Basic Data & Dynamic Query

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2 Working with data in ERP-ONE ERP-ONE provides a couple of ways to easily create or modify groupings of data Importing and Exporting using Excel Dynamic Query

3 Working with data in ERP-ONE In order to work with either of these functions, please keep the following data tips in mind: No commas No single or double quotes Use numbers only for numeric fields like cost or price If it is date field (12/15/2015) Number of characters allowed Yes or No field If importing to a Coded field, make sure the Codes are setup in advance in their Maintenance tables Header rows cannot have any carriage returns If data has leading zeroes (e.g.: zip codes), make sure the column in Excel is formatted as a text column

4 Working with data in ERP-ONE If data is already present in ERP-ONE, it can be exported directly to Excel from ANY GRID LAYOUT in the software.

5 Working with data in ERP-ONE Once exported, the data can be modified, then imported back into ERP- ONE (this will be covered a bit later).

6 Purpose of Dynamic Query <DQ> Access to data not readily available in existing reports Perform mass changes to data without exporting and importing Data can be exported from <DQ>

7 How to build a Dynamic Query <DQ> Select the table and fields you wish to use for the query Double-click a field to add to the query box on the left Highlight and select Add to place a field in the browse on the right

8 How to build a Dynamic Query <DQ> How do you find tables and fields for <DQ>? Go to the table (e.g.: <CUMM>) Select the desired field and press F2

9 Basic Functions within Dynamic Query <DQ> Equal: = or EQ Not Equal: <> or NE Greater Than: > or GT Less Than: < or LT Greater Than or Equal To: >= or GE Less Than or Equal To: <= or LE Use AND and OR to combine query statements

10 How to build a Dynamic Query <DQ> For this example, we will find all customers in the DC company that are marked as N for never taxable.

11 Functions within Dynamic Query <DQ> Begins - Find records that begin with a search string table.field begins text will find records that begin with the search text Search string below is ABC

12 Functions within Dynamic Query <DQ> Matches - Find records that contain a certain character string utilizing * as a wild card. table.field matches *text* will find records that contain search text anywhere within the field table.field matches text* will find records that contain search text at the beginning of the field table.field matches *text will find records that contain search text at the end of the field

13 Functions within Dynamic Query <DQ> Matches - Find records that contain a certain character string

14 Functions within Dynamic Query <DQ> Does Not Match - Find records that do not contain a certain character string utilizing * as a wild card. Not table.field matches *text* will find records that do not contain search text anywhere within the field Not table.field matches text* will find records that do not contain search text at the beginning of the field Not table.field matches *text will find records that do not contain search text at the end of the field

15 Functions within Dynamic Query <DQ> Does Not Match - Find records that do not contain a certain character string

16 Basic Dynamic Query <DQ> Using <DQ> to change data en masse <DQ> can be used to make mass changes to large groups of records There is no UNDO button. CAUTION Make sure you review to verify you have ONLY the data you want before updating. Always test in the demo company prior to the live company!

17 How to change data in Dynamic Query <DQ> For this example, we will find all customers in the DC company that are part of customer price group 1 and change them to customer group I Once records are verified, select Enable.

18 How to change data in Dynamic Query <DQ> After selecting Enable other buttons become available. The cells in the lower view are now modifiable. Type in the cell and press enter to change that individual record.

19 How to change data in Dynamic Query <DQ> Select Update to open a new window. This is where you build the mass change of the queried records.

20 How to change data in Dynamic Query <DQ> Select the fields you wish to change. You need to make a selection in both lists. If changing a field, select it from both lists.

21 How to change data in Dynamic Query <DQ> Check the box Use Literal Value? Select Add Enter the new value for the desired field Select OK

22 How to change data in Dynamic Query <DQ> You should see the entered value appear in the Use This Value column CAUTION: This is your point of no return. After the next step there is no UNDO button! When ready, select OK Note: Confirm the field you are changing to make sure that the proper code or id is being assigned.

23 How to change data in Dynamic Query <DQ> All queried records have now been changed If you are modifying a large number of records, you will see the system counting up as the records are modified

24 How to copy data in Dynamic Query <DQ> For this example, we will find all customers in the DC company that are part of customer price group I and copy that information to the invoice group field. Make sure you have an invoice group set up with this same identifier. <CUIGM> Once records are verified, select Enable, then select Update

25 How to copy data in Dynamic Query <DQ> Select the field to copy data from Select the field where data is to be copied to Select Add The line will appear indicating where you are copying data from and to CAUTION: This is your point of no return. After the next step there is no UNDO button. When ready, select OK Note: The from and to field need to be the same type of field like number or specific code for it copy over.

26 How to copy data in Dynamic Query <DQ> All queried records have now had data copied from one field to another If you are modifying a large number of records, you will see the system counting up as the records are modified

27 Importing Data <IMPA> Reasons to use <IMPA> Data conversions Add or update data Items, Customers, Vendors, Costs, Pricing, etc. Basically any data that you want to modify or add that has a field in ERP-ONE

28 Importing Data <IMPA> Requirements for importing Final file for importing needs to be in a.csv or.txt format When saving the file, keep the name short itemimp.csv Needs to be on the server in a place that is easy to access from ERP-ONE. Based on what is being populated, make sure that the data is in the proper FORMAT and CLEAN!

29 Importing Data <IMPA> Recommendations for importing When updating data you will need the unique identifier for that table, like the item number or customer account number. If you are adding new records, all fields that are required will need to be in the import. Test in training company before the live company. Test with smaller amount of data. Understand what table and fields you are importing into. Understand how to use Excel.

30 Importing Data <IMPA> Recommendations for importing Back up database and test on weekend if you are new to the importing. Double check your file, import layout and table before importing. If you reopen a.csv file, it will change all columns to general and take out any leading zeroes, as well as change columns with dates to a scientific format. Do all work in the Excel file then copy that tab to a.csv file. That way if you need to make changes you can always go back to the Excel file, make the changes, then save that tab as a.csv file.

31 Importing Data <IMPA> File Sample of.csv or.txt that is saved on the server. Save the File Save the file in a location that can be accessed for the import Save as a.csv or.txt file

32 Importing Data <IMPA> File Selection a) Click on the New icon b) Select the file to be imported c) Confirm that the delimiter is a comma (,) d) Choose the table to be imported into e) Choose the option of what to do on duplicate records: Overwrite, Skip or Prompt f) Confirm that the Skip First Record is checked g) Give the import a name and click on the Save icon

33 Importing Data <IMPA> Mapping a) Left Side Highlight the field for the data to be imported b) Right Side Highlight the field for the intended location of the imported data c) Click on Map to link the highlighted fields Auto Map will try to match up the field label to the field name d) UnMap will unlink the highlighted fields

34 Importing Data <IMPA> Errors The results will show and detail errors that need correction.

35 Importing Data <IMPA> Import a) Highlight the file to be imported. b) Click on the GO icon. c) This will do the actual import and give you the results of what had errors or what was added. Your data can be confirmed by going to the run code and viewing the records. CAUTION: There is no UNDO of this import, so make sure this is what you want to do!