AFN-QueueGuide

Transcription

1 Blackbaud, Inc. This publication, or any part thereof, may not be reproduced or transmitted in any form or by any means, electronic, or mechanical, including photocopying, recording, storage in an information retrieval system, or otherwise, without the prior written permission of Blackbaud, Inc. The information in this manual has been carefully checked and is believed to be accurate. Blackbaud, Inc., assumes no responsibility for any inaccuracies, errors, or omissions in this manual. In no event will Blackbaud, Inc., be liable for direct, indirect, special, incidental, or consequential damages resulting from any defect or omission in this manual, even if advised of the possibility of damages. In the interest of continuing product development, Blackbaud, Inc., reserves the right to make improvements in this manual and the products it describes at any time, without notice or obligation. The Raiser s Edge, MatchFinder, ParaGon, RE:Alum, RE:Event, RE:Member, RE:Queue, RE:Tribute, RE:Volunteer, RE:Zip, and Blackbaud are registered trademarks of Blackbaud, Inc. All other products and company names mentioned herein are trademarks of their respective holder. AFN-QueueGuide

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3 Queue Guide INTRODUCTION Queue Documentation User s Guide Format Special Keys Online Help Additional Resources SYSTEM BASICS Accessing Queue Navigating in Queue Queue Menus Using the Calendar Demonstrating Queue PROCEDURES Output Actions Preferences Creating Queues Processing Queues Multiple Output Actions Edit - Copy - Delete Queues GLOSSARY INDEX

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5 Introduction In This Chapter Queue Documentation User s Guide Administrator s Guide Online Manual Online Help User s Guide Format Chapter Format Text Format Special Keys Online Help Additional Resources

6 2 CHAPTER 1 For the latest documentation and information, visit our Web site at Welcome to Blackbaud s Accounting Queue, an exciting product that allows you to schedule a sequence of tasks that can be executed automatically and unattended. Using this optional module can save you time with many of the repetitive functions performed by the Accounting for Nonprofits programs. Because you can set up a queue to run overnight, or while you are at lunch, using Queue can save you time on almost all of the tasks the Accounting for Nonprofits software performs. For example, you can schedule a queue of financial reports, a queue of mailings, and a queue of statistical reports to run overnight. This frees up your work station and printer for other tasks during normal working hours. And because Queue disconnects from the database, while waiting to run, backups can still be performed. Queue uses resources set up in the standard program modules as the basis of its operation. For that reason you must have a solid working knowledge of the standard modules to take advantage of many of Queue s features. You should be able to run utilities, as well as create queries, reports, mailings, exports, and imports. If you have not installed Blackbaud s Queue, see the Accounting for Nonprofits Administrator s Guide for instructions. Queue Documentation This section of the User s Guide acquaints you with the documentation and resources available for Queue. The documentation for Queue consists of this User s Guide, the Accounting for Nonprofits Administrator s Guide, the online manual, and online help. User s Guide The user s guide is organized based on an introduction to the available resources, an explanation of the basic program operation, and a detailed set of procedures. Administrator s Guide The Accounting for Nonprofits Administrator s Guide provides the information needed to install and setup your Blackbaud accounting programs. This guide provides information essential to establishing and maintaining Queue. Online Manual The online manual consists of a series of PDF (Portable Document Format) files that install on your computer during the program installation process. You can also access the online manual from the Queue installation CD. Please refer to page 6 for additional information about using the online manual.

7 INTRODUCTION 3 Online Help Online help can be an invaluable resource to supplement this guide. Queue s online help provides access to many different kinds of help: overview information, reference information, procedures, online manual, contact information, and user-defined notes. Please refer to page 5 for additional information about using online help. The user-defined note files are added during program installation. With these files, you can enter and maintain tips and tricks in the help file about the program as you use Queue. For more information, please refer to Additional Resources on page 6. User s Guide Format This guide follows a number of formatting conventions to help you locate and identify information. The two tables below explain our User s Guide format. Chapter Format Most chapters include these elements: Format Denotes We invite you to use the extra space provided in this notes column to write information or notes you find important, or to mark items that are specific to your organization s use of Queue. In This Chapter: Overview: Procedures: Reference: A table of contents for the chapter. A brief description of the chapter. Quick, step-by-step instructions for completing basic tasks. A detailed, field-by-field description of all program screens. Text Format This guide uses the following visual cues to identify an item as a field, program name, note, tip, or caution: Format Bold Bold Italics Italics SMALL CAPS or picture of a key Denotes Bold text indicates the name of a field or button; for example, Print refers to a button on the screen. Bold, italicized text indicates a Blackbaud system (program) name; for example, General Ledger. Italicized text indicates a Blackbaud system module name, for example, Utilities and Housekeeping. Small caps or a picture of a key refers to a key on your keyboard. Press DELETE refers to the key on your keyboard. Click Delete refers to an on-screen button.

