W622 - Less Typing: Efficiency Tricks in Turns. Session Objectives. Show how many common keystrokes can be replaced by. Summit 2007: Get Connected

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1 W622 - Less Typing: Efficiency Tricks in Turns Pre-requisites: None Think of those programs you run the same way every time. Now imagine hitting a button that answers all those prompts for you so you no longer have to type them. Like magic, function keys can save you many keystrokes every day, month, and year. Come see how, and also see how to set field defaults to avoid even more repetitive typing for you and other staff members. Your fingers will thank you and the time saved will be measurable. Angie Miller Software Support Wednesday, 3:45 p.m. 2 Session Objectives Show how many common keystrokes can be replaced by Function keys Field defaults Other tips Summit 2007: Get Connected

2 3 Return on Investment Opportunity Minutes to set up with lasting results Function keys Save around five minutes per repetitive report If daily, over 21 hours a year (2.7 days) Monthly, six reports can equal six hrs/yr saved Each five minutes/month saved = one hour/year Save days on edit projects Defaults and other tips Ten employees saving five minutes daily = 216+ hrs/year! 27 days! 4 Return on Investment Opportunity Greater accuracy Reduce occupational injuries Happy employees Summit 2007: Get Connected

3 Fundamentals of Function Keys UTL(FKEYS) 5 Replaces keystrokes Almost limitless 176 characters per key Can link to additional keys Up to 32 keys F1-F16 Shift + F1-F16 Flexible setup Defaults for all users More by user 6 Tips for Function Keys UTL(FKEYS) Pre-defined Turns help keys F1 F2 F8 To get started View FKEYS to determine key availability Document how key needs to be set up Run desired program(s) Decide at what point you want to hit a function key Write down and/or screen-print every keystroke Summit 2007: Get Connected

4 7 Function Keys UTL(FKEYS) in Action Demonstration How to set up Using the key Handout Sample function key setups Can copy/paste from.doc 8 Field Defaults via FPAM Custom defaults can reduce Typing Mistakes Can set up as Same default for everyone Different for 2 groups of users FPAM List Unique for each field Use anywhere for repetitive typing Summit 2007: Get Connected

5 9 Examples of Field Defaults via FPAM (D)etail when going into OI, QI, ISI, and WOI +0 for current date WOII, Date Required i.e. +30 IMM Enter Line#.. (W)HS to go to warehouse screen Warehouse number Any warehouse # prompt that s blank IMM warehouse screen WHS# field Count programs (IA IJ) Override standard default such as ALL QR, QV, QRI, WOTR, WORR 10 Examples of Field Defaults via FPAM Cash Receipts Entry R(KE) N ew batch Entered By if one main entry person If multiple, use a function key to type the initials Mode: 2 for Manual Posting A/P Invoice Entry N(NE) N ew batch Entered By if one main entry person If multiple, use a function key to type their initials Cash Requirements Report N(NJ) Org. ALL or most common org Summit 2007: Get Connected

6 11 Field Defaults via FPAM Demonstration How to set up See the result Handout Solutions with Scenarios How-to 12 Other Tips and Tricks: Calculator Math in a numeric field (number)(math symbol) [Enter] (2nd number) [Enter] = (result) Example [Enter] 3 [Enter] Will display: 7 Example 2 300* [Enter] 10% [Enter] Will display: 30 Summit 2007: Get Connected

7 13 Other Tips and Tricks: Dates Date fields Can add/subtract days in a date field Examples +0 = 03/21/07 (today s date) +30 = 04/20/07-10 = 03/11/07 Skip slashes [HOME] to clear first if needed 14 Other Tips and Tricks: ZUM User ID Maintenance ZMEN(ZUM) Are the defaults still accurate? Can you set up any auto printing? DEFAULT WAREHOUSE DEFAULT G/L ORG OUTPUT DEVICE INVOICE PRINTER ORDER PRINTER STATEMENT PRINTER P/O PRINTER A/P CHECK PRINTER U/M DEFAULT DISPLAY CALENDAR, (S)kip ALL Date Entry Summit 2007: Get Connected

