Main Menu Version 6.3 May 1, 2006

Transcription

1 AIMS Version 6.3 May 1, 2006 Copyright Western Canadian Software, 2006

2 -

3 TABLE OF CONTENTS Rebuild Indexes...5 Backup Files...5 Go Home...6 End System...8 OnQ Reporting...8 Client s Own M enu...9 Fax M essage...10 Change Bin Locations...11 M argin Calculator...11 Dashboard...12 System Doctor...20 S/D Question File...21 S/D Answer File...22 S/D To Do List...23 S/D Renumber Questions...24 User Session M aintenance...24 System Doctor Inquiry...25 File Layout Display...26 System Information Display...27 M anage Work Files...28 View Go Home Log...29 Error Log Report...30 Reprint Posting Reports...31 Recover Incomplete Batches...32 Delete Saved Posting Reports...32 Refresh Test Data...33

4 -

5 Rebuild Indexes Menu - Option #21 This function will reconstruct all indexes for every file in the AIMS system. Run this option when you find the system slower than usual. By rebuilding indexes, the system re-establishes the most efficient method of accessing data. Make sure all users are logged off the system before executing this function. Also, be aware that this function can take some time. This function is included and usually run from the Go Home procedure. Backup Files Menu - Option #22 This function provides a Unix/Linux backup using the tar command. Most Unix/Linux users will use Backup Edge to perform their backups. AIMS users under Novell or Windows should use a windows-based backup program (e.g. Veritas Backup Exec). When you choose this option, the following window will appear. AIMS data files should be backed up on a daily basis. AIMS software should be backed up weekly. Use the above options appropriately. All users must be off the system for this option to run. Rebuild Indexes 5

6 Go Home Menu - Option #23 This function runs a number of predetermined programs after hours (usually at night). Selections are made by company. Go Home does the following: Post Purchase Receivings You may post all purchase receivings from here. This is common because purchase receiving posting is usually required before invoices can post (e.g. negative quantities). P/O receipts posting may need to be run during the day, before invoices are created, because requisitioned items must be received before they can be billed. Invoice Posting Post Order Entry, Service Order and Rental Billing invoices from Go Home, because these programs must run dedicated. Select which type of posting report you desire, either detail or summary. Select whether to print back order pick slips. Invoice posting from a regular menu option (e.g. O/E #16) will not proceed if unprinted invoices exist. Invoice posting from Go Home cannot perform this same check but the posting report does indicate any unprinted invoices. Check this report every morning. Housekeeping Go Home automatically rebuilds all indexes. This is the same as executing option #21. Go Home automatically deletes everything in the AIMS work directory (AIMSWK). Refresh Test System You are asked whether to refresh the data in your Test System. This is the same as executing Option #77 from the System Doctor menu. File Reorganizations Go Home automatically reorganizes Purchasing, Accounts Payables, Accounts Receivable and General Ledger files since these files are not reorganized any other time. End System When done, Go Home signs you off the system (like option #24). It does this for security reasons (you don t want to leave your screen signed on). The System Doctor User file (used by S/D option #22) is also cleared and a listing of all users who logged out of AIMS incorrectly will print. Go Home 6

7 The Go Home screen will appear: Press F5 to accept all defaults. You are also asked whether you want to refresh the test system. If Go Home is run from Unix/Linux Crontab (the scheduler), the Start Time for Go Home to run is specified there. If not, you will be prompted for the Start Time. There is a flag in the System Master file (within System Options # ) that indicates whether Go Home is run from Crontab. If Y, then the above Start Time prompt does not appear. Go Home 7

8 End System Menu - Option #24 This function automatically signs you off the AIMS system with no further processing. OnQ Reporting Menu - Option #26 This function lets you access the OnQ Report Writer. It also provides a menu so that OnQ reports can be stored according to the applicable module. Here is a description of how to store an OnQ report on this menu: 1. Create OnQ report and save the OnQ procedure noting the exact name that you used to store it (this is case-sensitive). 2. Choose option #77 (Edit Control File) on the applicable module menu. 3. Enter the menu number you wish to add or change. 4. Enter the report description to be shown on the menu. 5. Enter the precise OnQ procedure name which was used to store the report (remember case sensitive). End System 8