8 4 CHAPTER 1 Format KEY+KEY KEY, KEY Denotes Two keys joined by a plus sign indicate you must press the keys simultaneously to execute the command. For example, if you are instructed to Press CONTROL + F, you must press the CONTROL key and the F key at the same time. Two keys separated by a comma indicate you must press the keys in the order in which they appear. For example, if you are instructed to Press ALT, F, you must press and hold ALT, then press the F key. The arrow indicates the beginning of a procedure. The traffic light symbol indicates a cautionary note. Generally, this indicates a step that may have unwanted results. The note symbol designates a note or tip related to the information in the main text column. The clock symbol designates a shortcut or timesaving action. Special Keys Throughout Queue, there are special shortcut keys and shortcut methods to help with data entry. Function keys are the primary source for shortcuts. A message appears on the status bar at the bottom of the screen when a function key is available. Key ENTER TAB SHIFT CONTROL BACKSPACE HOME END Function The ENTER key (sometimes called the RETURN key) signals the computer that entry of a command, field, or data is complete. The TAB key signals the computer that entry of a command, field, or data is complete. Press this key to move the cursor forward to the next field. The SHIFT key allows you to select consecutive items from a grid. To select consecutive items, highlight the first item, then press and hold SHIFT while selecting the last item. The CONTROL key allows you to select more than one item in a list. To select items not in consecutive order, select the first item, press CONTROL, hold the key down, and select the second item. The BACKSPACE key moves the cursor back one character, deleting the character. The HOME key places the cursor at the beginning of a field. The END key places the cursor at the end of a field.

9 INTRODUCTION 5 DELETE F1 F3 F7 Pressing the DELETE key removes the highlighted characters or entry. Pressing the F1 key activates online help. Press this key any time to access context-sensitive help. In date fields, pressing the F3 key inserts the current date. Pressing F3 also inserts the default value of a field if one is available. A message appears on the status bar if a default value exists. The primary function of the F7 key is activating Table Lookups; however, this key also activates a calendar in date fields and a calculator in currency fields. In addition, F7 provides access to the Search screen, where linking of records is available. Online Help The Queue online Help file provides access to many different kinds of help: overview information, reference information, procedures, online manual, contact information, and user-defined notes. You can access online Help in three ways: selecting Help from the menu bar clicking the question mark on the toolbar pressing F1 from most Queue screens Online Help contains concise information about specific processes and tasks within Queue. Selecting Help or clicking the question mark allows you to search for help topics, view online documentation, and connect to Blackbaud s home page. Pressing F1 takes you to information about the part of the program you are using. Select Help from the menu bar to access online Help and Blackbaud online links. Queue Help Topics opens the online Help file, where you can type in key words to look up topics. Online Documentation opens a PDF (Portable Document Format) file in Acrobat Reader. If the Acrobat Reader is not installed, you can install it from your installation CD, or you can download it, without charge, from the Adobe web page: Contacting Support provides information about contacting Blackbaud s support staff and other resources.

10 6 CHAPTER 1 You must have access to the World Wide Web to contact Online Support or view the Blackbaud Home Page. Blackbaud on the Web provides links to Online Support and the Blackbaud Home Page. About Queue provides serial number, version number, and copyright information. It is important to have this information available in case you need to contact Customer Support. Additional Resources If you need resources beyond online Help, you can access the online manual by selecting Online Documentation from the Help menu. If you choose not to install the online manual, you can open the PDF file (queue.pdf) from your installation CD. The Table of Contents contains bookmarks that link to individual chapters, the glossary and index, as well as other User Guides in your system. We also provide files for your user-defined notes, accessed by clicking Notes on the Help file toolbar. These files (qunotes.doc and qunotes.txt) are located in your Blackbaud folder. Depending on your word processor, you can use either the Microsoft Word document or the text file. This gives you a handy place to store information specific to your organization s needs. The big advantage of the notes file over the Annotate feature in the Help file is you can maintain one notes file for everyone in your organization. To share your notes/tips with your coworkers, copy the notes file to the Blackbaud folder on their hard drive. If you do not have Microsoft Word, delete qunotes.doc in the \Blackbaud directory on your hard drive (or on the drive where your program resides). Once you delete qunotes.doc, the Notes button can access qunotes.txt using Notepad.

11 System Basics In This Chapter Accessing Queue Navigating in Queue Parts of the Queue Screen Main Screen Add Items Screen Queue Menus File Menu Edit Menu View Menu Help Menu Using the Calendar Demonstrating Queue Creating a Queue Scheduling a Queue Scheduling Considerations

12 8 CHAPTER 2 Blackbaud s Accounting Queue module works with Blackbaud s Accounting for Nonprofits programs. As a shared module, Queue appears on the menu for each Blackbaud program. It does not matter which menu you use to open Queue. This chapter familiarizes you with the screens, buttons, and terms used throughout Queue. Standard items such as the parts of a screen, toolbar buttons, standard screen buttons, special keys, and common screens that appear throughout the program are discussed. By reading System Basics you become familiar with the screens, tools, and commands used to navigate through Queue. More detailed information and step-by-step procedures are presented in the individual topic sections of the next chapter. Accessing Queue You can access Queue from the menu of Accounts Payable, Accounts Receivable, Fixed Assets, General Ledger, Payroll, Miscellaneous Cash Receipts, or Student Billing. The General Ledger menu appears below. Navigating in Queue Parts of the Queue Screen Queue consists of three major screens. The main screen provides a list of available queues and access to all Queue functions. You use the Add Item to Queue screen to create queues. You use the queue record to edit existing queues. To navigate through Queue, it is important you understand the parts of the Queue screens.

