Copyright...4. Overview Managing Snapshots... 6

Transcription

1

2 Contents 2 Contents Copyright...4 Overview... 5 Managing Snapshots... 6 Company Snapshots...6 Examples of Sensitive Data Preservation in Snapshots... 9 To Take a Snapshot...10 To Toggle the Visibility of a Snapshot To Export a Snapshot To Import a Snapshot...11 To Restore a Snapshot...12 To Delete a Snapshot Managing Companies Support of Multiple Companies To Add a New Company Snapshots as Company Templates...16 Configuration of the Test Environment...18 To Convert a Company to the Test Company...18 To Copy an Existing Company Managing Locales and Languages Locales and Languages Boxes that Have Multi-Language Support...23 Use of User Input Translations...25 Translation Process...28 To Add a New Locale...32 To Add a New Translation Set...33 To Collect the Strings of a Translation Set...34 To Collect Strings of Multiple Translation Sets...34 To Translate Bound Strings...34 To Translate Unbound Strings To Translate Filter Tab Captions To Translate Column Captions for a Generic Inquiry To Translate Parameter Display Names for a Generic Inquiry To Exclude Strings from Translation...37 To Turn On Validation of Translations...38 To Turn Off Validation of Translations...38 To Create a Localized Version of an Article...38 Managing Field-Level Audit... 40

3 Contents 3 Field-Level Auditing Management of Access to Field-Level Audit Functionality...41 To Configure and Turn On Field-Level Auditing for a Form To View a Field-Level Audit Trail Managing Search...46 Search in Acumatica ERP To Build Search Indexes Management Form Reference...48 Apply Updates Audit...51 Audit...52 Audit History Collect Translation Sets...54 Companies...55 Companies...60 Rebuild Full-Text Entity Index...61 Request Profiler...61 System Locales...66 Translation Dictionaries Translation Sets Update Preferences Appendix Reports Report Form Report Form Toolbar Table Toolbar Glossary...87

4 Copyright 4 Copyright 2017 Acumatica, Inc. ALL RIGHTS RESERVED. No part of this document may be reproduced, copied, or transmitted without the express prior consent of Acumatica, Inc SE 6th, Suite 140 Bellevue, WA Restricted Rights The product is provided with restricted rights. Use, duplication, or disclosure by the United States Government is subject to restrictions as set forth in the applicable License and Services Agreement and in subparagraph (c)(1)(ii) of the Rights in Technical Data and Computer Software clause at DFARS or subparagraphs (c)(1) and (c)(2) of the Commercial Computer Software-Restricted Rights at 48 CFR , as applicable. Disclaimer Acumatica, Inc. makes no representations or warranties with respect to the contents or use of this document, and specifically disclaims any express or implied warranties of merchantability or fitness for any particular purpose. Further, Acumatica, Inc. reserves the right to revise this document and make changes in its content at any time, without obligation to notify any person or entity of such revisions or changes. Trademarks Acumatica is a registered trademark of Acumatica, Inc. HubSpot is a registered trademark of HubSpot, Inc. Microsoft Exchange and Microsoft Exchange Server are registered trademarks of Microsoft Corporation. All other product names and services herein are trademarks or service marks of their respective companies. Software Version: 6.1 Last updated: July 20, 2017

5 Overview 5 Overview This section covers the primary features of the Management module. Multi-Tenancy Functionality As an application with multi-tenancy architecture, Acumatica ERP supports the servicing of multiple customers or tenants within a single instance. You can create new companies directly from the Acumatica ERP application without using the Acumatica ERP Configuration Wizard. For more information, see Managing Companies. Snapshots To speed the implementation of new companies, you can create and use company snapshots that contain full or partial data of a preconfigured company. Also, you can use snapshots to set up a test environment in which you can perform additional configuration or execute an irreversible operation (to view and analyze the consequences of it) before you apply these changes to your live system. For more information, see Managing Snapshots. Support of Multiple Locales You can maintain multiple locales and localize the Acumatica ERP user interface to multiple languages. You can translate application user interface strings directly in the application or by exporting the application strings to a third-party product and importing the translated strings back. For details, see Managing Locales and Languages. Instance Updates You can manage updates of the Acumatica ERP system by using its built-in functionality. You can select and install the updates available locally or on the update server. For details, see Updating Acumatica ERP in Acumatica ERP Installation Guide. Field-Level Audit Field-level audit is a feature of Acumatica ERP that gives you the ability to monitor and record user changes on the forms. An audit trail keeps records of every change a user makes on a monitored form, such as changes to the documents, document properties, customer accounts, employee records, and security policies. You can also see who made the changes and when the user made them. For more granular control, you can perform auditing of individual database tables associated with the forms and specific database table fields. You can audit entire database tables or only certain database table fields, such as the fields associated with the interface elements on the form. For more information, see Managing Field-Level Audit.

6 Managing Snapshots 6 Managing Snapshots Snapshots provide a way to save full or partial data of your Acumatica ERP company, and later restore the company to the state it had when the snapshot was taken. Snapshots can be exported from the source company, and then restored to another company, thus speeding up the configuration of a new company. In this section, you can find information on snapshots, including taking a snapshot, storing it locally or in external storage, importing it to your instance, and restoring the data from the snapshot. In This Chapter Company Snapshots Examples of Sensitive Data Preservation in Snapshots Company Snapshots In Acumatica ERP, you can create company snapshots containing your company's full or partial data. Snapshots can be saved locally in the same database, or at a specified location. Later, any snapshot can be imported and restored to another company. Snapshots can be used as company templates when you create new companies in Acumatica ERP that are similar in configuration. Also, you can use snapshots to set up a test environment for your company where you test the configuration changes required for your company before you apply them to your live company. Taking Snapshots You can take a snapshot of the company configuration and data by using the Companies (SM ) form. For a snapshot, you specify which data you want to include by selecting one of the available content options, which are described in detail in Selecting the Content of Snapshots. Data from published customizations is a part of the database and is always included in snapshots. You can take a virtually unlimited number of snapshots. The only limitation is disk space: Snapshots are stored in the database, thus occupying disk space. : When you take a snapshot, any previously taken snapshots are not included in the new snapshot. The process of creating a snapshot may take a significant amount of time because the database tables are copied one by one for a snapshot and this process is not error proof. For example, a user may introduce changes to documents that have been partially backed up; consequently, the data in the snapshot would be corrupted. We recommend that you create snapshots only when no users are entering data or performing processing and no processing is scheduled. This arrangement ensures the consistency of the data. : Because the process of taking a snapshot is not error proof, we do not recommend that you use snapshots to back up data. We recommend that you instead use database management applications to back up the database of your Acumatica ERP instance. For details about taking a snapshot, see To Take a Snapshot. Selecting the Contents of Snapshots When you take a snapshot, you select one of the content options, depending on the intended use of the snapshot. The following content options are available by default:

7 Managing Snapshots 7 Full: All data related to the company Full except Attachments and Wiki: The full data related to the company, excluding attachments and wiki articles Full except Attachments: The full data related to the company, excluding attachments Settings and Business Accounts: The company's complete set of configuration settings and business accounts, including attachments Settings and Business Accounts except Attachments: The company's complete set of configuration settings and business accounts, excluding attachments Settings except Attachments: The company's configuration settings, excluding attachments Settings only: The company's configuration settings, including attachments The contents of the snapshot that is, the SQL database tables that are included in the snapshot are defined by snapshot configuration files with the.esc extension. Usually these files can be located in %Program Files%\Acumatica ERP\<instance name>\app_data\snapshotconfigs, where <instance name> is the name of the application instance website. To preserve sensitive data for example, user passwords and settings for connecting with third-party applications you can modify snapshot configuration files to preserve such data, down to SQL table fields. You can either exclude tables and table fields from snapshots or replace data in table fields with predefined values. For examples of configuration settings, see Examples of Sensitive Data Preservation in Snapshots. Storing Snapshots Once a snapshot is created, it appears on the Snapshots tab of the Companies form. Company snapshots are stored in the database as companies with special company IDs (negative integers). When you update the application and the database, the stored snapshots are updated as well. To free disk space, you can export snapshots to store them in an external storage, and then delete obsolete snapshots. Exported snapshots can later be imported back into the application. For details, see Exporting Snapshots and Importing Snapshots below. : Snapshots stored in an external storage are not updated when you update your application instance. Deleting a snapshot is a permanent operation you won't be able to recover a deleted snapshot. For details, see To Delete a Snapshot. Exporting Snapshots To be exported to external storage, a snapshot should be prepared that is, the snapshot's data should be saved to a file. When a snapshot is exported, the system copies the prepared file to an external storage; the snapshot itself remains in the database. For the detailed procedure, see To Export a Snapshot. An exported snapshot is saved as an archive in.zip format. It contains the exported data in a collection of either.adb or.xml files and the description of the snapshot in manifest.xml. Manifest.xml carries the snapshot description generated when the snapshot was created and the version of the instance that has been used to prepare the snapshot before export. Importing Snapshots You can import an exported snapshot back to an Acumatica ERP instance. The version of the snapshot (that is, the version of the instance used to take the snapshot) must match the version of the destination application instance.

8 Managing Snapshots 8 : You can check the snapshot version in manifest.xml. When you import a snapshot, you can choose whether you want to import customization data or not; if the imported snapshot includes customization data, the data will be automatically restored when you restore the snapshot. Thus, if you import the snapshot in a company in the same database as the source company, you should include all customization data because any customization is database-wide. If you import the snapshot to another instance with a different set of customizations applied, do not include customization data in the snapshot, or restoration of the snapshot will likely fail. Customizations may include changes in the database structure (such as changing a field length). These changes may cause conflicts during the insertion of data from the snapshot to your current Acumatica ERP instance (for example, if the length of the inserted field exceeds the maximum length in the database of your current Acumatica ERP instance). You can select whether you want the system to preliminarily match the data from the snapshot with the database structure in your current Acumatica ERP instance, to reveal any conflicts before the system imports the snapshot. When this check is performed and there are conflicts, the system returns an error message that lists all fields from the snapshot that have caused the conflicts. You can resolve these conflicts by changing the database structure in your current Acumatica ERP instance. An imported snapshot is stored in the database, and you can restore the data from the snapshot whenever you want. For the detailed procedure, see To Import a Snapshot. Toggling the Visibility of Snapshots In a multi-company configuration, you can sign in to one company, and then take a snapshot of any company available to you, be it the company you signed in to or another company that you can access. The snapshots you take are stored within the company you are signed in to (the base company); you won't be able to access them if you sign in to another company. Within the base company, when a snapshot is taken, it is associated with its source company that is, you must select the company the snapshot is associated with in the Company ID box of the Summary area of the Companies form to see the snapshot in the list on the Snapshots tab. The visibility of the snapshot is normal; the associated company is displayed for the snapshot in the Company ID column on the Snapshots tab. To make the snapshot available regardless of the selected company, you can increase the visibility of the snapshot. Snapshots with increased visibility are available on the Snapshots tab regardless of the company you select in the Company ID box of the Summary area; the Company ID column on the Snapshots tab is blank for such snapshots. If you decrease the visibility of a snapshot, the snapshot is associated with the company selected on the form. For details, see To Toggle the Visibility of a Snapshot. Restoring Snapshots By restoring a snapshot, you set your company data to its state when the snapshot was taken. : In the destination company, a restored snapshot overwrites all the data that is not specifically protected. For more information, see Selecting the Contents of Snapshots section in this topic. You can restore a snapshot to only the company you are signed in to, regardless of the origin of the snapshot. If the snapshot from which you want to restore data includes customization data, the customization data will be restored automatically. : If you are going to restore the snapshot in an external database where a different customization set has been applied, the restore operation will likely fail. For details, see To Restore a Snapshot.

9 Managing Snapshots 9 Examples of Sensitive Data Preservation in Snapshots Protection of sensitive data is critical to organizations and to users. Which data must be protected depends on many factors, including regulation (which is often mandatory), company policy, contractual obligations, and user expectations. Because the snapshots may copy data you identify as sensitive, Acumatica ERP provides a way to exclude such data from the snapshots. You can preserve the data from particular SQL tables down to particular table fields by configuring snapshot configuration files. Use the following examples to better understand and configure snapshot configuration files. For more information, see Company Snapshots. Prohibit Export and Import of User Records If you don't want to export and import user records except for one user (Baker), add the following section to the snapshot content file. <Include table="users" preserve="true" condition ="where Username <> 'Baker'"> </Include> Export User Records with a Predefined Password If you want to export user records but change users' passwords to a predefined value (password), add the following section to the snapshot content file. <Include table="users" preserve="true" <ResetColumn name="password" value="password" /> </Include> Prohibit Export and Import of Blob Provider Settings If you don't want to export and import Blob Provider settings, add the following section to the snapshot content file. <Include table="blobstorageconfig" preserve="true"/> <Include table="blobprovidersettings" preserve="true"/> For more information on Blob Provider settings, see File Attachment Management. Prohibit Export and Import of the Key of Blob Provider Settings To export and import all Blob Provider settings except for the provider key, add the following section to the snapshot content file. <Include table="blobstorageconfig" preserve="true"/> <Include table="blobprovidersettings" preserve="true" condition ="where Name <> 'Key'"> </Include> Replace the Key of the Blob Provider Settings on Export and Import To export and import all settings of the Blob Provider but empty the provider key value, add the following section to the snapshot content file. <Include table="blobstorageconfig" preserve="true"/> <Include table="blobprovidersettings" preserve="true" condition ="where Name = 'Key'"> <ResetColumn name="value" value="" /> </Include>

10 Managing Snapshots 10 To Take a Snapshot To take a snapshot of the company configuration and data, you use the Companies (SM ) form. Published customization are also included in the snapshot. For more information, see Company Snapshots. To Take a Snapshot of Your Company : We recommend that you create the snapshot at a time when nobody is using the system for entering or processing data; this ensures that the snapshot will have consistent and valid data. 1. If required, sign in to the company whose data you want to copy. 2. On the System tab, click Management. In the left pane, navigate to Manage > Companies. 3. In the Company ID box, select the company whose snapshot you want to create. 4. On the form toolbar, click Create Snapshot to open the Create Snapshot dialog box. In the dialog box, notice the source company in the Source Company box. 5. In the box, type a short description of the snapshot. 6. In the Export Mode box, select the data to be included in the snapshot. Published customization are included in the snapshot automatically. : We do not recommend that you use the Settings and Business Accounts or Settings Only option. If you perform configuration in a company with settings only, some of the configuration changes may seem as if they're allowed, although with actual data (that is, documents and entities), the changes would be prohibited. 7. Optional: If you want to export the snapshot immediately after creation, select the Prepare for Export check box. Alternatively, you can prepare a snapshot for export later, before exporting the snapshot, as described in To Export a Snapshot. 8. Optional: If you have selected the Prepare for Export check box, you should specify the format the system uses to save exported data. Select one of the following: Binary: The exported data is saved in a collection of.adb files. XML: The exported data is saved in a collection of.xml files. 9. Click OK to close the dialog box and initiate the process of creating the snapshot. : Creating a snapshot may take a significant amount of time, depending on the volume of data entered for the company. 10. If you plan to restore the snapshot in another company of your Acumatica ERP instance, click Change Visibility on the table toolbar to make the snapshot visible in other companies of the instance. A snapshot appears in the list of snapshots on the Snapshots tab under the source company. You can restore the data from the snapshot any time you want to. To Toggle the Visibility of a Snapshot In a multi-company configuration, you can toggle the visibility of snapshots on the Companies (SM ) form to group them by company, as described below. You can distinguish snapshots with different visibility by checking the state of the Company ID column on the Snapshots tab:

11 Managing Snapshots 11 If a company is specified, the snapshot is visible only when you select the company If the box is empty, the snapshot is visible regardless of the selected company : Even the snapshots with increased visibility are not visible if you sign in to another company. For more information, see Company Snapshots. To Change the Visibility of a Snapshot 1. If required, sign in to the source company. 2. On the System tab, click Management. In the left pane, navigate to Manage > Companies. 3. Make sure that the company you signed in to is selected in the Company ID box. 4. On the Snapshots tab, click on the snapshot whose visibility you want to change. 5. On the table toolbar, click Change Visibility. To Export a Snapshot You can export a snapshot by using the Companies (SM ) form. For more information about snapshots, see Company Snapshots. To Export a Snapshot 1. If required, sign in to the company you used to take a snapshot. 2. On the System tab, click Management. In the left pane, navigate to Manage > Companies. 3. In the Company ID box, select the company you used to take the snapshot. 4. On the Snapshots tab, in the table, click the snapshot you want to restore. 5. If the snapshot is not ready for export (that is, the Ready for Export check box in the snapshot row is clear) or if you want to update the data in the snapshot, click Prepare for Export on the table toolbar. : Preparing a snapshot may take a significant amount of time, depending on the volume of data entered for the company. When the snapshot is ready for export, the Ready for Export check box is automatically selected for the snapshot in the table. 6. On the table toolbar, click Export Snapshot. Depending on your browser settings, the snapshot is saved to your computer. To Import a Snapshot To import a snapshot, you use the Companies (SM ) form. A snapshot can be restored in a new database only if the version of the application match the version of the snapshot (that is, the version of the application used to take the snapshot). You can view the version of the snapshot in the manifest.xml file in the snapshot. : A snapshot includes customization data from the source application. If the destination application does not include customization or includes another customization set, we recommend that you not import customization data.

