W719 - Understanding Stanpak File Structures

Transcription

1 W719 - Understanding Stanpak File Structures Pre-requisites: None Pulling data from Stanpak will be much easier if you have a thorough understanding of Stanpak's file structures. This session will explain the data tables available and how to read them. Attend this session to learn what files to use to report on specific data. Jack Scheuer Implementation Services Wednesday, 5:00 p.m. 2 Session Objectives Describe the type of files used in Stanpak and the characteristics of fields in those files Indicate where you can acquire information about the files and how to interpret the documents Explain how the files relate to each other (linkage) Build a linkage and then create a QICLOOK program to demonstrate how it works

2 3 Return on Investment Opportunity Knowing the files and what they contain, it is possible to create output that is otherwise not part of the normal Stanpak options Create unique reports or data files to satisfy specific criteria Become a true Power User armed with this information 4 Fields, Files, Database Field a single element of data Think of it as a single piece of paper Examples: Item Description, Customer Name File a collection of fields Think of it as a manila folder containing many papers Examples: Item file, Customer file, BCBI file Database a collection of files Think of it as the file drawer in which the manila folders are stored Example: the Stanpak database

3 5 File Structures Keyed Files The most prevalent type Each individual record has one or more fields that are unique and can be used to access that specific record The Key can be a single field Item file item number Customer file customer number The Key can be a combination of fields BCBI file Customer # + Category Code + Item # Invoice History file Cust # + Shipto # + Invoice # + Line # 6 File Structures Sequential Files Used primarily for temporary or work files Physical Inventory count file is a sequential file Each record stands by itself and can only be accessed by reading through the file on a record by record basis Is commonly used when outputting an intermediate file in QICLOOK

4 7 Files in Stanpak Characteristics Maximum file size is 756 characters, but when files are created, their size is directly related to the maximum size, i.e., file sizes of 84, 108, 252, 378 characters is common Most, but not all files, will contain only one type of record all of the same format Exceptions Order Header File Contains both bill to and ship to records each of a different format Order Line Item File Contains line item records and the order total record different formats 8 Order Files ORDERS ORDER.HEADER.A O1A FILE ORDER.HEADER.B - O1A FILE ORDER.LINE.ITEM O1 FILE ORDER.LINE.TOTL O1 FILE Note the file names above ORDER.HEADER.A is the name by which the file is identified in QICLOOK O1A is the file by which it s known by the software

5 9 Invoice Files Separate file for each record type IH.HEADER.A Bill To O1AAX FILE IH.HEADER.B Ship to O1ABX FILE IH.LINE Line item detail O1X FILE IH.LINE.TOT Total records O1TX FILE One file, but one record per line item IH.MASTER INVHST FILE 10 QICLOOK Selection Statements ORDER.HEADER.A Bill To Records only SELECTING IF A.CONSTANT.ID EQ A ORDER.HEADER.B Ship To Records only SELECTING IF B.CONSTANT.ID EQ B ORDER.LINE.ITEM Line item records only DEFINE TOTRCD AS [[ SUB(BIN.LOCATION,1,4) ]] SELECTING IF TOTRCD NE OTAL ORDER.LINE.TOTL Order total records only SELECTING IF TOTAL.TEST EQ TOTAL

6 11 Data Fields Characteristics Each field has a predefined size which cannot be changed Types of data fields String (aka alphanumeric) can contain anything that s found on the keyboard Numeric can contain numbers and if applicable, a period (.) and/or minus sign (-) 12 Date Fields in Stanpak Most, but not all, dates are in format MM/DD/YY Notable exceptions A/R files Reference Date is YYYYMMDD Invoice History file Ship Date is MM/DD/YY, but Invoice Date is YYYYMMDD BCBI file Last Sell Date is MMDDYY, Last Contract Date is YYMMDD, First Purchase Date is MM/DD/YY For correct sorting, dates should be in the format YYYYMMDD Conversion may be needed CONVERT SHIP.DATE FROM MM/DD/YY TO CCYYMMDD GIVING DATE.OF.SHIPMENT

7 13 What Does a Record Look Like? 14 File Definitions QICLOOK To print the data dictionary that defines the files accessible in QICLOOOK From the Selection prompt, enter *EDIT Within the Editor, enter R (space) *FILES Enter P to print the directory

8 15 File Definitions QICLOOK You want all files You want the directory You want all associated fields You do not want the linkage map since it s of little value Record position order N = fields in alphabetic sequence Y = sequence in which the fields exist in the file 16 QICLOOK File Definitions Report

9 17 QICLOOK Files Frequently Used Data Dictionary report shows ALL files in the system Some files are not available in Stanpak Some files are used very frequently Frequently Used Files 18 File Linkages General Rule If the link doesn t already exist, you may not be able to get there from here Specific Rule To link from file A to file B, you must have the key field(s) for file B available in file A Absolute linkage All fields are available in file A for the file B key Partial linkage File A contains a field which represents the beginning of the File B key