8 15 Additional Resources Activant Turns Customer Web Site manuals Special Applications Consulting Phone Web Face-to-face Onsite efficiency review Scopus solutions, search for FKEY FPAM (and) default 16 Additional Resources Scopus solutions 10730: How do I set up a function key? 14914: How can I see the default settings for Function Keys in Turns? 9952: Why isn't my F1 or F2 function key working? 9954: How to Do Math in a Numeric Field 9742: How do we set up a new user in Turns? 10395: Is there a way to automatically print orders once they are entered? F1 help at any menu Summit 2007: Get Connected

9 17 Suggested Action Plan Make efficiency a team effort! Let employees know Give presentation Use this one Customize Send out memo Some/all slides Handouts Customize Follow up Sit with staff Efficiency review 18 Suggested Action Plan Function keys and defaults Ask staff where needed Designate a day to look for repetitive typing Watch the next EOD and EOM, find repetition Get them loaded! Review ZUM settings User ID Listing ZMEN(ZUL) Talk with staff Edit via ZMEN(ZUM) Summit 2007: Get Connected

10 19 Summary Banish repetitive typing! Function keys Defaults ZUM defaults Automatic printing Reduction tips Dates Math Action Plan 20 Thank You for Attending W622 Less Typing: Efficiency Tricks in Turns Angie Miller Please submit the Session Feedback Form To receive NASBA credits, please be sure to complete the Session Feedback Form and sign the class roster in the back of the room Summit 2007: Get Connected

11 Sample Function Key Setups Function Keys Inventory Value Report MRS2(IVAL) MRS2\RIVAL\R\R\R\R\R\R\R\R\R\R\R\R\R\R\RN\R\R\R\R\R\R\R99\R\R\R

12 Customer Purchase Report MRS3(CPR) MRS3\RCPR\RP\R99\R\R4\R\R\R\R\R\R\R\R\R\R\R\R\R\R\R\R\R\R\R\R\R\R\R\R\R\R \R\R\R\R\R010107\R\RR\R\R

13 A/R Aged Trial Balance M(RT) M\RRT\R\R\R\R\R\R\R\R\R\R\R\R\R\R\R\R\R\R99\R\R\R

14 Business Status Report MRS3(BSR) To run it for the current date and all organizations: MRS\RBSR\RA\R

15 Solution 9969 Defaults How to Set a Default for a Field via FPAM Q: How can I change or add a default in TURNS, for fields that need to always be answered a specific way? A: That can be done by going to that field and accessing Field Parameter Maintenance (aka FPAM). FPAM is accessed by typing a [#] and then pressing the [ESC] key. Example: FIELD PARAMETER MAINTENANCE PROGRAM CM FIELD NUMBER 402 FILE NAME C1A 1.FIELD NAME 49.INVOICE LINE# 2.TRACK CHANGES Y NEW RECORDS N 3.FIELD DEFAULT 1 Y WHEN USED A 4.FIELD DEFAULT 2 Y WHEN USED A 5.VALID RANGE 1 Y,N 6.VALID RANGE 2 Y,N 7.CAPITALIZE N 8.SUPERSEDED TYPE 9.SCREEN DOCUMENTATION TOP ROW: & LEFT COLUMN: 10.(I)NCLUDE OR (E)XCLUDE USERS ON USER LIST? PASSWORD REQUIRED FOR USERS ON USER LIST? PASSWORD REQUIRED FOR USERS NOT ON USER LIST? 11. NOTIFICATION OF FIELD CHANGE: Fields 3 and 4 need to be loaded with the default that you would like. The question "WHEN USED" is very important when setting defaults. When this is set to "A", that means that any time a user goes into that field, the default will "pop" into the field even if the field was already populated. If "WHEN USED" is set to "B", the system will only enter the default if the field is blank and a user is on that field. If "WHEN USED" is left blank, then the default will only be used when creating a new record. Field Default 1 is the default that will be used for users not on the user list. NOTE: A security list is optional and is created in FPAM via the (L)ist option. Field Default 2 is the default that will be used for users on the user list. Users that are set up to have access to FPAM are always considered by TURNS to be "on the list" even if they have not been manually added to the security list.

16 Solution 9966 How to Set a Field Default to a Blank via FPAM This can be done by typing the word BLANK into the field default prompts, using field security (aka FPAM). To invoke the FPAM screen when the cursor is on the prompt that needs to be blank, type a [#] and then press the [ESC] key. REMINDER: A user must be set up in Field Parameter User Access AUDIT(FPAM) to be able to access Field Parameter Maintenance using the [#] and [ESC] keys. In fields 3 & 4, FIELD DEFAULT 1 and FIELD DEFAULT 2, type BLANK into these fields. When prompted for "WHEN USED", enter an "A" for always. This will make the field default blank every time the user is on that field. Example: FIELD PARAMETER MAINTENANCE PROGRAM SOP FIELD NUMBER 5 FILE NAME 1.FIELD NAME WAREHOUSE# OR (A 2.TRACK CHANGES N 3.FIELD DEFAULT 1 BLANK WHEN USED A 4.FIELD DEFAULT 2 BLANK WHEN USED A 5.VALID RANGE 1 6.VALID RANGE 2 7.CAPITALIZE N 8.SUPERSEDED TYPE 9.SCREEN DOCUMENTATION TOP ROW: & LEFT COLUMN: For additional help regarding FPAM and defaults, search solutions for the words "FPAM" and "default".

17 Solution 9502 How do I make the Buyer Code field mandatory? Q: I would like to track who is entering purchase orders. How can I be sure they enter their initials in the buyer field in Purchase Order Entry Q(QE)? A: This can be accomplished by setting field parameter security in two fields in Purchase Order Entry Q(QE). 1) Set up a field parameter (aka FPAM) default to have users always go the buyer field in QE. Example: PURCHASE ORDER ENTRY WAREHOUSE # K2 BROOMFIELD WAREHOUSE P/O # *NEW* VENDOR # V AMES DIVISION S BROOMFIELD WAREHOUSE E PO BOX 1210 H WADSWORTH N I D ELHARD IN P BROOMFIELD CO ATTN JOHN DOE ATTN BUDGET DATE ORDERED MM/DD/YY 2.DISCOUNT % REQUISITION 3.TAX % SHIP VIA 4.TERMS T2 2% 10, NET 15TH 10.FOB 5.DELIVER TO 11.BUYER 6.REFERENCE NO COMMENTS ON FILE ENTER LINE#, (U)PDATE, (V)ENDOR, (S)HIP, (CANCEL), (P)RINT/FAX, (RTN) FOR LINES, (C)OMMENTS, OR (E)ND 11 Set this prompt default to 11. When the user presses <Enter>, they will be taken to the buyer field (#11).

18 Below is a screen copy of Field Parameter Maintenance for this field: FIELD PARAMETER MAINTENANCE PROGRAM QE1 FIELD NUMBER 29 FILE NAME 1.FIELD NAME New PO Entry 2.TRACK CHANGES N 3.FIELD DEFAULT 1 11 WHEN USED A 4.FIELD DEFAULT 2 11 WHEN USED A 5.VALID RANGE 1 6.VALID RANGE 2 7.CAPITALIZE N 8.SUPERSEDED TYPE 9.SCREEN DOCUMENTATION TOP ROW: & LEFT COLUMN: 2) The buyer field (#11) should then be set to ensure the user can t exit that field without entering their buyer code. Below is an example of the Field Parameter Maintenance for that field: FIELD PARAMETER MAINTENANCE PROGRAM QE1 FIELD NUMBER 28 FILE NAME 1.FIELD NAME BUYER 2.TRACK CHANGES N 3.FIELD DEFAULT 1 4.FIELD DEFAULT 2 5.VALID RANGE 1 <>'' <--- The valid range is "not equal" to 6.VALID RANGE 2 <>'' <--- <Enter> (blank entry not allowed). 7.CAPITALIZE N 8.SUPERSEDED TYPE 9.SCREEN DOCUMENTATION TOP ROW: 17 & LEFT COLUMN: 10 <---- (Optional: reminds users to enter their buyer code.) *********************************************************************** ENTER YOUR BUYER CODE HERE ************************************************************************