13 S YSTEM BASICS 9 Main Screen Selecting Queue from one of the program menus opens the main screen. Title Bar Menu Bar Toolbar The first time you access Queue, an empty grid displays. As you create queues, they display in this grid. Status Bar You access all functions of Queue from the main screen using drop-down menus and toolbar buttons. Title Bar The title bar, across the top of the screen, states the title of the program. The title bar also contains, in the upper right corner, buttons for minimizing, maximizing, and closing the screen. Menu Bar The menu bar, just below the title bar, contains the commands for all Queue functions. To access a command on the menu bar, either: Toolbar Position the pointer over the desired command, and click the left mouse button. or Press ALT + the underlined letter. For example, to access the File menu, press ALT + F. The toolbar contains buttons representing common commands used within Queue. By clicking these buttons, you can easily perform a function, such as saving, without using the menu bar. Some of the buttons listed below only appear when a queue is open. Add a new queue Open an existing queue

14 10 CHAPTER 2 Save the current queue Preview queue profile Close a queue Print Find data Run a queue View or set preferences Access help topics Delete data Export to Excel View queue properties Print setup Standard Screen Buttons There are many standard buttons throughout Queue that appear on the screens, rather than the toolbar. These buttons function in the same manner regardless of where they are located. Clicking the button produces the described function. Button Function Click the binoculars to search for or look up data to fill in the field. Click the down arrow to access the drop-down list associated with that field. Click the up or down arrow to adjust numbering in numeric fields. Click the browse button to search the system for the correct path and file name. Click the calendar to locate the correct date for the field. Click this button to add an item to queue Click this button to open an item in a queue Click this button to remove an item from queue Click this button to move an item up in a queue Click this button to move an item down in a queue Click this button to start processing the queue Click this button to open a scheduled queue for editing Click this button to lock the queue run date and time

15 S YSTEM BASICS 11 Add Items Screen Selecting File, New displays the following screen. From this screen, you can create queues or modify existing queues. The options available depend on the Blackbaud systems, modules, and categories selected. Queue Menus The Queue menu bar contains four drop-down menus. This section briefly describes the selections available on each menu. Detailed information about each function is discussed in later chapters.

16 12 CHAPTER 2 File Menu New starts the process of creating a new queue. New Queue from <queue name> creates a copy of the selected queue. The copy can then be modified as required. Schedule Queues sets scheduling for queues with the Schedule checkbox marked. Run Queue Now runs the highlighted queue. Properties opens a screen showing details about the highlighted queue. All other menu items provide standard Windows functions. Edit Menu Find opens a search window, allowing you to locate queues using field entries (for example, Date Last Run or Created By). Preferences opens a screen where you set defaults for display, filters, reports, and other options. These preferences are specific to a workstation, so each user can customize the program to meet their needs. Change Password allows the user to change their password if the Allow user to change password checkbox is marked on their record in Security.

17 S YSTEM BASICS 13 View Menu Toolbar checkbox displays or hides the toolbar. Status Bar checkbox displays or hides the toolbar. Refresh queue list returns the grid display to the top of the queue list, if you have scrolled down searching for a queue. Help Menu Queue Help Topics opens the online help file. Online Documentation opens the online manual. For more information, see Chapter 1. Contacting Support provides information about contacting Blackbaud s support staff and other resources. Blackbaud on the Web provides links to Online Support and the Blackbaud Home Page. About Queue provides serial number, version number, and copyright information. It is important to have this information available in case you need to contact Customer Support. You must have access to the World Wide Web to contact Online Support or view the Blackbaud Home Page.

18 14 CHAPTER 2 Using the Calendar In fields requiring a date, a calendar button is available. Clicking this button opens a calendar where you can search for and enter dates. Clicking the month opens a drop-down list of the months. Select the correct month by clicking it. Clicking the year activates a set of scroll buttons. Use these buttons to select the correct year.

19 S YSTEM BASICS 15 Once the correct month and year are displayed, click the day to enter the date in the field. Demonstrating Queue With the cursor in a date field, pressing F3 enters the current date. Clicking Today also enters the current date. This section demonstrates one example of how Queue is used. Step-by-step explanations are given for creating, scheduling, and running a queue. You can follow the steps, using your own data, for a hands-on demonstration. The format of this demonstration matches the format of procedures presented in later chapters. Creating a Queue The first part of this demonstration shows you how to create a queue. Creating a queue involves adding items, selecting output actions, naming, and saving. As an example, this procedure takes you through the steps of creating a queue that includes reports for the organization s president and seven department heads. The queue s output actions are set to print each report on the printer in each individual s office. Finally, the queue is named and saved for use in later procedures. Creating a queue 1. From any Blackbaud program menu, select Accounting Queue. The main Queue screen appears. The first time you access Queue, an empty grid displays. As you create queues, they are listed on this screen. Refer to the Navigating in Queue section of this chapter for an example.

20 16 CHAPTER 2 2. Select File, New. The Add Items to Queue screen appears. The items to be added to a queue are created and saved in the standard Blackbaud modules, then used in Queue. For this example, a number of reports were created and saved in Reports. 3. Select a Blackbaud System from the drop-down list. For this example, select General Ledger. 4. Select a program Module from the drop-down list. For this example, select the Reports module. 5. Select a Category from the drop-down list. For this example, select Financial Statements - Income Statement. 6. The grid displays a list of Income Statement reports saved in Reports. Scroll buttons are available for browsing through the list.

21 S YSTEM BASICS Mark the checkbox for the report(s) you want to include in the queue. 8. From the Action drop-down list select an output option (for example, Export or Print). The output options vary according to the program, module, and category selected. For this example, select Print. 9. Select a Printer from the drop-down list. The options vary depending on the Action selected. For this example, the printer in the Human Resources Department is selected. 10. Select the number of Copies you want to print. If the output action for each item is the same, mark the checkboxes for all items to be included. Then, set the output options, and click Add report(s) to the queue. 11. Click Add report(s) to the queue. 12. Mark the checkbox for the next report to be included in the queue. 13. Select the output options for this report. For this example, the printer in the Physics Department is selected. The text on the Add < > to the queue button changes to match the item selected.