10 19 Building a File Link 20 A QICLOOK Report to Use the New Link Initiate the QICLOOK inquiry Designate the primary file (CUSTOMER.MASTER) The F2 key will display other files that are accessible from the CUSTOMER.MASTER Note option 1 CIA.TO.BCBID link

11 21 A QICLOOK Report to Use the New Link Continue processing the inquiry until the fields to be included on the report are requested The F2 key will ask which file is to be shown and BCBI.DESC would be entered 22 A QICLOOK Report to Use the New Link This represents the final version of the QICLOOK inquiry

12 23 A QICLOOK Report to use the New Link Final report is on the next screen Note that not all customers are displayed In a linkage situation, if the records in the secondary file (BCBI.DESC) can t be found, then the records in the primary file (CUSTOMER.MASTER) will not be processed 24 A QICLOOK Report to use the New Link

13 25 Additional Resources Customer Web Site Documentation QICLOOK Data Dictionary Solutions Database Search for QICLOOK Online Idea Exchanges Stanpak User Forums QICLOOK documentation on your QANTEL CD Stanpak Support (800) Session T717 Using QICLOOK with Microsoft EXCEL, Thursday at 3:45 p.m. 26 Suggested Action Plan Print the data file dictionary and review it to find out exactly what field information is available in individual files Start using QICLOOK to create simple lists Expand your QICLOOK inquiries by accessing multiple files that are logically linked Experiment - It s the best way to learn and you can t hurt anything

14 27 Summary File Structures and layouts Processing order files in QICLOOK Data fields Structures of date fields The Data Dictionary File linkages 28 Thank You for Attending W719 Understanding Stanpak File Structures Jack Scheuer Please submit the Session Feedback Form To receive NASBA credits, please be sure to complete the Session Feedback Form and sign the class roster in the back of the room

15 Stanpak File Layout Guide - Frequently Used Files for Reporting Menu Table Name Description Extended Description AR AR_HIST Accounts receivable history file includes all purged accounts receivable records Includes all purged accounts receivable records, invoices and payments (only if INSTALL is set save A/R history). The first two characters of the TRANS.CODE filed are a 'CP' for a payment and a 'DI' for an invoice. TRANS.DATE is in the format YYMMDD. AR AR_MASTER Accounts receivable master file Includes all open accounts receivable records, invoices and payments since the last time the A/R purge was run. The first two characters of the TRANS.CODE filed are a 'CP' for a payment and a 'DI' for an invoice. TRANS.DATE is in the format YYMMDD. C BCBI By Customer/By Item pricing history file One record for every item each customer has purchased in the past. Only shows the most recent sale in detail but includes a field for YTD.SALES. LAST.SELL and LAST.COST are stored in the pricing UOM. Indicates whether the last sale was an actual sale or a quote. C CUST_HIST_2 Customer secondary master file. Contains all the information found on the second screen of customer maintenance such as the five user defined fields, customer fax number and tax exempt numbers. C CUST_HISTORY Customer sales history Sales figures MTD and for the prior 12 MONTHS.MTD and YTD profits and a few other statistics. To get a true picture of YTD sales as of now, add YTD + MTD sales as YTD sales is as of the end of the last complete month. C CUST_SHIP_TO Customer ship-to addresses All shipping addresses for customers including the shipping name, address, route, and tax jurisdiction. C CUSTOMER_MASTER Customer master file This file contains all the information found in the first screen of customer maintenance.(name, billing address, ship via, invoice with order, route etc.) Some customer statistics are also found in this file such value of open orders, ytd net profit, and open accounts receivables. Receivables information (30, 60, 90, 120 day values) are current as of the last time program RSPI was run. C CUSTOMER_MISC Customer miscellaneous file This is the large block of miscellaneous customer information found in customer service and in order entry. It is broken into two records, an 'A' or first half, and a 'B' record the second half. Each half is 6 lines of 60 characters. Use field CONSTANT.FLAG to test for the A or B record. C WARRANTY_FILE By Customer/By Item history of items purchased with warranty If an item number is set to "SERIAL NUMBER REQUIRED" = "Y" this information is prompted for input during ship confirmation of an order. Customer number, item number, order number, cost and sell price, vendor, ship and warranty dates, and serial number are saved. Page 1 File Layout Guide