19 Once the buyer code is entered, the cursor will return to the first prompt in QE ("ENTER LINE#..."). That prompt will now always default to "11", so press [HOME] to clear the field and continue entry. Below is an example of how the header screen of a purchase order will appear with popup" documentation on the "BUYER" field: PURCHASE ORDER ENTRY WAREHOUSE # K2 BROOMFIELD WAREHOUSE P/O # *NEW* VENDOR # KK1 V KAREN'S VENDOR/PO S BROOMFIELD WAREHOUSE E 123 W. 85TH ST. /PO H WADSWORTH N I D LAKEWOOD PO CO P BROOMFIELD CO ATTN MR BLACK/PO ATTN BUDGET DATE ORDERED MM/DD/YY 2.DISCOUNT % REQUISITION 3.TAX % SHIP VIA 4.TERMS T5 2% 10TH, NET 30TH 10.FOB 5.DELIVER TO 11.BUYER KK 6.REFERENCE ********************************************************************* ENTER YOUR BUYER CODE HERE ************************************************************************ Enter '*'+Buyer Code for Buyer on File

20 It is also recommended to set up the buyer codes in Buyer Maintenance D(BM). This would assist with reporting and would clear up confusion about who the buyer codes represent. Example: BUYER # JD BUYER MAINTENANCE LAST NAME JANE <---this field prints on purchase orders FIRST NAME DOE OR BUYER # JD BUYER MAINTENANCE LAST NAME JANE DOE <--to print the entire name on the purchase order FIRST NAME It is also recommended to set up default buyers, by vendor, if possible. Those are set in Vendor Maintenance D(VM). That will allow reporting by buyer. It also causes the buyer code to be automatically entered for them in QE!

21 Solution 9971 How to Set FPAM to Ensure Accurate Buyer Codes are Entered in QE News Flash! You CAN secure the Buyer Code in Purchase Order Entry Q(QE) so that, if the Buyer Code on a Purchase Order is overridden, only a valid Buyer Code from Buyer Code Maintenance D(BM) can be selected. The "trick" is in the range selection used when setting up Field Parameter Maintenance (aka FPAM) on the Buyer Code field, as shown below. REMINDER: TO access FPAM in any field, enter [#] [ESC]. Example: FIELD PARAMETER MAINTENANCE PROGRAM QE1 FIELD NUMBER 28 FILE NAME 1.FIELD NAME 11.BUYER 2.TRACK CHANGES N 3.FIELD DEFAULT 1 4.FIELD DEFAULT 2 5.VALID RANGE 1 *-*~,'' 6.VALID RANGE 2 *-*~,'' 7.CAPITALIZE N 8.SUPERSEDED TYPE 9.SCREEN DOCUMENTATION TOP ROW: & LEFT COLUMN: The first part of the range "*-*~" causes the system to only accept the * symbol with anything typed after it. For the Buyer Code field, that forces the user to select a valid buyer code when they are on that field. The second part of the range, '' (2 single quotes) allows the user to exit the field without entering anything. This will leave the buyer code on the purchase order blank. (optional: only if your procedures allow them to leave this field blank).

22 Solution How can I make people remember to change the "date required" field in WOII? When users access Work Order By Item Inquiry W2(WOII), the terminal date will default for the "date required" field. If they allow that to default, they will only see work orders that are wanted/required for today's date, or earlier. They will not see open work orders required for any date in the future. To set up a new default for them, first determine how many days out would provide the most accurate information. Once that number is determined, then use Field Parameter Maintenance (aka FPAM) to set the default to add that number of days. For example, if you wish them to see work orders wanted in the next 30 days, then enter "+30" into the default values in FPAM for that field. When the user's cursor lands on that field, +30 will display, and when they press the [Enter], the program will add 30 days to the terminal date and insert the new date required. For more information, see also solution number 9969, or search for the phrase "FPAM" or "field parameter security".

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