9 Client s Own Menu Menu - Option #27 This menu stores AIMS programs which do not belong in other modules. It also provides a place for end user custom programs. The Client s Own Menu is shown below: Client s Own Menu 9

10 Fax Message Menu Client s Own - Option #10 This function lets you send a fax with a text message. This option is only valid if you have fax software installed. The following window will let you define the cover page information. The next window lets you enter the message to be faxed. Press Enter to accept the message. A confirmation screen will appear and ask you to press Enter to continue (send the fax) or F3 to End back to the menu without sending the fax. Fax Message 10

11 Change Bin Locations Menu Client s Own - Option #11 This function lets you quickly change or enetr bin locations for items based on location. Margin Calculator Menu Client s Own - Option #21 This option provides you with a simple screen to calculate selling prices based on cost plus margin or markup. You can also enter price and cost to see the yielding percentages. Navigate through fields using the arrow keys. Change Bin Locations 11

12 Dashboard Menu Option #28 This option provides management snapshots (or dashboards) of your business. There are unique dashboards for various parts of your business. Select from the following list. Each dashboard menu option can be secured within AIMS Security. Dashboard 12

13 The Sales Dashboard displays the following: You can drill down on the company line to see month by month sales, margin and margin % using the same information found in A/R #23. You can then move into the middle section of the screen to view similar month by month summary information by customer, customer type, salesperson, branch or region. Within these screens you have the option to drill down to detail specific customers and ship-tos or just view the monthly data. The bottom portion of the screen shows daily sales for the month and previous month (via F5). Drilling into the day shows all invoices posted including sales, rental and service invoices all together. Dashboard 13

14 The Cash Dashboard shows cash in, cash out and the net difference along with the cash balance for today plus the last 5 business days Press Enter to display all bank accounts (e.g. Canadian and US). The Tuesday at the top of the inquiry is today. Dashboard 14

15 The Accounts Receivable Dashboard is divided into two sections. The Customer Balances (top) window shows total balances by aging period and grand total along with percentages. Drilling down shows totals by branch, then further drill down shows 1 line per customer (within that branch) with further access to the Customer Inquiry screen (A/R #20). The Customer Count (bottom) window shows count information with drill down into customer lists that make up those totals with further drill down into detailed customer information. Dashboard 15

16 The Accounts Payable Dashboard is divided into two sections. The Vendor Balances (top) window shows total balances by aging period and grand total along with percentages. Drilling down shows 1 line per vendor with further access to the Vendor Inquiry screen (A/P #20). The Vendor Count (bottom) window shows count information with drill down into vendor lists that make up those totals with further drill down into detailed information. Dashboard 16

17 The Inventory Dashboard is divided into two sections. The Item Count (top) window shows count information with drill down into item lists that make up those totals with further drill down into detailed information The Sales (bottom) window shows sales by product class and location with further drill down into item information. Navigate using arrow keys (e.g. to move from left to right). Dashboard 17

18 The Manufacturing Dashboard is divided into two sections. The Open Work Order (top) window shows count information with drill down into W/O lists that make up those totals with further drill down into work orders. The Closed Work Order (bottom) window shows count information on closed W/Os with drill down into lists that make up those totals with further drill down into work orders Dashboard 18

19 The Subledger Dashboard compares all AIMS subledgers to their G/L balance. All differences should be zero. If any difference exists, investigate immidiately. Check this dashboard on a daily basis and month-ends will be a breeze. Dashboard 19

20 System Doctor Menu - Option #29 This function displays the following menu: System Doctor 20

21 S/D Question File Menu System Doctor - Option #29-10 This option maintains the Question file. Standard questions are automatically provided. Use this option to add questions for custom menu options. Option code corresponds to the option Submenu option (e.g equals Accounts Receivable Customer Inquiry). The Show Question flag indicates whether this question (and its answer) should display in the System Doctor Inquiry. You will usually answer Y. S/D Question File 21

22 S/D Answer File Menu System Doctor - Option #29-11 This option maintains answers to each System Doctor question. These answers form your system runbook. Use this feature to not only document how AIMS is being used but also to record month-end procedures and document how to perform certain type entries (e.g. entering a Receiver General invoice). The F12 Help key displays answers starting with the menu option the user is currently in. Press F5 to change an answer, use F6 to add items to the To Do List (shown below). S/D Answer File 22