16 Stanpak File Layout Guide - Frequently Used Files for Reporting Menu Table Name Description Extended Description CT CONTRACT_COST Contract master file All individual contracts (CUSTOMER/ITEM), class, ALL, and group contacts (by customer/item IF generated) are in this file. All information in CCM is found in this file, the customer and item number, contract loaded and actual rebated cost, price, expiration dates and quantities, YTD quantities and contract number. If the individual contract was generated from a group, there is a field for group id. CT CONTRACT_SALES Contract sales reporting file. One record for each sale that occurred under a contract by period (YYMM). This is the file used to generate the rebate reports. GL GL_BUDGET General Ledger Budget file Contains 12 months of budget figures by organization, by account number and by fiscal year. GL GL_HISTORY General Ledger prior year history file Contains 12 months of prior period figures by organization, by account number and by fiscal year. GL GL_MASTER General Ledger Account master field Contains the information found in GMM, account number, name, type etc. GL GL_TRANSACTION Detailed general ledger transactions Detailed transactions by organization and account number for all open periods for all open periods GL GL_YTD General Ledger year-to-date history file Detailed transactions by organization and account number for all closed periods if INSTALL is set to save this detail. I CATEGORY_DESC Catalog Category description Category code, category description, extended category text and the sales group to which the category belongs. I INVENTORY_TRANS Inventory transaction audit file - cardex Summary or detailed transactions (sales, purchases, adjustments) by item. Level of detail determined by critical qty filed in IM. Set to "-1" to track all items in detail. I ITEM Item master file (first screen and cost screen in IM) All fields found in the first screen and the cost screen of item maintenance. Inventory numbers are also found in this file (QTY.ONHAND, QTY.COMMITTED, QTY.ON.ORDER) Remember if calculating an inventory value to use QTY.ONHAND (saved in the stocking UOM) * PRICING.UOM * desired cost (LAST.PURCH.COST+FRT.LAST.PURCH, AVERAGE.COST). I ITEM.RETL.HIST Retail item sales history, inventory Contains the QTY.ONHAND values, MIN/MAX and sales history of the item in the RETAIL STORE. These sales and inventory are tracked and maintained separately if the field 'SPECIAL FEATURES' in IM is set to "R" for retail. I ITEM_AUX Item secondary master file (Info screen in IM) All information found in the "I"nfo screen of item maintenance is located in this file. User defined fields, UPC.CODE, MSDS number are a few of the more commonly accessed fields in this file. I ITEM_FIFO FIFO inventory layer file One record for each purchase of an item. The vendor number, po number, qty and cost, freight amounts, and purchase date are all stored here. I ITEM_HISTORY Item sales history 12 months of quantity sales by item last purchase, sales and adjustment dates and quantities. Number of picks YTD, and YTD directs are also found in this file. I PRICE_BOOK Price book file by item Item number and 8 price brackets and qty breaks as of the last time program I1E was run (released in 4.0.5). Page 2 File Layout Guide

17 Stanpak File Layout Guide - Frequently Used Files for Reporting Menu Table Name Description Extended Description I SALES_GROUP Sales group description file Sales group code, sales group description, extended text. N AP_MASTER Accounts payable master files. All open and paid invoices, all payments since the last purge. O ORDER_HEADER_A Open order header record A Contains the header information (first screen in OE and OM). If reporting on open orders, you must get the customer number from this file if you wish to link to the customer master file. The ORDER.DATE is found in this file in the format MM/DD/YY. The operators initials from order entry are stored in this file. The open order header 'A' and the 'B' are located physically in the same file. See documentation for details on the criteria to use to select the A record. O ORDER_HEADER_B Open order header record B with ship-to information Contains ship to information form the open order header. Any special instructions, and the truck code (if using OSM) are found in this file. The open order header 'A' and the 'B' are located physically in the same file. See documentation for details on the criteria to use to select the B record. O ORDER_LINE_ITEM Open order line item information One record for every line on the order, including notes. All quantity fields (ordered, shipped, backordered) are stored in the pricing UOM. Multiply QTY.SHIPPED by UNIT.PRICE to get total line price. The same applies to get total line cost. When reporting on line detail in *QICLOOK be sure to specify this file first, followed by or linked to the ORDER.HEADER.A or ORDER.HEADER.B. The ORDER.LINE.ITEM and the ORDER.LINE.TOTL records are located physically in the same file. See documentation for details on criteria to use to exclude the total records when using this file. O ORDER_LINE_TOTL Open order total record Stores the grand totals, tax dollars, freight and minimum order charges, total price and cost and total weight, cube and piece count. One useful field found here, if you have the proper parameters set up in install, is the net profit on the order. The ORDER.LINE.ITEM and the ORDER.LINE.TOTL records are located physically in the same file. See documentation for details on criteria to use to exclude the line item records when using this file. O QTY_CHANGE_AUD Audit file of all changes made to open orders. PO PO_HEADER_A Open purchase orders header record A PO PO_HEADER_B Open purchase orders header record B This is the file used to drive the (R-OQA) report. This file is often reported on to look at backorders only, rather than all changes (required in the food service industry) Contains the purchase order header information (first screen in QE and QM). The P/O due date is found in this file in the format MM/DD/YY. The purchase order header 'A' and the 'B' are located physically in the same file. Select PO.CONSTANT EQUALS "A" to see the header A record. Contains the purchase order ship to header information. This address will be your own unless the P/O is a direct. The purchase order header 'A' and the 'B' are located physically in the same file. Select PO.CONSTANT EQUALS "B" to see the header B record. PO PO_LINE_ITEM Open purchase orders line file One record for every line on the purchase order. When reporting on open purchase orders to an item detail level, include this file FIRST, then link to the PO.HEADER.A and B files if necessary second. Be cautious of the result when linking to the item file as the item in the purchase order may be a non stock special and the link cannot be made. Page 3 File Layout Guide