12 Managing Snapshots 12 To Import a Snapshot 1. On the System tab, click Management. In the left pane, navigate to Manage > Companies. 2. In the Company ID box, select the company to which you want to import a snapshot. 3. On the Snapshots tab, in the table, click Import Snapshot on the table toolbar. This opens the Upload Snapshot Package dialog box. 4. In the Upload Snapshot Package dialog box, do the following: a. Select the snapshot file in the Choose File box. b. If you want to import customization data, select the Include data from Custom Columns check box. : If you import customization data, such data will be automatically restored when you restore the snapshot. c. If you want the system to preliminary match the data from the snapshot with the database structure in the Acumatica ERP instance where you want to import the snapshot before import, select the Check Database Structure Before Import check box. : We recommend that you select this check box only if the database structure was customized in Acumatica ERP where the snapshot was taken. d. Click Upload to upload the snapshot. Uploading of the snapshot may take some time, depending on the size of the snapshot. Notice the green icon that appears on the form toolbar once the operation has completed successfully; at this time the imported snapshot appears on the Snapshots tab. (If a red icon appears, move the cursor over the red icon to view the description of the problem.) To Restore a Snapshot You can restore data to a company from any snapshot that is visible in the company by using the Companies (SM ) form. : In the destination company, a restored snapshot overwrites all the data that is not specifically protected. For more information, see Company Snapshots. If the snapshot includes customization data, such data will be restored when you restore the snapshot. If the customization set of the destination instance does not match the customization set of the snapshot, the restoration process may fail. To Restore Data From a Snapshot 1. Sign in to the company where you want to restore a snapshot. 2. On the System tab, click Management. In the left pane, navigate to Explore > Companies. 3. In the Company ID box, select the company for which you want to restore a snapshot. 4. On the Snapshots tab, select the snapshot whose data you want to restore, and click Restore Snapshot on the form toolbar. This opens the Restore Snapshot dialog box. 5. Click OK in the dialog box to restore the data from the snapshot in the destination company and close the dialog box.

13 Managing Snapshots 13 The operation may take a long time. After the restoration process completes successfully, you are signed out of the system. If the process could not be completed, a red icon appears. To view the description of the problem, move the cursor over the red icon. To Delete a Snapshot All the snapshots you take are stored in the database of your Acumatica ERP instance. To reduce the size of the database, you can delete obsolete snapshots by using the Companies (SM ) form. For more information about snapshots, see Company Snapshots. To Delete a Snapshot 1. On the System tab, click Management. In the left pane, navigate to Manage > Companies. 2. In the Company ID box, select the company where the snapshot has been taken. 3. On the Snapshots tab, click on the snapshot you want to delete, and then click Delete Row on the table toolbar. 4. On the form toolbar, click Save. This may take some time, depending on the size of the snapshot. Notice the green icon that appears on the form toolbar once the operation has completed successfully. (If a red icon appears, move the cursor over the red icon to view the description of the problem.)

14 Managing Companies 14 Managing Companies Acumatica ERP is an application with multi-tenancy architecture, in which any instance includes at least one tenant that is a separate company. All companies of your instance can be split by status on active and test companies. Active companies are used in production; the number of active companies you may use depends on your license. Test companies are used to set up test environments that can be used for training purposes or for testing the system before performing potentially hazardous operations. You can have a virtually unlimited number of test companies, although test companies cannot be converted back to active companies. For more information on licensing in Acumatica ERP, see Licensing and Activating Acumatica ERP. In This Chapter Support of Multiple Companies Snapshots as Company Templates Configuration of the Test Environment Support of Multiple Companies Acumatica ERP is an application with multi-tenancy architecture in which a single instance of an application can serve multiple tenants. With ERP software, each tenant is a separate company. When you use software with a multi-company architecture, you can run one instance of the application with one instance of a database and give multiple companies web access to the same database. The tenant companies, which you create in the same application, may have different configurations; they can have their own data isolated and invisible to other companies. However, all tenants have the shared data contained in a special-use, built-in System company or a user-created parent company. Tenant Companies When you install the Acumatica ERP application, you create at least one tenant company. You can create more companies with the help of the Acumatica ERP Configuration Wizard, or directly from the Acumatica ERP application by using the Companies (SM ) form. Because the functionality of creating new companies is available within the application, you can create multiple companies in the same application without signing out of the application. For details on creating companies, see To Add a New Company. You can configure each company from scratch or create companies by using templates based on snapshots. For more information on using snapshots as company templates, see Snapshots as Company Templates. Once the company is configured, users can initialize it by importing or entering the data. A company's configuration settings and entered data are not accessible from other tenants of the same application. Active and Test Companies You use the Companies (SM ) form to view the list of companies and the statuses of the companies (that is, if the company is active, test, or unlicensed) and the Companies (SM ) form to add, delete, and manage particular companies. Active companies are the companies that have the Active status and are used in the production environment. Your license determines the number of active companies you can add to the instance, the number of concurrent users allowed, and the set of features you can activate for the instance.

15 Managing Companies 15 Test companies are the companies that have the Test status. You can create a virtually unlimited number of test companies because the test companies do not count toward the maximum number of allowed companies, based on your license. At the same time, all test companies have the following limitations: Only two concurrent users are allowed A test company cannot be converted back to an active company You can use test companies in a test environment for the following purposes: To test application features in a demo company. You can try any application feature in a company with demo data. To test whether specific configuration changes are applicable to the company configuration. To train your employees through a copy of a live company. For details on setting up a test environment, see Configuration of the Test Environment. The System Company When you install Acumatica ERP, the System company (with a Company ID set to 1) is always created automatically. For details, see Managing Companies in Acumatica ERP Installation Guide. The System company contains the preconfigured system data, such as roles, numbering sequences, and the wiki-based documentation. The system data is used by all tenants of the same application instance. The System company is hidden on all end-user forms. All other user-created companies inherit the initial configuration and system data (predefined data) from the System company. That is, all the data available in System company is visible to other companies in the same database. An application update or upgrade replaces all data available in the System company, while the data created by users in usercreated companies remains unchanged. A snapshot created for a user-defined company includes all custom data available in the database for the company account and does not include any data contained in the System company. When a snapshot is being restored in the same database or another database, it uses the system data from the System company available in that database. The Parent Company If you would like to replace the preconfigured roles, numbering sequences, and other data similarly for multiple new companies, you can create a parent company that will serve as a system company for your new companies. To configure a custom parent company, create a new company and provide a name that clearly indicates how this company will be used (for example, MyParent). This company inherits all the data from the System company. In the MyParent company, override the preconfigured settings as needed and specify other configuration settings to be used in all the new companies. Then when you create a new company by using the Acumatica ERP Configuration Wizard, you specify MyParent as the new company's parent company; the new company will inherit all the data from the MyParent company, not the System company. : You can create new companies based on the parent company only by using the Acumatica ERP Configuration Wizard. If you create a snapshot of a company based on a custom parent that is not the System company, this snapshot will not contain the parent's data; when the snapshot is restored in another database with no custom parent company, the custom parent's data will be replaced by the original system data. To fully restore such a company from its snapshot in another database, perform the following steps: 1. Create the first new company.

16 Managing Companies Restore the snapshot of the parent company in the first new company. This company will serve as the custom parent company. 3. Create the second new company, and select the first company as the parent company for the second company. 4. Restore the company snapshot with all the required data in this new company. To Add a New Company You can add a new company to your instance in one of the following ways: By using Acumatica ERP Configuration Wizard. For more information, see Managing Companies in the Acumatica ERP Installation Guide. By using the Companies (SM ) form on the web interface, as described below. To Create a New Company 1. On the System tab, click Management. In the left pane, navigate to Explore > Companies. 2. On the form toolbar, click Insert Company to create a company. The Companies (SM ) form opens as a pop-up window. Note the company ID, which the system automatically generates for the new company. 3. In the Login Name box, type the company name as it should appear on the Welcome screen. : If you want to add a company for training or test purposes, enter a name that clearly indicates that this is a test company. 4. Click Save on the dialog box toolbar. The system creates a new company with no data and opens the Welcome screen with the new company selected as the default login company. Snapshots as Company Templates If you need to create multiple similar companies, you don't have to configure each company from scratch as described in the Acumatica ERP Implementation Guide. To speed up the implementation of new companies, you can create and use company templates. In Acumatica ERP, you use the functionality of snapshots to create company templates. You create snapshots by using the Companies (SM ) form. A snapshot may contain all custom data available in the database for the company account or only some of the data. For details on snapshots, see Managing Snapshots. When a company snapshot is restored in a newly created empty company, this new company will contain all the data that you included in the snapshot. You can restore a snapshot in the same database where it was created or import it to another website and restore it in another database. Any snapshot can be used multiple times. This topic outlines several possible method of using snapshots as company templates. Method I To create a new company that is very similar in configuration to an existing company without any customizations, follow the basic steps below: : A snapshot carries information about the version of the database where it was created, so before you restore a snapshot, make sure that the versions match. 1. Sign in to the company you want to use as a template

17 Managing Companies Take a snapshot of the company and do the following on the Companies form: In the Export mode box, select Settings only to include the company's configuration settings only and exclude actual documents. Select the Prepare Data for Export check box. For details, see To Take a Snapshot. 3. Export the snapshot, as described in To Export a Snapshot. 4. Sign in to the new the company. 5. Import the prepared snapshot without customization data, as described in To Import a Snapshot. 6. Restore the data from the snapshot, as described in To Restore a Snapshot. After the snapshot is restored, the new company has the same settings as the source company does. Method II If you need to create multiple related companies with similar configurations, first configure the most typical one (which you will use as a prototype). At each stage of implementation, create a snapshot that includes the full data of the prototype company. If the companies are related businesses, you can enter business accounts that are used by more than one company and add them to another snapshot that can be used for each company. When you create a snapshot, it appears on the list of available snapshots for the company on the Snapshots tab of the Companies form. Snapshots of a specific company, by default, are visible to (and can be restored in) only this company. However, if needed, you can change the visibility of the snapshots to allow these snapshots to be visible to (and restored in) other companies in the same database. When you create another related company, select the snapshot to be used as a template for the new company by following these guidelines: Select a snapshot of a later stage of implementation if the new company is very similar to the prototype. Select a snapshot that features an earlier implementation stage if the new company is similar to the prototype only at some extent (to include only those configuration features that present in the new company). Method III Suppose you need to create multiple related companies for which you need to replace some preconfigured settings (such as roles and numbering sequences), add custom reports and inquiries, and customize specific forms similarly. Preconfigured settings are provided by the System company, which is available in each installation as a hidden company with company ID 1. These settings are available to each company created in the same database. You can create a custom parent company that contains all the data that is shared between these companies. To configure a custom parent company, perform the following general steps: 1. Create the company that will contain the shared data. 2. Change the preconfigured settings as needed, and configure other functionality that will be used in all companies. 3. Take a snapshot of the company and do the following on the Companies form: In the Export mode box, select Full to include the company's configuration settings only and exclude actual documents. Select the Prepare Data for Export check box.

18 Managing Companies 18 For details, see To Take a Snapshot. 4. Create a new company in the same instance of application by using the Acumatica ERP Configuration Wizard. Specify the configured company as the parent for the new company; the new company will inherit all the data from the parent company. For details, see To Add a New Company in Acumatica ERP Installation Guide. 5. Repeat Step 4 to add as many new companies as needed, all based on the custom parent company. If you want to create a similar company in another instance of application by using the snapshot of a company based on the custom parent company, you first restore the parent company from its snapshot. Then you create a new empty company based on this custom parent company, and restore the snapshot with actual company data. Configuration of the Test Environment Protecting data is very important for every business. Thus, before you make any significant configuration changes or perform an irreversible operation, you should perform the required changes in a test environment that is, a test company that contains the full or partial data of your company. If you have applied the changes to the test company successfully, only then you should apply them to your live company. Also, the test companies can also be used for training: Users can try the system and train to perform all operations on the test company without affecting the live company. For more information on test companies, see Support of Multiple Companies. Test Company Setup Acumatica ERP provides functionality that you can use to set up a test company. You can copy the data of the whole company to a test company, or copy only partial data by using snapshots. A test environment can be set up in the following stages: 1. Create a new company, as described in To Add a New Company. 2. Change the new company to test company, as described in To Convert a Company to the Test Company. 3. Populate the company with data in one of the following ways: Configure the company from scratch Restore a snapshot of an existing company to the new company. For more information, see Snapshots as Company Templates. In a multi-company configuration, copy the data of an existing company into the new company. For details, see To Copy an Existing Company. To Convert a Company to the Test Company You can use test companies to train your staff or test the results of irreversible operations before performing such operations on your production company. You can have a virtually unlimited number of test companies in your instance. For more information, see Managing Companies and Configuration of the Test Environment. To convert a company to a test company, you use the Companies (SM ) form. : A test company can not be converted back to an active company.

19 Managing Companies 19 To Change the Status of a Company 1. On the System tab, click Management. In the left pane, navigate to Manage > Companies. 2. In the Company ID box, select the company you want to use as the test company. 3. On the form toolbar, click Change to Test Company. The company is converted to the test company. The status of the company is changed to Test Company. To Copy an Existing Company In a multi-company configuration, instead of populating the a new company by creating a snapshot of your company and restoring it in the test company, you can directly copy all the data of your company to a new company. You use the Companies (SM ) form to copy the data from a source company to a destination company. For more information, see Support of Multiple Companies and Configuration of the Test Environment. : Copying the data of the source company to the destination company will overwrite all data in the destination company. To Copy Your Company to the Test Company : We recommend that you copy your company to the test company at a time when nobody is using the system to enter or process data. 1. On the System tab, click Management. In the left pane, navigate to Manage > Companies. 2. In the Company ID box, select the company whose full data you want to copy. 3. On the form toolbar, click Copy Company. This opens the Copy Company dialog box. 4. In the Destination Company box, select the company to which you want to copy the data. 5. Click OK to initiate the copying of the data and close the dialog box. : Copying the company may take a long time, depending on the volume of data entered for the company. The contents of the source company are copied to the destination company.

20 Managing Locales and Languages 20 Managing Locales and Languages Acumatica ERP provides functionality that you can use to perform localization to one locale or multiple locales. In this chapter, you can find information on the translation process and the management of locales. In This Chapter Locales and Languages Boxes that Have Multi-Language Support Use of User Input Translations Translation Process Locales and Languages Acumatica ERP provides functionality that you can use to localize the system in multiple languages. You can maintain the user interface and wikis in multiple languages if you have multiple locales. The default locale of Acumatica ERP is U.S. English. Localization includes the usage of locale-specific settings and the translation of the strings used on the application interface. Starting with Acumatica ERP 6, you can translate user input to multiple languages and store translations in the database. In this topic, you will read about how locales and languages are handled in the system. Understanding Locales and Languages Acumatica ERP uses the list of locales provided by Microsoft.NET. In most cases, a locale identifier has two parts: The ISO code of the language: The system retrieves the language code from the locale identifier to create a new entity language and associates the language with the locale. Note that the system associates multiple locales with a language if the identifiers of these locales contain the same ISO code of a language. For example, the en-us, en-gb, and en-au locales are all associated with English, the language whose ISO code is en. You can use these languages to localize user input. The translations can be further used for printing reports and documents. For details, see Enabling Multilingual User Input. The ISO code of the region (or country): The system uses the region code of the identifier to define which resource libraries of the Microsoft.NET Framework to use when it applies regionspecific settings, which include the date and time format, the format of numbers (such as the decimal separator and digit grouping), and the writing direction. In the previous example, US, GB, and AU are all ISO codes of the country. In Acumatica ERP, the translations of the user interface and wiki articles are associated with a locale, and the translations of user input are associated with a language. Adding New Locales to the System When Acumatica ERP is installed, one locale (U.S. English) is present by default. You can add other locales on the System Locales (SM ) form. For the detailed procedure, see To Add a New Locale. When you activate multiple locales, a user may select his or her preferred locale on the Welcome screen before signing in the system.

21 Managing Locales and Languages 21 A newly added locale is inactive by default, which means the system does not display it in the list of locales on the Welcome screen. For an inactive locale, you can override locale preferences (regionspecific settings). Also, you can use the Acumatica ERP translation functionality to translate the interface elements for the locale. For details, see Translation Process. After you activate the locale, it becomes available for selection on the Welcome screen. Once a user selects the locale and signs in to Acumatica ERP, the system displays the localized interface and applies the specified locale preferences by using the resource libraries provided for the selected locale by the Microsoft.NET Framework. Also, you can print localized versions of reports if you have translated the reports' strings for the locale you are currently signed in with. For details, see Use of User Input Translations. When a user with a right to edit wiki articles is signed in with a locale, he or she can create localespecific versions of the wiki articles. For details, see Translating Wiki Articles in Translation Process. Enabling Multilingual User Input Starting with Acumatica ERP 6, you can translate user input to multiple languages and store translations in the database. For example, you can enter descriptions of General Ledger accounts in multiple languages and then print a localized version of the trial balance report with the descriptions of accounts in the language of the locale you are currently signed in with. To make this functionality available, you perform the following steps: 1. If the needed locales are not defined in the system, you add and activate them on the System Locales form. For step-by-step instructions, see To Add a New Locale. The system retrieves the ISO codes of languages from the locales (active and inactive) and forms the initial list of languages that you will use to define a set of languages to translate user input to. : The system associates multiple locales with a language if the identifiers of these locales contain the same ISO code of a language. 2. You click the Set Up Languages button on the System Locales form toolbar that invokes the Languages dialog box. In the dialog box, you specify the languages in which you are going to translate user input and define the default language. For details, see the Setting Up Languages section in this topic. Once you have finished making the functionality available, you can translate user input for the boxes that have multi-language support. A link (for example, ) is displayed next to these text boxes in the system. Clicking this link invokes the Translations dialog box (described in the Translations Dialog Box topic of the Interface Guide). You enter translations for each language, close the dialog box, and click Save on the form toolbar. You can also add translations for text in the rich text editor (for example, a description of a stock item on the Stock Items (IN ) form). On the formatting toolbar, you select languages for which you would like to add a translation one after another, enter a translation, and click Save on the form toolbar. The translation tool that is described in this section can also be used for translating filter tabs (see To Translate Filter Tab Captions) and generic inquiry elements, such as column captions in the results grid (see To Translate Column Captions for a Generic Inquiry) and parameter display names (see To Translate Parameter Display Names for a Generic Inquiry). For the list of boxes with this support, see Boxes that Have Multi-Language Support. You can upload translations from a file for those entities (such as account classes, ledgers, and financial periods) that support integration with Excel. You can also import values to these text boxes and export values from them by using integration scenarios. For details, see Multi-Language Fields in Import and Export Scenarios.