22 18 CHAPTER Click Add report(s) to the queue. 15. Repeat these steps for each of the reports, or group of reports, to be added to the queue. 16. Click Close. The New Queue screen appears. With the If an error occurs while running this queue, stop processing checkbox marked, an error causes the program to stop processing the current queue and start processing the next scheduled queue. If this option is not marked and an error occurs, the program skips to the next action within the same queue. 17. You can mark If an error occurs while running this queue, stop processing. If this checkbox is marked, and an error occurs, the program stops processing the current queue and starts processing the next scheduled queue. 18. In this example, if the checkbox is marked and an error occurs while Sally Cooke s report is processing, the program stops the current queue and starts processing the next scheduled queue. Without the checkbox marked, the program skips the report with an error and begins processing the other reports in the queue. 19. Select File, Save. The Save Queue As screen appears. When these checkboxes are marked, users with security rights to Queue and items in the queue can run and/or modify the queue. 20. Enter the Queue name and Description. This information identifies the queue on the main screen. 21. You can mark Others can run this queue. 22. You can mark Others can modify this queue.

23 S YSTEM BASICS Click OK. The following screen appears. 24. Highlight items in the grid to verify, or change, the assigned output actions. 25. For this example, Sally Cooke s report is highlighted. The output options for the report, and its custom description, are displayed. 26. Select File, Close. If changes are made, the following message appears. The report parameter file name and description are entered when the file is created in Reports. 27. Click Yes.

24 20 CHAPTER The main screen appears with the Income Statement queue displayed. Several options are now available: Create additional queues Run this queue Exit and Sign Out Print a Queue Profile Report Schedule this queue Exit the module Export to Excel Create a copy of this queue The next procedure shows you how to schedule a queue. The queue that was just created is used as an example. Scheduling a Queue For information about creating automatically updated reports, please refer to the User s Guide for your standard Blackbaud programs and the Accounting for Nonprofits Sample Reports manual. This section of the demonstration shows you how to schedule a queue. You can schedule queues to run after normal working hours to avoid tying up system resources. For example, you can schedule the printing of lengthy reports during nonbusiness hours. Reviewing the first procedure, we created a queue of reports for the President and seven Department Heads. Each report was assigned to the appropriate departmental printer. This is typical of a queue you would run just before a monthly finance meeting. Each department head has a departmental report, and the president has a report for the entire organization. This Income Statement queue is now used as a scheduling example.

25 S YSTEM BASICS 21 Scheduling a queue 1. On the main screen of Queue, mark the Schedule checkbox for the Income Statement queue. The screen now appears as follows. 2. Select File, Schedule Queue. The following screen appears. 3. Enter the Queue start date. For this example, we use 05/14/ Enter the Queue start time. For this example, we use 9:00 AM. 5. You can mark the checkbox to Print control report. This report provides details about the queue s status and resource usage. A sample control report appears on the last page of this chapter. You can click the calendar to search for and enter a date.

26 22 CHAPTER 2 Once you schedule the queue, you cannot open the Queue module until the scheduled queue has finished processing or has been cancelled. 6. Click Schedule Now. Queue automatically logs you off the database. The following screen appears. 7. Note the fields are no longer active. Minimize the display. The following button appears on the status bar. You can edit the scheduled queue by clicking Edit Options. You can now log on any Blackbaud modules, except Queue, and continue working. 8. The queue runs at its scheduled time, generating the eight reports and printing them on eight separate printers. 9. Once the scheduled queue runs, the Queue main screen and a message appear. 10. Click OK.

27 S YSTEM BASICS Select File, Properties. The following screen appears. 12. Click Close. You can now create a new queue, select File, Exit, or select File, Exit and Sign Out. Scheduling Considerations The order of scheduling is important. For example, if a report is dependent on a query, you should schedule the queue containing the query before the queue containing the report. Once you schedule the queue, you cannot open the Queue module until the scheduled queue has finished processing or has been cancelled. Scheduling information for the queue is lost if: the workstation is shut down there is a power outage there is a database backup being run when the queue is scheduled

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29 Procedures In This Chapter Output Actions Multiple Output Actions Preferences Creating Queues Processing Queues Multiple Output Actions Edit - Copy - Delete Queues

30 26 CHAPTER 3 You must have a MAPI compliant system in order to use the Send as Mail option. Blackbaud s Accounting Queue module works with the standard Blackbaud Accounting for Nonprofits systems (programs) you have installed. As a shared module, Queue appears on the menu for each of the available Blackbaud programs. Queue uses resources set up in the standard program modules as the basis of its operation. For that reason, you must have a solid working knowledge of the standard modules to take advantage of Queue s features. You should be able to run utilities, as well as create queries, reports, mailing, exports, and imports. Queues are created by selecting a System, Module, Category, Item, and Action. For example, you might select General Ledger, Report, Income Statement, and Print. The Modules, Categories, Items, and Actions available vary according to the System selected. The procedures explained in this chapter cover each of the possible combinations available in Queue. The procedures are based on the output action selected for the queue. Output Actions Import Export Print Send as Mail Refresh Query Post to General Ledger Create GL Interface files Multiple Output Actions Some combinations of Systems, Modules, and Categories have multiple output actions available. For example, you can print different reports on several printers using a single queue. This feature is explained in the Multiple Output Actions section of this chapter. Preferences Preferences define a variety of default settings within Queue. These preferences are workstation specific, so each user can have different defaults selected. Different options can always be selected, regardless of the default settings.

