Welcome. to the Library Master Manual. How to Use This Guide. Contents. Index. Modules

Transcription

1 Welcome to the ibrary aster anual How to se his Guide ontents ndex odules

2 How to se his Guide Go to the How to se his Guide page (this page)....ext on page... Go to the ontents. Go to the previous page. Go to the next page. Go back to the previous link. Go to the ndex. Go to the odules page. ndicates a jump to a topic. ookmarks appear in the overview window to the left of the document window. hese bookmarks are similar to a table of contents. ote: he nstallation Guides and ser anuals -R is best viewed using crobat Reader 4.0 or higher. For best printing results, print to a Postcript printer. opyright est oftware, nc. ll rights reserved.

3 3 hapter 1 ntroduction 11 verview 11 How to se his anual 12 Graphic onventions 12 ext onventions 13 ontents hapter 2 sing the ecurity enu 14 ecurity enu 14 dvanced ystem ecurity 15 nified ogon in ser aintenance 18 etting p ser odes 18 sing an ogon in ssigning ccess to pecific ompanies and odules 21 ser ogon ecurity 22 ctivating the utomatic ogout Feature 22 enu ecurity aintenance 23 aintaining ecurity 23 Product Registration 24 Registering Your oftware 24 Registering dditional odules 27 ate Registration 27 able/field ecurity aintenance 28 aintaining able/field ecurity 28 ser/ompany ecurity aintenance 29 aintaining ser/ompany ecurity 29 rystal/q ecurity aintenance 30 aintaining rystal/q ecurity 30 hapter 3 sing the tilities enu 31 tilities enu 31 ompany aintenance 32 etting p a ompany 32 ctivating a ompany 33 reating odule ata Files 34 onverting to a urrent Version 34 eleting a ompany with ata Files 35 ibrary aster anual

4 4 Resize ata Files 36 Resizing ata Files 36 ystem ctivity og 37 Viewing the ystem ctivity og 37 evice onfigurator 38 efining a Printing evice 38 pdating the onfiguration File 40 hanging the Print ode 41 dding ocal Printers 42 Viewing the 90. File 43 lternate irectory aintenance 44 etting p lternate irectories 46 ata irectory ransfer 47 ransferring ata 47 ask enu aintenance 48 etting p ask enus 48 nstalled pplications 49 Viewing the nstalled pplications isting 49 aster onsole etup 50 etting p aster onsole in tations 51 ser 52 etting p aster onsole in ser 54 aster onsole in hat 56 roadcast 56 hutdown ll 57 ptions 57 aster onsole in Refresh 58 ill ask 59 nitiate/ancel hutdown 59 roadcast 61 isable/nable Host 61 ptions 61 hat 62 ibrary aster anual

5 5 utomatic pdate 63 eginning the pdate Process 63 aintaining utomatic pdates 64 utomatic pdate og 64 ninstall odules 65 ninstalling odules 65 Report anager 66 ccessing Report anager 66 odifying Forms 67 reating a ew Report 67 opying a Report 68 mporting a Report 68 reating a ustomized Format 69 eleting a Report 70 Printing a Report 70 xporting a Report 71 sing the ustom Reports enu 71 Report Format aintenance 72 hanging the Report Format 72 Header 73 Footer 74 ody 74 dding itmaps 75 Resetting Report efaults 75 Viewing Report nformation 75 opying a Report Format 76 Fax Form efinition 77 efining Fax-nabled Forms 78 reating a ew Faxable Form 79 atch Faxing 80 rystal Form Fax Fields 80 ibrary aster anual

6 6 ser ookup Wizard 82 ustomizing the ookup 82 reating a ew ustom ookup 83 odifying a ustom ookup 84 odifying the ookup olumns 84 reating a umeric Field 85 alculated Field uilder 85 odifying the olumn Heading 86 pecifying the Filter 87 electing ther Parameters 88 ser ookup isting 89 ustomizing the ookup 89 onversion tility 91 onverting ustomized ookups 91 hapter 4 sing the Repair enu 92 File nalysis and Repair tilities 92 ata File isplay and aintenance 93 isplaying Records in Files 93 isplaying ables 94 Rebuild pplication ort Files 95 Rebuilding ort Files 95 Rebuild pplication ey Files 96 Rebuilding ey Files 96 nalyze and Relink ine Files 97 Relinking ine Files 97 Reinitialize ata Files 98 Reinitializing ata Files 98 onvert volution/2 ata Files 99 onverting volution/2 ata Files 99 onvert Provide ata Files 100 onverting Provide ata Files 100 Rebuild lternate irectory Pointers 101 Rebuilding lternate irectory Pointers 101 ibrary aster anual

7 7 hapter 5 sing the ommon enu 102 ales ax lass aintenance 103 etting p ales ax lasses 103 ales ax ode aintenance 104 etting p ales ax odes 104 ales ax chedule aintenance 105 ntering ales ax chedules 105 ZP ode aintenance 106 ntering ZP odes 106 ountry ode aintenance 106 ntering ountry odes 106 aintain xplorer enu 107 ustomizing xplorer 107 hapter 6 sing the usiness nsights enu 108 usiness nsights enu 108 nstalling usiness nsights Without nstalling the oftware 108 usiness nsights Process hecklist 109 ccessing Your usiness nsights Home and Web Pages 110 nderstanding ata lements 111 usiness nsights ptions 112 etting p usiness nsights ptions 112 etting p dditional ptions 113 usiness nsights Wizard 114 electing a ser 114 ntering Rs for the usiness nsights Home Page 115 electing the ata lements 116 Rearranging the rder of ata lements 116 ntering ptions for a ata lement 117 usiness nsights isting 118 Printing the Home Page isting 118 isplay usiness nsights 120 aunching the Home Page 120 usiness nsights utomatic pdate 121 hecking the Polling tatus 121 ibrary aster anual

8 8 emplate amples 122 ncome and alance heet 123 ncome tatement etails 124 alance heet etails 125 udget omparisons 126 ey Ratios 127 ash Flow Predictions 128 ash xpectations 129 ash Requirements 130 Revenue 131 ales etail 132 op ustomers 133 xpenses 134 Purchases etail 135 op Vendors 136 ales by Product ine 137 op tems 138 Work Force tatistics 139 ppendix isk rive onfiguration 140 ultiple isk rive/irectory onfiguration 140 ppendix ystem essages 141 ibrary aster essages 141 ser aintenance 141 enu ystem/enu ecurity aintenance 141 ompany aintenance 142 Resize pplication ata Files, Rebuild pplication ort Files, Rebuild pplication ey Files, nalyze and Relink ine Files, and ata irectory ransfer 142 lternate irectory aintenance 143 ata irectory ransfer 143 ookup Feature 144 ser ookup Wizard 145 ppendix onverting volution/2 ata Files 146 n-place onversion Process 147 Parallel onversion Process 149 ibrary aster anual

9 9 onverting pecific ompany Files 151 og File 152 ata File onversion 153 ystem File onversion 153 pplication File onversion 153 Removing volution/2 Program Files 154 ppendix onverting Provide ata Files to Q 155 Parallel onversion Process for Q 156 onverting pecific ompany Files 159 og File 160 ppendix ata ackup 161 ackup chedule 161 How ata s rganized on the isk 162 ppendix F Printing with the oftware 163 Form Printing ethods 163 ongraphical (haracter) Forms 163 Graphical (rystal Reports) Forms 164 Report Printing efaults 165 Graphic Report Format 166 Form Printing efaults 167 ongraphical (haracter) Forms 167 Graphical (rystal Reports) Forms 168 Form Printing atrix (ongraphical Forms) 170 ongraphical Forms Printing 177 efining Form tandards x 11 Portrait rientation Form Printing 179 roubleshooting 181 Form reeping 181 ata ropping 182 Printer rops ections or Pages 182 onstandard Form Printing 183 Printing ontinuous-feed ot-atrix hecks 185 ips for ustomizing heck Forms 188 ibrary aster anual

10 10 evice onfigurator Helpful Hints 189 efining the evice ype 189 Windows Printer 189 Windows Printer Port 190 Physical evice 191 efining efault evice odes 191 ocal and Global Printers 192 ink Files 193 reating evice onfigurator Printers 194 ot-atrix Printers 197 onfiguring the Printer 197 etting Graphical or ongraphical Form Preferences 198 Printing to a Wide-arriage Printer 198 roubleshooting heck Printing ssues 199 efining P/P odes 201 sing P Printer Ports 202 Frequently sked Questions 203 ther Printer ssues 207 se of an P Printer Port Without atching Hardware 207 Possible Resolutions with a uspected P Printer Port ssue 208 se of idirectional Printing Without upporting Hardware 208 Possible Resolutions with a uspected idirectional Printing ssue 208 se of HP Printing ystem oftware/oolbox oftware 209 se of an HP 4000 or HP 5000 Printer 210 ibrary aster anual

11 ntroduction hapter 1 verview hapter 11 1 he ibrary aster module provides the central system software that enables your computer to run the 90 and 200 software. he ibrary aster module must be installed on your computer before any other modules are installed. You can perform functions that affect your system, modules, users, and companies using the ibrary aster module. ome of these functions include registration, system preference settings, report format maintenance, security, and the maintenance of companies and users. n addition, the ibrary aster module contains options for setting up and creating a customizable home page, which provides graphical charts of your business statistics. ibrary aster anual

12 12 hapter 1 ntroduction How to se his anual Your ibrary aster module is designed to operate in conjunction with the other modules in this product line. efore proceeding, complete the installation instructions listed in your nstallation Guide as well as the instructions for Performing ystem tartup asks in your Getting tarted Guide. se the ibrary aster manual as a reference for understanding features of the module. he manual contains overviews and samples of windows. his manual should be used in conjunction with the Help system, which provides detailed field information and How o procedures. Graphic onventions he following icons are used throughout this manual to indicate different types of information. he ote symbol is followed by additional information about a topic. he Helpful Hint symbol is located in a grey text box and followed by additional information about an option. he Warning symbol is followed by information to help you avoid costly mistakes. ibrary aster anual

13 13 hapter 1 ntroduction ext onventions he following table describes the text conventions used in all manuals. ext onvention Field font talic font xplanation ndicates a field name, list box name, options in a list, column name, or check box. xample: he odes button is available only if Windows Printer Port or Physical evice is selected at the evice ype field. ndicates directory names or references to other manuals. xample: For more information about setting up and processing sales tax, refer to your ccounts Receivable or ccounts Payable manual. ibrary aster anual

14 sing the ecurity enu hapter 2 ecurity enu hapter 14 2 he ibrary aster module offers a flexible ystem ecurity feature that can be used to prevent unauthorized access to the system. ystem ecurity can be configured to meet your company's specific requirements. he resulting system can be simple, with only a user code and password assigned to each authorized employee, or it can be elaborate, protecting various combinations of companies, modules, menus, and options. For information on establishing ystem ecurity, refer to your Getting tarted Guide. ote ome options are not available for 200 for Q erver. ntil access to some part of the system is assigned to one specific user or group of users, that part of the system can be accessed by any user. his allows certain parts of the system to be secured while other parts remain unrestricted. ecurity menu options: ser aintenance enu ecurity aintenance Product Registration able/field ecurity aintenance ser/ompany ecurity aintenance rystal/q ecurity aintenance ( 200 for Q erver only) ibrary aster anual

15 15 hapter 2 sing the ecurity enu dvanced ystem ecurity he software is equipped with a number of features that can effectively keep unauthorized users from accessing programs and files. n addition to the basic security previously described, additional measures can be taken to further secure your data. hese include: Requiring a Password: ll users must have a password associated with their user logon. his option is available on the Preferences ystem Prefs tab. Requiring a Password of a ertain ength: Passwords of one or two characters are not very effective in stopping intruders. sers can be required to enter a password of at least a certain number of characters (such as five). he password cannot exceed eight characters. his option is available on the Preferences ystem Prefs tab. nabling ntruder etection: his feature locks out a user when a certain number of logon attempts fails. his prevents unauthorized users from trying numerous passwords while attempting to access your system. his option is available on the Preferences ystem Prefs tab. ocking sers: upervisors can lock user accounts using ser aintenance, preventing anyone from accessing the system using these accounts. ser accounts are locked automatically via intruder detection, but become unlocked after a specified amount of time. his time limit is defined in minutes by the supervisor using Preferences. ser accounts locked using ser aintenance cannot be unlocked automatically. he supervisor must unlock these accounts using ser aintenance before the user accounts can be accessed. pecifying ttempts efore ockout: fter a specified number of incorrect logon attempts for the same user account, that user account is automatically locked. upervisors can automatically unlock these user accounts after a specified duration of time (specified in minutes) instead of manually unlocking users using ser aintenance. ibrary aster anual

16 16 hapter 2 sing the ecurity enu isabling ookup on ogon Window: For added security, the ookup button at the ser field in the 200 ser ogon window can be disabled. his prevents unauthorized users from randomly picking a user code and then trying numerous password combinations to gain access to the system. he options previously described can be found in Preferences or ser aintenance. You must have supervisor rights to make changes to the security fields in the Preferences window, as these options affect all users on the system. upervisors should carefully consider security options to find the best approach that suits each installation. nified ogon in 200 o provide more security and convenience in the client/server environment, 200 has added the ability to log onto 200 using the user's Windows logon account. his can prevent unauthorized access into the system from users who do not have accounts on the domain where 200 is installed. 200 offers five general levels of security to prevent unauthorized access to the 200 system. o ecurity: o user codes are set up. nyone can access the system. asic ecurity: sers must have a three-character 200 user code and, optionally, a password to gain access to the system. asic ecurity Requiring Password: sers must have a three-character 200 user code and a password in order to gain access to the system. ptional nified ogon: sers must have a three-character 200 user code that may be associated with a Windows logon name. f an logon is associated with a three-character 200 user code, the logon will be validated and the user will be allowed access to the system. f an logon is not associated with a three-character 200 user code, the user must enter a user code and, optionally, a password; passwords can be enforced. ibrary aster anual