22 Managing Locales and Languages 22 Setting Up Languages In Acumatica ERP, a language can be marked as the default, an alternative, or not used in the localization of user input. When you specify the default language, multi-language support is enabled for the supported text boxes in the system. The default language and alternative languages form the list of languages for which you can provide translations in the Translations dialog box. To define the set of languages to translate user input to, do the following: 1. Click the Set Up Languages button on the System Locales form toolbar to invoke the Languages dialog box. The dialog box contains the list of languages, represented by their ISO codes, that the system retrieved from the list of locales (active and inactive). 2. In the Default Language box, select the ISO code of the language that you want to mark as the default. The default language must be associated with an active locale. 3. In the table below the box, select the unlabeled check box for the languages you want to mark as alternatives and clear this check box for those languages that you want to exclude from the localization of user input. : If a language is associated with an inactive locale, the system does not display it in the Translations dialog box. Once you apply the settings, in the table on the System Locales form, you can view which locales are associated with languages that are the default, alternatives, or not used in localization by adding to the table the Alternative Language and Default Language columns, which are hidden by default. After you set up languages, you can proceed with translating user input for the text boxes that have multi-language support. Disabling Locales and Multilingual User Input If you do not need a particular locale anymore, you can clear the Active check box for this locale on the System Locales form. The system then excludes this locale from the list of available locales (the Locale box) on the following forms: The Welcome screen Report forms Notification Templates (SM ) Customer Classes (AR ) Customers (AR ) Vendor Classes (AP ) Vendors (AP ) The system stores the translations you have added for the deactivated locale, so you can activate it again and view the associated translations of the user interface and wiki pages. If you deactivate all the locales but one, the system will not display the Locale box on the forms listed above. If you do not need to translate user input in a particular language, you do one of the following by using the Set Up Languages dialog box on the System Locales form: If the language was marked as an alternative, you clear the unlabeled check box for the language. If the language was marked as the default, you select another language in the Default Language box and clear the unlabeled check box in the table for those languages that you want to exclude from the localization of user input.

23 Managing Locales and Languages 23 The system stores the translations you have added for the excluded language, so you can activate it again and view the associated translations of the user input. Boxes that Have Multi-Language Support Once you have enabled multilingual user input, the system displays a link with a language ISO code next to the supported text boxes in the system. When you click the link, the Translations dialog box appears, where you can enter translations. For a description of the dialog box, see Translations Dialog Box. By default, the system supports multilingual user input for the boxes listed in this topic. You can expand this list by means of customization. Also, if the PXDBString attribute for a box from the list was customized in the earlier versions, after upgrade to Acumatica ERP 6 the box will not have multi-language support. For details, see Customization of Field Attributes in DAC Extensions in the Customization Guide. In this topic, you will find lists, broken down by module, of the boxes that have multi-language support. Projects Module You can localize values for the following text boxes in the Projects module: The Invoice column on the Billing Rules (PM ) form The box on the Projects (PM ) form General Ledger Module You can localize values for the following text boxes in the General Ledger module: The column on the Financial Year (GL ) form The column on the Financial Periods (GL ) form : If you have provided translations for financial periods on the Financial Year form, the system copies these translations to the column on the Financial Periods form, when you generate periods for a new year. For an existing year you need to add translations manually. The column on the Ledgers (GL ) form The column on the Account Classes (GL ) form The column on the Chart of Accounts (GL ) form The column on the Subaccounts (GL ) form The following text boxes on the analytical reports (ARM) forms: The and Value columns on the Row Sets (CS ) form The Formula columns in the upper table and the and Value lines on the Column Sets (CS ) form The and Value columns on the Unit Sets (CS ) form Cash Management Module You can localize values for the following text boxes in the Cash Management module: The box in the Summary area of the Cash Accounts (CA ) form The box in the Summary area of the Payment Methods (CA ) form

24 Managing Locales and Languages 24 Taxes Module You can localize values for the following text box in the Taxes module: The box on the Taxes (TX ) form Accounts Receivable Module You can localize values for the following text boxes in the Accounts Receivable module: The box on the Credit Terms (CS ) form (also available in the Accounts Payable module) The Fee box on the Overdue Charges (AR ) form The box on the Customer Classes (AR ) form The column on the Customer Price Classes (AR ) form The box on the Reason Codes (CS ) form The box on the Contract Templates (CT ) form The box on the Customer Contracts (CT ) form Inventory Module You can localize values for the following text boxes in the Inventory module: The column on the Item Price Classes (IN ) form The box on the Item Classes (IN ) form The box and the tab on the #unique_70 (IN ) form The box and the tab on the Stock Items (IN ) form The box on the Kit Specifications (IN ) form The box on the Item Sales Categories (IN ) form Sales Orders Module You can localize values for the following text boxes in the Sales Orders module: The box on the Order Types (SO ) form The column on the FOB Points (CS ) form The box on the Shipping Terms (CS ) form Common Settings Module You can localize values for the following text boxes in the Common Settings module: The Country box on the Countries/States (CS ) form The box and the column on the Attributes (CS ) form The New Number Symbol box on the Numbering Sequences (CS ) form Customization Module You can localize values for the following text boxes in the Customization module: The Name box on the Filters (CS ) form The Display column on the Parameters tab of the Generic Inquiry (SM ) form

25 Managing Locales and Languages 25 The Caption column on the Results Grid tab of the Generic Inquiry (SM ) form Dashboards If you have rights to edit a particular dashboard, you can localize values for the following text boxes in the Widget Properties dialog box: The Caption box for all widget types The Scorecard Title box for the scorecard widget type The Trend Card Title box for the trend card widget type Use of User Input Translations Starting with Acumatica ERP 6, you can translate user input for multiple text boxes in the system. That is, you can maintain your data in multiple languages. These data translations can later be used in printed reports and documents. In this topic, you will read about how to print reports and documents, how to send notifications in the language preferred by the customer or vendor, and how the system searches for translations. Printing Localized Reports If you have enabled multilingual user input and provided translations for the fields that supply data to a report, you can prepare a fully localized report that is, a report whose strings (headers and footers) and data are localized. By default, the system prepares a report in the language associated with the locale you used to sign in. You can override this locale by specifying another locale on a report form in the Locale box. Before you prepare a localized report, you should make sure that all of the following preliminary steps have been completed: 1. All the needed locales are added and activated on the System Locales form. For step-by-step instructions, see To Add a New Locale. 2. Multilingual user input is set up, as described in Enabling Multilingual User Input. 3. The user interface is localized, including reports. For details, see Translation Process in the User Guide and Translating Reports in the Acumatica Framework Development Guide. 4. There are translations for the fields that supply data to the report. Once you have finished, you can prepare a fully localized report as follows: 1. You select the needed locale in the Locale box on the report form. 2. You run the report. The system prints the localized version of the report, where the report's strings and report's data are translated to the language of the locale you have selected on the report form. If you have not selected a locale on the report form, the system prepares the report in the language of the locale you are currently signed in with. : A user may specify a locale while constructing a report by using the Report Designer. The locale setting from the Report Designer overrides the locale you used to sign in, but not the locale you specified in the Locale box on the report form. For example, suppose that your company utilizes two locales: en-us and fr-ca. English is set up as the default language, and French is the alternative language. Some of the company's personnel speak English and some speak French. Also, the company's data such as descriptions of GL accounts and descriptions in inventory items is maintained in two languages.

26 Managing Locales and Languages 26 Further suppose that a user who prefers working under the English locale needs to prepare a report in French for his or her French-speaking manager. The user opens the report form, selects the French locale in the Locale box, and runs the report. The system prepares the report in French, regardless of the locale the user is currently signed in with. Printing Localized Documents You can associate a locale with a customer or vendor. If you do, with the enabled multilingual user input, when you create a document for this customer or vendor and add a document line with an inventory item, the system does the following: Populates the column with descriptions of inventory items in the language specified for the customer or vendor Applies to the document the region-specific settings defined for the locale you are currently signed in with Populates the boxes for which translations are available with the values in the language of the locale you used to sign in For example, suppose that you work under the en-us locale. You associate a customer with some French locale, such as fr-ca, and enter translations of inventory item descriptions in French. Then you create an invoice on the Invoices and Memos (AR ) form, select the customer, and add an inventory item. The system populates the descriptions of credit terms, GL accounts and subaccounts, taxes, and the payment method of the customer in English. But the system populates the Transaction Descr. column with the item description in French. When you release the invoice, this item description in French is posted to the ledger as the GL transaction description. : The system supports the described behavior for documents that you create on the following forms: Bills and Adjustments (AP ), Quick Checks (AP ), Invoices and Memos (AR ), Cash Sales (AR ), Sales Orders (SO ), and Invoices (SO ). You may frequently need to print reports that are versions of documents created in Acumatica ERP, as with the Invoice/Memo (AR ) and Sales Order(SO ) reports. You can initiate the printing of a document directly from its entry form. If you are signed in with the locale that is specified for the customer or vendor and you have translated the strings of the report for this locale, the system will print a fully localized document. Otherwise, the system will print the document with only the description of the inventory items in a customer's preferred language. For example, suppose that a customer wants to receive sales orders in French. You should perform the following steps: 1. Make sure that the strings of the Sales Order (SO ) report, which corresponds to sales orders created on the Sales Orders (SO ) form, are translated in French. 2. Make sure that descriptions of inventory items, taxes, and credit and shipping terms have French translations. 3. Specify fr-ca as the customer's locale. 4. Sign in with the fr-ca locale, and create a sales order for the customer on the Sales Orders form. 5. Initiate printing of the sales order by using Reports > Print Sales Order/Quote, and the system opens the ready-to-print sales order in French. Also, you can print a document by using the corresponding report form. On the report form, you select the reference number of the document, specify locale of the customer or vendor in the Locale box, and run the report. The system opens the ready-to-print document in the language of the locale you have specified. For details, see the previous section in this topic.

27 Managing Locales and Languages 27 Sending Localized Notifications Multilingual user input can also be used in correspondence you send to your customers and vendors by means of Acumatica ERP mailings, which are described in detail in Managing Mailings. Starting with Acumatica ERP 6, you can specify a locale for a notification template. The system uses the assigned locale to apply region-specific settings to the text, dates, and digits in the body of the notification template. The system also retrieves the translations of the values needed to replace the placeholders in the body according to the language of the locale. If you want to send mailings in the language preferred by a customer or a vendor, you need to set up the system as follows: 1. You create a dedicated notification template on the Notification Templates (SM ) and specify the locale of the needed language in the Locale box. You also compose the notification text in the language of the locale. For details on creating a notification template, see Notification Templates. 2. If you want to send a document as an attachment, you create a dedicated report for this document type for example, a copy of the Invoice/Memo (AR ) report by using the Report Designer. You enter the strings of the report (headers and footers) in the same language that you used to compose the notification and, in the report settings, specify the same locale as you specified for the notification template. For details, see Creating and Modifying the Reports in the Acumatica Framework Development Guide. 3. You group the customers or vendors who prefer the same language to one customer or vendor class. For this class, you specify a locale that is associated with the language in the Locale box of the Customer Classes (AR ) or Vendor Classes (AP ) form. : The system will assign the locale to the new customer or vendor accounts automatically when you select the customer or vendor class for the account on the Customers (AR ) or Vendors (AP ) form. For existing vendors and customers, you need to manually select the preferred locale for each account. 4. You configure the mailing settings for the customer or vendor class on the Mailing Settings tab of the Customer Classes or Vendor Classes form. For a mailing, you specify the notification template and report you have created. : The customer or vendor class provides the default settings for the customer or vendor accounts of the class, but you can override these default settings to make the mailing configuration more specific. Mailings modified for specific accounts on the Customers or Vendors form are marked by the system as overridden (that is, the Overridden check box is selected on the form). If you change the configuration of a mailing for a customer or vendor class, these changes affect the mailings of all customer or vendor accounts of this class, except those mailings that were modified specifically for a customer or vendor account (overridden). Once you have performed these configuration steps, when you initiate ing by using a mass processing form or the corresponding action on an entry form, the system does the following: 1. Generates s from the notification template you have created in the preferred language and specified for the customer or vendor on the Mailing Settings tab of the Customers or Vendors form. 2. Applies region-specific settings to each body. 3. Replaces any placeholders with the corresponding translations (if placeholders are used for the values for which translations are available). 4. Attaches the report that you have created in the preferred language and specified for the customer or vendor on the Mailing Settings tab. As a result, customers and vendors receive notifications in their preferred languages.

28 Managing Locales and Languages 28 Troubleshooting User Input Translations Once you have entered translations for multiple boxes that have multi-language support and you start using these translations in documents or reports, you may realize that some translations are missing. In most cases, this means that you have not entered a translation, and the system is displaying the value entered for the default language or another alternative language. The system searches for a translation as follows: 1. If a locale is specified for the applicable customer, vendor, or report, the system searches for a translation available for the language of the locale. If this translation is available, the system ends the search and displays the translation. 2. If a translation for the language of the locale assigned to the customer, vendor, or report is not available or a locale is not specified for these entities, the system searches for a translation specified for the language of the locale you used to sign in. If a translation for the locale language is available, the system ends the search and displays the translation. 3. If a translation for the locale language is not available, the system searches for a translation specified for the language selected as the default on the System Locales (SM ) form. If a translation for the default language is available, the system ends the search and displays the translation. 4. If the translation for the default language is not available, the system searches for a translation specified for any language selected as an alternative on the System Locales form, in the sequence specified for alternative languages in the Sequence column on this form. If a translation for some alternative language is available, the system ends the search and displays the translation. 5. If no translation is available, the system displays an empty value. When the system displays a translation of a value in a box with multi-language support, it always displays the ISO code of the corresponding language on the right side of the box. Translation Process Acumatica ERP provides built-in localization functionality, so you can easily translate Acumatica ERP into any language without using third-party products. You can collect the strings used in the whole system or on a particular form, and translate them for any locale available in Acumatica ERP. This topic explains how to translate interface strings by using the built-in localization functionality of Acumatica ERP. Translating Application Strings In Acumatica ERP, various strings that are used on the application interface, such as element and column labels, error messages, and warnings, are stored within the code. Hence, the translation of the strings includes two steps: collecting strings and translating strings. During the string collection process, the system gathers the strings used in the system (including the strings in customized system elements, such as forms) and prepares a string collection for translation. You can collect all strings in the system or the strings bound to particular forms. Because the collection process is resource- and time-consuming, we recommend that you perform string collection on the whole system after you install the system and after updates to collect the new and updated strings. For details, see Collecting the Strings for Translation. Translation of the collected strings from U.S. English, which is used as the Acumatica ERP default language, to any other language can be performed directly in Acumatica ERP. Alternatively, the filtered list of strings may be exported to an Excel file, and imported back after being translated somewhere else. For more information, see Translating Strings.

29 Managing Locales and Languages 29 After you finish translating strings on the interface, when a user signs in to the system and selects a local language, the application will use strings translated to this language. For the strings that are not translated, the system will display the string value in the default language (U.S. English). Collecting the Strings for Translation Source strings include element labels, toolbar and menu items, drop-down list options, error messages, dialog box captions, and form names. When you localize the system for the first time or after you update your instance, you should collect all the strings used in the system for translation as follows: Click Collect Strings on the form toolbar on the Translation Dictionaries (SM ) form. If any system functionality is updated or customized in your system that was previously localized, you can collect new strings used on a particular form (or multiple forms) for translation. To collect these strings, you should create a translation set that includes only the required forms, and then collect the strings used on these forms for translation on the Translation Sets (SM ) form. For the detailed procedures, see To Add a New Translation Set and To Collect the Strings of a Translation Set. You can also collect strings from multiple translation sets at once by using the Collect Translation Sets (SM ) form. For details, see To Collect Strings of Multiple Translation Sets. If you are collecting strings that were previously translated and if any of these strings has not been found during the new collection process, the system marks these strings as obsolete and displays them on the Obsolete tab of the Translation Dictionaries form. : String collection is a time-consuming operation that should be performed during off-peak hours and never attempted on a busy production system. Translating Strings Generally, translating strings is a straightforward process: In the Default Values table of the Translation Dictionaries (SM ) form, type the translation for each string that must be translated in the <Target Language> column and select the Do Not Translate check box for each string that does not require translation. When you're finished, click Save. The fully translated (that is, translated into all languages defined in the system) strings and the strings that do not require translation are hidden from the Default Values table. Despite the simplicity, the translation process has its own particularities in how you filter strings to be translated and in what you translate or not. First of all, the strings you see on the Translation Dictionaries form are filtered in any case: You can see either bound or unbound strings. Bound strings are the strings associated with system resources bound to forms, such as table names. Unbound strings are the strings associated with resources that are not bound to forms, such as prompts. To translate all the strings on the interface, you should translate both the bound and unbound strings. The type of strings displayed on the Translation Dictionaries depends on the Show Only Unbound check box in the Selection area of this form as follows: If the check box is cleared, the system displays only bound strings. For any bound string, you can get the context of the string: By using the Usage Details dialog box, you can view the list of forms on which you can find the string and quickly navigate to any form in the list. : In Acumatica ERP, the contents of a form may be content-related and may depend on system configuration and on selections on the form itself. If you don't see the string immediately, you can check the corresponding reference topic in help. Additionally, you can select a form in the Show Used in UI box in the Selection area of the form to view and translate only strings that are associated with the resources of the selected form. If the check box is selected, the system displays only unbound strings. Additionally, you can select which type (or types) of the unbound resources you want to view and translate.