31 P ROCEDURES 27 Setting Defaults 1. From Queue, select Edit, Preferences. The following screen appears. 2. If desired, mark the checkbox to Display the most recently used queues on the File menu; then, enter the number of queues you want displayed (1-9). 3. Mark the checkboxes to indicate what action causes a queue to appear on the File menu (choose Created, Opened, or Run). You can mark any combination. 4. In the Default Filters frame, select any available System from the drop-down list. 5. In the Default Filters frame, select any available Module from the drop-down list. 6. In the Reporting Defaults frame, mark the checkbox to Print control report by default. 7. In the Reporting Defaults frame, mark the option to select the Report format default (choose Detail or Summary). 8. In the Double-Click Action frame, select a double click preference from the drop-down list (choose Open, Run Now, or Print Profile). 9. This sets the action the program takes when you double click on an item. For example, you can set the preference to run a queue when you double click it. Set the System and Module as the default starting point for creating queues. Use this as a time saver if you work in one module most of the time (for example, Reports). The Print control report checkbox appears on the Schedule Queue screen. It can be marked or unmarked on that screen, regardless of the default selected in Preferences.

32 28 CHAPTER Select the Export Defaults tab. Mark Queries. The following screen appears. 11. Select an export default Format from the drop-down list (for example, Comma-separated values, Excel, and Text). 12. Enter the Destination path and file name. You can click the ellipsis to search for the path. 13. Enter a Separator to use with *.CHR format selections. 14. The program uses this default when you create an export in the *.CHR format. 15. Enter a Delimiter to use with *.CHR format selections. 16. The program uses this default when you create an export in the *.CHR format. 17. Mark Reports/Mail. The following screen appears.

33 P ROCEDURES Select an export default Format from the drop-down list (for example, Comma-separated values, Excel, and Text). 19. Enter the Destination path and file name. You can click the ellipsis to search for the file. 20. Enter a Separator to use with *.CHR format selections. 21. Enter a Delimiter to use with *.CHR format selections. 22. Enter the number of Lines per page to use for Paginated Text selections. 23. You can mark the checkbox to Use the same number formats selected in the report. 24. You can mark the checkbox to Use the same date format selected in the report. 25. Click OK. The main Queue screen appears. Your preferences are now set for this workstation. You can now begin creating, scheduling, and running queues. Creating Queues Importing 1. From Queue, select File, New. The following screen appears. Number and date formats are selected on the Format tab of the report parameter record. Refer to the user s manual of your standard modules and the Accounting for Nonprofits Sample Reports manual. The System drop-down list displays only the installed Blackbaud programs and optional modules. 2. Select a System from the drop-down list (for example, Accounts Receivable or Student Billing). 3. Select Import from the Module drop-down list.

34 30 CHAPTER 3 You can create a new import from this screen. Click New Import to open the Import module. 4. Select a Category from the drop-down list. With Student Billing, Import, and Students selected, the screen appears as follows. 5. Mark the checkbox, in the Select column, for each Import you want to add to this queue. 6. Click Add Import(s) to the queue.

35 P ROCEDURES Click Close. The following screen appears. 8. You can mark If an error occurs while running this queue, stop processing. Select File, Save. The following screen appears. 9. Enter a Queue name. This information displays on the main Queue screen to identify the queue. 10. Enter a Description. This description identifies the queue on the main screen. 11. You can mark Others can run this queue. 12. You can mark Others can modify this queue. A sample screen appears below. With the If an error occurs while running this queue, stop processing checkbox marked, an error causes the program to stop processing the current queue and start processing the next scheduled queue. If this checkbox is not marked, and an error occurs, the program skips to the next action within the same queue. When these checkboxes are marked, users with security rights to Queue and items in the queue can run and/or modify the queue.

36 32 CHAPTER Click OK. The following screen appears. 14. Select File, Close. The main Queue screen appears with the import queue displayed. 15. You can access all Queue functions from this screen. Select File, Exit, or File, Exit and Sign Out.

37 P ROCEDURES 33 Exporting 1. From Queue, select File, New. The following screen appears. 2. Select a System from the drop-down list (for example, Cash Receipts or General Ledger). 3. Select a Module from the drop-down list (for example, Query or Mail). 4. Select a Category from the drop-down list (for example, Deposit or Ledger Account). With Cash Receipts, Query, and Deposit selected, the screen appears as follows. You can create a new query from this screen. Click New Query to open the Query and Export module.

38 34 CHAPTER 3 5. In the Select column, mark the checkbox for each of the queries you wish to include in the queue. 6. Select Export from the Action drop-down list. 7. Select a format from the Export option drop-down list (for example, Crystal Report Database, Excel, and Rich Text Format). 8. Enter the Export path and file name. You can click the ellipsis to search for the path. 9. Click Add queries to the queue. 10. Click Close. The following screen appears.

39 P ROCEDURES You can mark If an error occurs while running this queue, stop processing. Select File, Save. The following screen appears. 12. Enter a Queue name. This name displays on the main Queue screen. 13. Enter a Description. This description displays on the main Queue screen. 14. You can mark Others can run this queue. 15. You can mark Others can modify this queue. A sample screen appears below. With the If an error occurs while running this queue, stop processing checkbox marked, an error causes the program to stop processing the current queue and start processing the next scheduled queue. If this checkbox is not marked, and an error occurs, the program skips to the next action within the same queue. When these checkboxes are marked, users with security rights to Queue and items in the queue can run and/or modify the queue. 16. Click OK. The following screen appears.

40 36 CHAPTER 3 Select File, Close. The main Queue screen appears with the Export queue displayed. 17. All Queue functions are available from this screen. Select File, Exit, or Exit and Sign Out. Printing 1. From Queue, select File, New. The following screen appears. 2. Select a System from the drop-down list (for example, Fixed Assets or Student Billing). 3. Select a Module from the drop-down list (for example, Mail or Report).

41 P ROCEDURES Select a Category from the drop-down list (for example, Labels or Dunning Letters). With Fixed Assets, Report, and Asset Reports - Asset Location Report selected, the screen appears as follows. You can create a new report from this screen. Click New Report to open the Reports module. 5. Mark the checkbox, in the Select column, for each report you wish to add to this queue. 6. Select Print from the Action drop-down list. You can assign a report or a selection of reports to different printers. Mark Select for the report(s), assign the printer, and click Add report(s) to the queue. Repeat these steps for each set of reports and printer. Refer to the Queue Demonstration in System Basics. 7. Select a Printer from the drop-down list. 8. Enter the number of Copies. 9. Click Add report(s) to the queue.

42 38 CHAPTER Click Close. The following screen appears. With the If an error occurs while running this queue, stop processing checkbox marked, an error causes the program to stop processing the current queue and start processing the next scheduled queue. If this checkbox is not marked, and an error occurs, the program skips to the next action within the same queue. When these checkboxes are marked, users with security rights to Queue and items in the queue can run and/or modify the queue. 11. You can mark If an error occurs while running this queue, stop processing. Select File, Save. The following screen appears. 12. Enter a Queue name. This name displays on the main Queue screen. 13. Enter a Description. This description displays on the main Queue screen. 14. You mark Others can run this queue. 15. You can mark Others can modify this queue. A sample screen appears below.

43 P ROCEDURES Click OK. The following screen appears. 17. Select File, Close. The main Queue screen appears with the Print queue displayed. 18. All Queue functions are available from this screen. Select File, Exit, or Exit and Sign Out.

44 40 CHAPTER 3 You must have a MAPI compliant system in order to use the Send as Mail option. Sending as Mail Use this procedure to send queue items as electronic mail. 1. From Queue, select File, New. The following screen appears. You can create a new report from this screen. Click New Report to open the Reports module. 2. Select a System from the drop-down list (for example, Student Billing or Fixed Assets). 3. Select Reports from the Module drop-down list. 4. Select a Category from the drop-down list. With Accounts Receivable, Reports, and Customer Reports - Customer Credit Report selected, the screen appears as follows.

45 P ROCEDURES Select Send as Mail from the Action drop-down list. 6. Select a Mail as format from the drop-down list (for example, Rich Text, Text, and Word for Windows Document). 7. Enter a Mail to address or click the binoculars to search for an address. 8. Enter a cc: address or click the binoculars to search for an address. 9. If desired, enter a Subject line comment. 10. Mark the checkboxes, in the Select column, for the reports you wish to include in the queue. 11. Click Add report(s) to the queue.

46 42 CHAPTER Click Close. The following screen appears. With the If an error occurs while running this queue, stop processing checkbox marked, an error causes the program to stop processing the current queue and start processing the next scheduled queue. If this checkbox is not marked, and an error occurs, the program skips to the next action within the same queue. When these checkboxes are marked, users with security rights to Queue and items in the queue can run and/or modify the queue. 13. You can mark If an error occurs while running this queue, stop processing. 14. Select File, Save. The following screen appears. 15. Enter a Queue name. This name displays on the main Queue screen. 16. Enter a Description. This description displays on the main Queue screen. 17. You can mark Others can run this queue. 18. You can mark Others can modify this queue. A sample screen appears below.

47 P ROCEDURES Click OK. The following screen appears. 20. Select File, Close. The main Queue screen appears with the Send as Mail queue displayed. 21. All Queue functions are available from this screen. Select File, Exit, or Exit and Sign Out.

48 44 CHAPTER 3 Refreshing If a queue contains one or more static queries, you can use this procedure to refresh the queries. 1. From Queue, select File, New. The following screen appears. You can create a new query from this screen. Click New Query to open the Query and Export module. 2. Select a System from the drop-down list (for example, Student Billing or Fixed Assets). 3. Select Query from the Module drop-down list. 4. Select a Category from the drop-down list. With Student Billing, Query, and Students selected, the screen appears as follows. 5. In the Select column, mark the checkboxes for the static queries you want to refresh.

49 P ROCEDURES Select Refresh from the Action drop-down list. The screen appears as follows. 7. Click Add queries to the queue. 8. Click Close. The following screen appears. 9. You can mark If an error occurs while running this queue, stop processing. 10. Select File, Save. The following screen appears. With the If an error occurs while running this queue, stop processing checkbox marked, an error causes the program to stop processing the current queue and start processing the next scheduled queue. If this checkbox is not marked, and an error occurs, the program skips to the next action within the same queue. 11. Enter a Queue name. This name displays on the main Queue screen. 12. Enter a Description. This description displays on the main Queue screen.

50 46 CHAPTER 3 When these checkboxes are marked, users with security rights to Queue and items in the queue can run and/or modify the queue. 13. You can mark Others can run this queue. 14. You can mark Others can modify this queue. A sample screen appears below. 15. Click OK. The following screen appears. 16. Select File, Close. The main Queue screen appears with the Refresh queue displayed. 17. All Queue functions are available from this screen. Select File, Exit, or Exit and Sign Out.