17 17 hapter 2 sing the ecurity enu ecure nified ogon: sers must have a three-character 200 user code associated with an logon. sers who do not have both a user code and a matching logon will not be allowed access to the system. he Require Passwords check box on the Preferences ystem Prefs tab, and the se ogon and Require ogon check boxes on the Preferences erver nfo tab are the three settings that establish the configuration of security. he Require Passwords check box on the Preferences ystem Prefs tab requires that each user code have a password. Passwords are set up in ser aintenance. f this check box is selected after user codes are set up that do not have passwords and you attempt to access the software with any of those user codes, a dialog box prompts you to define a password for the user code. ibrary aster anual

18 18 hapter 2 sing the ecurity enu ser aintenance se ser aintenance to create, modify, or delete user codes for individual users or groups of users. n addition, user and group access privileges can be further defined by company and/or module. etting p ser odes n the ibrary aster ecurity menu, click ser aintenance. his field is available only in 200. Warning pdating registers using the Preview feature will hinder your audit trail. ote ccounts locked using ser aintenance will not unlock automatically after the specified time entered at the ockout uration (inutes) field in the Preferences window has passed. efore creating user codes for amed ser and xternal eat licenses, these licenses must be registered in Product Registration aintenance. lick the Help button for overviews and related procedures. You can also press F1 at any field for pop-up information. elect the upervisor Rights check box to allow registers to be updated from the Preview feature without printing a hard copy of the register. he user will also have access to advanced features such as Fix and Period. For more information on these features, refer to your echnical Reference and upport Guide (RG). he ocked check box is selected if a user account is locked. o lock or unlock a user account, select or clear the ocked check box to toggle the status of the account. ibrary aster anual

19 19 hapter 2 sing the ecurity enu fter creating a user code, you can further define the user for a amed ser license or xternal eat license if these licenses are installed and registered. amed ser license allows you to connect to 90 or 200 data via a self-contained disconnected device, such as a laptop. he disconnected device has full access to 90 or 200 but operates in a detached state. fter completing the work, the user connects back to the central 90 or 200 database and data is resynchronized. n xternal eat license allows the user to access the software's data via a companion device, such as a Palm using imeeeper or Remote alesperson. n xternal eat user connects to the software for only a short amount of time to resynchronize data between the companion device and the central 90 or 200 data. You can assign menu security to a group, then assign users to that group code. o create a group, select the Group option. lick the Printer button to print a ser isting. For printing instructions, see Printing Procedures in the Help system. sing an ogon in 200 When a user starts 200, if the user has an logon value specified, the user is logged onto the system as that user, which maps back to the three-character 200 user code. his user does not see a logon prompt and 200 immediately starts up the auncher. f the user does not have an logon value, the standard logon window appears and a user code and password can be specified. o always use the logon with which the user is currently logged onto the server, the user can select the lways use logon check box in the 200 ser ogon window. his creates the mapping between the three-character 200 user code and the logon. fter this check box is selected, the 200 ser ogon window does not appear and the user can access 200 directly. ibrary aster anual

20 20 hapter 2 sing the ecurity enu When running 200, the se ogon field on the Preferences erver nfo tab allows users to gain access to the system by validating the user's logon in the domain. When the user's corresponding logon is entered at the ogon field in the ser aintenance window, it is validated through the server on which 200 is installed. f the server is part of a domain, user validation first checks the server on which 200 is installed, and then checks the primary domain controller (or backup domain controller if the primary domain controller is offline). sers do not need rights to this particular server, but users must have a valid user account on the domain of which the server is a part. f the server is not part of a domain, users must have a valid account on the local server. Warning efore setting this option, make sure at least one account has an associated logon name, preferably the user who set the flag, so that someone can access the system. f the Require ogon check box is selected on the Preferences erver nfo tab, all users must have a valid user account on the server, which can be validated in addition to a user code. sers who do not have both a three-character 200 user code and an associated Windows logon name cannot access the system. f the user's logon is not found in the user security file, the user cannot access the system. hese parameters are maintained in ser aintenance. t is very important that at least one user have an associated logon before setting this flag and exiting the system to prevent locking themselves out. When users log on under this security configuration, 200 obtains the user name and validates it within the domain. f the user name is valid, the system searches the 200 user database for the associated three-character 200 user code, and then logs on as that user. f any step fails, the user cannot access the system. ibrary aster anual

21 21 hapter 2 sing the ecurity enu ssigning ccess to pecific ompanies and odules fter entering a user or group code, click ompany in the ser aintenance window to assign that code access to specific companies and/or modules. ouble-click a module to toggle the ccess column from Yes to o. f the user has been granted access to any companies, a list of those specific company codes appear. f there are no companies assigned to the user, the user has access to all companies. s soon as the first company code is assigned, the user is allowed access only to those companies specifically assigned. ibrary aster anual

22 22 hapter 2 sing the ecurity enu ser ogon ecurity fter you have activated ystem ecurity by entering user codes, all users are required to enter a valid user code and password (if applicable) before gaining access to the software. ote he utomatic ogout feature is available only in 90. f you entered company, module, or menu security information, you will be restricted from accessing any secured option to which you have not been assigned. ctivating the utomatic ogout Feature f you selected the utomatic ogoff check box on the Preferences Windows Prefs tab, the utomatic ogout ecurity feature is activated after user codes are assigned. his feature automatically logs out a user if there has been no activity at that workstation for the amount of time entered at the elay in inutes field on the Preferences Windows Prefs tab and there are no open sessions. ibrary aster anual

23 23 hapter 2 sing the ecurity enu enu ecurity aintenance Warning o ensure a secure system, you should restrict access to the ibrary aster ecurity menu using enu ecurity aintenance. se enu ecurity aintenance to restrict user access to specified menus and/or options. lthough menu and option restrictions can be defined, access is not restricted until the first user is granted access privileges. fter a user or group is assigned, no other user or group is granted access until they have also been assigned access to the specific menu or option. aintaining ecurity n the ibrary aster ecurity menu, click enu ecurity aintenance. his list box displays the enu ar selections available for the current module. nly the user that is specified on this dialog box is allowed to access the menu option selected in the enu ecurity aintenance window. For example, only John mith can access the ain menu in the ccounts Payable module. ibrary aster anual

24 24 hapter 2 sing the ecurity enu Product Registration ote f you have not registered a module and you have already exceeded the limit of 40 accesses, see ate Registration. When you install a module, you can access that module 40 times until you must register the software. ach time you access the module, a odule Registration dialog box displays the number of accesses remaining, along with instructions for registering the software. elect this check box to suppress the odule Registration dialog box for this module until only five accesses remain. lick Register to register the software. Registering Your oftware lick Proceed to continue without registering. lick ancel to exit. n the ibrary aster ecurity menu, click Product Registration, click Register in the odule Registration dialog box or, on the File menu, click Register. nter the registration identification number that is located on your packing slip. ibrary aster anual

25 25 hapter 2 sing the ecurity enu ibrary aster anual fter completing the Product Registration aintenance ddress tab, click the emographics tab to enter information about your system.

26 26 hapter 2 sing the ecurity enu ote eading zeros for serial numbers must be entered for ystem ctivation. fter completing the Product Registration aintenance emographics tab, click the Registration tab to enter serial number information and perform ystem ctivation. nly the final seven numeric characters (starting from the right) need to be entered for ystem ctivation. ote he ibrary aster module should be registered before registering other modules. nter all module information, then click ctivate ystem. his sets the number of users and activates the system for continued use. ll users must exit the software before the ystem ctivation can be performed. When the information you entered on all three tabs is correct, click the Printer button to print the registration form. tore a printed copy in a safe place in case you need to reenter your registration information. ibrary aster anual

27 27 hapter 2 sing the ecurity enu Registering dditional odules f you install additional modules, you must enter the unlocking keys for the new modules by clicking Product Registration on the ibrary aster ecurity menu. 1 nter the serial numbers and unlocking keys for the additional modules you want to register. 2 When you have completed the registration process, it is recommended that you select Product Registration again and print a copy of the registration form with your unlocking keys entered. tore this printed copy in a safe place in case you need to reenter your registration information. ote he ate Registration feature is not available for the mport aster, e-usiness anager, ustom ffice, agnetic edia, and Visual ntegrator modules; you must register these modules before they can be accessed. When you have successfully completed the registration process, the odule Registration dialog box no longer appears during logon. ate Registration f you have not registered your software and attempt to access a module after the 40th access, the odule Registration dialog box appears. lick Register to proceed with product registration. You do not have access to a module past the first 40 accesses until you register your software. ibrary aster anual

28 28 hapter 2 sing the ecurity enu able/field ecurity aintenance Warning You must have supervisor rights to access this option. ote his option is not available for 200 for Q erver. se able/field ecurity aintenance to assign permission levels to data tables and fields. his option allows you to restrict the data that can be retrieved by a user using the driver. f the user does not have the permission rights that match or exceed what is assigned to the table or field, the driver will return null values. ecause the use of this utility requires detailed knowledge of the data files, this option should be secured using the enu ecurity aintenance option to prevent access by unauthorized personnel. elect a specific field or select (all fields) to assign permission to a table. aintaining able/field ecurity n the ibrary aster ecurity menu, click able/field ecurity aintenance. he default permission is 5. o increase security by restricting access to fields, increase the permission number. he higher the permission number, the higher the security. For example, if a data field has a permission level of 6, only users with a permission level equal to or higher than 6 can access the data field. ibrary aster anual

29 29 hapter 2 sing the ecurity enu ser/ompany ecurity aintenance Warning You must have supervisor rights to access this option. ote his option is not available for 200 for Q erver. se ser/ompany ecurity aintenance to assign permission levels to a user by company and application. his option allows you to restrict the data that can be retrieved by a user using the driver. ecause the use of this utility requires detailed knowledge of the data files, this option should be secured using enu ecurity aintenance to prevent access by unauthorized personnel. Group security is not available with this option. aintaining ser/ompany ecurity n the ibrary aster ecurity menu, click ser/ompany ecurity aintenance. he default permission is 5. o increase security for specific users for a company code, raise or lower the permission level. he higher the permission number, the higher the security. For example, if the user has a permission level of 6, the user has access to all fields with a permission level equal to or lower than 6. ibrary aster anual

30 30 hapter 2 sing the ecurity enu rystal/q ecurity aintenance ote his option is available only for 200 for Q erver. se rystal/q ecurity aintenance to change the password for the _RPR logon in Q erver. You must set a password before you can access any rystal Report. ecure this option using enu ecurity aintenance to prevent access by unauthorized personnel. aintaining rystal/q ecurity n the ibrary aster ecurity menu, click rystal/q ecurity aintenance. ibrary aster anual

31 sing the tilities enu hapter 3 tilities enu hapter 31 3 Warning he ibrary aster tilities menu contains programs that allow sensitive data to be accessed, modified, and deleted. he ibrary aster tilities menu contains a variety of options, such as ompany aintenance, Resize ata Files, ystem ctivity og, and the ser ookup Wizard. ecure this menu using enu ecurity aintenance to prevent access by unauthorized personnel. tilities menu options: ompany aintenance Resize ata Files ystem ctivity og evice onfigurator lternate irectory aintenance ata irectory ransfer ask enu aintenance nstalled pplications aster onsole etup utomatic pdate ninstall odules Report anager Report Format aintenance Fax Form efinition ser ookup Wizard ser ookup isting onversion tility ibrary aster anual

32 32 hapter 3 sing the tilities enu ompany aintenance he modules allow you to set up data files for different companies that can be processed using the same system. ach company is identified using a three-character company code. se ompany aintenance to define and maintain company codes, as well as delete companies. etting p a ompany n the ibrary aster tilities menu, click ompany aintenance. he company code entered must contain three characters. lick the Help button for overviews and related procedures. You can also press F1 at any field for pop-up field information. lick the Printer button to print a ompany isting. he ompany isting includes the company code, company name, level, modules installed for the company, and data directories. ibrary aster anual

33 33 hapter 3 sing the tilities enu ote his button is available only if at least one module has not been activated for a company. ctivating a ompany n the ompany aintenance window, click ctivate to activate one or more modules. he ctivate pplication dialog box displays all modules installed. elect a check box to select the module for activation. lick elect ll to select all modules for activation. lick Proceed to begin the activation process. ny combination of the modules can be selected for activation. f you select a module that requires the use of another module that has not been selected or previously activated, you are prompted to select the other module. ibrary aster anual

34 34 hapter 3 sing the tilities enu reating odule ata Files n the ctivate pplication window, click Proceed to create the data for the modules selected. ote his button is available only if at least one module requires an upgrade/conversion to the current level. elect this check box to convert data for all companies on the system. f you configured the software to use more than one hard disk drive and/or multiple subdirectories using lternate irectory aintenance, a odule ctivation dialog box displays the directories already defined. elect a directory to store data. fter the selection is made, or if you did not designate multiple hard disk drives and/or multiple subdirectories using lternate irectory aintenance, the odule ctivation dialog box appears, which specifies the data directory where the module data will be stored. lick to start the data file creation process. onverting to a urrent Version n the ompany aintenance window, click onvert to convert data to the current version. dialog box similar to the following appears. lick Proceed to begin the conversion process. ibrary aster anual

35 35 hapter 3 sing the tilities enu eleting a ompany with ata Files n the ompany aintenance window, click elete to delete a company. f the company has no data files established, the company code and all related information for that company is removed from your system. ote You can delete general ledger data files only after all other data files are deleted. o remove a company, all data files must be removed for that company. f a company has any active data files, the elete function will not remove the company code. his feature allows you to remove data files only for specific applications. ouble-click or press R at a field to change the Remove ata status. o remove a company, make sure that you are not in the company to be deleted. ibrary aster anual

36 36 hapter 3 sing the tilities enu Resize ata Files ote his utility cannot be used for file analysis and repair. ote his utility is not available for 200 for Q erver. he software uses a dynamic file sizing system. s data files are filled to maximum capacity, they are automatically resized to accommodate additional current information. lthough files are expanded automatically to accommodate new records, they are not contracted automatically as data records are removed. Resize ata Files can be used to decrease the size of data files containing only a small number of active records. y decreasing the amount of unused disk space, your available hard disk storage space can be used more efficiently. his option can also be used to view the number of active vendors in each file. Resizing ata Files n the ibrary aster tilities menu, click Resize ata Files. lick elect to change the Resize column to Yes or o. lick ll to select or deselect all files. ote ny file showing a ratio of used to unused file space of less than 50 percent should be resized. his window displays the data file name, description, type, and the number of active records. he ratio of used to unused file space is also shown as a percentage (ctive). he process of resizing some data files can cause them to actually increase in size. Records are balanced in the data file to maintain maximum performance. f the process of resizing does not change the ctive percentage, the data file is already at its optimum size. ibrary aster anual

