3: Utilities and System Backup Determining When the Last Backups Were Done Prophet 21 Files Progress files 55

56 Lesson 3: Utilities and System Backup Note! On versions Acclaim 9.465, XL9.465, and higher, this information is displayed on the System Information screen. 56

57 Lesson 3: Utilities and System Backup Goodbye JCM The Goodbye JCM will run an unattended backup of the system. Here is a sample Goodbye JCM (Acclaim with slave printer): Timer/Time: Sets time for Goodbye to begin **UT/Startime: Issues TI command to track starting time Proshutdown/Prshutspec: Shuts down servers **Stop/Stopkill: Kills all processes **UT/Tapelock: Locks tape in drive **UT/Copy: Stops system, turns files offline, issues TC command **UT/Verify: Issues VE command Probackup/Prbackspec: Backs up Progress files **UT/Tapeunlock: Unlocks tape in drive Mismatch/Mismatches: Runs Mismatch report **UT/Go: Issues GO command **UT/Endtime: Issues TD command to track time difference XL/Logoffspec: Logs off command terminal 57

58 Lesson 3: Utilities and System Backup Restoring Files from a Total Copy Tape Files can be updated from a total copy tape onto your live system. For example, suppose your Who-Bought-What sales history files were deleted in error. If you have a total copy from before the deletion took place, you can update the Who-Bought-What files on your live system from the total copy tape. Steps to Take: 1. Stop the system 2. Turn the files offline 3. UT... TA NEW TAPE NR... UY 4. UT...UP UNIT NR... 0 Insert tape with wanted files. 5. FILE 1... HSGND FILE 2... HSGNX and so on 6. UPDATE? Yes 7. Turn files online 8. Run Mismatch Notes! The Prophet 21 object level must be or higher. AnswerFAX document #

59 Lesson 3: Utilities and System Backup Seizing the Command Terminal You may seize, take over, the command terminal from any other terminal. Command terminal must be at Console login Current terminal must be logged in as root Invalid Port: Device busy means that the command terminal is not at a Console login May need to switch device types 59

60 Lesson 3: Utilities and System Backup Workshop 5 minutes 1. What software applications version is the testing system running on (either unit)? 2. What is the testing system s application level? 3. Is the Goodbye on the testing system using a timer? 60

61 Lesson 3: Utilities and System Backup Lesson Summary In this lesson, you learned what commands to use to find out current system software levels. You also learned about many of the utility commands used to run the Prophet 21 operating system. The Goodbye JCM was discussed, with each spec explained. Steps to restore files from a total copy were reviewed. And lastly, instructions on how to seize the command terminal were given. 61

62 Lesson 4: Security After completing this lesson, you will: Be able to assign security levels to menu options and job streams Know how to set up security ranges per user ID 62

63 Lesson 4: Security Overview You have the ability to set up security in the Prophet 21 system. There are several types of security that will be reviewed: security on menu options, security on job streams, and passwords on job streams. By using security, you can set limitations on what an employee is permitted to do. Security on Menu Options Setting security on menu options is accomplished through using a numbering system where a number, 0 through 9999, is assigned to a menu option. Most users choose to make 0 the lowest security and 9999 the highest security. Then, each employee is assigned a security clearance range, or ranges, that dictate what they are permitted to do. For example, if an employee s clearance range is , they can only select menu options with a security level of Steps to Setting up Security XL & Acclaim 9.0 Acclaim 9.1 & above Determine a numbering system Determine a numbering system Set security on menu options Set security on menu options Transfer security to job streams Assign security ranges to user IDs Assign security ranges to user IDs 63

64 Lesson 4: Security Step 1: Determine a numbering system Before you begin setting up security, you need to determine a numbering system. Typically, one (1) is low and 9999 is high, with zero (0) being no security. It is recommended that you be consistent in assigning security levels. For example, if deleting a customer is level 3000, then deleting a vendor should also be level