51 P ROCEDURES 47 Posting to General Ledger 1. From Queue, select File, New. The following screen appears. 2. Select a System from the drop-down list (for example, Student Billing or Fixed Assets). 3. Select Utility from the Module drop-down list. With Accounts Receivable and Utility selected, the screen appears as follows. Category is not used with the Utility module. 4. Mark the checkbox, in the Select column, for Post to General Ledger. 5. Click Add utility to the queue.

52 48 CHAPTER 3 With the If an error occurs while running this queue, stop processing checkbox marked, an error causes the program to stop processing the current queue and start processing the next scheduled queue. If this checkbox is not marked, and an error occurs, the program skips to the next action within the same queue. 6. Click Close. The following screen appears. 7. You can mark If an error occurs while running this queue, stop processing. 8. Click Open. The following screen appears. 9. Refer to the User s Guide, for the System selected, for information about setting up the posting. Complete the posting setup, and then click Save. The New Queue screen appears. 10. Select File, Save. The following screen appears. 11. Enter a Queue name. This name displays on the main Queue screen. 12. Enter a Description. This description displays on the main Queue screen.

53 P ROCEDURES You can mark Others can run this queue. 14. You can mark Others can modify this queue. A sample screen appears below. When these checkboxes are marked, users with security rights to Queue and items in the queue can run and/or modify the queue. 15. Click OK. The following screen appears. 16. Select File, Close. The main Queue screen appears with the Post to General Ledger queue displayed. 17. All Queue functions are available from this screen. Select File, Exit, or Exit and Sign Out.

54 50 CHAPTER 3 Creating GL Interface Files 1. From Queue, select File, New. The following screen appears. Category is not used with the Utility module. 2. Select General Ledger from the System drop-down list. 3. Select Utility from the Module drop-down list. The screen appears as follows. 4. In the Select column, mark the checkbox for Create GL Interface Files. 5. Click Add utility to the queue.

55 P ROCEDURES Click Close. The following screen appears. 7. Click Open. The following screen appears. 8. Refer to the General Ledger User s Guide for information about creating interface files. Complete the setup, and then click Save. The New Queue screen appears. With the If an error occurs while running this queue, stop processing checkbox marked, an error causes the program to stop processing the current queue and start processing the next scheduled queue. If this checkbox is not marked, and an error occurs, the program skips to the next action within the same queue.

56 52 CHAPTER 3 9. You can mark If an error occurs while running this queue, stop processing. 10. Select File, Save. The Save Queue As screen appears. When these checkboxes are marked, users with security rights to Queue and items in the queue can run and/or modify the queue. 11. Enter a Queue name. This name displays on the main Queue screen. 12. Enter a Description. This description displays on the main Queue screen. 13. You can mark Others can run this queue. 14. You can mark Others can modify this queue. A sample screen appears below. 15. Click OK. The following screen appears, with the name of the queue displayed on the title bar.

57 P ROCEDURES Select File, Close. The main Queue screen appears with the GL Interface queue displayed. 17. All Queue functions are available from this screen. Select File, Exit, or Exit and Sign Out. Processing Queues Once you create queues, you can schedule them to run at a selected time, or run them on demand. Scheduling queues 1. Open Queue. The following screen appears. The order of scheduling is important. For example, if a queue containing reports is dependent on one containing queries, schedule the queries to run first.

58 54 CHAPTER 3 2. Mark the checkbox, in the Schedule column, next to any queues you want to schedule. Clear the checkbox for any queue you do not want to schedule. 3. Select File, Schedule Queue. The following screen appears. 4. Enter the Queue start date. 5. Enter the Queue start time.

59 P ROCEDURES If desired, mark Print control report. The control report provides details of the scheduled queue activity. It includes the status of the queue and each action within the queue. Refer to the reference section for additional details. 7. Click Schedule Now. The following screen appears. 8. Note the date, time, and report information now appear grayed out. The program has scheduled the queue, closed Queue, and logged you out of the system. 9. Minimize the Waiting to Process screen. The following button appears on the Windows status bar. You can log in again and continue working in any system module except Queue. Shutting down your computer cancels the scheduled queue. Refer to the Scheduling Considerations in System Basics. Also, once you schedule the queue, you cannot open the Queue module until the scheduled queue has finished processing or has been cancelled.

60 56 CHAPTER At the scheduled date and time, Queue opens and processes the queue. The following screen appears. 11. Review the control report if you marked the checkbox. Click OK. The main Queue screen appears. 12. All Queue functions are available from this screen. Select File, Exit, or Exit and Sign Out. Running Queues 1. Open Queue. The following screen appears.

61 P ROCEDURES Highlight the queue you want to run. 3. Select File, Run Queue Now. The processing screen appears. 4. The Queue(s) Processing Complete message appears, indicating the number of items processed, the number processed successfully, and the number of failures. 5. Click OK. The main Queue screen appears. 6. All Queue functions are available from this screen. Select File, Exit, or Exit and Sign Out.

62 58 CHAPTER 3 Reviewing Queue Properties Once a queue has been created and processed, you can review its properties to learn how long processing takes. Use this information when scheduling future processing. 1. Open Queue. The following screen appears. 2. Highlight the queue whose properties you wish to view. 3. Select File, Properties. The following screen appears. 4. Click Close. The main Queue screen appears. 5. All Queue functions are available from this screen. Select File, Exit, or Exit and Sign Out. Multiple Output Actions You can assign multiple output actions within a queue. The output actions available depend upon the System, Module, and Category selected. For example, with General Ledger, Reports, and a report selected, Export, Print, and Send as Mail are the available output actions. With Student Billing, Query, and a static query selected, Export and Refresh are the available output actions.