37 37 hapter 3 sing the tilities enu ystem ctivity og he ystem ctivity og provides a record of significant operating events (for example, installing modules, performing ystem tartup, file maintenance, or period-end processing). his log also lists any error conditions that have occurred. he log records the last 999 events, deleting the oldest activity from the list as each new activity is added. he log can also be used by est oftware ustomer upport ervices when solving any system problems you may encounter. Viewing the ystem ctivity og n the ibrary aster tilities menu, click ystem ctivity og. se the earch feature to display activities specific to a range of dates, user codes, company codes, or a description. ibrary aster anual

38 38 hapter 3 sing the tilities enu evice onfigurator he ystem ctivity og displays the following information, in addition to the operating activity description: the sequential record number of the activity (1 through 999), the accounting date, the time of the activity, the user performing the operation, and the company whose data files were involved. lick the Printer button to print a ystem ctivity og. For printing instructions, see Printing Procedures in the Help system. ote onfiguration file (90.) is located in the 90\H directory. se evice onfigurator to define printers and other devices for use by character-based modules. You can also use evice onfigurator to modify printer configuration or add additional printers to your system. he software uses the printers that are defined in the workstation's Windows environment (not the server's Windows environment); before adding a printer to the evice onfigurator, that printer must already be installed in the workstation's Windows operating system. For more information, see evice onfigurator Helpful Hints. efining a Printing evice When the software is installed, three default printing devices are automatically defined. PW he PW device assumes the default Windows printer and relies on Windows Print anager for all control code sequences. PR he PR device assumes the default Windows printer, but allows the user to enter control code sequences to be passed through the Windows Print anager to the printer. he control codes set up by default are for the HP aserjet 4 printer. P he P device assumes an HP aserjet 4 printing to P1. n addition, a default deferred print file (P) and a default print-to-file device (PF) are also automatically installed. ibrary aster anual

39 39 hapter 3 sing the tilities enu ote f you select PR, you must verify that it is defined to use the correct driver code for your specific Windows printer. f you are running a program from the auncher and you want to use your default Windows printer, select either the predefined PW or PR default Windows printer. You can also define specific Windows printers for use with character-based modules using the evice onfigurator and create a printer with the device name of Windows Printer (*WPR*) or Windows Printer Port (*WV*). n the ibrary aster tilities menu, click evice onfigurator. evice onfigurator uses a device code to refer to a specific hardware device (for example, a workstation or printer). Printer codes must start with a P followed by one or two alphanumeric characters. When you access evice onfigurator, the configuration files are backed up to six files named 90.1, 90.2, etc. f an error occurs while you are modifying a device or printer configuration that could potentially damage your 90. file, you can use one of these backup files to restore the 90. file; 90.1 is the newest file, and 90.6 is the oldest. When you maintain or configure local printers, you are maintaining the local workstation's configuration file, or 90nnn. (where nnn represents the workstation number). ackups are created in the same fashion as for the 90. file. For more information, see Viewing the 90. File. ibrary aster anual

40 40 hapter 3 sing the tilities enu pdating the onfiguration File fter entering all information for the printers, click ccept in the evice onfigurator window to save changes, and close the window. he following dialog box appears. lick Yes to update the 90. file with the changes you made. lick o to disregard all changes and additions made in this evice onfigurator session. ibrary aster anual

41 41 hapter 3 sing the tilities enu hanging the Print ode n the evice onfigurator window, click odes to change the print mode information for this printer. he odes button is available only if Windows Printer Port or Physical evice is selected at the evice ype field. f you are defining a new printer driver, you must use the odes feature to define the necessary printer options. lick the earch button to list all possible mode options appropriate for the device being defined. he Print ontrol anguage (P) for each printer is defined in the manufacturer's manual. ibrary aster anual

42 42 hapter 3 sing the tilities enu dding ocal Printers n the evice onfigurator window, click ocal Printers to add a local printer. evices configured as Windows Printers or as Windows Printer Ports should be configured as local printers. ocal printers are generally attached to workstations and used in multiuser systems. hese printers receive output only from the particular workstation to which they are attached. lthough a given workstation displays its own local printer in the Printer election window, it does not display the local printers attached to any other workstations. he workstation defaults to the current workstation's. s for other workstations can be obtained by listing the F0P. file in the server's...\90\h directory. fter entering all information for the printers, click ccept in the evice onfigurator window to save changes and close the window. he following dialog box appears. lick Yes to update the 90nnn. file with the changes made. lick o to disregard all changes and additions made in this evice onfigurator session. ibrary aster anual

43 43 hapter 3 sing the tilities enu Viewing the 90. File n the evice onfigurator window, click View File to view the 90. file currently using the video monitor. he current version of this file is shown in its raw form. he 90. file is a standard Windows. file with groups and items. ach printer is considered a group. ettings for the printer from evice onfigurator (for example, printer type, lines per page, R mode, and P mode) are stored as items under that group. o view the. file for a workstation, click ocal Printers to enter the workstation, and enter the workstation at the Workstation field. he workstation appears as 90nnn., where nnn is the workstation. his file stores information for devices used when printing nongraphical forms, and is also used for storing local printer information. he location of the printer selected for the form is retained if the form was printed from a module running in graphical mode. his file is stored by workstation nnn by form name, form code, and company code. he settings in 90nnn. are used as defaults for subsequent printings of the form. ibrary aster anual

44 44 hapter 3 sing the tilities enu lternate irectory aintenance ote his utility is not available for 200 for Q erver or for usiness nsights data files. se lternate irectory aintenance to assign alternate disk drive or directory locations for data files when installing a new company. lthough all programs must reside in the same directory (:\90 or the directory created when installing the software), you can distribute application data files in a variety of ways. his can be accomplished by using this option to assign new replacement directories for selected data files. You can define up to 10 alternate directories. When new application files are created for a company, the system displays a window showing the current selected directory. ny alternate directories assigned using this option are also displayed. t this point, you can select the directory in which to store these new data files. f, when initially installing modules, you are uncertain about setting up separate data directories, it is better to accept the default data directory locations. fter you have determined your particular needs, you can move data to other directories using ata irectory ransfer. For more information, see ata irectory ransfer. ibrary aster anual

45 45 hapter 3 sing the tilities enu When choosing the data organization system best suited to your particular needs, you may want to consider the following types of directory groupings. Group all applications for a specific company using one directory. tore data directories using separate disk drives or file systems (for example, store all nventory anagement data files for a particular company on a separate hard disk, or store the information using a partition of a larger disk). Grouping each company's application data files within separate directories can help limit unauthorized access to each company's financial information. his method of data storage can also limit access to other sensitive files. ecause this type of organization keeps company information segmented, only a single company's data can be affected if hardware failure damages a particular directory. reating separate directories using separate disks or file systems also helps prevent a disk full condition. his condition may occur when very large data file applications, or companies with multiple applications installed, continuously expand their data files. hese are only two examples of the directory grouping methods you may want to consider. he nature of your company's needs is the best gauge for determining how to effectively establish data directories. ibrary aster anual

46 46 hapter 3 sing the tilities enu etting p lternate irectories n the ibrary aster tilities menu, click lternate irectory aintenance. he lias fields are used to enter an alternate name for the directory pointer. ote he path is required for rystal Reports to see the data in the alternate directories for 200. lick the Folder button to locate the alternate directory path. he fields are required in the following situations: When using rystal Report forms and data is in an alternate directory When the e-usiness anager module is installed For all 200 alternate directories ibrary aster anual

47 47 hapter 3 sing the tilities enu he path name entered must conform to the standard of the operating system being used. o not include the application subdirectory name (for example, G). he system automatically accesses the correct application system code and company code, creating the appropriate subdirectory. ata irectory ransfer Warning ecause an interruption in this process could cause irreversible data loss, be sure to back up all files being transferred before beginning the data file transfer process. Warning o not transfer data files from one directory to another using file copy commands available with the operating system. ote his utility is not available he for path is required 200 for for rystal Q erver. Reports to see the data in the alternate directories for 200. se ata irectory ransfer to move existing data to other directory locations. ata files for one or more existing companies can be moved into a different data directory on the current disk, moved to a predefined file system (logical area) on the current disk, or moved onto a different hard disk. ll module programs and system data files continue to reside in the original application directory (:\90 or the directory created when installing the software). efore using this option to transfer data to different data directories, review the evaluation criteria see lternate irectory aintenance. he system cannot find files transferred by any method other than those used by this program. ransferring ata n the ibrary aster tilities menu, click ata irectory ransfer. he data files are moved from the original directory to the specified directory. ibrary aster anual

48 48 hapter 3 sing the tilities enu ask enu aintenance ote ask enu aintenance is used to create and maintain public task folders. For information about maintaining private tasks, refer to your Getting tarted Guide. se ask enu aintenance to group a set of commonly performed tasks onto a public task folder of your own design. he public task folder can contain options and external Windows programs. sing this program, you can create public task folders, delete existing public task folders, add and delete public task folder menu options, and modify existing public task folder menu option titles. You can create an unlimited number of public task folders, and each public task folder can contain any number of menu options. For more information, see reate Public asks in the Help system. ccess the public task folders from y asks or the asks menu. etting p ask enus n the ibrary aster tilities menu, click ask enu aintenance. lick opy to copy from an existing task folder code. lick the Printer button to print a ask enu isting. he ask enu isting includes all task folders, respective menu options, and menu assignments for all applications or a selected application. For printing instructions, see Printing Procedures in the Help system. ibrary aster anual

49 49 hapter 3 sing the tilities enu nstalled pplications se nstalled pplications to display the part and level number of the software installed on your system. nowing the proper software part number can be important when upgrading your software or when diagnosing a problem with a est oftware ustomer upport ervices Representative. Viewing the nstalled pplications isting n the ibrary aster tilities menu, click nstalled pplications isting. he part numbers displayed reflect the actual applications and operating system installed. ibrary aster anual

50 50 hapter 3 sing the tilities enu aster onsole etup aster onsole etup is a valuable tool for managing and monitoring system usage, communicating with other users, and accessing external programs from the software. Warning o other users can be logged on while files are being created. aster onsole data files must be created before any aster onsole features are available. his is done automatically the first time aster onsole etup is selected. f the program detects that data has not been created, a dialog box appears indicating that aster onsole files are being initialized. aster onsole produces a continuously updated activity display of all currently logged-on users. ecause aster onsole etup and aster onsole differ when running 90 and 200, these options are shown in this section for both 90 and 200. etting p aster onsole in 90 n the ibrary aster tilities menu, click aster onsole etup. se efault ser ecurity to make these options available to each user on an exception basis. he ctivity og can be viewed using a word processor or other editor capable of displaying or printing text files. he aster onsole ctivity og Report contains the user code, company accessed, current module, and current program for each logged-on user. ibrary aster anual

51 51 hapter 3 sing the tilities enu tations fter completing the aster onsole etup ain tab, click the tations tab to assign a description to each of your workstations' s. his makes it easier to interpret information provided by the aster onsole options. f a workstation is not set up in aster onsole, the hat, roadcast, and hutdown features will not function properly for that workstation. he aster onsole activity will display the workstation with an undefined user description. ibrary aster anual

52 52 hapter 3 sing the tilities enu ser ote ccess to the hat and aster onsole display is defined by user on the aster onsole etup ain tab. fter completing the aster onsole etup tations tab, click the ser tab to regulate access to the aster onsole features on a user-by-user basis. ibrary aster anual

53 53 hapter 3 sing the tilities enu etting p aster onsole in 200 n the ibrary aster tilities menu, click aster onsole etup. ctivity generated in aster onsole is logged onto the ystem ctivity og. he ain tab allows you to customize the detail of activity posted to the ystem ctivity og. ome activities, such as a shutdown with termination are always logged, but users may not want to view other users' broadcast messages. y default, all log options are set to n. For security reasons, aster onsole etup should always be protected. Giving users access to aster onsole etup allows them to change their own or any other user's permissions. ccess to aster onsole etup should be limited to supervisors and system administrators. ibrary aster anual

54 54 hapter 3 sing the tilities enu ibrary aster anual ser fter completing the aster onsole etup ain tab, click the ser tab to regulate access to the aster onsole features on a user-by-user basis.