30 Managing Locales and Languages 30 To further narrow the displayed strings, you can use table filtering, described in detail in Filters chapter of the Acumatica ERP Interface Guide. The next particularity of the translation process relates to the contents of the source values of strings. If you open the list of collected strings, you will see that strings include the text itself and may include special formatting. The examples of the special formatting include the following: The -> character: For commands in lists, the -> character separates the name of the list from the command (for example, State -> Completed; the State -> part of the string is for informational purposes only). You should translate only the text after the -> sign. HTML tags: Strings may include HTML tags that define the formatting of the string. For example, <B> and </B> tags indicate that the enclosed text should be in bold type. You should keep these tags in the translated text in their respective places to keep the formatting. Placeholders that use the '{<number>}' format: These placeholders are replaced with the text when a user who works with the document gets the message. You should copy the placeholders without changes in the respective places in the translation. The ~ (tilde) character: When a message that you want to translate contains multiline text, the end of each line is indicated by the ~ character. You should use the tilde in the translated multiline text to mark the ends of lines. : If you do not mark the ends of lines with tildes in the translated text, the message will be displayed as one line for messages translated directly in Acumatica ERP, or the translation of this text will not be imported for messages translated in an external file (for example, in a Microsoft Excel workbook). The last particularity is related to handling strings that should not be translated. In terms of the effect on the UI, there is no difference between a string with the Do Not Translate check box selected and a string left untranslated and with the Do Not Translate check box cleared: Either way, the user will see the value of the string in the default language. However, based on whether you select this check box, these strings are processed differently: A string with the Do Not Translate check box selected is hidden from the Translation Dictionaries form until you select the Show Excluded check box. Additionally, such strings are considered valid when you try to validate translation of strings on forms. A string that is not translated and for which with the Do Not Translate check box is cleared appears on the Translation Dictionaries form when you select a language for translation. Also, such strings are considered invalid and warnings about these strings appear on the form when you try to validate string translation on forms. : For more information on validation of translation of strings, see the Reviewing the Translations on Forms section in this topic. For the detailed procedures, see To Translate Bound Strings, To Translate Unbound Strings, and To Exclude Strings from Translation. After you add translations for a string in all the languages defined in the system or mark a string as not requiring translation and save the result, the string is removed from the work area. You can see the fully translated strings and the excluded strings by selecting the Show Localized and Show Excluded check boxes, respectively, on the Translation Dictionaries form. Handling Multiple Occurrences of the Same String A string such as an element label or a drop-down list option that is available on multiple forms may be used in the interface multiple times. Depending on the context, the same string may require different translation. To address this situation, Acumatica ERP shows the resource or resources the string is associated with for each string listed in the Default Values table of the Translation Dictionaries form. These resources, which are displayed in the Key-Specific Values table, indicate the

31 Managing Locales and Languages 31 entities in which specific string is used. You can provide correct translations for each occurrence of the string depending on its context. : If you want to provide specific translations for different occurrences of a string, you must provide a generic translation in the Default Values table. The translation you specify in the Default Values table is generally applied to all occurrences of the string automatically. But if you specify specific translations for certain occurrences in the Key-Specific Values table, the system will use the specific translations. Reviewing the Translations on Forms To check if all the strings on a form are translated into a language defined in the system, you can turn on validation of translations on forms for the language on the System Locales (SM ) form. For the detailed procedure, see To Turn On Validation of Translations. With the validation active, when you sign in with the language and open a form that has untranslated strings, you see a warning with the quantity of the untranslated strings appear at the top of the form. : The warnings appear for all users of the system who sign in with the language. You can click the warning to expand the list. Each warning includes the type and the details of the resource with which the untranslated string is associated, and a link to the Translation Dictionaries form. You can click the link to quickly open the Translation Dictionaries form with the locale of the untranslated string selected, and then find and translate the string. : The strings with the Do Not Translate check box selected on the Collected tab of the Translation Dictionaries form are considered valid and are not listed in the warning. After you translate all strings into a language and validate the translations, you can turn off the validation of translations, as described in To Turn Off Validation of Translations. Exporting and Importing Strings You can export strings, translate them by using third-party applications, and import back into Acumatica ERP. Translated strings are loaded into the system as a locale dictionary and are immediately applied to the user interface once a user signs into the system using a specific locale. You can also import the file with the translations into a new instance to speed up the translation process. The new instance should have the locales translations that you want to import. : If the imported file includes strings that were not collected in the instance, these strings will be imported as unbound strings. This happens because the system is not able to reinstate the bounds between the forms and the system resources associated with the imported strings. Such strings are displayed on the interface similarly to the way other unbound strings are displayed, and you won't be able to use the Usage Details dialog box on the Translation Dictionaries to quickly view the forms the strings are used on. To export and import strings, use the corresponding buttons on the table toolbar of the Translation Dictionaries form. : The exported file includes only the strings displayed in the table, based on the filtering applied on the Translation Dictionaries form. Correcting Translations At any time during the translation process you may need to change the translation of a string for example, to correct a typo. You can use the Translation Dictionaries form to correct the translation. The steps to correct the translation depend on the string whose translation you want to correct: If the string has not been fully translated, use the filtering options to find it and correct the translation.

32 Managing Locales and Languages 32 If the string has been fully translated and is hidden on the form, select the Show Localized check box to make the fully translated strings appear on the Collected tab, and then find the string and correct the translation. If the string has been wrongly marked as not requiring translation, select the Show Excluded check box to make the strings that do not require translation appear on the Collected tab, and then find the string and clear the Show Excluded check box. If you know when the translation has been added or modified, you can use filtering to view only strings with translations added and modified after the date by specifying the dates in the Created Since and Modified After boxes, respectively. Updating Translations Sometimes the values of particular strings change. For example, this may happen if the functionality of a form is changed during an update of your Acumatica ERP instance or if a customization has been applied to a form by the customizers in-house. When you collect strings, if any of the previously translated strings have not been found during the new collection process, these strings are considered obsolete and displayed on the Obsolete tab of the Translation Dictionaries form. Strings with new values appear on the Collected tab as untranslated strings. : We recommend that you collect all strings in the system by using the Translation Dictionaries form after every update of your Acumatica ERP instance. If any functionality is updated or customized in the system regularly, you may need to regularly collect the strings from the appropriate forms for translation. To do that, you should create a translation set in which you include a required form or forms by using the Translation Sets (SM ) form, and then add these sets to a schedule for automatic collection. For more information, see Scheduled Processing. Translating Wiki Articles The Help wiki is created in the base language of Acumatica ERP, U.S. English. For a newly added locale, all articles will be displayed in this base language until you create locale-specific versions of the articles. For the detailed procedure, see To Create a Localized Version of an Article. After you translate an article, only the versions of the article created in the selected locale will be listed on the History tab when you open the article in Wiki Editor Form for Articles. For more information about wikis in Acumatica ERP, see Managing Wikis. To Add a New Locale To add a new locale to the application, you use the System Locales (SM ) form. For more information, see Locales and Languages. To Add a New Locale 1. On the System tab, click Management. In the left pane, navigate to Manage > System Locales. 2. Click Add Row on the table toolbar to append a new row to the table. 3. In the Locale Name column, select the locale you want to add to the system. 4. In the Locale Name in Locale Language column, type the locale's name in the local language. 5. In the column, provide a brief description (in English) for the locale. 6. In the Sequence column, specify the position of this locale in the list of active locales on the Welcome screen.

33 Managing Locales and Languages If you want the locale to appear in the list of locale names (in local languages) on the Welcome screen, select the check box in the Active column. 8. Click Save on the form toolbar. 9. If you want to overwrite the default locale preferences, do the following: a. Click Locale Preferences on the form toolbar to open the Locale Preferences dialog box. b. In the Locale Preferences dialog box, specify the settings for the locale. c. Click Close to save your changes and close the dialog box. d. Click Save on the form toolbar. To Add a New Translation Set To add a new translation set, you use the Translation Sets (SM ) form. For every translation set, you select the system resources (that is, forms and form elements with which the strings are associated) you want to include in the set. When you collect the strings of a translation set, the system collects the strings associated with the system resources included in the set. For more information, see Translation Process. To Add a New Translation Set 1. On the System tab, click Management. In the left pane, navigate to Manage > Translation Sets. 2. In the form toolbar, click Add New Record. 3. In the Name box of the Selection area, type a name for the new set. 4. If you want to include strings from unbound resources, in the Unbound Resources to Collect box, select the check boxes for the types of unbound resources for which you want to collect the associated strings. 5. To add forms included in the site map to the set, in the tree pane, do the following: a. To add all forms of a particular tree node, select the node, and then click Add to Grid on the pane toolbar. Repeat this step for each node whose forms you want to add. b. To add a particular form, select the form in the tree, and then click Add to Grid on the pane toolbar. Repeat this step for each form you want to add. 6. To add all standalone forms, on the tree pane toolbar, click Add Standalone Pages. : Standalone forms are those whose files are stored outside of the Pages folder in the site directory on the server that is used to host the application site for example, the Welcome screen. In the table, notice that all standalone forms are represented as one form named Standalone Screens with a screen ID of In the table (lower right pane), for each form whose strings you want to collect, select the Active check box. 8. On the form toolbar, click Save to save the settings of the translation set. After you added a new translation set, you can collect strings for the set. For details, see To Collect the Strings of a Translation Set.

34 Managing Locales and Languages 34 To Collect the Strings of a Translation Set You can collect strings for translation sets one set at a time by using the Translation Sets (SM ) form. You can also collect strings for multiple translation sets on the Collect Translation Sets (SM ) form, as described in To Collect Strings of Multiple Translation Sets. For more information, see Translation Process. To Collect the Strings of a Translation Set 1. On the System tab, click Management. In the left pane, navigate to Manage > Translation Sets. 2. In the Translation Sets box, select the translation set whose strings you want to collect. 3. On the form toolbar, click Collect to collect the strings from the system resources included in the set. : Collecting the strings of a translation set may take a significant amount of time, depending on the volume of data in the set. After the collection process is finished, you can view the new and updated strings on the Translation Dictionaries (SM ) form. To Collect Strings of Multiple Translation Sets You can collect strings from multiple translation sets by using the Collect Translation Sets (SM ) form. You can also collect strings for translation sets one set at a time on the Translation Sets (SM ) form, as described in To Collect the Strings of a Translation Set. For more information, see Translation Process. To Collect Strings of Translation Sets 1. On the System tab, click Management. In the left pane, navigate to Process > Collect Translation Sets. 2. Do one of the following: In the table, select the check boxes next to the sets whose strings you want to collect. If you plan to collect strings from most of the listed sets, instead select the check box in the column header (to select all check boxes on the page), and then clear the check boxes preceding the sets whose strings you don't want to collect. (If the list spans multiple pages, you need to do this on each page.) Click Collect. Click Collect All to collect strings from all the listed sets. : Collecting the strings of a translation set (or multiple sets) may take a significant amount of time, depending on the volume of data in the selected sets. After the collection process is finished, you can view the new and updated strings on the Translation Dictionaries (SM ) form. To Translate Bound Strings In Acumatica ERP, to translate collected strings, you use the Translation Dictionaries (SM ) form. See below for details on translating bound strings. For more information, see Translation Process.

35 Managing Locales and Languages 35 To Translate Strings Bound to a Form 1. On the System tab, click Management. In the left pane, navigate to Manage > Translation Dictionaries. 2. In the Language box, select the check boxes for the languages to which you want to translate the strings. 3. To view bound strings in the tables, clear the Show Only Unbound check box. 4. To translate a string, do the following on the Collected tab: a. In the Default Values table, select the string you want to translate. b. If the string has only one occurrence in the system (that is, if only one row is displayed in the Key-Specific Values table), type the translation in the [Target language] column (that is, the column with the name of the target language). c. If the string has multiple occurrences in the system, do the following: a. In the [Target language] column of the in the Default Values table, type the translation that suits most of the occurrences. b. In the [Target language] column of the in the Key-Specific Values table, type the translations for specific occurrences that differ from the translation in the Default Values table. c. If the translation of the occurrence in the Key-Specific Values table is the same as the translation in the Default Values table, leave the column blank. : The translation in the Default Values table applies to all occurrences of the string, regardless of the filtering applied on the form (both in the Selection area and to tables), except the occurrences with a translation specified in the Key-Specific Values table. 5. On the form toolbar, click Save to save your changes. If the string was translated into all languages defined in the system, the string is automatically hidden. 6. Repeat Step 4 and 5 until you translate all bound strings in the system. To Translate Unbound Strings In Acumatica ERP, to translate collected strings, you use the Translation Dictionaries (SM ) form. See below for details on translating unbound strings (those that are not bound to a form). For more information, see Translation Process. To Translate Unbound Strings 1. On the System tab, click Management. In the left pane, navigate to Manage > Translation Dictionaries. 2. In the Language box, select the check boxes for the language to which you want to translate the strings. 3. To view unbound strings in the tables, select the Show Only Unbound check box. 4. To translate a string, do the following on the Collected tab: a. In the Default Values table, select the string you want to translate. b. If the string has only one occurrence in the system (that is, only one row is displayed in the Key-Specific Values table), type the translation in the [Target language] column (that is, the column with the name of the target language).

36 Managing Locales and Languages 36 c. If the string has multiple occurrences in the system, do the following: a. In the [Target language] column of the in the Default Values table, type the translation that suits most of the occurrences. b. In the [Target language] column of the in the Key-Specific Values table, type the translations for specific occurrences that differ from the translation in the Default Values table. c. If the translation of the occurrence in the Key-Specific Values table is the same as the translation in the Default Values table, leave the column blank. : The translation in the Default Values table applies to all occurrences of the string, regardless of the filtering applied on the form (both in the Selection area and to tables), except the occurrences with a translation specified in the Key-Specific Values table. 5. On the form toolbar, click Save to save your changes. If the string was translated into all languages defined in the system, the string is automatically hidden. 6. Repeat Step 4 and 5 until you translate all unbound strings in the system. To Translate Filter Tab Captions In Acumatica ERP, you can translate tab captions for filters with multiple tabs, as described in this topic. You need to use the Filters (CS ) form to perform this translation. For more information, see Locales and Languages. Before You Begin You need to enable multilingual user input, as described in Locales and Languages. To Translate Filter Tab Captions 1. Navigate to System > Customization > Filters. 2. In the Filter ID box, select the name of the filter tab whose caption you want to translate. 3. To the right of the Name box, click the link with the language ISO code to open the Translations dialog box. 4. Type the translations of the caption in the necessary languages. 5. Close the Translations dialog box. 6. On the form toolbar, click Save. 7. Repeat Steps 2 6 for every filter tab whose caption you want to translate. To Translate Column Captions for a Generic Inquiry In Acumatica ERP, you can translate the column captions of a results grid for a generic inquiry, as described in this topic. You need to use the Generic Inquiry (SM ) form for translation. For more information, see Locales and Languages. Before You Begin You need to enable multilingual user input, as described in Locales and Languages.

37 Managing Locales and Languages 37 To Translate Column Captions for a Generic Inquiry 1. Navigate to System > Customization > Generic Inquiry. 2. In the Inquiry Title box, select the generic inquiry whose elements you want to translate. 3. In the Caption column of the Results Grid tab, click the language ISO code link to open the Translations dialog box. 4. Type the translations of the column caption in the necessary languages. 5. Close the Translations dialog box. 6. On the form toolbar, click Save. 7. Repeat Steps 3 6 for every column whose caption you want to translate. To Translate Parameter Display Names for a Generic Inquiry In Acumatica ERP, you can translate the display names for the parameters of a generic inquiry, as described in this topic. You need to use the Generic Inquiry (SM ) form for translation. For more information, see Locales and Languages. Before You Begin You need to enable multilingual user input, as described in Locales and Languages. To Translate Parameter Display Names for a Generic Inquiry 1. Navigate to System > Customization > Generic Inquiry. 2. In the Inquiry Title box, select the generic inquiry whose elements you want to translate. 3. In the Display Name column of the Parameters tab, click the language ISO code link to open the Translations dialog box. 4. Type the translations of the parameter name in the necessary languages. 5. Close the Translations dialog box. 6. On the form toolbar, click Save. 7. Repeat Steps 2 6 for every parameter whose name you want to translate. To Exclude Strings from Translation In Acumatica ERP, you can exclude from the translation process strings that do not need to be translated by using the Translation Dictionaries (SM ) form, as described in the procedure below. For more information, see Translation Process. To Exclude Strings from Translation 1. On the System tab, click Management. In the left pane, navigate to Manage > Translation Dictionaries. 2. In the Language box, select the check boxes for the language or languages to which you want to translate the strings. 3. To exclude the string and all its occurrences from translation, in the Default Values table on the Collected tab, select the Do Not Translate check box in the string row. 4. Repeat Step 3 until you have indicated all the strings that do not need to be translated.