65 Lesson 4: Security Step 2: Set security on menu options XL & Acclaim 9.0 To set security on menu options, Security Edit Mode (option 4) must be on. When security edit mode is on, the Old and New security settings are shown to the left of the menu option. To set security, use the S to set security option. 65

66 Lesson 4: Security When setting security on menu options, you can assign a security level directly to a job stream. In this example, Accounting has a security level of 8000 and Utilities has a level of Users who are limited to using the menu system (those who do not have access to the Job prompt/ jump to box) would not be able to access any of the modules within Accounting or Utilities, unless they had security clearances for levels 8000 and 6000, respectively. Acclaim 9.1 & above To set security on menu options, Security Edit mode must be on. Note! Q-Mode must be activated before Security Edit mode is enabled. 66

67 Lesson 4: Security Press [Tab] to change security settings Press [F2] to accept changes Changed settings marked with an * When setting security on menu options, you can assign a security level directly to a job stream. In this example, Accounting has a security level of 8000 and System Admin has a level of Users who are limited to using the menu system (those who do not have access to the jump to box) would not be able to access any of the modules within Accounting or System Admin, unless they had security clearances for levels 8000 and 6000, respectively. 67

68 Lesson 4: Security Step 3: Transfer security to job streams Note! XL & Acclaim 9.0 only Once you have assigned security levels to menu options, including job streams, the next step is to transfer these settings to the job stream. This only applies to security levels set to menu options that are also job streams, for example, Order, Ledger, and Purchase. The Job description default option is used to automatically transfer security to job streams. Note! Security edit mode must be on. Answering Y to the Transfer Security Settings question transfers the security level values to the individual job streams. 68

69 Lesson 4: Security Step 4: Assign security ranges to user IDs Each user ID needs to be assigned to a security range, or ranges. These ranges dictate what the user can and cannot do. 69

70 Lesson 4: Security Additional Security Settings These options are not menu options, but you still have the ability to set security on them: 70

71 Lesson 4: Security Security on Job Streams You may assign security settings to job streams that are not found on menus. This is accomplished using an option in the Job module. XL screen Acclaim screen Security Edit mode must be activated User Base documentation lists jobs not found on menus 71

72 Lesson 4: Security Password Security on Job Streams In addition to setting a numeric security level on job streams, you may also set a password. XL Screen Acclaim screen 72

73 Lesson 4: Security Editing a job stream Always add to the first blank line [S] / one space / password (up to 6 characters) When accessing the module, you will be prompted for a password: 73

74 Lesson 4: Security User ID Setup Enable Job: Decides whether or not this user can press the [space bar] to access the Job prompt / Jump to box Display all menu options: Y = All menu options displayed N = Only those menu options that this user has clearance for are displayed 74

75 Lesson 4: Security Acclaim Screens Acclaim users have the option to transfer XL security settings to the Maintenance screens. Company/Options/Acclaim Setup/Acclaim Screens Note! Q-Mode and H-Mode must be on. Company/Options/Acclaim Screens Security settings can be viewed and edited here. 75

76 Lesson 4: Security Security Suggestions Secure jobs that are not found on menus (QREBITEM, QDELETE) Job streams and menu options should have the same security level Limit access to Q-Mode, H-Mode, and the P21 user ID Set security on all options that perform any type of reset or purging (i.e. Delete Who-Bought-What sales history, Reset month-to-date date) Logoff your terminal when you ll be away from your desk for an extended time period 76

77 Lesson 4: Security Lesson Summary In this lesson, you learned the steps to setting up security on menu options throughout the system: determining a numbering system, setting security on menu options, transferring security to job streams, and assigning security ranges to user IDs. You also learned about other security options available, such as passwords on job streams. 77

78 Lesson 5: Company Options After completing this lesson, you will: Be familiar with a variety of company options and understand how they affect the software functionality 78

79 Lesson 5: Company Options Overview Many features and benefits of the Prophet 21 system can be turned on and off through the company options. In addition, with each major software level release, new company options are added. When is the last time you reviewed your company options? Order processing company options Inventory company options Accounting company options System company options 79

80 Lesson 5: Company Options Order Processing Company Options 80

81 Lesson 5: Company Options Inventory Company Options 81

82 Lesson 5: Company Options Accounting Company Options Acclaim XL 82

83 Lesson 5: Company Options System Company Options 83

84 Lesson 5: Company Options Lesson Summary In this lesson, you learned about many company options that affect the software functionality. With each new major software release, company options are typically added to give you greater flexibility. Always remember to review your company options periodically. 84

85 Lesson 6: Closing Procedures After completing this lesson, you will: Know what procedures should be done to close a day, month, and year Be familiar with ways to improve closing procedures 85

86 Lesson 6: Closing Procedures Date Calculation Option Found throughout the system, date fields that are equipped with automatic formatting (type and having 09/23/00 fill in) now allow a number of days to be entered instead of a specific date. Note! The signs + and - can be used, followed by a number of days Day Extension Option In addition to using the Date Calculation option in date fields with automatic formatting, there is also a day extension option available. This option allows you to extend the current day into the next day (after midnight). Wnn represents the number of hours past midnight that are considered part of the previous day Example: System date is 4/1/00 Input Before midnight Midnight to 5 am After 5 am -1 3/31/00 4/1/00 4/1/00-1W5 3/31/00 3/31/00 4/1/00 86

87 Lesson 6: Closing Procedures Daily Closing Procedures Note! (M) = Mandatory, (S) = Suggested Quote Entry (M) Print and clear the Quotation register. Order (M) Print and clear the Order Register. Ship (M) Print and clear the Shipping Register. Ship Edit (M) Print and clear the Shipment Confirmation Register. Invoice (M) Print and clear the Daily Invoice Register. Expedite Order (S) Print an Unpriced/Uncosted Orders report. Sales History (S) Build Sales History if not using the Real-Time Sales History module. 87

88 Lesson 6: Closing Procedures PO Print (M) Print and clear the PO and Requisitions Register (M) Print and clear the Change PO Register PO Return Print (M) Print and clear the Daily Vendor Return Register Material (S) Print the Material Received Against POs List. (S) Print the Material Received Against Transfers List. (S) Print and clear the Material Received Register. (S) Print the Requisitions Received List. (M) Print and clear the Requisitions Received Register. (M) Print and clear the Daily Confirmed Vendor Returns Register. Item Adjust (S) Print and clear the Stock Adjustments Register. (S) Print the Nonstock Adjustments Register. Item Ledger (M) Build Item Ledger History. Transfer (M) Print and clear the Transfer Register. 88

89 Lesson 6: Closing Procedures PROSeries /Acclaim Receivables (S) Print the Cash Receipts Journal. XL Receivables (M) Print and clear the Daily Cash Receipts Journal. External Receipts (M) Print and clear the Daily External Cash Receipts Journal. PROSeries /Acclaim Payables (M) Print the Expense Journal. XL Payables (M) Print and clear the Daily Expense Journal. (M) Print and clear the Daily Auto Accrual Journal. External Disbursements (M) Print and clear the Daily External Cash Disbursements Journal. Management Summary (M) Build current activity totals. 89

90 Lesson 6: Closing Procedures Month-End Considerations Timing Invoicing - When are procedures performed relative to the actual month end - Are reports date sensitive or just accumulators - When are procedures performed relative to your daily activity - Invoicing must be completed before month-end procedures begin Improving Month-End Procedures JCMs SpoolQ - Record JCM in same environment that it will be run (security, Q-Mode, printer options) - Be careful of date-sensitive fields - Set the JCM on a timer, if applicable - Make sure files are large enough (SPQUED, PRSPOD) - Use printer numbers to organize printed reports/forms Printing Simultaneously (for manual closing) - Many reports can be printed at the same time - Do not run these reports simultaneously: Any two sales history reports Turn & Earn Report and the Inventory Value Report Inventory Value Report and an Item Ranking Report 90

91 Lesson 6: Closing Procedures Preparations for Month End Complete all invoicing Make a total copy of the system Check for near full and full files, in particular: - SpoolQ files: SPQUED, PRSPOD - Who-bought-what sales history: HSGND - Nonstock sales history: HISNSD 91

92 Lesson 6: Closing Procedures Monthly Closing Procedures Notes! (M) = Mandatory, (S) = Suggested These procedures include daily closing procedures. Customer (M) Update customer month-to-date sales period information (Note: Also resets Sales Comparison) (S) Print a Customer Invoiced Sales Report by Salesman (S) Print and clear the Customer Entry Register, Alter Register, and Deletion Register Vendor (S) Print a Vendor Payment Status Report Item (M) Print and clear an Item Cost Change Register (Detailed) (S) Print and clear the Item Entry Register, Alteration Register, and Deletion Register 92

93 Lesson 6: Closing Procedures Item List (M) Print and clear an Invoiced Cost Edit Variance Report (S) Print an Inventory Value Report. Considerations: - If posting to the Turn & Earn Report, this report must be run company wide, in vendor sequence, with the cost basis set - If posting to Management Summary, the report should be run company wide, showing location detail, in summary, and the option to post to Management Summary set to Yes - If using Inventory Movement, the option to update Inventory Movement must be set to Yes (S) Print the Item Service Level Report (S): Print and clear the Large Sales Journal Salesman (M) Print and reset the Salesman Commission Report Sales Tax (M) Print a Sales Tax Summary, if county and city breakdowns are needed. This report MUST be run before the Invoiced Sales Tax Report is reset (M) Print and reset the Invoiced Sales Tax Report Sales Category (S) Print the Sales Category Report (M) Reset MTD sales category values 93

94 Lesson 6: Closing Procedures Quote Entry (M) Print and clear the Quotation Register Order (M) Print and clear the Order Register Ship (M) Print and clear the Shipping Register Ship Edit (M) Print and clear the Shipment Confirmation Register Invoice (M) Print and clear the Daily Invoice Register (M) Print and clear the Monthly Invoice Register Expedite Order (S) Print an Unpriced/Uncosted Orders Report Sales History (M) Build Sales History (S) Print the Turn and Earn Report 94

95 Lesson 6: Closing Procedures Purchase (M) Reset the Active Item Purchase Tracking file PO Print (M) Print and clear the PO and Requisitions Register (M) Print and clear the Change PO Register PO Return Print (M) Print and clear the Daily Vendor Return Register (M) Print and clear the Monthly Vendor Return Register Material (S) Print the Material Received Against POs List (S) Print the Material Received Against Transfers List (M) Print and clear the Material Received Register (S) Print the Requisitions Received List (M) Print and clear the Requisitions Received Register (M) Print and clear the Daily Confirmed Vendor Returns Register (M) Print and clear the Monthly Confirmed Vendor Returns Register (M) Print the Unreconciled Receivings List Purchase Control (M) Perform a Month-End Reset (for UPTO and EOQ) 95

96 Lesson 6: Closing Procedures Item Update (M) Perform an Item Update (S) Reset PTD Service Level (for Item Service Level Report) Item Adjust (M) Print and clear the Stock Adjustments Register (M) Print the Nonstock Adjustments Register Item Ledger (M) Build Item Ledger History Transfer (M) Print and clear the Transfer Register PROSeries /Acclaim Receivables (M) Print and commit the Cash Receipts Journal (M) Generate service charges, if applicable (M) Print and commit the Service Charge Journal (S) Print Customer Statements (S) Print an Aged Receivables Report 96

97 Lesson 6: Closing Procedures XL Receivables (M) Print and clear the Daily Cash Receipts Journal (M) Print and clear the Monthly Cash Receipts Journal (S) Generate service charges, if applicable (M) Print and clear the Service Charge Journal (S) Print customer statements (M) Perform a Month-End Statements Set (S) Print an Aged Receivables Report External Receipts (M) Print and clear the Daily External Cash Receipts Journal (M) Print and clear the Monthly External Cash Receipts Journal Customer Credit (M) Reset Month-to-date customer credit information PROSeries /Acclaim Payables (M) Print and commit the Expense Journal (M) Print and commit the Check Register (M) Print and commit the Payables Discrepancy Journal (S) Print the Payables Aged Report 97

98 Lesson 6: Closing Procedures XL Payables (M) Print and clear the Daily Expense Journal (M) Print and clear the Monthly Expense Journal (M) Print and clear the Daily Auto Accrual Journal (M) Print and clear the Monthly Auto Accrual Journal (M) Print and clear the Check Register (M) Print and clear the Payables Discrepancy Journal (S) Print the Payables Aged Report External Disbursements (M) Print and clear the Daily External Cash Disbursements Journal (M) Print and clear the Monthly External Cash Disbursements Journal Management Summary (M) Build current activity totals (M) Print and reset the Management Summary Report 98

99 Lesson 6: Closing Procedures Ledger Be sure all necessary monthly reports have been printed and cleared/committed Review, edit, and post batches Print the General Ledger Control Log to close the month, if applicable Print appropriate financial reports Note! Postings do not have to be done at month end. However, the reports that postings are derived from must be obtained during the month-end close. 99

100 Lesson 6: Closing Procedures Yearly Closing Procedures Notes! The following procedures are in addition to your normal daily and monthly closing procedures. Make a total copy of the system before performing yearly closing procedures! Customer Update customer year-to-date sales period information Note! Updating YTD also updates MTD. Vendor Update vendor year-to-date information Salesman Reset year-to-date salesman commission Sales Tax Reset year-to-date sales tax information Sales Category Clear yearly sales category values Note! Clearing yearly values also clears monthly values. Sales Comparison Perform a year-end update 100

101 Lesson 6: Closing Procedures Sales History Reset year end sales history information Item Update Update year-end data Update year-end cost Customer Credit Reset year-to-date customer credit information Management Summary Print and reset Year-To-Date Management Summary Report Note! The YTD reset also resets MTD and QTD. PROSeries/Acclaim Ledger Perform a fiscal year close XL Ledger Reset year end balances 101

102 Lesson 6: Closing Procedures Lesson Summary In this lesson, you learned about closing procedures for the day, month, and year. The new date features, Date Calculation and Day Extension, were discussed. You also learned tips for improving closing procedures, as well as things to consider for month-end closing and preparation steps for month-end closing. 102

103 Index A acclaim screens, 75 accounting company options, 79 application level, 53 automatic formatting, 86 B BD, 54 block verify, 25 C company options, 79 cross-reference files, 12 D daily closing procedures, 87 data files, 12 date calculation, 42 date calculation options, 86 day extension option, 86 E EC, 54 EX, 54 expand a file, 26 F FCB, 15 file control block, 15 file structure, 12 G GO, 54 goodbye, 57 H hidden options, 22 I inventory company options, 79 J JCM, 32 job queue, 33 job stream, 33 L linking JCMs, 38 log off, 43 M ME, 20, 54 mismatch, 19 month-end considerations, 90 monthly closing procedures, 92 multiple spec,

104 Index N NA, 54 O object level, 53 OF, 54 ON, 54 order processing company options, 79 P password, 72 preparations for month end, 91 printer #, 45 product level, 53 Progress files, 12 R restoring files, 58 S SA, 54 security, 63 seize, 59 SI, 54 spec name, 33 specialty files, 12 spoolq, 45 SS, 54 ST, 54 system company options, 79 system menu, 52 T TA, 54 TC, 54 TD, 40, 54 TI, 40, 54 Timer, 41 U UG, 54 US, 54 utility command BD, 54 EC, 54 EX, 54 GO, 54 ME, 54 NA, 54 OF, 54 ON, 54 SA, 54 SI, 54 SS, 54 ST, 54 TA, 54 TC, 54 TD, 54 TI, 54 UG, 54 US, 54 VE, 54 utility commands, 54 V VE, 24, 54 verify, 24 W Who-Am-I, 51 Y yearly closing procedures,