55 55 hapter 3 sing the tilities enu ote aster onsole must be set up in aster onsole etup before workstation details can be viewed. aster onsole in 90 fter completing the setup options in aster onsole etup, you can access aster onsole in 90 from the File menu or by clicking the aster onsole button on the tandard toolbar. elect this check box to update user activity to the og file. ach line represents a workstation. he user code, user name, company code, module currently being accessed, and the current program being run appear. he accounting date for each user also appears. ibrary aster anual

56 56 hapter 3 sing the tilities enu hat n the aster onsole window, click hat to chat interactively with another user. You can see messages one line at a time after you complete each line and press R. his is the station to which the message will be sent. he hat ession box displays the response to your hat. When starting a hat session, the station must be specified. lick nd ession to end a hat session. he user you are chatting with will have their hat session terminated immediately. roadcast Your hat is located at the essage to end field. n the aster onsole window, click roadcast to broadcast a one-line message to all logged-on users. roadcast messages, unlike hat, are designed to send a short note to all the current users. aster onsole updates the ctivity ist for each user, whether the message is sent, not sent, or read. ibrary aster anual

57 57 hapter 3 sing the tilities enu hutdown ll n the aster onsole window, click hutdown ll to log out all other users on the system. ach user is automatically logged out of the software when they return to the auncher. he system does not log out users currently performing data entry. his feature is useful when data backup or update needs to be performed immediately, and there are sessions running. fter all users are logged out, the system does not allow them to log back on until the shutdown process is reversed. he shutdown can be stopped by clicking ancel in the hutdown window. nly the workstation that initiated the shutdown will be able to get back into the system to cancel the process. ptions n the aster onsole window, click ptions to set up the aster onsole options. he update interval dictates how often the program scans user activity and updates the display. he og file is updated only when the activity display is being used. ibrary aster anual

58 58 hapter 3 sing the tilities enu ote aster onsole must be set up in aster onsole etup before workstation details can be viewed. aster onsole in 200 fter completing the setup options in aster onsole etup, you can access aster onsole in 200 from the File menu or by clicking the aster onsole button on the tandard toolbar. he ystem nfo tab displays information about the 200 Host and the server on which it is running, not the individual workstations. ote he Host must be running to use aster onsole. he information appearing in the list box on the asks tab comes directly from the Host program running on the server. y running aster onsole, users can access the Host program for administrative purposes. he ystem nfo tab displays information about the server, including the server name, its P/P address, and the P port from which this session is running. Refresh n the aster onsole window, click Refresh to refresh the data in the list box from the Host program running on the server. aster onsole retrieves data from the Host when it is started up or when tasks are killed. fter a period of time, users must click Refresh to obtain the latest information from the Host. f you attempt to perform a function on a task that no longer exists, the Host program ignores the function. ibrary aster anual

59 59 hapter 3 sing the tilities enu Warning illing live tasks can cause data corruption and/or loss. se this feature carefully. ill ask n the aster onsole window, click ill ask to end single tasks appearing in the list box. elect the task that has been orphaned or is nonfunctional for another reason and click ill ask. o not use the ill ask feature on live tasks or tasks that are currently processing data; this may cause data corruption and/or loss. When ill ask is clicked, the following confirmation dialog box appears. t is important that only selected individuals have access to the ill ask feature. his feature is controlled by the llow ser to ill ndividual asks check box in the aster onsole etup window. You must have supervisor rights to access this function; supervisor rights should only be given to supervisors and system administrators. nitiate/ancel hutdown When nitiate hutdown is clicked in the aster onsole window, the following dialog box appears, prompting for the amount of time to give users before the system shuts down. ibrary aster anual

60 60 hapter 3 sing the tilities enu Warning illing active tasks may cause data corruption and/or loss. efore initiating a shutdown, make sure no users are running long updates. When you click nitiate hutdown, the Host is disabled and a countdown begins. When the Host is disabled, users can still run processes and start new programs from the auncher, but new users are not allowed into the system. he Host program initiates a broadcast message every minute to all users on the system informing them that a shutdown is in progress. sers who are not out of the system by the end of the countdown are shut down. f the erminate ctive Processes check box is selected in the hutdown dialog box, the Host program runs the ill ask function on tasks that cannot automatically be shut down. confirmation dialog box appears if the erminate ctive Processes check box is selected. ote he utomatic og ut function in Preferences is not available for 200. he hutdown command should be used to log users out of the system. sers who have been shut down may notice that the auncher is still up; however, clicking any buttons or menu items results in an error message stating that the host session no longer exists. n the auncher, click the lose button to shut down. licking nitiate hutdown in the aster onsole window causes the button to toggle to the ancel hutdown button and vice versa. o cancel the shutdown, click ancel hutdown. nly the user who initiated the shutdown can cancel the shutdown. When ancel hutdown is clicked, the Host is re-enabled and users receive a message that the shutdown was aborted. ike the ill ask function, the hutdown function has the potential to be misused and can cause data corruption or loss. You must have supervisor rights to shut down the server; supervisor rights should only be given to supervisors and system administrators. ibrary aster anual

61 61 hapter 3 sing the tilities enu roadcast n the aster onsole window, click roadcast to broadcast a message. When this button is clicked, a dialog box similar to the following appears. ype the message to broadcast to all users. ach user receives this message, regardless of any permissions or settings; however, if the user is in the middle of a system-related function that is locking up the auncher (for example, changing companies or users, or starting a hat session), the message may not be received. isable/nable Host he isable Host button in the aster onsole window allows supervisors and system administrators to prevent users from entering the system while administration tasks or updates are performed. When isable Host is clicked, the Host does not allow new users to enter the system; all users currently in the system are not affected by this change. fter a user has exited 200, the user cannot enter until the Host is enabled. o enable the Host, click nable Host, which allows users back into the system. f the host is disabled, one person should always remain in 200 to enable it when the system is ready for users. f the user who clicked isable Host leaves 200 and no one else is in the system, no one can enable the host to allow users back into the system. hould this happen, access the Host program on the server and enable the Host from there. You must have supervisor rights to use this function. ptions n the aster onsole window, click ptions to access the aster onsole ptions window. nly users with appropriate rights to the aster onsole ptions program are allowed to run this utility. ibrary aster anual

62 62 hapter 3 sing the tilities enu hat n the aster onsole window, click hat to chat interactively with another user. he hat program in 200 is designed to take advantage of P/P, providing more reliable and secure transmissions between users. dialog box similar to the following appears, listing all users who are currently on the system. he hat program identifies users by their machine name and then user code. f user codes are not set up for this system, only the users' machine names appear. elect a user from the hat tation ist with which you want to chat. f that user is not accepting incoming chat messages, a message similar to the following appears. f the user is accepting incoming messages, the following message appears. ibrary aster anual

63 63 hapter 3 sing the tilities enu utomatic pdate ote default printer must be selected on the Preferences haracter Prefs tab before accessing this option. f the user with which you are attempting to chat clicks Yes, a hat session is started between you and the user. f o is clicked, you receive a message stating that the user does not want to chat. se utomatic pdate to begin the update or posting process of journals and registers, unattended. You can choose any number of journals or registers to update in advance. he option scans the chosen journals and updates them in a logical order. he time at which this process begins can be entered in advance. eginning the pdate Process n the ibrary aster tilities menu, click utomatic pdate. ote he workstation displaying the elayed xecution dialog box cannot be used for any other operation until the utomatic pdate process is complete. utomatic pdate uses the accounting date of the user running utomatic pdate. When updating application registers and journals, caution must be exercised when flagging individual program files for update in the aintain option. he accounting date of each update program should be verified prior to selecting the program for update. You can modify the application system date as needed before running and initiating the automatic update program. lick tart to begin the update process. he following dialog box appears. ibrary aster anual

64 64 hapter 3 sing the tilities enu aintaining utomatic pdates n the utomatic pdate window, click aintain. You can select or clear registers and journals for automatic update by selecting the appropriate register. fter a register or journal is selected for utomatic pdate, it remains selected until it is cleared. ote Print the uto pdate ist report before performing utomatic pdate to verify updates listed on the utomatic pdate og File report. utomatic pdate og n the utomatic pdate window, click og to print the utomatic pdate og File report. he report lists each file selected for utomatic pdate and indicates if the update was successful, or was unsuccessful and subsequently terminated. Print the utomatic pdate og File report after performing utomatic pdate. f an error occurs, the update process halts and an error entry is written to the utomatic pdate og File report. he update proceeds to the next program flagged for updating. f that file cannot be updated due to an error in the previous program, the update process halts and an error entry is written to the utomatic pdate og File report; the update process then proceeds with the next update. ibrary aster anual

65 65 hapter 3 sing the tilities enu ninstall odules se ninstall odules to remove menu records and programs from the software for a specific module. efore removing modules, the system verifies that there are no data files for that module. f data files exist, they need to be deleted by clicking elete in the ompany aintenance window. ninstalling odules n the ibrary aster tilities menu, click ninstall odules. he ustom ffice module cannot be removed using ninstall odules. Removing this module will impact access to customized forms, user-defined fields (Fs), and access to the Visual Postaster module. Removing the Visual ntegrator (V) module will remove the module from the odules menu; however, the V directory and two associated files, V0PR and V0RF, will remain in the file structure. he V0PR file contains the definitions for the default V perform logic. he V0RF file is a cross-referenced file that provides shared F access between Visual ntegrator and ustom ffice. ibrary aster anual

66 66 hapter 3 sing the tilities enu Report anager Report anager provides an interface to create, edit, and print reports using the rystal Reports software. Reports created using Report aster can also be added to the ustom Reports menus. ustomized forms, such as checks and invoices, can be created for a specific user and company code using Report anager. ccessing Report anager n the ibrary aster tilities menu, click Report anager. For information on this message, see pdate the rystal Report Form atabase in the Help system. lick esign to access a report in rystal Reports. ote he esign, xport, and Reset buttons are available only for reports and forms created using rystal Reports. lick Reset to reset the current form or report to the factory defaults. ll forms and reports defined by Report anager are listed in the Report ame list, including all forms and standard rystal Reports installed with the selected module. elect from a list of customized formats for a specific user/company. ser s and company codes listed as ### indicate that the report is available to all user s and/or company codes. lick ancel to clear the main form to allow for entry of a new form. You must log on to the server to preview the report while in rystal Reports; however, it is not necessary to log on to the server if previewing from the custom report print preview setup window. ibrary aster anual

67 67 hapter 3 sing the tilities enu odifying Forms ote tandard reports (reports not on the ustom Reports menu) cannot be modified using this option. f a modified form exists in Report anager, when using the Forms ustomization feature in any module, the modified form will be used only for the specific user/company as defined in Report anager. f a form has not been accessed in Report anager, when using Forms ustomization to modify this form, the modified form will be used for all users and the current company. f you require more control of your form customizations, use Report anager to create forms for a specific user and/or company. f you are creating forms for specific user codes, verify that your user codes are three digits in length. ultiple versions of the same report/form can be created and assigned to specific users and companies. reating a ew Report n the Report anager window, select <new report> at the Report ame field to add a new report to the Report anager list. xisting Report aster reports, as well as new or existing rystal reports, can be added. hese fields are available only if rystal Report is selected at the Report ype field. When reports are created in or added to Report anager, file names are assigned automatically by Report anager. he file names are indicated by W1 (where is the module code; the 1 indicates a user-added/created rystal Report; and is the next sequential report number starting with 00). ibrary aster anual

68 68 hapter 3 sing the tilities enu ote his feature is available only for reports created using rystal Reports. opying a Report new custom report can be copied from an existing report by selecting the opy from xisting Report check box in the ew Report window. ote his feature is available only for new reports created using rystal Reports and with the 90 Provide driver or the _RPR Q driver. his feature allows you to copy from existing reports shown on the Report anager list. mporting a Report custom report can be imported into the software by selecting the mport rystal Report check box in the ew Report window. his feature must be used to import rystal Reports created outside of the software. fter the report has been imported, it can be added to the ustom Reports menu. ibrary aster anual

69 69 hapter 3 sing the tilities enu reating a ustomized Format Reports can be customized by user and/or company code by selecting <create new format> at the ustomizations list box in the Report anager window. ote ustomizations created by user code require a 3-digit user code. ustomized reports and forms are stored in the following directories. irectory ontains Reports and Forms For \90\Reports efault templates \90\Reports\###-### ll users and companies \90\Reports\R-### ser R and all companies \90\Reports\###- \90\Reports\R- ll users and company ser R and company ibrary aster anual

70 70 hapter 3 sing the tilities enu eleting a Report n the Report anager window, click elete to delete all reports or a specific report from the ustomizations list box. eleting items listed in the ustomizations list box with a user and company code of ### deletes all reports listed in the ustomizations list box for a particular report. You cannot delete the standard templates that were installed with the software. o delete the all company/all user report (###-###), you may need to click elete for that report again. Printing a Report n the Report anager window, click Print to begin the rystal Reports print process or to print Report aster reports. lick esign to modify the report format. his feature is available only for reports created using rystal Reports or Report aster reports. his feature is not available for rystal forms, which must be printed from the specific module for that form. ibrary aster anual

71 71 hapter 3 sing the tilities enu ote his feature is available only for forms or reports created using rystal Reports. xporting a Report n the Report anager window, click xport to export forms and reports. his feature allows exported reports to be used outside of the software. sing the ustom Reports enu ote You must exit Report anager for changes to appear on the ustom Reports menu. n the Report anager window, click enu to add or remove a report from the ustom Reports menu. When you click dd, the report is added directly above the selected menu item. elect the appropriate line, based on where you want to add the report to the menu. Graphical forms created using the Forms ustomization feature cannot be added to the ustom Reports menu. ibrary aster anual

72 72 hapter 3 sing the tilities enu Report Format aintenance ote hanges made using this option are company code specific. se Report Format aintenance to specify the fonts, style, and data elements to print on the header and footer sections of graphical reports. ustom reports created using rystal Reports or Report aster do not use the report format defined using this option. his option is used only for standard reports. hanging the Report Format ote ot-matrix printers are not supported in Report Format aintenance. n the ibrary aster tilities menu, click Report Format aintenance. Header he preview window displays a sample layout of a report based on the current selections. he report layout consists of the Header, ody, and Footer. hese areas can be modified by double-clicking in the area or by selecting Header, Footer, ody, or itmaps on the Report Format aintenance menu bar. ody Footer lick the Zoom button to magnify the report. ibrary aster anual

73 73 hapter 3 sing the tilities enu Header n the Report Format aintenance Header menu, click ompany, Report itle, or ubtitles; or double-click the appropriate area in the report format preview area to access the applicable header properties. he three windows are similar in format with minor variations. he following is an example of the ompany nformation window. he header consists of company, report title, and subtitle information. itmaps can be added to the header. For more information, see dding itmaps. ibrary aster anual

74 74 hapter 3 sing the tilities enu Footer n the Report Format aintenance Footer menu, click ys ate and Page or pp ate and ser, or double-click the appropriate area in the report format preview area to access the applicable footer properties window. he two windows are similar in format with minor variations. he following is an example of the ystem ate and Page umber window. ody n the Report Format aintenance ody menu, click Font, or double-click the body area on the report format preview to access the report body properties. ibrary aster anual

75 75 hapter 3 sing the tilities enu he font, size, and style selected are the default used for standard reports unless a different font is specified for a particular printer on the Preferences Printer Prefs tab. dding itmaps n the Report Format aintenance itmaps menu, click Header or ackground to add a bitmap. itmaps can be printed in the report header area and in the report background area. Resetting Report efaults lick uto-cale to use the automatic scaling feature. For more information, see ackground (itmap) in the Help system. n the Report Format aintenance dit menu, click Reset to reset the report format to the standard settings. Viewing Report nformation n the Report Format aintenance dit menu, click bout to view information about the last date and user who modified the report format for the current company. ibrary aster anual

76 76 hapter 3 sing the tilities enu opying a Report Format n the Report Format aintenance window, click opy or on the Report Format aintenance dit menu, click opy to copy from an existing report format from another company. he following window appears. he report header and footer formats are specific to each company; user-specific formats are not available. ibrary aster anual

77 77 hapter 3 sing the tilities enu Fax Form efinition ip o use this option, WinFax 10 must be installed on your workstation and the WinFax print driver must be named WinFax. Fax Form efinition provides an interface to create and maintain faxable rystal forms. Fax-enabled forms, such as those created for invoices and orders, can be set up for a specific user and company code. he faxing ability is available in the following options: ccounts Receivable nvoice Printing ccounts Receivable nvoice History Printing ccounts Receivable tatement Printing Purchase rder Printing ales rder Printing ales rder Picking heet Printing ales rder nvoice Printing Fax-enabled forms can be faxed by batch if the atch Fax check box is selected and a fax number is entered at the Fax field in the data entry option. For more information, see atch Faxing. o fax a single form (no batch faxing), click Quick Print in the form's data entry option and select WinFax as the printer. ibrary aster anual

78 78 hapter 3 sing the tilities enu efining Fax-nabled Forms n the ibrary aster tilities menu, click Fax Form efinition. nly the forms available for the option selected at the pplication field appear in the Form ame field. his check box must be selected for a form to be fax enabled. he fields in this section are used by WinFax. ll installed modules are listed in the pplication field; however, the Fax-nabled Forms feature is available only for the options listed on page 77. lick this button to locate a fax cover page file. Fax cover page files must end with a.cvp extension. lick this button to edit an existing fax cover page. ibrary aster anual

79 79 hapter 3 sing the tilities enu reating a ew Faxable Form n the Fax Form efinition window, select <create new form> from the list of existing rystal Reports forms to define a new faxable form. Faxable forms can be customized by user and/or company code. ultiple formats can be defined. ote arbled forms are not recommended for faxing. n the ew Form efinition window, click ccept to select the rystal template from which to base the new faxable form. ibrary aster anual

80 80 hapter 3 sing the tilities enu ote dditional hard drive space may be required, depending on the number of batch faxes sent. atch Faxing he atch Faxing feature allows you to fax multiple rystal Reports documents using previously defined fax numbers. When printing rystal Reports forms, the atch Faxing feature is available from the form printing option when a fax-enabled form code is selected to print to the WinFax printer. f the atch Fax check box is cleared, the form will be skipped. uring the faxing process, fax-enabled forms, such as those created for invoices and statements, containing the same fax number are collected and sent as a group with one cover letter. ome printing programs, such as ales rder Printing and nvoice Printing, must keep track of which documents have been printed. ocuments that are faxed are not considered printed. o record faxed documents as printed, use the ulti-part feature to send one part of the document to the WinFax printer and another part to a standard printer, or you can print the document twice: first to the WinFax printer, and then to a standard printer. For more information, see et p atch Faxing in the Help system. rystal Form Fax Fields he following table indicates from which file the information for the fax-enabled form is obtained. Form Fax umber end-o ame ompany ame atch Fax Flag ccounts Receivable ustomer tatements ustomer aster File Primary ustomer ontact ustomer aster File ustomer aster File ccounts Receivable nvoices ccounts Receivable ata ntry Header Primary ustomer ontact ccounts Receivable ata ntry Header ccounts Receivable ata ntry Header ibrary aster anual

81 81 hapter 3 sing the tilities enu Form Fax umber end-o ame ompany ame atch Fax Flag ccounts Receivable nvoice History (R ype) R nvoice History Header ustomer ontact R nvoice History Header R nvoice History Header ccounts Receivable nvoice History ( ype) nvoice History Header nvoice History Header nvoice History Header nvoice History Header Purchase rders ales rders ales rder Picking heets Purchase rder ntry Header ales rder ntry Header ales rder ntry Header Purchase rder ntry Header ales rder ntry Header ales rder ntry Header Purchase rder ntry Header ales rder ntry Header ales rder ntry Header Purchase rder ntry Header ales rder ntry Header ales rder ntry Header ales rder nvoices nvoice ata ntry Header nvoice ata ntry Header nvoice ata ntry Header nvoice ata ntry Header ibrary aster anual

82 82 hapter 3 sing the tilities enu ser ookup Wizard he ser ookup Wizard allows you to create custom lookups based on existing lookups. ser ookup Wizard simplifies the process of creating a custom lookup. hrough this option, you can add, remove, or modify columns and/or filters based on company code and user code. You can also select all companies or all users. ustomizing the ookup lick elete to delete the custom lookup that is selected. nly one lookup can be deleted at a time. his button is available only if a custom lookup is selected in this list box. n the ibrary aster tilities menu, click ser ookup Wizard. se the first ser ookup Wizard page to create, modify, or delete custom lookups. his page allows you to select a lookup code when creating a new custom lookup or to select the company and user codes when modifying an existing lookup. elect the ookup that you want to customize. ertain ookup codes cannot be customized due to multiple record types. lick ancel to close the wizard without saving any changes. he list box shows all the custom lookups created through the ser ookup Wizard for the selected company and user. his does not include custom lookups created using the ustom button in a lookup window. ibrary aster anual

83 83 hapter 3 sing the tilities enu f you select a lookup code at the ookup field in the first ser ookup Wizard page, and click ew or odify, the lookup code will be locked. f another user accesses ser ookup Wizard and selects the same lookup code and clicks ew or odify, a message dialog box appears indicating that the lookup code is in use. f you click odify or ew, any filters previously saved for the ookup will be created. For more information, see Filters in the Help system. reating a ew ustom ookup ote his button is available only if a lookup code is selected in the list box. he ompany odes list displays all company codes along with their names. he ll company code is always available. nly one company can be selected at a time. n the first ser ookup Wizard page, click ew to create a new custom lookup. he second ser ookup Wizard page appears. he ser odes list displays all user codes along with their names. he ll user code is always available. f users have not been defined, only ll is available. nly one user can be selected at a time. lick ancel to close the wizard without saving any changes. lick ext to advance to the third ser ookup Wizard page. his button is available only if a company code and user code are selected. ibrary aster anual

84 84 hapter 3 sing the tilities enu odifying a ustom ookup ote his button is available only if a custom lookup is selected in the list box. n the first ser ookup Wizard page, click odify to load the selected custom lookup and advance to the third and subsequent ser ookup Wizard pages, where modifications can be made to the columns, filters, lookup title, default search column, etc. f you highlight an existing custom lookup and click odify with an existing user customized lookup, a warning message appears. odifying the ookup olumns he vailable Fields list displays all fields for the filename and record types assigned to the lookup code. You can select one or more fields using the HF and R keys. se the third ser ookup Wizard page to add, modify, change the order and/or remove columns for a lookup. f a new custom lookup is created, the window displays the default columns as defined in the current lookup. f an existing custom lookup is selected for modification, this window displays the columns previously defined for the user. he elected olumns list displays the columns that have been selected for the lookup. lick Finish to close the ser ookup Wizard window and save the custom lookup. lick ext to advance to the fourth ser ookup Wizard window. olumns that are locked are marked with an asterisk (*) and cannot be removed but can be modified. he first item listed in the elected olumns list box is automatically locked, and cannot be removed or moved within the list box. ibrary aster anual

85 85 hapter 3 sing the tilities enu reating a umeric Field n the third ser ookup Wizard page, click ew Field to create a numeric field using simple arithmetic functions. he following window appears. ote validation message may appear when two different operands are combined, or when an invalid field name is entered. lick lear to remove the calculation. fter the field is created, it automatically appears as a column in the elected olumns list in the third ser ookup Wizard page. alculated Field uilder n the ser ookup Wizard - ew Field window, click the alculated Field button to enter simple arithmetic calculations. ew numeric fields are created by combining two or more fields together using arithmetic operators. o create a new numeric field, double-click a field in the vailable Fields list. his moves the field to the expression area. elect an operator, and then choose another field from the list. he expression can also be edited to make other changes. ibrary aster anual

86 86 hapter 3 sing the tilities enu ote his button is available only if a field is selected in the elected olumns list. odifying the olumn Heading n the third ser ookup Wizard page, click odify to modify the column heading, width, and justification. n addition, the mask can be modified for numeric columns. he following windows are examples for non-numeric type fields (string fields, account type fields, etc.) and numeric-type fields. When modifying a column for a new numeric field, you can modify the calculated field. For more information, see reating a umeric Field. ibrary aster anual

87 87 hapter 3 sing the tilities enu pecifying the Filter se the fourth ser ookup Wizard page to add, remove, and lock the filters for the lookup. lick Finish to close the ser ookup Wizard page and save the custom lookup. lick ext to advance to the fifth ser ookup Wizard page. lick ancel to close the wizard without saving any changes. f a new custom lookup is created and you click ancel, the new lookup will not be saved. ach line item is a Filter consisting of a column, operand, and value. f an existing custom lookup is selected for modification, the filters previously defined appear in this window. You can enter an unlimited number of filters. f multiple filters are entered, an condition is assumed. ultiple values entered assume an R condition. he olumn drop-down list reflects all of the columns defined for the lookup, in addition to the <none> option. f <none> is selected at the olumn drop-down list, the filter is removed from the list box. f a filter is removed, all filters appearing below the deleted filter move up one line. ibrary aster anual

88 88 hapter 3 sing the tilities enu f the filter is locked, it will always be in effect and cannot be changed at run time; although, you can perform additional searches on the filtered data. For example, if you enter a filter for ustomer ivision qual to 02 and it is locked, at run time, only division 02 customers will appear. f you then enter another search for ustomer ame egins with, the search will only be performed on division 02 customers. f you attempt to search for division 01 customers, the lookup list will be empty. For more information on the operands available, see Filter perands in the Help system. electing ther Parameters se the fifth ser ookup Wizard page to modify the lookup title and select additional default options. his check box determines if the data is initially loaded in the lookup at run time. f this check box is selected, the ustom button will not be available in the lookup window. lick ancel to close the wizard without saving any changes. f a new custom lookup is created and you click ancel, the new lookup will not be saved. lick Finish to close the ser ookup Wizard window and save the custom lookup. epending on the number of records to be retrieved, the lookup could take a long time to load. For more information, see Preferences (Windows Prefs) in the Help system. f the nitial isplay check box is cleared, no records will load in the lookup window and you can use the earch fields and Find button to narrow your search by entering new search criteria. nstead of tying up system resources to display a large number of records initially, the focus is first placed at the earch Value field so that you can narrow your lookup search. ibrary aster anual

89 89 hapter 3 sing the tilities enu ser ookup isting ser ookup isting prints all the custom lookups created in ser ookup Wizard. ustomizing the ookup n the ibrary aster tilities menu, click ser ookup isting. ibrary aster anual

90 90 hapter 3 sing the tilities enu n example of a ser ookup isting is shown below. R P G istribution and ervice orp. ookup ode escription ompany ode ser ode R1 ustomer aster ist JW G ustom F/ ine etail - etail ines JW R ivision aster ist F JW P heck History etail ist- installed G H ys ate: 05/31/2003 / 9:47 am Page: 1 pp ate: 05/31/2003 ser: John mith ser ookup isting ibrary aster anual

91 91 hapter 3 sing the tilities enu onversion tility se onversion tility to convert all customized lookups created in previous versions of the software to the latest software level. f there are no customized lookups from a previous version of the software or you are installing the software for the first time, do not run this utility. onverting ustomized ookups n the ibrary aster tilities menu, click onversion tility. lick Yes to convert files. When the conversion process completes, you can view and print the conversion log. ibrary aster anual

92 sing the Repair enu hapter 4 File nalysis and Repair tilities hapter 92 4 Warning You must have supervisor rights to use the options on the ibrary aster Repair menu. ote ome options are not available for 200 for Q erver. se nterprise anager in Q erver to access Q utilities. Warning he ibrary aster Repair menu contains options capable of modifying, deleting, or destroying data files. ack up your data before running any of these options. he ibrary aster Repair menu contains special options used to analyze and repair data files that may have been damaged. hese options can be used to display the contents of any data file. hey can also be used to rebuild module sort files, rebuild damaged data files, and initialize data files. ptions are also available to repair alternate directory information that may have been damaged or lost and to convert data files from the V/2 level of the software. For an explanation of how data conversion is performed, see onverting volution/2 ata Files. Repair menu options: ata File isplay and aintenance Rebuild pplication ort Files Rebuild pplication ey Files nalyze and Relink ine Files Reinitialize ata Files onvert volution/2 ata Files onvert Provide ata Files ( 200 for Q erver only) Rebuild lternate irectory Pointers ecause the use of these utilities requires a detailed, technical knowledge of the data files, they should be used only under the direction of a est oftware ustomer upport ervices Representative. ecure these options using enu ecurity aintenance to prevent access by unauthorized personnel. he documentation and instructions for proper use of these programs are contained in your echnical Reference and upport Guide (RG). his advanced technical guide to the software is available from est oftware. For more information, contact your authorized Reseller or onsultant. ibrary aster anual

93 93 hapter 4 sing the Repair enu ata File isplay and aintenance Warning his utility should be used only under the direction of a est oftware ustomer upport ervices Representative. se ata File isplay and aintenance to view and modify records in data files. odifying data files in this manner may damage data files and make them unusable. isplaying Records in Files n the ibrary aster Repair menu, click ata File isplay and aintenance. lick the Help button for overviews and related procedures. You can also press F1 at any field for pop-up field information. ibrary aster anual

94 94 hapter 4 sing the Repair enu isplaying ables ote his utility is available only 200 for Q erver. n the ibrary aster Repair menu, click ata File isplay and aintenance. ibrary aster anual

95 95 hapter 4 sing the Repair enu Rebuild pplication ort Files Warning his utility should be used only under the direction of a est oftware ustomer upport ervices Representative. se the Rebuild pplication ort Files utility to rebuild the application sort files, which affect most queries, lists, and selection boxes. Rebuilding sort files will not correct data corruption errors in data files. Rebuilding ort Files n the ibrary aster Repair menu, click Rebuild pplication ort Files. ibrary aster anual

96 96 hapter 4 sing the Repair enu Rebuild pplication ey Files Warning his utility should be used only under the direction of a est oftware ustomer upport ervices Representative. ote his utility is not available for 200 for Q erver. se the Rebuild pplication ey Files utility to rebuild the primary application files. Rebuilding can correct many data corruption issues, but may cause data corruption if not used properly. Rebuilding ey Files n the ibrary aster Repair menu, click Rebuild pplication ey Files. ibrary aster anual

97 97 hapter 4 sing the Repair enu nalyze and Relink ine Files Warning his utility should be used only under the direction of a est oftware ustomer upport ervices Representative. se the nalyze and Relink ine Files utility to relink line detail files to their corresponding header records. Relinking can correct many data corruption issues, but may cause data corruption if not used properly. Relinking ine Files n the ibrary aster Repair menu, click nalyze and Relink ine Files. ibrary aster anual

98 98 hapter 4 sing the Repair enu Reinitialize ata Files Warning his process is irreversible and should be used only under the direction of a est oftware ustomer upport ervices Representative. se the Reinitialize ata Files utility to erase and initialize individual data files. Reinitializing ata Files n the ibrary aster Repair menu, click Reinitialize ata Files. ibrary aster anual

99 99 hapter 4 sing the Repair enu onvert V/2 ata Files Warning his utility should be used only under the direction of a est oftware ustomer upport ervices Representative. se the onvert volution/2 ata Files utility to convert existing V/2 data files to 90 (converts files from x format to PV format). onverted files will overwrite existing data files in 90. For information on performing data conversion, see onverting volution/2 ata Files. ote his utility is not available for 200 for Q erver. onverting V/2 ata Files n the ibrary aster Repair menu, click onvert volution/2 ata Files. ibrary aster anual

100 100 hapter 4 sing the Repair enu onvert Provide ata Files ote Your 90 or 200 data must be converted to the same level as your 200 for Q levels. ote his utility is available only for 200 for Q erver. se the onvert Providex ata Files utility to convert existing Provide data files to Q table format. onverted files will overwrite existing data files in 200 for Q erver. For information on performing data conversion, see onverting Provide ata Files to Q. onverting Provide ata Files n the ibrary aster Repair menu, click onvert Providex ata Files. ibrary aster anual

101 101 hapter 4 sing the Repair enu Rebuild lternate irectory Pointers Warning his utility should be used only under the direction of a est oftware ustomer upport ervices Representative. ote his utility is not available for 200 for Q erver. se the Rebuild lternate irectory Pointers utility to rebuild pointers to alternate directories for both the software and the driver. Rebuilding lternate irectory Pointers n the ibrary aster Repair menu, click Rebuild lternate irectory Pointers. ibrary aster anual

102 hapter 5 sing the ommon enu hapter 5 he ibrary aster ommon menu contains options that perform functions, such as setting up sales tax classes, sales tax codes, and sales tax schedules. hese codes are used in several modules. ny changes made using ales ax lass aintenance, ales ax ode aintenance, or ales ax chedule aintenance impacts calculations and reporting. ake sure no data entry is in process before making changes to your sales tax. fter changes are made, perform the ales ax alculation utility from the ccounts Receivable tilities or ccounts Payable tilities menu for each applicable company. 102 ommon menu options: ales ax lass aintenance ales ax ode aintenance ales ax chedule aintenance ZP ode aintenance ountry ode aintenance aintain xplorer enu ibrary aster anual

103 103 hapter 5 sing the ommon enu ales ax lass aintenance ote he codes set up using this option are not company specific and are available to all companies. se ales ax lass aintenance to define different types of tax classifications. uring ystem tartup, the following three tax classes are defined automatically and cannot be deleted: ontaxable () axable () axable Freight (F) ach sales code, inventory item, and miscellaneous charge code is assigned a sales tax class using the nventory anagement, ales rder, Purchase rder, ccounts Receivable, and ccounts Payable modules. When the sales code, inventory item, or miscellaneous charge code is entered during data entry, the tax class is defaulted. ax is then calculated based on how the tax class is set up within the tax code used for this source document. tax class must be defined for each classification of goods and services that are taxed at different rates. For more information, see etting p and Processing ales ax in the Help system. etting p ales ax lasses n the ibrary aster ommon menu, click ales ax lass aintenance. lick the Help button for overviews and related procedures. You can also press F1 at any field for pop-up field information. ibrary aster anual

104 104 hapter 5 sing the ommon enu ales ax ode aintenance ote he codes set up using this option are not company specific and are available to all companies. ote f you set up a different tax class, that same tax class must exist for every tax code that belongs to the schedule. se ales ax ode aintenance to define an unlimited number of tax jurisdictions, their tax limits, and whether they are subject to tax on tax calculations. n addition, you will specify taxable or nontaxable and a tax rate for each tax class. You will also need to set up a tax code for every tax jurisdiction (such as state, county, local, or province) used by your business. xamples of tax codes include (alifornia), (cean ounty), W (Wisconsin), and (ntario). ax codes are grouped together using ales ax chedule aintenance. f your tax jurisdiction charges tax on freight, you must set up a tax rate for the F tax class in each applicable tax code. F cannot be assigned to sales codes, inventory items, or miscellaneous charge codes. he F tax class cannot be entered on a line. For more information, see etting p and Processing ales ax in the Help system. etting p ales ax odes n the ibrary aster ommon menu, click ales ax ode aintenance. ype the tax rate for each applicable tax class. ll tax classes applicable for the tax code appear. his check box is available only if the Job ost module is installed. his is the only field where you can enter a tax on tax tax class; you cannot enter this in ales ax lass aintenance. ibrary aster anual

105 105 hapter 5 sing the ommon enu ales ax chedule aintenance ote he schedules set up using this option are not company specific and are available to all companies. se ales ax chedule aintenance to group tax codes for assignment to customers, and establish whether tax detail will print on sales orders and invoices. he sequence in which the tax codes are entered is very important because of tax on tax calculations and the establishment of the primary tax code. he first tax code entered will become the primary tax code. he primary tax code is used during the calculation of taxable and nontaxable amounts on each invoice and printing/updating of sales tax history. uring ystem etup, a nontaxable tax schedule is automatically defined; this schedule cannot be modified or deleted. For more information, see etting p and Processing ales ax in the Help system. ntering ales ax chedules n the ibrary aster ommon menu, click ales ax chedule aintenance. lick ove p and ove own to arrange the priority of the tax codes. he highest tax jurisdiction should be the first line item (for example, tate tax); the lowest tax jurisdiction should be the last line item (for example, ocal tax). ibrary aster anual

106 106 hapter 5 sing the ommon enu ZP ode aintenance ote ll ZP odes added or modified are retained. se ZP ode aintenance to add, modify, or delete ZP odes. When a ZP ode is entered in a maintenance option, the associated city, state, and country of the ZP ode automatically appear. ntering ZP odes n the ibrary aster ommon menu, click ZP ode aintenance. he software is preloaded with existing.. ZP odes. ny user-defined ZP odes in the database will not be overwritten. ountry ode aintenance se ountry ode aintenance to create country codes. ntering ountry odes n the ibrary aster ommon menu, click ountry ode aintenance. ibrary aster anual

107 107 hapter 5 sing the ommon enu aintain xplorer enu se aintain xplorer enu to add global options to the xplorer menu. ll modifications made using this option are global. o make user-specific changes, see your Getting tarted Guide. ustomizing xplorer n the ibrary aster ommon menu, click aintain xplorer enu. he alculator and hange xplorer ompany options cannot be deleted and always appear at the end of the global xplorer menu. elect a module and option to add a new item to the xplorer menu. lick ns to insert a new line; otherwise, the selected task will be overwritten when a new task is added. lick the rrow buttons to change the order of options on the menu. ibrary aster anual

108 sing the usiness nsights enu hapter 6 usiness nsights enu hapter usiness nsights provides s, Fs, managers, and others with snapshots of their company's business statistics. usiness nsights allows you to select key data elements and associated drill downs to display on customizable home and Web pages. hese data elements contain easy to read pie charts, graph charts, and text areas. ote he ability to install usiness nsights without installing the software is available only in 200. his chapter provides you with information about the usiness nsights process, and information needed to set up the options for creating and maintaining your usiness nsights home and Web pages. usiness nsights contains options that allow you to customize the home page for each user; print the home page configurations; launch usiness nsights reports; and check the status of the polling process, or start/stop the polling process. n addition, template samples are provided on page 122. usiness nsights menu options: usiness nsights ptions usiness nsights Wizard usiness nsights isting isplay usiness nsights usiness nsights utomatic pdate nstalling usiness nsights Without nstalling the oftware n the case of an executive who does not have the software installed, the executive must be added as a user and have a home page set up. When configured in this manner, the executive cannot run any update options or perform drill downs from a Web page into an inquiry or report option. For more information on this procedure, see nstall usiness nsights Without nstalling the oftware in the Help system. ibrary aster anual

109 109 hapter 6 sing the usiness nsights enu usiness nsights Process hecklist his section provides a process checklist that can be used when setting up usiness nsights. 1 efine the setup options for the company logo and auto update parameters using usiness nsights ptions. For more information, see usiness nsights ptions. 2 efine the home and Web pages using usiness nsights Wizard. fter you finish defining your pages, the usiness nsights home and Web pages will contain any data elements selected, in the order specified. n addition, any custom Rs specified are added to the home page. For more information, see usiness nsights Wizard. ote fter a usiness nsights update is performed, any previously generated Web pages are overwritten. se the ave s feature in the browser to save each Web page in a secure location. 3 pdate the usiness nsights home and Web pages. usiness nsights updates occur either when the automatic update process runs or when you are prompted with an update dialog box and click Yes. When the usiness nsights update takes place, the data needed to populate all 12 data elements plus any subsequent Web pages is calculated. he information is then merged using the usiness nsights style sheet, setup option information, and the templates to create the Web pages for each data element. hese files are located in Program Files\est\as90\Htmlout\xx. he amount of time it takes to perform an update depends on factors, such as hardware, data file sizes, and the number of other users on the system (other users may have files locked). pdates should be scheduled during off-hours. 4 ake sure your ibrary aster accounting date is set to the current date. ibrary aster anual

110 110 hapter 6 sing the usiness nsights enu ccessing Your usiness nsights Home and Web Pages usiness nsights home and Web pages can be accessed in one of the following ways: n the usiness nsights menu, click isplay usiness nsights. For more information, see isplay usiness nsights. n the tandard toolbar, click the usiness nsights button. n your desktop, double-click a shortcut. his shortcut can be set up independent of the software. For more information, see et a hortcut to usiness nsights in the Help system. n the auncher odules tab, click usiness nsights. ibrary aster anual

111 111 hapter 6 sing the usiness nsights enu nderstanding ata lements usiness nsights allows for the selection and arrangement of up to 12 data elements (depending on the security rights of the user and modules installed) to be displayed on your home page. hese data elements are presented as pie charts or graphs representing high-level information. Regardless of how you configure your home page, all data elements can be accessed using menu links on the home page. From each of these data elements, you can link or drill down to one or more pages, reports, or inquiries. he following table shows the types of information and data elements that you can include on your usiness nsights home page. ype of nformation Financial Revenue xpense nventory ales Work Force ata lements ncome and alance heet ey Ratios ash Flow Predictions ales/payments/ging ash xpectations op ustomers Purchases/Payments/ging ash Requirements op Vendors ales by Product ine op nventory tems umber of mployees by epartment Purchase and payment history for credit card vendors do not display on usiness nsights Web pages. o view purchase and payment history for credit card vendors, use the ccounts Payable Vendor Purchase nalysis Report. lso, credit card vendors are not included in the op Vendor isting on the usiness nsights Web pages. ibrary aster anual

112 112 hapter 6 sing the usiness nsights enu usiness nsights ptions usiness nsights ptions contains the options used to define the company logo and auto update parameters. fter completing ystem tartup, you can access usiness nsights ptions at any time to modify the options. ach module can be customized to fit your company's specific accounting requirements. usiness nsights ptions presents a series of options that allow you to select features most appropriate for your business. etting p usiness nsights ptions lick the Folder button to search for an image file. n the usiness nsights menu, click usiness nsights ptions. he settings entered in the usiness nsights ptions window are used for creating the usiness nsights home and Web pages that can be accessed from the menu within each user's home page. lick the mage button to view the company image. lick the Help button for overviews and related procedures. You can also press F1 at any field for pop-up field information. ibrary aster anual

113 113 hapter 6 sing the usiness nsights enu he entry at the ompany ame field will display on the usiness nsights home page. he image selected at the ompany ogo mage field will display on all subsequent Web pages. n addition, you can identify how many segments will appear in certain graphs at the umber of egments in Pie hart field and how many detail lines will appear in certain tables at the umber of etail ines in able field. his information is used for the default settings in the usiness nsights Wizard - ptions page. etting p dditional ptions fter completing the usiness nsights ptions ain tab, click the dditional tab to define additional setup options. he Prompt ser for pdate field allows you to specify the conditions under which you will be prompted to update usiness nsights. You have the option to proceed with the update or launch the usiness nsights reports using the previously generated Web pages. f there are no previously generated Web pages, an update must be run in order to create them. his option only affects users who have selected the llow ser to Perform usiness nsights pdates check box in the usiness nsights Wizard page. ibrary aster anual

114 114 hapter 6 sing the usiness nsights enu se the umber of Hours etween xecutions field to specify the number of hours between the execution of updates. You should schedule the update to run during off-hours. usiness nsights Wizard se the usiness nsights Wizard to configure, modify, or delete home pages for each user within the current company. electing a ser he elete button is available only if a user with an existing home page is selected. n the usiness nsights menu, click usiness nsights Wizard. se the first page of the usiness nsights Wizard to select a user. n asterisk (*) next to the user code indicates that a home page already exists for that user. lick odify to advance to the second usiness nsights Wizard page to modify an existing user's Web pages. he odify button is available only if a user with an existing home page is selected, which is indicated with an asterisk. ecause of required security checking for company, module, and menu levels, only one user can be selected. f, however, no users are set up, only one line for ll sers appears and no security checking is needed. lick ew to advance to the second usiness nsights Wizard page for the selected user. his button is available only if the selected user does not have a home page set up. ibrary aster anual

115 115 hapter 6 sing the usiness nsights enu ntering Rs for the usiness nsights Home Page se the second page of the usiness nsights Wizard to enter up to two Rs to be added to the home page. inks to est oftware services will be created on the home page if this check box is selected. hese services are only available with an nternet connection. ype up to two R addresses that will be automatically added as links on the usiness nsights home page in the y inks section under hannels. ccess to these Rs is available only with an nternet connection. ype a description to appear on the home page instead of the R address. f these fields are left blank, the R address appears on the home page. ibrary aster anual

116 116 hapter 6 sing the usiness nsights enu electing the ata lements se the third usiness nsights Wizard page to select any or all of the 12 data elements available. For more information, see nderstanding ata lements. his list box displays all data elements that are available, based on the user's security rights and modules installed. Rearranging the rder of ata lements lick Finish to generate the Web pages for the user and exit the usiness nsights Wizard. n the third usiness nsights Wizard page, click the p and own buttons to specify the order in which the selected data elements appear on the home page. f you select elements that are marked with an H (appears as half-width on the Web page), place these elements consecutively, in groups of two so that they combine to create a full page. ata elements marked with an F display the full width of the Web page. ibrary aster anual

117 117 hapter 6 sing the usiness nsights enu ntering ptions for a ata lement ote his button is available only for data elements marked with an asterisk (*) in the previous usiness nsights home Page Wizard window. n the usiness nsights Wizard window, click ptions to set options for a data element, such as the number of pie chart segments and table lines to display. ix of the twelve data elements available allow for the entry of options. he following table shows the data elements for which you can set options and the options available. ata lement ptions vailable Revenue xpenses op ustomers op Vendors ales ink: umber of divisions in the pie chart umber of divisions in the detail lines Purchases ink: umber of divisions in the pie chart umber of divisions in the detail lines umber of customers in the pie chart umber of customers in the detail lines umber of vendors in the pie chart umber of vendors in detail lines ibrary aster anual

118 118 hapter 6 sing the usiness nsights enu ata lement op tems ales by Product ine ptions vailable umber of items in the pie chart umber of items in the detail lines umber of product lines in the pie chart umber of product lines in the detail lines usiness nsights isting he usiness nsights isting lists the home page configurations for users for the current company. Printing the Home Page isting n the usiness nsights menu, click usiness nsights isting. ibrary aster anual

119 119 hapter 6 sing the usiness nsights enu n example of a usiness nsights isting is shown below. GH G istribution and ervice orp. R R \ P JW John mith llow ser to Perform pdates: sers Workstation has nternet onnectivity: R ddress: escription: ompany site R ddress: escription: Y Y ncome & alance heet ey Ratios ash Flow Predictions Revenue ash xpectations op ustomers xpenses ash Requirements op Vendors ales y Product ine op tems Work Force tatistics R ivisions: hart= 3 plus all others etail ines= 15 plus all others ustomers: hart= 3 plus all others etail ines= 15 plus all others P ivisions: hart= 3 plus all others etail ines= 15 plus all others Vendors: hart= 3 plus all others etail ines= 15 plus all others Product ines: hart= 3 plus all others etail ines= 15 plus all others tems: hart= 3 plus all others etail ines= 15 plus all others ys ate: 05/31/03 / 1:26 pm Page: 1 pp ate: 05/31/03 ser: John mith usiness nsights isting ibrary aster anual

120 120 hapter 6 sing the usiness nsights enu isplay usiness nsights Warning he accuracy of usiness nsights data is dependent on when the last update was run and whether or not data is updated in the modules. se isplay usiness nsights to launch the usiness nsights home page. When launched, the Web pages appear in the auncher. user's usiness nsights home page must be configured in the usiness nsights Wizard and an update must be performed before accessing isplay usiness nsights. aunching the Home Page n the usiness nsights menu, click isplay usiness nsights. usiness nsights home page similar to the following appears. f you launch the usiness nsights reports while another user performs a usiness nsights update, inconsistencies may occur when you change to a new page. n this case, you should use the Refresh option within your browser. ecause.htm files can be launched using the operating system, the Program Files\est\as90\Htmlout\xx directory should be secured. For examples of all the data elements available in usiness nsights, see emplate amples. ibrary aster anual

121 121 hapter 6 sing the usiness nsights enu usiness nsights utomatic pdate ote his option is available only if the Perform utomatic pdate and Page Generation check box is selected in the usiness nsights ptions window. lick tart to start the polling process, based on settings made in the usiness nsights ptions window. his button is available only if the polling process is currently not running. se usiness nsights utomatic pdate to check the status of the polling program, start/stop the polling program, and view the date that the usiness nsights data and Web pages were last updated. fter the polling program starts, the polling program waits until the number of hours specified at the umber of Hours etween xecutions field in the usiness nsights ptions window is met and then runs the usiness nsights update. hecking the Polling tatus n the usiness nsights menu, click tart usiness nsights utomatic pdate. f the polling process is not currently running, a dialog box similar to the following appears. he top button is available only if the polling process is currently running. he last date and time that the usiness nsights update and Web page generation were performed appears. For the polling process to function properly, the machine that was used to start the polling program must be left running ( 90 or 200 does not need to be running). ibrary aster anual

122 122 hapter 6 sing the usiness nsights enu emplate amples ote emplates cannot be modified. his section contains representative samples of templates available through usiness nsights. emplate samples are provided for each of the 12 data elements and all subsequent Web pages. he ibrary aster accounting date is used for the accumulation of data for all the Web pages. t is used for ccounts Payable and ccounts Receivable aging and cash requirements and cash expectations data elements. t is also used to calculate the general ledger period for all financial data elements. For all period-to-date and year-to-date information, the applicable accounting date is used. amples of the following templates are included. ncome and alance heet ncome tatement etails alance heet etails udget omparisons ey Ratios ash Flow Predictions ash xpectations ash Requirements Revenue ales etail op ustomers xpenses Purchases etail op Vendors ales by Product ine op tems Work Force tatistics ibrary aster anual

123 123 hapter 6 sing the usiness nsights enu ncome and alance heet he ncome and alance heet Web page provides a summarized view of financial statements. lick ncome to display the ncome tatement etails Web page shown on page 124. lick alance heet to display the alance heet etail Web page shown on page 125. ibrary aster anual

124 124 hapter 6 sing the usiness nsights enu ncome tatement etails he ncome tatement etails Web page provides expanded financial details for the ncome tatement account breaks. lick an account type to view the General edger etail Report for accounts with the same account type. lick udgets to display the udget omparisons Web page shown on page 126. ibrary aster anual

125 125 hapter 6 sing the usiness nsights enu alance heet etails he alance heet etails Web page provides expanded financial details for the alance heet account. lick an account break to view the General edger etail Report. he report includes detail for those accounts in the selected account break using the current period date. lick udgets to display the udget omparisons Web page shown on page 126. ibrary aster anual

126 126 hapter 6 sing the usiness nsights enu udget omparisons he udget omparisons Web page provides summarized actual, budget, and variance amounts for each ncome and alance heet account type. he information on the Web page uses the default budget information specified in the General edger ptions window. lick any of the chart links to display a graphical comparison chart for each selected account type. lick an account type to view the udget & History Report for accounts with the same account type. lick any area of the graph to drill down to the udget & History Report. ibrary aster anual

127 127 hapter 6 sing the usiness nsights enu ey Ratios he ey Ratios Web page provides a variety of ratios for solvency, operational efficiency, leverage, and profitability. lick any of the chart links to change the graphical presentation to represent the selected group of ratios. ibrary aster anual

128 128 hapter 6 sing the usiness nsights enu ash Flow Predictions he ash Flow Predictions Web page provides a comparison between predicted incoming receivables and requirements to meet payables. lick xpected to display the ash xpectations Web page shown on page 129. lick an area of the graph to view the ash xpectations Report for the selected date range. lick Required to display the ash Requirements Web page shown on page 130. ibrary aster anual

129 129 hapter 6 sing the usiness nsights enu ash xpectations he ash xpectations Web page provides a summary of predicted incoming cash from receivables. lick a date to view the ash xpectations Report for the selected date range. lick this link to view the ash xpectation Report based on settings in the ccounts Receivable ptions window and the report's selection window. ibrary aster anual

130 130 hapter 6 sing the usiness nsights enu ash Requirements he ash Requirements Web page provides a summary of predicted outgoing cash from invoices posted through the ccounts Payable and Purchase rder modules. lick this link to view the ash Requirements Report based on settings in the ccounts Payable ptions window and the report's selection window. ibrary aster anual

131 131 hapter 6 sing the usiness nsights enu Revenue he Revenue Web page provides a snapshot of the period-to-date and year-to-date amounts for sales and cash received. n addition, a graphical chart provides the status of receivables aging information. lick ales to display the ales etail Web page shown on page 132. lick this link to view the ged nvoice Report based on the ccounts Receivable accounting date and settings in the ccounts Receivable ptions window. lick this link to view the ccounts Receivable nalysis report based on settings in the ccounts Receivable ptions window and the report's selection window. ibrary aster anual

132 132 hapter 6 sing the usiness nsights enu ales etail he ales etail Web page provides a snapshot of the total period-to-date and year-to-date sales, profitability, and open sales orders. n addition, a breakdown by division depicting the top revenue displays for period-to-date. f divisions are not used, customer information appears instead. lick this link to view the ales by alesperson Report if Yes is selected at the alesperson ommission Reporting field in the ccounts Receivable ptions window. f o is selected, the ustomer ales nalysis report appears instead. ibrary aster anual

133 133 hapter 6 sing the usiness nsights enu op ustomers he op ustomers Web page allows you to view customers with the highest period-to-date sales. lick any customer link to drill down to the ustomer nquiry window for the selected customer. lick this link to view the ustomer ales nalysis Report based on settings in the ccounts Receivable ptions window and the report's selection window. ibrary aster anual

134 134 hapter 6 sing the usiness nsights enu xpenses he xpenses Web page provides a snapshot of period-to-date and year-to-date amounts for purchases and payments made. n addition a graphical chart provides a status of payables aging information. lick Purchases to display the Purchases etail Web page shown on page 135. lick this link to view the ged nvoice Report based on the ccounts Payable accounting date and settings in the ccounts Payable ptions window. lick this link to view the ccounts Payable nalysis Report. ibrary aster anual

135 135 hapter 6 sing the usiness nsights enu Purchases etail he Purchases etail Web page provides a snapshot of the total period-to-date and year-to-date purchases, discounts, and balance due. n addition, a breakdown by division showing the top vendors for period-to-date purchases appears. f divisions are not used, vendor information is shown instead. lick this link to view the onthly Purchase Report based on settings in the ccounts Payable ptions window and the report's selection window. ibrary aster anual

136 136 hapter 6 sing the usiness nsights enu op Vendors he op Vendors Web page allows you to view vendors with the highest period-to-date purchases. lick any vendor link to drill down to the Vendor nquiry window for the selected vendor. lick this link to view the Vendor Purchase nalysis Report based on settings in the ccounts Payable ptions window and the report's selection window. ibrary aster anual

137 137 hapter 6 sing the usiness nsights enu ales by Product ine he ales by Product ine Web page provides a snapshot of the total period-to-date sales, profitability, and quantity shipped for the top product lines. lick this link to view the onthly Recap by Product ine report based on settings in the ales rder ptions window and the report's selection window. ibrary aster anual

138 138 hapter 6 sing the usiness nsights enu op tems he op tems Web page provides a snapshot of the total period-to-date sales, profitability, and quantity shipped for the top inventory items. lick any item link to drill down to the tem nquiry window for the selected item. lick this link to view the nventory ales nalysis Report based on settings in the nventory anagement ptions window and the report's selection window. ibrary aster anual

139 139 hapter 6 sing the usiness nsights enu Work Force tatistics he Work Force tatistics Web page provides an overview of your work force by department. lick this link to view the enefit ccrual Report. ibrary aster anual

140 ppendix isk rive onfiguration ppendix efore performing the installation procedure described in your nstallation Guide, you must first consider how your disk drives should be configured to accommodate the software. For more information on how to prepare a network system for software installation, refer to your nstallation Guide. 140 he software can use multiple disk drives and multiple directories for data file storage. ll program files and system-level files are stored in a directory defined on the disk drive, and specified during the installation process. his directory is usually named Program Files\est\90. nless you have configured the system to use other disk drives or directories, this directory is also used to store all application data files. ultiple isk rive/irectory onfiguration o store your application data files using multiple disk drives or directories, you must specify the drives and directories you want to use. For more information, see lternate irectory aintenance. p to 10 separate disk drives and/or directories can be specified. fter you have defined the alternate disk drives and/or directories, you can specify the disk drive/directory to be used when ystem tartup is performed. he data files for that application and company will be defined on the particular disk drive/directory selected. For more information, see ompany aintenance or ctivate pplication in the Help system. o transfer application data files from one disk drive/directory to another, use ata irectory ransfer. For more information, see ata irectory ransfer. ibrary aster anual

141 ppendix ystem essages ppendix When the system encounters a condition requiring your attention, a ystem essage dialog box appears. sually, the resolution is simple, and you can proceed without difficulty. ibrary aster essages he following messages relate to specific ibrary aster activities. ser aintenance 141 his code is defined as a 'user'. You must enter a valid 'group' type code. You are attempting to enter an undefined group code for a user-type user code. enu ystem/enu ecurity aintenance he option you have selected is not available. You are attempting to access a program that is missing. Reinstall the appropriate program disk and try the option again. f the problem persists, contact an authorized Reseller or onsultant for instructions. here is no menu system defined for this application. You are attempting to access a menu for which a menu system is not defined. Reinstall the appropriate program disk. f the problem persists, contact an authorized Reseller or onsultant for instructions. You are not authorized for company. You are attempting to select a company to which you are not assigned. For more information, see ser aintenance. You are not authorized for this application. You are attempting to access a module to which you are not assigned. For more information, see ser aintenance. ibrary aster anual

142 142 ppendix ystem essages You are not authorized for this menu option. You are attempting to access a menu option to which you are not assigned. For more information, see enu ecurity aintenance. You are not authorized to perform this function. You are attempting to access a hidden option to which you are not assigned. For more information, see enu ecurity aintenance. ompany aintenance nvalid character in company name. You are attempting to create a new company with a company code that contains non-alphanumeric characters. pecial characters (for example, *, &, and /) cannot be used in company codes. Resize pplication ata Files, Rebuild pplication ort Files, Rebuild pplication ey Files, nalyze and Relink ine Files, and ata irectory ransfer his application/company is being accessed by another utility. n a multiuser system, you are attempting to access the Resize pplication ata Files, Rebuild pplication ort Files, Rebuild pplication ey Files, nalyze and Relink ine Files, or the ata irectory ransfer utilities when another user on a different terminal is accessing one of these utilities from the same company and module. nly one user at a time can access these utility programs for a specific company code and module. For more information, refer to your echnical Reference and upport Guide (RG). ibrary aster anual

143 143 ppendix ystem essages lternate irectory aintenance o you want to create it? You entered a directory name for a directory that does not exist. lick Yes to create the new directory. lick o to return to the same line to enter a different directory name. his directory is not empty. annot delete it. You are attempting to delete an alternate directory that contains data. ata irectory ransfer ata for this application/company cannot be found. You are attempting to use ata irectory ransfer for a module or a company that does not exist. ew directory must be different than current directory. You are attempting to use ata irectory ransfer for a module that resides in the same directory as the one you specified at the ew irectory field. here are no alternate directories defined. You are attempting to enter an alternate directory at the ew irectory field when no alternate directories are defined. n order to use the alternate directory, you must first access lternate irectory aintenance and create the alternate directory. his application/company is being accessed by another utility. You are attempting to transfer data directory information for a company or module that is currently using another utility. ata irectory ransfer does not allow you to perform a transfer at this time. ibrary aster anual

144 144 ppendix ystem essages nable to remove old directory. You are attempting to transfer data from one directory to another and the source directory is open or being accessed by another user. lick to try to remove the directory again. lick nd to exit the program without removing the old directory. ookup Feature earching... his message appears in the tatus ar while the data is loading in the lookup window. earch nterrupted his message appears when the user selects an option from the earch field or the perand field, or starts entering a value in the Value field. o restart the search, you must click Find. ookup imit for nitial isplay xceeded. Press Find to load all records. his message appears if the number of data records for the lookup exceeds the value entered in the ookup imit for nitial isplay field in Preferences. For example, if the ookup imit for nitial isplay field is set to 5000 and the lookup that is being selected has more than 5000 records, the lookup window will be empty and the message will appear. ibrary aster anual

145 145 ppendix ystem essages ser ookup Wizard ookup - ustomer aster ist - is in use by another user. his message appears if you are customizing the customer lookup code and another user selects the same customer lookup code. ustomized lookups for lookup - ustomer aster ist - found. ontinue? his message appears if there is an existing custom lookup(s) created using the ustom button and a new custom lookup is created (using the ew button) or an existing custom lookup is modified (using the odify button) through ser ookup Wizard. f you click Yes, the existing custom lookup(s) for the user(s) that were created through the ustom button will be removed. earch nterrupted his message appears when the ookup list box is loading, if you select a column in the earch field, the perand field, or enter a value at the Value field before all records have loaded. ibrary aster anual

146 146 onverting V/2 ata Files ppendix Warning ackups enable you to restore data files, if necessary. fter the conversion process has started, a backup is the only way to restore your original data files. ote he conversion process discussed in this appendix only converts 90 V/2 evel 1 and evel 2 data files. 90 evel 1 (oft Gold) and 90 and 200 evel 3.x files cannot be converted using this utility. ote either 90 evel 1.x or 90 evel 2.x software is compatible with 90 or 200 evel 3.x. ll installed applications must be converted to 90 evel 3.x to work as an integrated system. ppendix f you are using 90 V/2 evel 1.x or 2.x software, you must convert the original data into a format compatible with the 90 or 200 software. fter you have installed the new software on your system, this conversion process is automatically performed. You can also convert data files for individual companies by following the procedures outlined in this appendix. efore attempting to perform the software installation and data conversion, make sure all of the original data files are backed up to floppy disks or tape media. f the software is installed on a system containing V/2 software, sufficient disk space must be temporarily available to accommodate both V/2 and current data files. ata files require approximately 125 percent of the data space required by V/2 files during this conversion process. s the directories are converted, V/2 files may be removed. f you lack the disk space to accommodate the software files, see Removing volution/2 Program Files. he conversion process is divided into two sections: system file conversion and application data file conversion. he conversion process can be performed either automatically or manually. he automatic conversion process allows you to install over an existing V/2 installation and converts system and data files automatically with minimal interaction from the user. he manual conversion process allows you to install the software to a separate directory and run both V/2 and 90 or 200 data files in parallel. ibrary aster anual

147 147 ppendix onverting volution/2 ata Files n-place onversion Process Warning 200 only supports a parallel conversion. se the following procedure to upgrade your V/2 software and convert all of your original data. his process requires the least amount of free disk space. epending on the size of your data files, you will need approximately 12 of free hard drive space. ata files are converted by module/company code directories. You must have at least the amount of disk space occupied by the largest data file directory. o perform the in-place conversion process 1 ake sure all data entry files have been updated and are currently empty. 2 ack up the original V/2 data files using disks or tape media. Refer to your V/2 ibrary aster manual for backup instructions, or use a third-party backup tool to perform this operation. 3 nstall the ystem etup, ibrary aster, and the applicable module programs, following the instructions listed in your nstallation Guide. ake sure the 90 or 200 software is installed on the same directory in which the V/2 software is installed. 4 ouble-click the 90 or 200 icon. s the 90 or 200 software is started for the first time, a check is made to see if the V/2 system exists. f the V/2 system files are found, the conversion program is automatically started. he following message appears. ibrary aster anual

148 148 ppendix onverting volution/2 ata Files Warning fter 90 or 200 is installed over an existing version of V/2, you cannot run V/2 programs unless you restore the programs from a previous backup or reinstall all V/2 modules. f you have a current set of backups for the V/2 data files, click Yes to proceed with the conversion process. f you do not have a current set of backups, click o. ack up your data files following the instructions in your V/2 ibrary aster manual, or use a third-party backup tool to perform this operation. ote ata conversion is performed on all data for a given company. o maintain integrity between applications, it is not possible to convert a specific module. lick Proceed to start the conversion process. epending on the size of the original data files, this process can take a considerable amount of time. s a general rule, allow at least one half-hour for each application and company installed. lick ancel to convert data files manually. For more information, see onverting pecific ompany Files. he conversion process automatically proceeds. his utility is necessary to convert V/2 data files from another subdirectory on the computer or transferred from another computer. ibrary aster anual

149 149 ppendix onverting volution/2 ata Files When the conversion process is complete, the system displays the auncher and you can proceed normally, following the ystem tartup instructions in your Getting tarted Guide. Parallel onversion Process sing this process, you can run both V/2 and 90 or 200 systems in parallel. his process, however, requires a significant amount of disk space to run both versions of the program. o perform the parallel conversion process 1 Follow the instructions for setting up the in-place conversion process on page 147. When 90 or 200 is started for the first time, if no files are found on the new installation, the following dialog box appears. f you have an existing V/2 installation in another directory, you must click Yes or you will need to set up your 90 or 200 installation from the beginning. his includes all custom forms, security, and Report aster/mport aster reports. For more information, see ystem File onversion. You will not be able to convert these system files after your 90 or 200 files have been set up. 2 lick Yes to run 90 or 200 programs in parallel with V/2 programs. he following dialog box appears. ibrary aster anual

150 150 ppendix onverting volution/2 ata Files 3 fter a valid path is entered, the system conversion program begins converting the system data files from the specified directory. lick ancel to convert data files manually. For more information, see onverting pecific ompany Files. ote ata conversion is performed on all data for a given company. o maintain integrity between applications, you cannot convert a specific module. he conversion process automatically proceeds. his utility is necessary to convert V/2 data files from another subdirectory on the computer or transferred from another computer. ibrary aster anual

151 151 ppendix onverting volution/2 ata Files onverting pecific ompany Files he conversion process for company files can be performed manually after following either the n-place onversion Process explained on page 147, or the Parallel onversion Process explained on page 149. his conversion process is necessary to convert V/2 data files from another subdirectory on the computer or transferred from another computer. n the ibrary aster Repair menu, click onvert volution/2 Files. o convert specific company files 1 nter the three-character company code for the company to be converted. nter an asterisk (*) to convert all companies. lick the ookup button to list all company codes on file. 2 nter the source directory in which the V/2 data resides. ibrary aster anual

152 152 ppendix onverting volution/2 ata Files 3 lick Proceed to accept the directory entered and begin the conversion process. he total bytes used by the V/2 files appears directly across the list of installed applications. f the conversion program determines that enough disk space is not available for converting the application files, a warning message appears. he conversion process will then be terminated. 4 f errors occurred during the conversion process, a message appears indicating the number of errors encountered. he VG. file can be reviewed to determine the type and severity of any errors that occurred in the conversion program. For more information, see og File. og File uring every stage of the conversion program, messages are written to a text file called VG. located in the \90\Home directory. his file can be viewed by a word processor or other editor capable of displaying or printing text files. message is logged as each module begins converting. ach file is logged, showing its original parameters and the number of records written to the new 90 directory. ibrary aster anual

153 153 ppendix onverting volution/2 ata Files ata File onversion Warning his information can only be converted if you have never run 90 or 200. f this procedure is skipped, the files listed must be re-created in the 90 or 200 system using the appropriate procedures. his section describes the two processes used primarily in performing data file conversion for reference and troubleshooting purposes. ystem File onversion he first phase of the conversion program takes files from an existing V/2 installation and converts them for use in 90 or 200. his process is performed before 90 or 200 is run and can only be executed once. he following files are converted in a ystem File onversion. ote You must recompile all Report aster and mport aster programs. ompany ode nformation lternate irectory nformation ask enus ystem ecurity Form ayouts Report aster, mport aster, and ist ode onfiguration files Printer onfigurations he information in these files is converted into an 90 or 200 format that can then be used to convert the remaining application data files. pplication File onversion pplication data files are directly converted from their native format to the 90 or 200 format on a company-by-company basis. t is very important that all the data in all applications for a given company be converted completely to 90 or 200 format before running 90 or 200. any applications integrate with other applications; if all application data files are not completely converted, errors can occur during routine processing. f an error occurs during the conversion process, you must restore a backup of your data files and fix the problem before reconverting. he most common problem that may be encountered is lack of hard drive space for the converted data files. lthough the conversion program estimates how much hard drive space is required for the conversion, the actual amount of hard drive space required varies from installation to installation. ibrary aster anual

154 154 ppendix onverting volution/2 ata Files Removing V/2 Program Files f you do not have sufficient disk space to accommodate both V/2 and 90 or 200 software files, you must first remove the V/2 program files before proceeding with the conversion process. his procedure should be performed before the software is installed. o remove V/2 software files 1 From the system prompt, type :90\\*.* where : is the disk drive designation, and is the application code (for example, G, P, R, or PR). he following prompt appears. re you sure (Y/)? 2 ype Y to remove all program files for the application. 3 Repeat steps 1 and 2 for each V/2 application installed. 4 nstall the 90 or 200 software, and proceed with the conversion process. For more information, see n-place onversion Process. ibrary aster anual

155 ppendix onverting Provide ata Files to Q ppendix b Warning his conversion process applies only to 200 for Q erver. f you are using 90 R 200 software, you must convert the original data into a format compatible with the 200 for Q erver software. fter you have installed the new software on your system, this conversion process is automatically performed. You can also convert data files for individual companies by following the procedures outlined in this appendix. 155 Warning ackups enable you to restore data files, if necessary. fter the conversion process has started, a backup is the only way to restore your original data files. efore attempting to perform the software installation and data conversion, make sure all of the original data files are backed up to floppy disks or tape media. f the software is installed on a system containing 90 R 200 software, sufficient disk space must be temporarily available to accommodate both 90 or 200, the current data files, and 200 for Q erver. ata files require approximately 125 percent of the data space required by 90 R 200 files during this conversion process. fter the directories are converted, H 90 R 200 files can be removed. he conversion process is divided into two sections: system file conversion and application data file conversion. he automatic conversion process allows you to convert just the system files or the system files and data files. he manual conversion allows you to convert the 90 or 200 data files only. ibrary aster anual

156 156 ppendix onverting Provide ata Files to Q Parallel onversion Process for Q ote Parallel is the only conversion method supported for 200 for Q erver. sing this process, you can run both 90 or 200 with 200 for Q erver systems in parallel. his process requires a significant amount of disk space to run both versions of the program. o perform the parallel conversion process 1 ake sure all data entry files are updated and are empty. 2 ack up the original 90 R 200 data files using disks or tape media. For backup instructions, see ata ackup or use a third-party backup tool to perform this operation. 3 nstall the current version of 90 or 200 ystem etup, ibrary aster, and the applicable module programs, following the instructions listed in your nstallation Guide in the same directory that the 90 R 200 software is installed. 4 ouble-click the 90 or 200 icon. Run the conversion process for each company code to convert you data files to the current level. For more information, see onverting to a urrent Version. 5 nstall 200 for Q erver in a different directory than your existing 90 or 200 installation. nstall the same modules that are currently installed on your existing installation. 6 ouble click the 200 for Q erver icon. When 200 for Q erver is started for the first time, if no files are found on the new installation, the following dialog box appears. ibrary aster anual

157 157 ppendix onverting Provide ata Files to Q f you have an existing Provide system files installation in another directory, you must click Yes or you will need to set up your 200 for Q erver system files. 7 lick Yes if you want to convert your application data files with your system files. f you click o, only your system files will be converted. he following dialog box appears. 8 fter a valid path is entered, the system conversion program begins converting the system data files from the specified directory. lick ancel to convert data files manually. For more information, see onverting pecific ompany Files. ibrary aster anual

158 158 ppendix onverting Provide ata Files to Q ote ata conversion is performed on all data for a given company. o maintain integrity between modules, it is not possible to convert a specific module. he conversion process automatically proceeds. his utility is necessary to convert 90 R 200 data files from another subdirectory on the computer or transferred from another computer. ote Fs will be converted for 200 for Q erver. ustom.lib files will not be converted. When converting Provide data to Q, it is possible to find records in the PV files that cannot be written to a Q table, because the Provide data does not match the expected data as defined in the data dictionary. When this occurs, a work file is created that contains a.p extension. his work file is only created for error converting direct files. fter the conversion is complete, the work files can be fixed and the conversion can be run again only for the work files. his process is more efficient with a large database and only a few bad records. ibrary aster anual