38 Managing Locales and Languages On the form toolbar, click Save to save the changes. The string and its occurrences are automatically hidden from the tables on the Collected tab. To Turn On Validation of Translations To make sure you have translated all strings on forms, you can turn on validation of the translations by using the System Locales (SM ) form. With validation turned on for a locale, when you sign in with the language corresponding to the locale and open the forms whose translation you want to review, you can see the warnings about the untranslated strings. For more information, see Translation Process. To Turn On Validation of Translations 1. On the System tab, click Management. In the left pane, navigate to Manage > System Locales. 2. To display the Show Validation Warnings Column which is hidden by default, use the Column Configuration dialog box. For details on displaying the column, see To Hide or Display Table Columns in the Acumatica ERP Interface Guide. 3. In the Show Validation Warnings column, select the check boxes for the locales that correspond to the languages whose translations you want to be able to validate. 4. On the form toolbar, click Save. To Turn Off Validation of Translations After you have translated all strings on the interface and validated the translations, you can turn off the validation of translations by using the System Locales (SM ) form. For more information, see Translation Process. To Turn Off Validation of Translations 1. On the System tab, click Management. In the left pane, navigate to Manage > System Locales. 2. If necessary, use the Column Configuration dialog box to display the Show Validation Warnings column. For details on displaying the column, see To Hide or Display Table Columns in the Acumatica ERP Interface Guide. 3. In the Show Validation Warnings column, clear the check boxes for the locales that correspond to the languages for which you want to turn off validation of translations. 4. On the form toolbar, click Save. To Create a Localized Version of an Article For a newly added locale, all articles will be displayed in the locale's base language until you create locale-specific versions of the articles. You can translate wiki articles to the languages defined in the system by using the Wiki Editor Form for Articles. For more information, see Managing Wikis and Translation Process. To Create a Localized Version of a Wiki Article 1. Sign in to the system with the locale selected.

39 Managing Locales and Languages Locate the article in the wiki, and click Edit on the wiki toolbar to open the article in the Wiki Editor Form for Articles. 3. Replace the article name in English with an article name in the locale language. 4. Translate the text into the locale language. 5. Save the article.

40 Managing Field-Level Audit 40 Managing Field-Level Audit An audit trail is a series of records of activities in an application. In Acumatica ERP, you can keep different audit trails, each devoted to a particular type of activity, such as system events and user activities. For details on monitoring system events, see Security Policies in Acumatica ERP. On this chapter, you can find information on the field-level audit feature which allows you to configure and manage audit trails that record user changes on the forms. In This Chapter Field-Level Auditing Management of Access to Field-Level Audit Functionality Field-Level Auditing The development of automatic data processing has made it necessary to consider protecting sensitive information. In certain highly regulated industries, companies must implement auditing to address identity-management concerns related to compliance issues. Regulations such as Sarbanes-Oxley (SOX), the Health Insurance Portability and Accountability Act (HIPAA), and the Payment Card Industry Data Security Standard (PCI DSS) all have extensive requirements on auditing user identity and access to system resources. If your company must comply with such regulations, wants to ensure accountability and the ability to track user actions in the system, or wants to implement sound auditing procedures, you can use the field-level auditing available in Acumatica ERP. Field-level auditing functionality gives you the ability to monitor and record user actions on Acumatica ERP forms as recorded in the system. The audit trail holds records of every change users have made on the monitored forms, such as changes to documents and their properties, modifications to customer accounts or employee records, and changes in security policies. You can also see who made the changes and when they took place. Managing Access to Field-Level Audit Feature Before you start configuring and turning on auditing for specific forms, you must enable the Field-Level Audit feature. To give users the ability to configure, turn on, and turn off auditing of forms, as well as view the audit trails, you assign them the Field-Level Audit role and give them access to the forms used to manage field-level auditing. For more information, see Management of Access to Field-Level Audit Functionality. Configuring and Turning on Auditing of a Form If you want to maintain a record of user activity on any form, you can configure and turn on auditing of the form. Granular auditing is configured, turned on, and turned off on a per-form basis. After the form audit is configured, you can quickly turn on and off auditing of the form. When you turn on the audit, every time a user makes changes to a document associated with the form and clicks Save, a record is added to the audit trail the system maintains for the form. This record contains the details of the modification, including who modified the document, what changes were made, and when the changes occurred. For more granular control, you can perform auditing of individual database tables associated with the forms and specific database table fields. You can audit entire database tables or only certain database table fields, such as the fields associated with the interface elements on the form. For more information, see To Configure and Turn On Field-Level Auditing for a Form.

41 Managing Field-Level Audit 41 Viewing an Audit Trail When auditing is turned on for a form, you can select a document and view the changes made to the document directly from the form by clicking Audit History on the Help menu. The audit trail shows who modified the document and when, what form was used, when the modification took place, and what changes were made. Also, you can view all the changes made in the database tables of the audited form. The audit trail shows the user who modified the document, the date and time of the update, and the details of the modification of the selected database table. You can filter the modifications that you view in any audited database table by user and by date range. For more information, see To View a Field-Level Audit Trail. Management of Access to Field-Level Audit Functionality To make it possible for users to configure, turn on, and turn off auditing of forms, as well as view audit trails, you enable the Field-Level Audit feature and then configure user access to the field-level audit functionality, as described in this article. Enabling the Field-Level Audit Feature To allow the use of field-level auditing in your system, you enable the Field-Level Audit feature by using the Enable/Disable Features (CS ) form. For more information on enabling and disabling features, see Enabling Features. Managing Access to Field-Level Audit Functionality You give users access only to the system objects that they need to accomplish their jobs: To let a user configure, turn on, and turn off auditing of the forms, give the user access to the Audit (SM ) form. To let a user view the audit trail directly from an audited form, assign the user the Field-Level Audit role. When you assign this role to a user, the Audit History command in the Help menu on the form title bar becomes available to the user. The user can open any audited form, select a document created by using the form, and click Audit History to view the audit trail for the selected document. To let a user view the complete audit trail for the form, give the user access to the Audit History (SM ) form. To let a user view the list of forms for which auditing is configured and check whether auditing is turned on for each form, give the user access to the Audit (SM ) form. : In Acumatica ERP, you manage access to system objects by using roles. For more information about assigning roles to users, see Levels of Access Rights. To Configure and Turn On Field-Level Auditing for a Form Once field-level auditing is enabled in your system, you configure and turn on auditing for each form you want to monitor. For the audited form, you can control the extent of the auditing by turning on auditing of particular database tables and fields associated with the form. Also, you can quickly turn on or off auditing of the individual database tables or the entire form. To Configure Auditing of a Specific Form 1. You use the Audit (SM ) form to configure auditing in one of the following ways:

42 Managing Field-Level Audit 42 By navigating directly to the Audit form and selecting the form to be audited: 1. On the System tab, click Management. In the left pane, click Manage > Audit. 2. In the Summary area, in the Screen Name box, select the form for which you want to configure auditing. By accessing the Audit form from the form to be audited, if auditing is not turned on for the selected form: 1. Open the form for which you want to configure auditing. 2. On the form toolbar, on the Help menu, click Audit History to open the Field- Level Audit dialog box. : If the Audit History command is missing, the selected form doesn't support fieldlevel auditing. 3. Click Enable to open the Audit form with the form from which you navigated to this dialog box selected in the Screen Name box of the Summary area. 2. Optional: In the box, type a description of the auditing of this form. 3. In the Show Fields box, select one of the available options to set this option in the Show Fields column in the Tables table for all database tables. 4. Select the Active check box to turn on auditing of the form, or clear the check box to turn it off. 5. In the Tables table, select the Active check box for the database table you want to audit. : By default, auditing is turned off for all the database tables associated with the form. 6. In the Show Fields column, select one of the available options to view the fields shown on the user interface or all the fields of the selected database table in the Fields table. 7. In the Fields table, select the Active check box for the fields you want to audit. : By default, all the database table fields shown in the Fields table are selected for audit. 8. Repeat Steps 5 through 7 for each database table you want to audit. 9. In the form toolbar, click Save. After you turn on auditing for the form, the system monitors and records the changes to the documents created by the form. You can view the audit trail of each document, as described in To View a Field- Level Audit Trail. To Turn On Auditing for the Form If auditing of the form is configured but turned off, use one of the following ways to turn on the auditing. First way: 1. On the System tab, click Management. In the left pane, click Explore > Audit. 2. In the table, click the name of the form you want to audit. This opens the Audit form in the new browser window with the form you clicked selected in the Screen Name box in the Summary area. 3. Select the Active check box. 4. On the form toolbar, click Save and Close to turn on auditing and close the browser window.

43 Managing Field-Level Audit 43 Second way: 1. On the System tab, click Management. In the left pane, click Manage > Audit. 2. In the Summary area, in the Screen Name box, select the form you want to audit. 3. Select the Active check box. 4. On the form toolbar, click Save to turn on auditing. To Turn Off Auditing for the Form First way: 1. On the System tab, click Management. In the left pane, click Explore > Audit. 2. In the table, click the name of the form you want to audit. This opens the Audit form in the new browser window with the form you clicked selected in the Screen Name box in the Summary area. 3. Clear the Active check box. 4. On the form toolbar, click Save and Close to turn off auditing and close the browser window. Second way: 1. On the System tab, click Management. In the left pane, click Manage > Audit. 2. In the Summary area, in the Screen Name box, select the form. 3. Clear the Active check box. 4. On the form toolbar, click Save to turn off auditing. : When you turn off auditing, the monitoring of the changes is turned off, but the configuration of the audit is left intact. Example To configure and turn on auditing of the fields shown on the interface on the Journal Transactions (GL ) form, do the following: 1. On the Finance tab, click General Ledger. In the left pane, select the Work Area tab, and then navigate to Enter > Journal Transactions. 2. In the Summary area, in the Batch Number box, select a batch. 3. On the form title bar, on the Help menu, click Audit History. 4. In the Field-Level Audit dialog box, click Enable. This opens the Audit form with the Journal Transactions form selected in the Screen Name box. 5. Make sure that the Active check box is selected to turn on the audit immediately after you save your changes. 6. In the Show Fields box of the Summary area, select UI Fields. This changes the values in the Show Fields column in the Tables table to UI Fields. 7. In the Tables table, select the Active check box for the database table. 8. Make sure that all the database table fields in the Fields table are selected. 9. Repeat Steps 7 and 8 for every database table. 10. In the form toolbar, click Save to save your changes.

44 Managing Field-Level Audit 44 To View a Field-Level Audit Trail After you configure and turn on auditing for a form, you can view the audit trail for each document created or modified by using the audited form. You can view the audit trail of a selected document directly from the audited form, or you can use the Audit History (SM ) form to view the audit trail of any document created by using any audited form. Also, you can use the Audit (SM ) form to view a list of forms in the system for which auditing has been configured. To View Changes in a Document from the Form 1. Open the applicable form and select or navigate to the document whose modifications you want to view. 2. On the form toolbar, on the Help menu, click Audit History. This opens the Audit History dialog box in a new browser window where you can see the list of changes made to the selected document. For each change, you can see the time of the change and the user who changed the document. : If auditing is turned off, the Field-Level Audit dialog box opens instead. In this dialog box, you can see information about the creation and last modification of the selected document. You can click Enable to turn on auditing of the form. 3. In the Audit History dialog box, navigate to the change whose details you want to see. 4. Click the Changes arrow to view the detailed data of the modification. : Click Expand All to view the details of all modifications or click Collapse All to hide these details. Also, you can use the browser functionality to search for a specific word or phrase on the screen or to print the screen. To View an Audit Trail by Using the Audit History Form 1. On the System tab, click Management. In the left pane, click Explore > Audit History. 2. In the Selection area, in the Screen Name box, select the form. 3. In the Table Name box, select the database table associated with the form. 4. Optional: In the User box, select the user who made the change or changes you're looking for. 5. Optional: In the Start Date and End Date boxes, select the start and end date of the date range during which the change or changes took place. 6. In the Records table, select the record whose change or changes you want to view. 7. In the Events table, you can see the changes made to the selected record. If the box is blank, the value in the box was not changed. To View All Forms with Auditing Configured You can use the Audit (SM ) form to view all the forms that have auditing configured. To open this Audit form, do the following: On the System tab, click Management. In the left pane, click Explore > Audit. In the table, you can see all the forms with auditing configured. For each form, you can see whether auditing of the form is turned on, who configured auditing for the form initially, and when it was configured. To open the auditing of a form, click the form name. This opens the Audit (SM ) form, which you can use to view and change the details of the audit configuration and to turn on or turn off the form auditing. (Note that although this form has the same name as the Audit form with the list of all

45 Managing Field-Level Audit 45 audited forms, it has different content and lets you view the details of each form's auditing.) For more information, see To Configure and Turn On Field-Level Auditing for a Form. To View General Information About a Document If the currently selected form supports field-level auditing but auditing was not configured or is turned off for the form, you can view information about the creation and last modification of the selected record in the Field-Level Audit dialog box. Also, you can use this dialog box to quickly configure and turn on auditing for the form. To open the Field-Level Audit dialog box, do the following: 1. Open the applicable form and select the document whose modifications you want to view. 2. On the form toolbar, on the Help menu, click Audit History. This opens the Audit History dialog box in a new browser window where you can see the displays of changes made to the selected document. For each change, you can see the time of the change and the user who changed the document. Field-Level Audit Dialog Box Element Created By Created Through Created On Last Modified By Last Modified Through Last Modified On Enable Cancel The user who created the selected document. The ID of the form used to create the selected document. The date and time when the selected document was created. The user who made the last modifications to the selected document. The ID of the last form used to modify the selected document. The date and time of the last modification to the selected document. Opens the Audit form for the selected form. Closes the dialog box.

46 Managing Search 46 Managing Search Within Acumatica ERP, users can search wikis and various system entities, thus making the process of looking up for data quick and easy. This chapter describes the main points in search configuration and management. In This Chapter Search in Acumatica ERP To Build Search Indexes Search in Acumatica ERP Within Acumatica ERP, users can perform searches in help, wikis, and various entities, such as vendors, customers, invoices, and contracts. To make the process quick and accurate, Acumatica ERP uses semantic search and search indexes. Semantic Search in Acumatica ERP Acumatica ERP uses semantic search through SQL databases that allows the system to identify the key phrases in text or documents, discover similar or related documents, and provide information to explain how documents are similar or related. To employ semantic search in your Acumatica ERP instance, make sure that semantic search functionality is enabled in your SQL server. In Microsoft SQL Server, the semantic search functionality is disabled by default. Enable the functionality, as described in Enabling Semantic Search for Microsoft SQL Server in Acumatica ERP Installation Guide. In MySQL Server, the semantic search functionality is enabled by default. Search Indexes The search indexes are used to accelerate searching in Acumatica ERP. When users perform the dayto-day operations, such as adding new documents or updating customer accounts, the new information is added to the appropriate search indexes automatically. You need to update the search indexes only after you upgraded your Acumatica ERP system from a version that did not include the search indexes. For detailed procedure, see To Build Search Indexes. The list of indexed entities, excluding the wikis, is available on the Rebuild Full-Text Entity Index (SM ) form. The built-in help wikis are indexed automatically. The wikis created in your system are not indexes automatically; you must add search indexes for such wikis manually, as described To Add a New Wiki. Wiki search indexes are not displayed on the Rebuild Full-Text Entity Index form. To Build Search Indexes After you have upgraded your system from a version that did not include the search indexes, as described in Updating Acumatica ERP, you use the Rebuild Full-Text Entity Index (SM ) form to build search indexes. For more information on search indexes, see Managing Search.

47 Managing Search 47 To Build Search Indexes 1. On the System tab, click Management. In the left pane, click Manage > Rebuild Full-Text Entity Index. 2. On the form toolbar, click Process All. The indexing of the data may take some time. The green check mark appears for the indexes after their successful creation. The red appears for the indexes that could not be built. 3. For each index that could not be built, do the following: Select the index, and then click Process on the form toolbar. The system tries to make the index again. 4. If the problem persists, you can recreate the indexes as follows: a. On the form toolbar, click Clear All Indexes. b. Repeat Steps 2 and 3 to build indexes anew. 5. If your system includes custom wikis, build indexes for such wikis. On the form toolbar, click Index Custom Articles. The indexes are added to the system. The existing indexes are updated automatically.

48 Management Form Reference 48 Management Form Reference On the Navigation pane of the Management module, the forms are grouped into nodes to bring together similar forms. This topic follows this layout when listing the forms of the Management module. Explore Companies (SM ) Audit Audit History Manage Companies (SM ) Audit System Locales (SM ) Translation Dictionaries (SM ) Translation Sets (SM ) Rebuild Full-Text Entity Index (SM ) Process Apply Updates (SM ) Request Profiler (SM ) Collect Translation Sets Configure Update Preferences (SM ) Apply Updates Form ID: (SM ) You can use this form to manage application updates on the website. Form Toolbar The form toolbar includes standard and form-specific buttons. For the list of standard buttons, see Form Toolbar. The form-specific buttons are listed below. Button Repair Database Restart Application Schedule Lockout Stop Lockout Initiates the process of updating or repairing the database. Initiates the process of restarting the Acumatica ERP instance. Opens the Schedule Lockout dialog box, which gives you the ability to schedule a lockout. This button changes to Stop Lockout when the system is locked out. Unlocks the system. This button appears when the system is in lockout mode.

49 Management Form Reference 49 Schedule Lockout dialog box By using this dialog box, you can schedule system lockout. The dialog box includes the elements described below. Element Lock Out at Reason The planned time of the lockout. The reason for the lockout. The dialog box has the following buttons. OK Sets the lockout time and closes the dialog box. Current Version Area The read-only boxes in the Current Version area provide information about the current version of the application and the date when it was last updated. Element Current Version The version of the application installed or of the update last installed. Last Update Date The date when the application update was last updated. Updates Tab The Updates tab includes version information about the Acumatica ERP instance, and a table showing the available updates. The table includes the update packages available locally and the update packages available on the update server whose address is specified on the Update Preferences (SM ) form. Major Version Section Element Major Version Restriction Key The major version of the application. An optional password to be used to access unpublished versions. Table Toolbar The table toolbar includes standard buttons and buttons specific to this table. For the list of standard buttons, see Table Toolbar. The table-specific buttons are listed below. Button Upload Custom Package Download Package Install Update Validate Customization Uploads the custom package, which contains an update, from the local computer or network to the website. Downloads the update package from the update server. Initiates the process of installing the selected update. Starts the process of validating the compatibility of the currently published customization code with the code of the selected product version. This button appears when validation is turned on in the web.config file (it is turned on by default).