63 P ROCEDURES 59 You can select any combination of items for each output action. A selection of reports might be assigned to a printer, then also sent as mail. You use the Add Item to Queue screen to make these selections. The following procedure explains the output actions for Print, Export, and Send as Mail. Selecting Multiple Output Actions 1. From Queue, select File, New. The following screen appears. 2. Select a System from the drop-down list (for example, Accounts Receivable or Student Billing). 3. Select a Module from the drop-down list (for example, Mail or Reports). 4. Select a Category from the drop-down list (for example, Regular Statements or Account Activity Report). With General Ledger, Reports, and Financial Statements - Income Statement selected, the screen appears as follows. 5. Mark the checkbox, in the Select column, for any item to be included in the first output action.

64 60 CHAPTER 3 6. Select Print from the Action drop-down list. (choose Export, Print, or Send as Mail). 7. Select a Printer from the drop-down list. 8. Enter the number of Copies for this printer. The screen appears as follows. 9. Click Add report(s) to the queue. The Add Items to Queue refreshes to allow you to make new selections. Each time you click Add report(s) to the queue, your selections are added to the queue and the screen resets to allow additional selections. This feature allows you to assign multiple output actions to a single item. For example, you can print, , and export a single report. 10. Mark the checkbox, in the Select column, for any item to include in the queue.

65 P ROCEDURES Select Export from the Action drop-down list. 12. Select an Export option (format) from the drop-down list (for example, Crystal Reports, Rich Text, or Excel 5.0). 13. Enter the Export path and file name. You can click the ellipsis to search for the path. The screen appears as follows. You can select a different System, Module, and Category. You can include any available combinations from any Systems and Modules in a queue. 14. Click Add report(s) to the queue. The following screen appears. 15. If desired, select a different System, Module, and Category. 16. Mark the checkbox, in the Select column, for any item to include in the queue. 17. Select Send as Mail from the Action drop-down list. 18. Select a Mail as format from the drop-down list (for example, Rich Text, Text, and Word for Windows document. 19. Enter a Mail to address or click the binoculars to search for an address. 20. Enter a cc: address or click the binoculars to search for an address. You must have a MAPI compliant system in order to use the Send as Mail option.

66 62 CHAPTER Enter a Subject line comment. The screen appears as follows. 22. Click Add report(s) to the queue. The following screen appears. 23. You can select a different System, Module, and Category. 24. In the Select column, mark the checkbox for any item to include in the queue. 25. Select Refresh from the Action drop-down list.

67 P ROCEDURES With Student Billing, Query, Student, and Refresh selected, the screen appears as follows. 27. Continue adding output options as desired. With all actions added, click Close. The following screen appears. You can scroll through the list to review the output actions assigned to this queue. Highlighting an item displays its assigned output action. Items appear once for each assigned output function. 28. You can mark If an error occurs while running this queue, stop processing. 29. Select File, Save. The following screen appears. With the If an error occurs while running this queue, stop processing checkbox marked, an error causes the program to stop processing the current queue and start processing the next scheduled queue. If this checkbox is not marked, and an error occurs, the program skips to the next action within the same queue. 30. Enter a Queue name. This name displays on the main Queue screen. 31. Enter a Description. This description displays on the main Queue screen.

68 64 CHAPTER 3 When these checkboxes are marked, users with security rights to Queue and items in the queue can run and/or modify the queue. 32. You can mark Others can run this queue. 33. You can mark Others can modify this queue. A sample screen appears below. 34. Click OK. The following screen appears. 35. Click the X in the upper, right hand corner of the screen. The main Queue screen appears with the Multiple Output Actions queue displayed. 36. All Queue functions are available from this screen. Select File, Exit, or Exit and Sign Out.

69 P ROCEDURES 65 Edit - Copy - Delete Queues You can edit, copy, and delete queues from the main screen of Queue. Editing may involve adding or removing items from a queue, changing the order of items in a queue, and changing the output action assigned to an item in a queue. Opening Queue Records 1. Open Queue. The following screen appears. 2. Highlight the queue you want to open.

70 66 CHAPTER 3 3. Select File, Open. The queue record appears. From the queue record you can: Add an item Open an item Remove an item Move an item up Move an item down Change output actions Adding an Item 1. From Queue, highlight the queue you want to edit. 2. Select File, Open. The queue record appears.

71 P ROCEDURES Click Add Item. The following screen appears. 4. Select the item to add by following the Creating Queues procedures on page 29. When you have finished adding the item, or items, click Close. The queue record appears with the new item listed. 5. From the queue record select File, Save. 6. Select File, Close. The main Queue screen appears. Opening an item 1. From Queue, highlight the queue you wish to edit.

72 68 CHAPTER 3 2. Select File, Open. The queue record appears. The type of record opened varies with the type of item selected. For this example, a report parameter record is selected. 3. Highlight the item you wish to open. 4. Click Open. The item record opens. For information about item records, refer to the User s Guide for the System selected. 5. You can now make changes to the item record. Select File, Close to return to the queue record. 6. From the queue record, select File, Save. 7. Select File, Close. The main Queue screen appears. Deleting an Item 1. From Queue, highlight the queue you wish to edit. 2. Select File, Open. The queue record appears.

73 P ROCEDURES Highlight the item you want to remove. 4. Click Remove. A confirmation message appears. 5. Click Yes. The program removes the item from the queue. 6. Select File, Save. 7. Select File, Close. The main Queue screen appears.