23 S/D To Do List Menu System Doctor - Option #29-12 This option displays the To Do List. It also lets you print it by user, module or priority. Press Enter to view To Do details: From this screen you can press F8 to mark the To Do as complete or F9 to delete it. S/D To Do List 23

24 S/D Renumber Questions Menu: System Doctor - Option #29-13 This option is only used when menu option numbers change. The AIMS Conversion program renumbers options changed by new versions. Use this option only to change menu option numbers for custom programs. You are prompted for the old and then the new option numbers. User Session Maintenance Menu: System Doctor- Option #29-14 This option allows killing your own user sessions in the event your network goes down or you accidentally hit the red X. S/D Renumber Questions 24

25 System Doctor Inquiry Menu S/D- Option #29-20 This option displays data from the System Doctor Answer file. Users may only see answers for options they have security access to. Options starting with 00 only display if the user has security access to option #20 (System Administration). System Doctor Inquiry 25

26 File Layout Display Menu System Doctor - Option #29-21 This option displays all AIMS File Layouts and provides an option to export data. Press F5 to export data from the file shown. Data may be exported in one of four formats, either fixed length, comma delimited, tab delimited or XML. Data is exported to a directory called Export under your AIMS directory (for details ask your WCS account manager). File Layout Display 26

27 System Information Display Menu System Doctor - Option #29-22 This option displays a number of system parameters. The top window displays system date, system up-time (in days), the operating system, the version of your Business Rules language and the Unix/Linux load average. If the load average is more than 3.00, your CPU may be overloaded. The second window details disk file systems. Check capacity percentage to ensure you have sufficient disk space. Contact WCS if any capacity reaches 90 percent. The third window displays the S/D User file. For each user it shows: workstation ID, login date and time, company number, program code (menu option), time they entered the program, key field they are using (e.g. item code, order number) and time they first accessed the key field. Use F5 to send a Unix message to a user. Use F7 to broadcast a message to all users. Unix messages interrupt the user s session to display. System Information Display 27

28 Manage Work Files Menu System Doctor - Option #29-23 This option is used to transfer data from one workstation ID-based work file to another. This remedies the problem of entering A/P invoices under one workstation on Monday and not being able to access them on Tuesday because you now have a different workstation ID. Manage Work Files 28

29 View Go Home Log Menu System Doctor - Option #29-24 This option is used to verify that the Go Home program ran correctly and without errors. View this inquiry every morning. It displays when each Go Home operation started and ended. Press F1 to see the actual Crontab screen dump. This screen will display any error that occurred during Go Home. View Go Home Log 29

30 Error Log Report Menu System Doctor - Option #29-30 ERRLOG This option reports all AIMS error messages for a specific date range, program, error code, user, workstation ID or error time. All AIMS errors are logged in the ERRLOG file and are never deleted. This file should be reviewed by your WCS account manager every time they visit. Use this option when users say, I got an error but I forgot what it was. Error Log Report 30

31 Reprint Posting Reports Menu System Doctor - Option #29-31 This option lets you reprint any posting report. Use it when posting reports do not print normally (e.g. a printer jam) or at month-end to view batch details. Reports can be selected by program name, system date or user and can either be printed or viewed on the screen. The screen lists date, time, program name and user. G/L batch number is also listed if the program name is gl98. Each posting report is stored in the POSTREPS directory with the file name equal to the date, time, program name, user and G/L batch number (if applicable). Reprint Posting Reports 31

32 Recover Incomplete Batches Menu System Doctor - Option #29-32 During the posting process a temporary work file is created for the G/L entry. It is then deleted once processing is fully complete. This option recovers incomplete postings by creating a partial (unbalanced) G/L batch. Note: this program is just for the G/L batch. If posting bombed before subledgers were completely updated you must call WCS. Delete Saved Posting Reports Menu System Doctor - Option #29-33 This option deletes saved posting reports from the POSTREPS directory. Posting reports may be deleted by program name or user. Recover Incomplete Batches 32

33 Refresh Test Data Menu System Doctor - Option #29-77 This option refreshes all data in the TEST System by copying over data from the Live System. All users must be signed off the system before this option can be executed. You may also run this option from Go Home (option #23). Refresh Test Data 33