50 Management Form Reference 50 Button If you have published customization code in your Acumatica ERP instance, we recommend that you click this button before each update of your Acumatica ERP instance by using the web interface. For details, see To Resolve Issues While Upgrading a Customized Website. Table Columns Column Version Published Date Restricted Ready to Install The version of the update package. The date when the version was published. A check box that indicates (if selected) that this update is unpublished and has restricted access. To use it, provide the restriction key. A check box that indicates (if selected) that this update has been uploaded or downloaded to the website and can be installed. Update History Tab The Update History tab provides information about updates that have already been installed. The tab includes two tables: the upper table includes update history, and the lower table holds information about errors you got during the update. Upper Table Columns The columns in the upper table are described below. The table toolbar includes only standard buttons. For the list of standard buttons, see Tables. Column Maintenance ID From Version To Version Host Started On Finished On The system-generated number of the update installation. The version that had been installed before. The version of the application update. The computer from which the process of updating had been initiated. The time when the installation had begun. The time when the installation had been completed. Lower Table Toolbar The table toolbar includes standard buttons and buttons specific to this table. For the list of standard buttons, see Table Toolbar. The table-specific buttons are listed below. Button Skip Error Show Log File Clear Log File Marks the selected line as skipped, so it will not appear on the login screen. Opens the text file with the log of update operations. Clears the text file with the log of update operations.

51 Management Form Reference 51 Lower Table Columns Column Error ID Error Stack Script Skipped The reference number of the error. The description of the error. The stack showing you the order in which the error details were generated. The details of the script related to the error, which are automatically generated by the system. A check box that shows if the error was skipped. Audit Form ID: (SM ) You can use this form to configure, turn on, and turn off the auditing of specific forms. Form Toolbar The form toolbar includes only standard buttons. For the list of standard buttons, see Form Toolbar. Summary Area You use this area to select a form for auditing and to specify summary data about auditing of this form. Element Screen Name Show Fields The name of the form (screen) for which auditing is configured. The description of auditing of this form. An option that determines which fields of the database table will be displayed in the Fields table for all database tables. You select one of the following options for all database tables in the Show Fields column in the Tables table: All Fields: All fields of the selected database table, including hidden fields, will be shown in the Fields table. UI Fields: Only the visible fields (that is, those shown on the user interface) of the selected database table will be displayed in the Fields table. You can select one of these options for each table individually as well. Active A check box that you select to turn on auditing of the form when you click Save. Clear the check box and click Save to quickly turn off auditing of the form. Tables Table This table contains the database tables associated with the selected form. You can turn on or off auditing of each database table individually. Table Columns The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar. Column Active A check box you select to audit the database table.

52 Management Form Reference 52 Column Table Show Fields The name of the database table you want to audit. A description of the database table you want to audit. An indicator of which fields of the database table will be displayed in the Fields table. Select one of the following options: All Fields: All fields of the selected database table, including hidden fields, will be shown in the Fields table. UI Fields: Only the fields of the selected database table shown on the user interface will be shown in the Fields table. Fields Table In this table, you can view the fields of the selected database table. You can turn on or off auditing of each field individually. Table Columns The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar. Column Active Field A check box you select to audit the field. The name of the field in the selected database table. Audit Form ID: (SM ) On this form, you can view all the forms with auditing configured and check whether auditing is turned on for each of the forms. Table In this table, you can view the list of forms for which auditing is configured in the system, along with basic information about the auditing of each form. You can click a form name to open the Audit (SM ) form for it; on this form, you can view and modify the details of the auditing of the selected form. Table Columns The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar. Column Audited Screen ID Audited Screen Name Active Created By The ID of the form for which auditing is configured. The name of the form for which auditing is configured. A check box that (if selected) indicates that auditing is turned on for the form. The description of the auditing of this form. The user who initially configured the auditing of the form.

53 Management Form Reference 53 Column Created On The time when auditing of the form was initially configured. Audit History Form ID: (SM ) You can use this form to view the audit trail of the audited form that is, the recorded database table changes that are associated with the modifications of the documents made by using the audited form. The audit trail shows the user who modified the document, the date and time of the update, and the details of the modification of the selected database table. You can filter the modifications that you view in any audited database table by user and by date range. Form Toolbar The form toolbar includes standard and form-specific buttons. For the list of standard buttons, see Form Toolbar. The form-specific buttons are listed below. Button Manage Opens the Audit (SM ) form for the selected audit. Selection Area You use this area to specify the form and database table associated with the form for which you want to view the audit trail. You can also specify a particular user and date range. Element Screen ID User Start Date Table Name End Date Required. The ID and the name of the screen (form) whose audit trail you want to see. The user who made the changes. Select a user if you want to view the changes made by the user. You can leave the box blank to view all recorded changes. The start date of the date range during which the changes took place. Specify a date if you want to view the changes made starting with this date. Required. The database table for which you want to see the audit trail. The end date of the date range during which the changes took place. Specify a date if you want to view the changes made up to this date. Records Table This table displays the records of the modifications of the selected database table. The contents of this table depend on the database table you selected in the Table Name box. Events Table This table shows who changed the record, when were the changes made, what operation was done, and the details of the modifications of the database table. Table Columns Column Operation The type of recorded operation.

54 Management Form Reference 54 Column Date and Time User Record Columns The date and time of the event. The user who modified the record. The columns that display the changes in the selected record. If a column is blank, the value in the column was unmodified. Collect Translation Sets Form ID: (SM ) By using this form, you can collect strings from all existing translation sets or only the sets you select. For more information on translation sets, see Translation Process. Additionally, by using the Automation Schedules (SM ) form, you can schedule the process of collecting the strings of a particular set (or particular sets) to be performed automatically. Thus, the collection of new strings for the set (or sets) will be performed automatically according to your schedule. For more information about automation schedules, see Scheduled Processing. Form Toolbar The form toolbar includes standard and form-specific buttons. For the list of standard buttons, see Form Toolbar. The form-specific buttons are listed below. Button Collect Collect All Runs the process of collecting the strings for the translation sets selected in the table. Runs the process of collecting the strings for all translation sets listed in the table. Table The table lists all the translation sets created in the system. For each set, you can also see the details of the last successful run of the collection process (if applicable). Table Toolbar The table toolbar includes the standard buttons and the form-specific buttons. For the list of standard buttons, see Table Toolbar. The form-specific buttons are described below. Button View Translation Set Opens the Translation Sets (SM ) form with the selected translation set open. Table Columns Column Selected Name A check box that includes (if selected) this translation set in the string collection process if you click Collect on the form toolbar. Clear the check box to exclude the set from the collection process if you click Collect. The name of the translation set.

55 Management Form Reference 55 Column Is Collected System Version System Time A read-only check box that indicates (if selected) that all strings associated with the system resources included in the selected translation set were collected. The version of the system in which the translation set was collected most recently. The date and the time when the string collection was performed most recently. Companies Form ID: (SM ) You can use this form to create a new company or to modify an existing company. Also, by using the form, you can copy the selected company to another one, create a snapshot of an existing company configuration and data, or restore the company configuration and data from a previously created snapshot. Form Toolbar The form toolbar includes standard and form-specific buttons. For the list of standard buttons, see Form Toolbar. The form-specific buttons are listed below. Form Toolbar Buttons Button Copy Company Create Snapshot Restore Snapshot Opens the Copy Company dialog box, which you can use to copy the data from the current company (that is, the company you are signed in to), with all its settings and data, to the company that you select in the Destination Company box of the dialog box. Opens the Create Snapshot dialog box, so you can create a snapshot of the company database. Opens the Restore Snapshot dialog box, which you can use to restore the company data in accordance with the selected snapshot. If the snapshot includes customization data, this data will be restored when you restore the snapshot. : Restoring a snapshot overwrites all the data in the company except for any preserved data. Change to Test Company Changes the selected company into the test company. For more information, see Configuration of the Test Environment. : You won't be able to later change a test company into an active company. Optimize Database Validates database records and deletes orphaned records (namely, records that are not linked to any existing company). : The operation takes time to run for a database on MySQL. Create Snapshot Dialog Box This dialog box has the following elements.

56 Management Form Reference 56 Element Source Company Export Mode The name and the ID of the company that will be used to create a snapshot. A description of the snapshot. The specific settings and data that will be captured when you create a snapshot of the selected company. By default, the following options are available: Full: All data related to the company Full except Attachments and Wiki: The full data related to the company, excluding attachments and wiki articles Full except Attachments: The full data related to the company, excluding attachments Settings and Business Accounts: The company's complete set of configuration settings and business accounts, including attachments Settings and Business Accounts except Attachments: The company's complete set of configuration settings and business accounts, excluding attachments Settings except Attachments: The company's configuration settings, excluding attachments Settings only: The company's configuration settings, including attachments Prepare for Export Export Format A check box that indicates to the system (if selected) that the snapshot should be prepared for export that is, the snapshot's data should be saved to a file. The format of the files the system uses to save the exported data. The box is available if the Prepare for Export check box is selected. The following options are available: Binary: The exported data is saved in a collection of.adb files. XML: The exported data is saved in a collection of.xml files. The dialog box has the following buttons. OK Cancel Creates the snapshot in accordance with the selection options. Clears the dialog box settings. Restore Snapshot Dialog Box The dialog box has the following elements. Element Destination Company Name The name and the ID of the company to which the snapshot data will be restored. The automatically generated snapshot name, which includes the company name and the date and time stamp. A description of the snapshot. The dialog box has the following buttons. OK Initiates data restoration from the snapshot in accordance with the options you have selected.

57 Management Form Reference 57 Element Cancel Clears the settings and closes the dialog box. Company Summary Area You use these settings to create a new company or to select an existing one for maintenance. Element Company ID Login Name Company Name Status The identifier of the company, which is created in accordance with the structure defined by the BIZACCT segmented key. The company name to be used on the Welcome screen and as a part of the user's user name in the info area in the following format: [User Name]@[Login Name]:[Branch ID]. The company name that is used on the site map. The status of the company. The following options are available: Active: A live company used in production Test Company: A test company used for testing application features and for training purposes Unlicensed: A company that has not been licensed For more information, see Support of Multiple Companies. Snapshots Tab This tab provides information about the available snapshots. Table Toolbar The table toolbar includes standard buttons and buttons specific to this table. For the list of standard buttons, see Table Toolbar. The table-specific buttons are listed below. Button Import Snapshot Opens the Upload the Snapshot Package dialog box, which you can use to initiate the import of the snapshot. Prepare For Export Creates a.zip file that contains the snapshot data. Snapshots are stored in the same database that holds the other data of the company. The following options are available: Binary Format: The exported data is saved in a collection of.adb files. XML Format: The exported data is saved in a collection of.xml files. Export Snapshot Change Visibility Initiates the export of the snapshot file to the specified storage by using the storage provider. You configure the provider and the storage for snapshots on the Update Preferences (SM ) form. Toggles between the the visibility settings of the snapshot in the company you are signed in to. A snapshot can have either of the following types of visibility: Normal visibility: A snapshot with normal visibility is associated with one of the companies and is shown in the list of snapshots on the Snapshots tab only when you have selected the company associated with the snapshot

58 Management Form Reference 58 Button in the Company ID box of the Summary area; the associated company is displayed in the Company ID column of the snapshot row. Increased visibility: A snapshot with increased visibility is available in the list of snapshots on the Snapshots tab regardless of which company you have selected in the Company ID box of the Summary area; the Company ID column is blank for such snapshots. : Even snapshots with increased visibility are not visible if you sign in to another company. Upload Snapshot Package Dialog Box You use this dialog box to select a snapshot that is stored externally and import it into the system. This dialog box has the following elements. Element Choose File Include Data From Custom Columns The snapshot that you want to import into the system. A check box you select to import customization data from the snapshot. : If you import customization data, this data will be restored when you restore the snapshot. Check Database Structure Before Import A check box that indicates whether the system should preliminarily match the data from the snapshot with the database structure in the Acumatica ERP instance where you want to import the snapshot. If this check box is selected, the matching is started when you click the Upload button, before the system imports the snapshot. If any fields from the snapshot do not match the database structure, the snapshot is not imported and an error message is generated. : We recommend that you select this check box only if the database structure was customized in the Acumatica ERP instance where the snapshot was taken. The dialog box has the following buttons. Upload Close Initiates the import of the snapshot in accordance with the selected options. Clears the settings and closes the dialog box. Table Columns Column Name Ready for Export Size (MB) Creation Date Version Export Mode The system-generated, read-only snapshot name, which includes the company name and the date and time stamp. The description of the snapshot. A check box that indicates to the system (if selected) that this snapshot is packed into an archive file and can be immediately downloaded. The size of the snapshot (in MB). The date when the snapshot was created. The version of the application installed when the snapshot was created. The content option used to create a snapshot.

59 Management Form Reference 59 Column Company ID Customization Snapshot ID For more information, see Company Snapshots. The company the snapshot is associated with if the snapshot has decreased visibility. The box is blank if the snapshot has increased visibility. Select a snapshot, and then click Change Visibility on the table toolbar to toggle the visibility of the snapshot. The names of the customization files (separated by commas) that were used by the company when the snapshot was created. An alphanumeric string identifying the snapshot. Snapshot Restoration History Tab On this tab, you can see which snapshots have been restored and when each restoration occurred. The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar. Table Columns Column Name Restoration Date Version Snapshot ID The system-generated, read-only snapshot name, which includes the company name and the date and time stamp. The description of the snapshot. The date when the snapshot was restored. The version of Acumatica ERP instance that was used when the snapshot was restored. An alphanumeric string identifying the snapshot. Users Tab This tab shows the users who have access to the company and a variety of read-only information about them. Table Toolbar The table toolbar includes standard buttons and buttons specific to this table. For the list of standard buttons, see Table Toolbar. The table-specific buttons are listed below. Button Manage User Navigates to the Users (SM ) form so you can view more information about the user you selected. Table Columns Column Username Activate Account First Name Last Name The user name of this user of the company. A check box that indicates whether the user account is active. The first name of the user. The last name of the user.

60 Management Form Reference 60 Column Phone Comment Is Online Temporary Lock Out Account Force User to Change Password on Next Login Allow Password Recovery Password Never Expires The account of the user. The phone number of the user. Any comments provided for the user account. A check box indicating whether the user is currently online. A check box that indicates whether the user account may be temporarily locked out if the user doesn't provide proper authentication on the specified conditions. A check box that indicates whether this user will be forced to change his or her password on the next login. A check box indicating whether password recovery is allowed for the user account. A check box indicating whether the password for this user account is defined as never expiring. Companies Form ID: (SM ) You use this form to view a table of related companies that are current tenants of your website. The companies to which you do not have access do not appear in the list, although the companies store their data in the same database. Table The table toolbar includes standard buttons and buttons specific to this table. For the list of standard buttons, see Table Toolbar. The table-specific buttons are listed below. Table Toolbar Button Insert Company Move Company Up Move Company Down Opens the Companies (SM ) form so you can insert a new company. Moves the selected company one position up in the table. Moves the selected company one position down in the table. Table Columns Column Current Company ID Company CD Company Name A check box that is selected if you are signed into this company. The company's identifier in the list of companies. The company's unique identifier. The company name.

61 Management Form Reference 61 Column Login Name Status The name of the company, which is displayed on the Welcome screen and as a part of the user name in the info area in the following format: [Username]@[Login Name]:[Branch ID]. The status of the company. The following options are available: Active: A live company used in production Test Company: A test company used for testing application features and for training purposes Unlicensed: A company that has not been licensed For more information, see Support of Multiple Companies. Sequence The number of the company in the list of companies. Rebuild Full-Text Entity Index Form ID: (SM ) You use this form to update search indexes for Acumatica ERP entities and wikis. The wiki indexes are not displayed on the form. For more information, see Managing Search. Form Toolbar The form toolbar includes standard and form-specific buttons. For the list of standard buttons, see Form Toolbar. The form-specific buttons are listed below. Button Process Process All Updates search indexes of the selected entities. Updates all existing search indexes. Clear All Indexes Clears all existing search indexes. Index Custom Articles Creates search indexes custom wikis. Created indexes for wikis are not displayed on the form. Table The table lists the entities that have the search indexes. The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar. Column Name Entity The short description of the entity. The entity for which the search index is available. Request Profiler Form ID: (SM ) The Request Profiler is an embedded tool you can use to troubleshoot performance-related issues in Acumatica ERP or an Acumatica Framework-based application.

62 Management Form Reference 62 Using the Request Profiler You use the Request Profiler: To monitor the time and memory needed for any URL request performed in Acumatica ERP. To analyze the time needed for any SQL request of selected URL request. To manage running threads of Acumatica ERP. To manage the memory used by Acumatica ERP. To monitor all URL requests in Acumatica ERP, click Start on the form toolbar. To monitor only the long URL requests that need more than 1000 milliseconds to run, enter 1000 in the Svr Time Threshold box of the Selection area. To monitor URL requests with 500 or more SQL requests, enter 500 in the SQL Count Threshold box of the Selection area. To obtain information about SQL requests within URL requests, you select the Log SQL Requests check box in the Profiler Options Area. You use the SQL Profiler Pop-up Panel to view the information. : We recommend that you activate the Log SQL Requests mode for only a limited period because it can degrade system performance. To obtain information about application exceptions within URL requests, you select the Log Trace Messages and Log Exceptions check boxes in the Profiler Options Area. You use the Trace Profiler Pop-up Panel to view the information. To stop the Request Profiler, click Stop on the form toolbar. : Request Profiler stops if you restart Internet Information Services (IIS). You have to start the profiler again, if needed. Working in Cluster Mode The Request Profiler works in cluster mode. When you run the profiler on a cluster, it launches on all nodes of the cluster. The profiler settings apply to each cluster node. To specify the identifier of the cluster node, you can use one of the following approaches: In the appsettings tag of the web.config file, specify a string value for the ClusterNodeId attribute, such as the following. <add key="clusternodeid" value="myclusternodename" /> Create the...\app_data\websiteheaders.txt file that contains the identifier. Do not specify the identifier; the system will automatically create a GUID for the cluster node. If you need to identify a cluster node for the URL request on the Request Profiler form, use the Headers column of the log table. In cluster mode, the column contains the GUID or the identifier of the cluster node. Form Toolbar The form toolbar includes only the form-specific buttons listed below. Form Toolbar Buttons Button Start Starts the Request Profiler.

63 Management Form Reference 63 Button Stop Refresh Results Clear Log Collect Memory Active Threads Stops the Request Profiler. Refreshes the log table. Clears the log table. Launches the garbage collector of.net Framework to manage the allocation and release of memory used by Acumatica ERP. The current form displays the results of the operation in the Memory Usage area. Opens the Active Threads pop-up panel. If there is at least one active thread, the panel contains information about currently running threads. Acumatica ERP runs threads for long operations only. Use the button to discover and analyze the threads that are currently frozen or no longer responding. Profiler Options Area You use these options to manage the content of the profiler log. See SQL Profiler Pop-up Panel for details. Element Log SQL Requests A check box that indicates (if selected) that the SQL request data should be stored in the database; this data will then be displayed in the SQL Profiler popup panel. The panel opens when you click SQL on the table toolbar. : We recommend that you activate the Log SQL Requests mode for only a limited period because it can degrade system performance. Log SQL Requests Stack Trace Log Trace Messages Log Exceptions A check box that indicates (if selected) that the SQL request stack trace data should be stored in the database; this data will then be displayed in the SQL Profiler pop-up panel. The panel opens when you click SQL on the table toolbar. A check box that indicates (if selected) that the trace message (or documented exceptions) records should be stored in the database; these records will then be displayed in the Trace Profiler pop-up panel. The panel opens when you click Trace on the table toolbar. A check box that indicates (if selected) that the undocumented application exception records should be stored in the database; these records will then be displayed in the Trace Profiler pop-up panel. The panel opens when you click Trace on the table toolbar. Selection Area You can use any of the options in this area to select the records that the profiler will include in the log. Element URL User Name Svr Time Threshold A substring that must be present in the URL for the profiler to record requests. A substring that must be present in the user name for the profiler to record requests. The server time threshold (in milliseconds) above which the profiler starts recording the requests. The profiler doesn't log the events with times below this value, so you can use this selection criterion to monitor long URL requests.

64 Management Form Reference 64 Element SQL Count Threshold The SQL count threshold above which the profiler starts recording the requests. The profiler doesn't log the events with a count below this value. You can use this selection criterion to monitor the URL requests with many SQL requests. : If you specify two or more conditions, the profiler will record the URL requests that meet either of these conditions (the logical OR is applied). Memory Usage Area The area contains read-only elements that display the memory usage of Acumatica ERP. To update these values, click Collect Memory on the form toolbar. Element Managed Memory, Mb Working Set, Mb GC Collections Read-only. The volume of managed memory currently used by Acumatica ERP. Read-only. The memory volume currently used by Acumatica ERP. The value is much the same as the one you can view in the Windows Task Manager (Processes) for the IIS Worker Process (w 3wp.exe) in the Working Set (Memory) column. A read-only element that displays three values separated by slashes: the number of objects in garbage collections of generation 0, generation 1, and generation 2 in the heap of Acumatica ERP. Table The table contains the list of URL requests saved by the profiler in the database. To update the table, click Refresh Results on the form toolbar. To clear the table, click Clear Log on the form toolbar. Table Toolbar The table toolbar includes standard buttons and buttons specific to this table. For the list of standard buttons, see Table Toolbar. The table-specific buttons are listed below. Button SQL Trace Open URL Opens the SQL Profiler pop-up panel, which displays the list of SQL requests for the currently selected URL request. The profiler creates the lists for each log record when the Log SQL Requests check box is selected on the form. Opens the Trace Profiler pop-up panel, which displays the stack trace of the SQL requests for the currently selected log record. The profiler creates the trace for each URL request if the Log SQL Requests check box is selected on the form. Opens the Acumatica ERP form specified in the URL column of the selected request. SQL Profiler Pop-up Panel The SQL Profiler pop-up panel displays the list of records that contain the performance data of SQL requests, which occurred during the currently selected URL request. The profiler saves information for the panel to the database if the Log SQL Requests check box is selected in the Profiler Options Area. To view the code of the currently selected SQL request, click Switch Between Grid and Form on the table toolbar. In form view, if the Log SQL Requests Stack Trace check box was selected, the panel displays the application stack trace at the moment of the SQL request. The SQL Profiler pop-up panel table has the standard toolbar and the following columns.

65 Management Form Reference 65 Column Query Order Id Tables Row Count Start Time Time, ms Parameters The code ID of the SQL request. The database tables used in the SQL request. The number of records processed in the SQL request. The start time of the SQL request from the start time of the URL request (in milliseconds). The duration of the SQL request (in milliseconds). The parameters of the SQL request, if available. Trace Profiler Pop-up Panel The Trace Profiler pop-up panel displays the list of exceptions that occurred while the currently selected URL request was executed. The profiler saves information for the panel to the database if the Log Trace Messages or Log Exceptions check box is selected (or both check boxes are selected) in the Profiler Options Area. To get more information about the currently selected exception, click Switch Between Grid and Form on the table toolbar. Column Start Time Source Trace Type Message The start time of the exception from the start time of the URL request (in milliseconds). The source of the exception. The type of the exception. The text of the message assigned to the exception. Table Columns Column Selected Request Start Time User Name URL An unlabeled check box that you select to include this URL request in processing if you click SQL, Trace, or Open URL. Date and time of the URL request start. The name of the user who performed the URL request. The URL of the request. Click this URL to open the Acumatica ERP form specified in the URL. Command Target The identifier of the control that created the URL request. Command Name Client Time Server Time, ms SQL Time, ms Server CPU, ms SQL Count Memory Before The type of command that created the URL request. The duration of the request execution in a browser on the client side (in milliseconds), if displayed. The aggregate duration of the URL request execution on the server (in milliseconds). The aggregate duration of execution of all the SQL requests in the URL request (in milliseconds). The aggregate duration of CPU usage during the URL request (in milliseconds). The count of the SQL requests to the database in the URL request. This count is the difference between the total number of the SQL requests in the URL request and the number of requests to the cache. The memory volume used by Acumatica ERP at the start time of the URL request.

66 Management Form Reference 66 Column Headers Peak Memory The GUID (or the identifier) of the server (or cluster node in the cluster mode) that executed the URL request. The maximum excess of the memory volume used by Acumatica ERP during the execution of the URL request above the memory volume at the start time of the URL request (see the Memory Before column). : The peak memory value depends on other processes performed on the machine in the same period of time. Select Count Select Time, ms Session Load Time, ms Session Save Time, ms The count of Select requests in the URL request. The aggregate duration of Select requests in the URL request. The aggregate duration of session server usage for data loading while the URL request (in milliseconds). The aggregate duration of session server usage for data saving while the URL request (in milliseconds). System Locales Form ID: (SM ) By using this form, you can add new locales or edit details of existing system locales. You can also override locale preferences, which specify how the system should display numbers, dates, and times on the user interface. Also, on this form, you can set up the default language in which the system should display texts entered by a user if no text has been entered for a language associated with the locale a user is currently logged in. For details, see Managing Locales and Languages. Form Toolbar The form toolbar includes standard and form-specific buttons. For the list of standard buttons, see Form Toolbar. The form-specific buttons are listed below. Form-Specific Buttons Button Locale Preferences Set Up Languages Opens the Locale Preferences dialog box, which you can use to override the region-specific settings of the selected locale. Opens the Languages dialog box, which you can use to define the default language and alternative languages in the system. Languages Dialog Box You can use this dialog box to define the default language and alternative languages to be involved in the localization of values a user enters to text boxes of the system. The system automatically retrieves the languages from the system locales you have added. : Multiple locales can be associated with a language. For example, the en-us, en-gb, and en-au locales are all associated with the language whose ISO code is en. This dialog box has the following elements.

67 Management Form Reference 67 Element Default Language The language in which the system displays a translation if there is no translation for the language associated with the locale with which the user is currently logged in. Table Columns Included ISO Code Native Name An unlabeled check box that you select to mark this language as an alternative to the default language. If a language is associated with multiple locales, the system marks the language as alternative for each associated locale. The ISO 639 lowercase language code retrieved from the locales. The name of the language in the language itself. The dialog box has the following buttons. Apply Cancel Applies the settings and closes the dialog box. Discards all changes and closes the dialog box. Table The active locales in this table (that is, those for which the Active check box is selected) appear on the Welcome screen that is displayed when a user signs in, so the user can select the most appropriate interface locale. See below for descriptions of the table columns. The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar. Column Locale Name The name of the locale, based on the language tagging conventions of RFC You can type the locale name manually (it must comply with RFC 4646) or select a locale from the list, which is provided by Microsoft.NET Framework. English Name Locale in Locale Language Sequence Active Alternative Language Default Language Read-only. The locale name in English, which is also provided by Microsoft.NET Framework. The name of the locale in its native language. This is the name that is displayed in the Welcome screen, in the Interface Language list where the user selects the preferred locale. Any comments relevant to this locale or the localization. An integer indicating the position of this locale in the Interface Language list on the Welcome screen. If you specify the same position for multiple locales, the system sorts locales with the same position in alphabetical order by the locale name. A check box that indicates (if selected) that the locale will be available for selection in the Welcome screen. A check box that indicates (if selected) that for the language of the selected locale, a user may enter translations for boxes whose values can be localized. That is, the language is available in the Translations dialog box. To change the check box value, click the Set Up Languages button on the form toolbar and select or clear the check box for the language. A check box that indicates (if selected) that the system displays in text boxes a translation provided by a user for this language if there is no translation for the language associated with the locale with which the user is currently logged in. The user can enter this translation by using the Translations dialog box.

68 Management Form Reference 68 Column Show Validation Warnings A check box that indicates (if selected) that the system displays warnings on forms about text strings on the interface that are not translated to the language of the locale. To see the warnings, you must select this check box for the locale and sign in with the language of the locale. To turn these warnings off, clear this check box for the locale. For more information, see Translation Process. Translation Dictionaries Form ID: (SM ) You can use this form to collect all strings used in the whole system, and then translate the strings to any of the locales defined in the system. The system automatically finds all the occurrences of the collected strings. If needed, you can assign different translations to some of the occurrences of a string, depending on the context. For more information, see Translation Process. : You use the System Locales (SM ) form to add, delete, and manage the locales defined in the system. For more information, see Locales and Languages. Form Toolbar The form toolbar includes standard and form-specific buttons. For the list of standard buttons, see Form Toolbar. The form-specific buttons are listed below. Button Collect Strings Collects the strings used in the whole system. : String collection is a time- and resource-consuming operation that should be performed during off-peak hours and never attempted on a busy production system. Selection Area The settings in this area define the contents of the Default Values and Key-Specific tables on the Collected and Obsolete tabs. You select the language or languages to which you want to translate the strings, and the corresponding columns appear in the tables of the form. Then you select the scope of the strings, either bound or unbound, to be displayed in the tables. Additionally, you can filter the strings by using other filtering options of the area, described in detail in the following table. Element Language A box you use to select a language or multiple languages in which you want to translate the collected strings and view and update the existing translations. The list of languages contains all languages defined in the system. To select a language, select the unnamed check box that precedes the language in the list. For each language you select, a column with the language name is added to the Default Values and Key-Specific Values tables on the Collected and Obsolete tabs. Show Localized A check box you select to display the strings that were translated to all languages defined in the system. By default, the strings that were translated into all languages defined in the system are automatically hidden from the tables. To view and, if necessary,

69 Management Form Reference 69 Element Show Excluded Show Used in UI Show Only Unbound Unbound Resources to Display Created Since Modified After update the translations, use this check box to display the strings in the tables. After you have made any needed changes, clear the check box to hide those strings again. A check box you select to display the strings that should not be translated (that is, the strings with the Do Not Translate check box selected). By default, the strings with the Do Not Translate check box selected are automatically hidden from the tables. To view these strings and, if necessary, translate some of the strings, select this check box to display the strings in the tables. After you have made any needed changes, clear this check box to hide those strings again. A form you select if you want to view and translate only the strings associated with resources bound to this form. A check box you select to view only unbound strings (that is, the strings associated with resources that are not bound to forms, such as error messages or prompts). You clear the check box to view the bound strings (that is, the strings associated with resources bound to forms, such as table names). The list of types of unbound strings. The following types are available: Chart Name, Color Name, Constant in Formula, Font Family, Font Name, Message, Prompt, Site Map Node, Textbox Value, and Valid Value. To view the strings of a type or multiple types, select the check box that precedes the type or types. To view the strings of all types, clear all the check boxes in the list. This box becomes available if the Show Only Unbound check box is selected. The date you select to view in the tables only the strings whose translation (or at least one of the translations) has been added to the system after this date. The date you select to view in the tables only the strings whose translation (or at least one of the translations) has been modified after this date. Collected Tab This tab includes the Default Values and the Key-Specific Values tables. The Default Values table displays the collected strings that meet the criteria you have specified in the Selection area. The Key- Specific Values table displays all the occurrences (that meet the criteria you specified in the Selection area) of the string selected in the Default Values table. In the Default Values table, you translate the values by entering the translation in the column with the name of the target language. The translation is automatically assigned to all occurrences of the string unless you specify other translations for some occurrences in the Key-Specific Values table. If the string you translate appears in more than one place on the interface, you should check all the occurrences of the string in the Key-Specific Values table. If the translation differs for some occurrences, specify the correct translation for these occurrences. The system determines the translation for each of the string occurrences following these general rules: If the string selected in the Default Values table has no translation specified in the Key-Specific Values table, the occurrence has the same translation as specified for the string in the Default Values table. If the string selected in the Default Values table has a translation is specified in the Key- Specific Values table, the occurrence has the translation as specified for the string in the Kay- Specific Values table.

70 Management Form Reference 70 If the string selected in the Default Values table has no translation in both the Default Values and Key-Specific Values tables, the selected string and all its occurrences are not translated. After the string has been translated to all languages defined in the system, it is automatically hidden from the Default Values table (unless the Show Localized check box is selected). You can also exclude particular strings and their occurrences from translation. Excluding occurrences of a string from the translation follows these general rules: If the Do Not Translate check box is selected for the string in the Default Values table, all occurrences of the string are excluded from the translation. If the Do Not Translate check box is cleared for the string in the Default Values table, the occurrences of the string for which you select the Do Not Translate check box in the Key- Specific Values table are excluded from the translation. After you save the changes, the system hides the string occurrences with the check box selected. Default Values Table Toolbar The table toolbar includes standard and form-specific buttons. For the list of standard buttons, see Table Toolbar. The form-specific buttons are listed below. Button View Usage Details Opens the Usage Details dialog box (described in detail in the Usage Details Dialog Box section of this topic), where you can see the ID and the name of the form on which the selected value is used. Default Values Table Columns Column Source Value The string in the source language. The values may include the following special formatting: The -> sign: For commands in lists, the -> sign separates the name of the list from the command (for example, State -> Completed; the State -> part of the string is for informational purposes only). You should translate only the text after the -> sign. HTML tags: Strings may include HTML tags that define the string formatting. For example, <B> and </B> tags indicate the bold part of the text. You should keep the tags in the translated text on their respective places to keep the formatting. Placeholders that use the '{<number>}' format: Such placeholders are replaced with the text when a user who works with document gets the message. You should copy the placeholders without changes in the respective places in the translation. Do Not Translate A check box that you select to indicate that the string does not need to be translated. After you save the changes, the system hides the strings with the check box selected. The exclusion is applied automatically to all occurrences of the string you can see in the Key-Specific Values table. To exclude only some of the occurrences, select the Do Not Translate check box for the occurrences in the Key-Specific Values table.

71 Management Form Reference 71 Column : To view the strings marked with the check box, select the Show Excluded check box in the Selection area. [Target Language] The string translated in the target language. The translation is applied automatically to all occurrences of the string that are not specifically translated in the Key-Specific Values table. : You won't be able to save the translations of the occurrences of the string selected in the Default Values table until you add the string translation to the Default Values table. Key-Specific Values Table Toolbar The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar. Button View Usage Details Opens the Usage Details dialog box (described in detail in the Usage Details Dialog Box section of this topic), where you can see the ID and the name of the form on which the selected value is used. Key-Specific Values Table Columns Column Key Do Not Translate The system resource with which the string selected in the Default Values table is associated. A check box that you select to indicate that the selected occurrence of the string does not need to be translated. : To view the strings for which this check box is selected, select the Show Excluded check box in the Selection area. [Target Language] The translation for the particular occurrence of the string selected in the Default Values table. : You won't be able to save the translations of the occurrences of the string selected in the Default Values table until you add the string translation to the Default Values table. Obsolete Tab This tab displays all strings that were previously translated but currently do not exist in the system. You can use them for reference or delete all the strings if they are not needed. The Default Values table displays the obsolete strings that meet the criteria you specified in the Selection area. The Key- Specific Values table displays all the occurrences (that meet the criteria you specified in the Selection area) of the string selected in the Default Values table. Default Values Table Toolbar The table toolbar includes standard and form-specific buttons. For the list of standard buttons, see Table Toolbar. The form-specific buttons are listed below.

72 Management Form Reference 72 Button View Usage Details Delete Obsolete Strings Opens the Usage Details dialog box (described in detail in the Usage Details Dialog Box section of this topic), where you can see the ID and the name of the form on which the selected value is used. Deletes all strings in the table. Default Values Table Columns Column Source Value Do Not Translate The string in the source language. A check box that you select to indicate that the string does not need to be translated. After you save the changes, the system hides the strings with the check box selected. : To view the strings for which this check box is selected, select the Show Excluded check box in the Selection area. [Target Language] The translation for the string in the target language. Key-Specific Values Table Toolbar The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar. Button View Usage Details Opens the Usage Details dialog box (described in detail in the Usage Details Dialog Box section of this topic), where you can see the ID and the name of the form on which the selected value is located. Key-Specific Values Table Columns Column Key Do Not Translate The system resource with which the string selected in the Default Values table is associated. To view the form the resource is bound to, select the resource and then click View Usage Details on the table toolbar. A check box that you select to indicate that the selected occurrence of the string does not need to be translated. After you save the changes, the system hides the string occurrences with the check box selected. : To view the strings marked with the check box, select the Show Excluded check box in the Selection area. [Target Language] The translation for the particular occurrence of the string selected in the Default Values table. Usage Details Dialog Box The Usage Details dialog box displays the forms the selected string is bound to. : You won't be able to view the usage details of an unbound resource (that is, the dialog box will be empty) because unbound resources are not bound to any form.

73 Management Form Reference 73 The table toolbar of this dialog box includes only standard buttons. For the list of standard buttons, see Table Toolbar. Element Screen ID The ID of Acumatica ERP form on which the selected value is used. : The standalone screens, which have a screen ID of , are the screens whose files are stored outside of the Pages folder in the site directory on the server that is used to host the application site. The Welcome screen is an example of a standalone screen. Title The name of Acumatica ERP form on which the selected value is used. The dialog box has the following buttons. Open UI Element Opens the selected form in a new browser tab. Close Closes the dialog box. Translation Sets Form ID: (SM ) You can collect all the strings in the system on the Translation Dictionaries (SM ) form. However, the process can be time-consuming and excessive if you need to translate strings from only particular forms that have been updated or customized. To save time, you can instead use this form to create a translation set and collect strings from only the resources (such as forms or form elements) included in the set. The set can include the strings used on a particular Acumatica ERP form (or multiple forms), the strings used on standalone forms (that is, forms that are not included in the site map), and the strings used on the unbound resources (such as error messages). After you collect the strings of the selected set, they appear on the Translation Dictionaries form. For more information, see Translation Process. Form Toolbar The form toolbar includes standard and form-specific buttons. For the list of standard buttons, see Form Toolbar. The form-specific buttons are listed below. Button Collect Collects the strings of the resources included in the selected translation set. Summary Area You can use this area to specify the settings of a new translation set or to select an existing one. You can then specify the types of unbound resources (if any) to include in the set. After the set has been collected, you can see the system version and the date when the set was last collected. Element Translation Set Name The name of the translation set, which is populated by the system automatically, based on the value that you enter in the Name box. To view an existing translation set, select its name in this box. The name of the translation set, which you specify when you create a new set or rename the existing set.

74 Management Form Reference 74 Element Unbound Resources To Collect The list of unbound string types that can be included in the set. The following types are available: Chart Name, Color Name, Constant in Formula, Font Family, Font Name, Message, Prompt, Site Map Node, Textbox Value, and Valid Value. : Unbound strings are those that are not bound to any form but can appear while using a form. To include the strings of a type in the set, select the check box of the type in the list. To exclude the strings of a type from the set, clear the check box of the type in the list. Is Collected A check box that indicates (if selected) that the set has been collected. This check box is selected automatically by the system after the successful completion of the collection process. The date and time of the collection and the Acumatica ERP version that was used to collect the strings are displayed in the System Time and System Version boxes, respectively. Current System Version System Version System Time A read-only box that displays the current version of your Acumatica ERP system. A read-only box that displays the version of your Acumatica ERP system in which the translation set was collected. A read-only box that displays the date and the time when the translation set was collected. Tree Pane In this pane (in the lower right on the form), the hierarchical structure of the system is represented as a tree. The system suites are represented as first-level nodes. You can click a node icon to the left of any item in the tree to expand the node and view the hierarchical structure of the node. You use this pane to add forms to the translation set. To add a particular form, select the form in the tree and click Add to Grid on the toolbar. To add all forms under a particular node, select the node in the tree and click Add to Grid on the toolbar. To add the standalone forms in the system, click Add Standalone Pages. The forms you added to the set are displayed in the table in the lower right pane. Tree Pane Toolbar The tree pane toolbar includes only form-specific buttons, described in the table below. Button Add To Grid Add Standalone Pages Adds the selected form or all the forms of the selected node to the set. Adds to the set all the screens for example, the Welcome screen whose files are stored outside of the Pages folder in the site directory on the server that is used to host the application site. : In the table, all standalone forms are represented as one form named Standalone Screens with a screen ID of Table You can use the table in the lower right pane to view and manage the list of Acumatica ERP forms that are included in the translation set. Because the system collects the strings for only the forms in the table with the Active check box selected, you can temporarily exclude a form from processing by

75 Management Form Reference 75 clearing this check box. After collection, you can see which forms were excluded: The Collected check box is selected for only the forms that were included in the collection process. Table Toolbar The table toolbar includes the standard buttons and the form-specific buttons. For the list of standard buttons, see Table Toolbar. The form-specific buttons are described below. Button Activate All Deactivate All Selects the Active check box for all the forms in the table. Clears the Active check box for all the forms in the table. Table Columns Column Active Collected Screen ID Title A check box you select to collect all the strings of the form when you start the collection process. Clear the check box to exclude the form from the processing. Indicates (if selected) that the strings used on this form were collected the last time the collection process was run for the set. The ID of the form included in the set. The name of the form included in the set. Update Preferences Form ID: (SM ) You use this form to manage software updates. Form Toolbar The table toolbar includes only standard buttons. For the list of standard buttons, see Tables. Update Settings Area You use the elements in this area to configure how updates will be stored and whether updates should be imported from the server that stores the available Acumatica ERP updates. Element Use Update Server Update Server Address Check for Updates Use Elevated Account Login A check box that indicates to the system whether updates will be imported from the Acumatica server whose address is specified in the Update Server Address box. The web address of the server that stores Acumatica ERP updates. The default address is update.acumatica.com. A check box that you select to indicate that the system should check for available updates automatically. A check box you select to indicate whether an elevated account will be used for updates. The login of the elevated account. This box is available if the Use Elevated Account check box is selected.

76 Management Form Reference 76 Element Password The password of the elevated account. This box is available if the Use Elevated Account check box is selected. Storage Settings Area You use the Storage Settings area to configure access to the selected storage provider. Element Storage Provider The storage provider; your selection defines the contents of the lower table. You can select one of the following options: LocalStorage: Updates will be stored in a local folder. AzureStorage: Updates will be stored in a public cloud with Windows Azure. Table Toolbar The table toolbar includes standard buttons and buttons specific to this table. For the list of standard buttons, see Table Toolbar. The table-specific buttons are listed below. Button Reload Parameters Reloads parameters for the providers if you change the provider settings. Table Columns Column Name Value The name of the provider settings. For a local file folder and for the Windows Azure Cloud Service, different sets of names (described below) are shown. The values for each of the boxes in the Name column, which are the following: For AzureStorage: Account: The name of your account in Windows Azure Cloud Services Container: The name of the container to store files in Windows Azure Cloud Services Key: The key to your Windows Azure Cloud Services. For LocalStorage: Folder: The path to a local folder Login: The login to be used to access the folder Password: The password to be used to access the folder

77 Appendix 77 Appendix The appendix provides some reference information relevant for this document. The additional information in this section is a useful source for readers who need some reference material that is related to system forms and tables, as well as running reports. In this section: Reports Form Toolbar Table Toolbar Glossary Reports In addition to offering a comprehensive collection of reports for each module, Acumatica ERP gives you a high degree of control over each report. A typical report form, described in Report Form, lets you adjust the report settings to meet your specific informational needs. You can specify sorting and filtering options and select the data by using reportspecific settings such as financial period, ledger, and account and configure additional processing settings for each report. The settings can be saved as a report template for later use. For details, see To Run a Report and To Create a Report Template. After you run a report, the prepared report appears on your screen. You can print the report, export the report to a file, or send the report by . This chapter describes a typical report form and the main tasks related to using reports. In This Chapter Report Form To Run a Report To Configure an Ad Hoc Filter on a Report Form To Modify an Ad Hoc Filter on a Report Form To Create a Report Template Report Form Before you run a report, you set a variety of parameters on the report form. You can select a template or manually make selections that affect the information collected. Also, you can specify appropriate settings to print or the finished report. The following screenshot shows a typical report form.

78 Appendix 78 Figure: Parameters View of Report Form 1. Report Form Toolbar 2. Parameters Toolbar 3. Template Area 4. Details Area Report Form Toolbar The following table lists the buttons of the report form toolbar when you are configuring a report. Button Cancel Run Report Save Template Remove Template Schedule Template Clears any changes you have made and restores default settings. Initiates data collection for the report and displays the generated report. Gives you the ability to save the currently selected report as a template with all the selected settings. Removes the previously saved template. This button is available only when you select a template. Opens the Select Schedule Name dialog box, which you can use to schedule report processing. This button is available only when you select a template. Select Schedule Name Dialog Box Element Schedule Merge Reports The schedule for report processing. Select an existing schedule, or leave the box blank and click OK to open the Automation Schedules (SM ) form to create a new schedule for running the report. For more information on scheduling, see To Schedule Processing in the Acumatica ERP User Guide. A check box that indicates (if selected) that this report will be merged with the other reports selected for merging into one net report when processed.

79 Appendix 79 Element : You can check the reports that will be merged when processed on the Send Reports (SM ) form. Merging Order The number of the report in the net report. Report Toolbar The following table lists the buttons of the toolbar after you run the configured report. Buttons Icon Parameters Navigates back to the report form to let you change the report parameters. Refresh Refreshes the information displayed in the report (if any data changes were made). Groups Adds to the report a left pane where the report structure is shown. Click a report node to highlight the pertinent data in the right pane. View PDF / View HTML Displays the report as a PDF, or displays the report in HTML format. The available button depends on the current report view; if you're viewing a PDF, for instance, you will see the View HTML button. / First Displays the first page of the report. Previous Displays the previous page. Next Displays the next page. Last Displays the last page of the report. Print Send Export Opens the browser dialog box so you can print the report. Opens the Activity dialog box, which you use to send the report file (in the chosen format) to the specified address. Enables you to export the data in the chosen format (Excel or PDF). Template Area Use the elements in this area to select an existing template and then use the template, share it with other users, or use it as your default report settings. The Template area elements, which are available for all reports, are described in the following table. Template Area Elements Element Template The template to be used for the report. If any templates were created and saved, you can select a template to use its settings for the report.

80 Appendix 80 Element Default Shared Locale A check box that indicates (if selected) that the selected template is marked as the default one for you. A default template cannot be shared. A check box that indicates (if selected) that the selected template is shared with other users. A shared template cannot be marked as the default. A locale that you select to indicate to the system that the report should be prepared with the data translated to the language associated with this locale. This box is displayed if there are multiple active locales in the system. For details, see Locales and Languages. Report Parameters Tab The Report Parameters tab includes sections where you can specify the contents of the report depending on the current report and vary in the following regards: How many elements and which elements are available on a particular report Whether elements contain default values Whether specific elements require values to be selected Whether elements may be left blank to let you display a broader range of data Additional Sort and Filters Tab The Additional Sort and Filter tab contains additional sorting and filtering conditions: Additional sorting conditions: Defines the sorting order. You can add a line, select one of the report-specific properties, and select the Descending or Ascending sort order for the column. Additional filtering conditions: Defines the report filter. You can add a line, select one of the report-specific properties, and define a condition and its value. The list of conditions include oneoperand and two-operand conditions. To create a more complicated logical expression, you can use brackets and logical operations between brackets. For more information on creating filters, see Creation of Ad Hoc and Reusable Filters in Acumatica ERP User Guide. For detailed procedures on using ad hoc filters, see To Configure an Ad Hoc Filter on a Report Form and To Modify an Ad Hoc Filter on a Report Form. Print and Settings Tab If you plan to print the report or save the report as a PDF, select the appropriate settings in the Print Settings area. Print Settings Section Element Deleted Records Print All Pages Print in PDF format Compress PDF file Embed fonts in PDF file Selects the visibility of the data deleted from the database. Causes all pages of the report to be printed. Displays the report in PDF format. Indicates that the system will generate a compressed PDF. Indicates that the system will generate the PDF with fonts embedded.

81 Appendix 81 If you plan to send the report as an , in the Settings area, specify the format in which the report will be sent, as well as the subject, the recipients of copies of the report, and the account of the recipient. Settings Section Field Format The format (HTML, PDF, or Excel) in which the report will be ed. : Merge function for reports in Excel format is not supported. If you want to merge a report with other reports and send an aggregated report by , you should select either the HTML or PDF format for the report. Account CC BCC Subject The address of the recipient. An additional addressee to receive a carbon copy (CC) of the . The address of a person to receive a blind carbon copy (BCC) of the ; an address entered in this box will be hidden from other recipients. The subject of the . Report Versions Tab If the report has multiple versions, you can select one of them. Report Versions Tab Toolbar Button Refresh Select Refreshes the list of report versions. Temporarily activates the selected report version. Report Once you click Run Report, the prepared report appears on your screen. You can print the report, export the report to a file, or send the report by . The prepared report is displayed in the report view of the report form. For more information about setting up the report parameters and the parameters view of the report form, see Report Form. Report Toolbar The following table lists report toolbar buttons. Buttons Icon Parameters Navigates back to the report form to let you change the report parameters. Refresh Refreshes the information displayed in the report (if any data changes were made). Groups Adds to the report a left pane where the report structure is shown. Click a report node to highlight the pertinent data in the right pane.

82 Appendix 82 Buttons Icon View PDF / View HTML Displays the report as a PDF, or displays the report in HTML format. The available button depends on the current report view; if you're viewing a PDF, for instance, you will see the View HTML button. / First Displays the first page of the report. Previous Displays the previous page. Next Displays the next page. Last Displays the last page of the report. Print Send Export Opens the browser dialog box so you can print the report. Opens the Activity dialog box, which you use to send the report file (in the chosen format) to the specified address. Enables you to export the data in the chosen format (Excel or PDF). Form Toolbar The form toolbar, available on most forms, is located near the top of the form, under the form title bar (see the screenshot below). The form toolbar may include standard and form-specific buttons. Figure: Form toolbar You use the standard buttons on the form toolbar to navigate through objects and entities that were created by using the current form, insert or delete an object or entity, use the clipboard, save the data you have entered, or cancel your work on the form. In addition to standard buttons, a form toolbar on a particular form may include form-specific buttons. These buttons usually provide navigation to other forms, take specific actions, and perform modifications or processing related to the functionality of the form.

83 Appendix 83 Standard Form Toolbar Buttons The following table lists the standard buttons of the form toolbar. A form toolbar may include some or all of these buttons. Standard Form Toolbar Buttons Button Icon Save Saves the changes made to the object or entity. Cancel Depending on the context, does one of the following: Discards any unsaved changes you have made to objects or entities and retrieves the last saved version. Clears all changes and restores the default settings. Add New Record Clipboard Clears any values you've specified on the form, restores any default values, and initiates the creation of a new object or entity. Provides options to do the following: Copy: Copy the selected object or entity to the clipboard. Paste: Paste an object, entity, or template from the clipboard. Save as Template: Create a template based on the selected object or entity. Import from XML: Import an object, entity, or template from an.xml file. Export to XML: Export the selected object or entity to an.xml file. For more information on templates and copy-and-paste operations in Acumatica ERP, see Using Forms. For more information on importing and exporting.xml files, see System-Wide Actions in Acumatica ERP in the Acumatica ERP User Guide. Delete Deletes the currently selected object or entity, clears any values you've specified on the form, and restores default values. : You can delete a document that is not linked with another document. Go to First Record Go to Previous Record Go to Next Record Go to Last Record Schedules Displays the first object or entity (in the list of objects or entities of the specific type) and its details. Displays the previous object or entity and its details. Displays the next object or entity and its details. Displays the last object or entity (in the list of objects or entities of the specific type) and its details. Gives you the ability to schedule the processing. For more information, see To Schedule Processing topic in the Acumatica ERP User Guide.

84 Appendix 84 Inquiry Form Toolbar Buttons Acumatica ERP inquiry forms present the data in a tabular format. These forms can be designed by a user with the appropriate access rights by using the Generic Inquiry tool (for details, see Managing Generic Inquiries in the Acumatica ERP User Guide), or can be initially configured in your system. A toolbar of an inquiry form contains both the standard form toolbar buttons (described in the table above) and additional buttons described below. Button Icon Fit to Screen Export to Excel Filter Settings Expands the form to fit on the screen and adjusts the column widths proportionally. Exports the data to an Excel file. For more information, see Integration with Excel in the Acumatica ERP User Guide. Opens the Filter Settings dialog box, which you can use to define a new filter. After the filter has been created and saved, the corresponding tab appears on the table. For more information about filtering, see Filters. Table Toolbar Each table on an Acumatica ERP form, tab, or dialog box has a table toolbar, which contains the search box and buttons you can use to work with the details or objects of the table. The table toolbar, shown in the following screenshot, can include the following sections: Action section: Contains buttons that are specific to the table, standard buttons that most table toolbars have, and the search box. Footer section: Displays navigation buttons if there are too many details or objects (that is, table rows) to fit on one page. Figure: Table toolbar sections 1. Action section 2. Footer section Action Section of Table Toolbar The action section, commonly located at the top of a table, can contain standard and table-specific buttons. If a table toolbar includes table-specific buttons, they are described in the form reference help topic.