18 Stanpak File Layout Guide - Frequently Used Files for Reporting Menu Table Name Description Extended Description S SALESMAN Salesman master file Contains all the information found in "SM" (salesman's number, name, address, phone number) plus cost and sales MTD, QTD, YTD and for the last 12 prior months. Remember there are two records for each salesman, one for inventory sales, one for directs. S SLSM_COM_DETAIL Monthly commission audit file by line item Optional commission file (option activated in INSTALL) that tracks commission down to the line on a order. S SLSM_COMM_AUDIT Monthly commission audit file by order One record for each invoice. Reported on and cleared by the cat report. Contains the salesman number, order number, date, sale and cost, commission percentage, whether the sale was a non-qual, and whether the invoice has been paid by the customer (if paying by collections). The same applies for reporting on this file as in the cat report, if paying by collections, the A/R purge must be run first as this sets the invoice paid flag. S SLSMAN_HISTORY Salesman sales history Tracks by salesman number, number of orders over the last 12 months by the source code SA IH_HEADER_A Invoice history order header record A SA IH_HEADER_B Invoice history order header record B with ship-to information in OE (phone, mail, taken) and # of new items. Contains the header information (first screen in OE and OM). If reporting on the invoice history, you must get the customer number from this file if you wish to link to the customer master file. The invoice date (ORDER.DATE) is found in this file in the format MM/DD/YY. The operators initials from order entry are stored in this file. The open order header 'A' and the 'B' are located physically in the same file. See documentation for details on the criteria to use to select the A record. Contains ship to information form the invoice header. Any special instructions, and the truck code (if using OSM) are found in this file. The invoice header 'A' and the 'B' are located physically in the same file. See documentation for details on the criteria to use to select the B record. SA IH_LINE Invoice history line item information One record for every line on the order, including notes. All quantity fields (ordered, shipped, backordered) are stored in the pricing UOM. Multiply QTY.SHIPPED by UNIT.PRICE to get total line price. The same applies to get total line cost. When reporting on line detail in *QICLOOK be sure to specify this file first, followed by or linked to the ORDER.HEADER.A or ORDER.HEADER.B. The ORDER.LINE.ITEM and the ORDER.LINE.TOTL records are located physically in the same file. See documentation for details on criteria to use to exclude the total records when using this file. SA IH_LINE_TOT Invoice history order total record Stores the grand totals, tax dollars, freight and minimum order charges, total price and cost and total weight, cube and piece count. One useful field found here, if you have the proper parameters set up in install, is the net profit on the order. The ORDER.LINE.ITEM and the ORDER.LINE.TOTL records are located physically in the same file. See documentation for details on criteria to use to exclude the line item records when using this file. V VENDOR Vendor master file All information found and maintained in VM is located in this file. The vendor address fields and the check address fields are at this time the same although defined separately. V VENDOR_AUX Secondary vendor master file Contains only the vendor emergency response number and the default GL posting account. Page 4 File Layout Guide

19 Session Feedback Form Summit 2007 Las Vegas, NV Please take a moment to evaluate this session and offer feedback. Activant uses your input to understand your needs and to determine future Summit sessions. Session Name: Session Number: Presenter s Name: How important is this topic to your job/company? Not Important Important Please rate the educational value you received from this session Low Value High Value 1. What software are you currently using? 2. How long have you personally used this software? 3. Describe the effectiveness of your instructor. 4. What is your overall evaluation of this session? 5. What could have been done to improve this session? 6. What sessions would you like to see presented at future conferences? 7. What issues will be critical to your business in the next months? Check here if you would like CPE credits. To receive credits, be sure to sign your name at the bottom of this form and sign the roster in the session room. Answering the following questions is OPTIONAL (but required for CPE Credits). Yes No Did this session meet your expectations, based on the description/objectives in the registration materials? Were the pre-requisite requirements stated in the course description appropriate? Did the session materials contribute to achieving the learning objectives? Did the equipment (screen, microphone, projector, etc.) in the room enhance the instruction? Was the time allotted for the session appropriate for the topic? Name: Company: