chapter 11 · 2005-12-02 · visual estitrack - chapter 11 utilities utilities menu the utilities...

Visual EstiTrack - Chapter 11 Utilities

Visual EstiTrack’s utilities aid in optimizing your business processes.

Chapter

11


UTILITIES MENU

The Utilities Menu allows you manage your Database.

• Use your add-on Report Writer.

• Manage documents.

• Delete ranges of your supporting Visual EstiTrack database records for Invoices, ShopOrders, Purchase Orders, Quotes, Runs (Scheduling), and Shipping.

• Optimize (re-index) your Database.

• Fix Corrupted data.

• Export data for accounting.

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VISUAL ESTITRACK REPORT WRITER

FOXFIRE!

REPORT WRITER • INTRODUCTION

The information provided on these pages are a supplement to the FOXFIRE Users guide providedwith the report writer. This supplement has been designed to provide you additional guidance onVisual EstiTrack specific issues related to using the report writer. You should primarily rely on theFOXFIRE! Users guide for report writer documentation reference once you have successfullyinstalled the report writer.

The Visual EstiTrack Report Writer is an optional add-on product to Visual EstiTrack. It is designedto allow you to quickly generate AD-HOC reports. Every effort has been made to make the reportwriter easy-to-use. But since Visual EstiTrack is a complex relational database system made up ofover 1300 database fields, it will take time for you to become intimately familiar with VisualEstiTrack’s database structure. Please be patient. The best way to approach your report writingefforts is to start with some simple reports (e.g., list out all your workcenters), and then move intomore complex reports where you are bringing together fields from multiple database files.

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REPORT WRITER • DATABASE ITEM (FIELDS)

DATABASE ITEMSEach of the data items within the report writer has been prefixed with the logical database tablename. For example all Shop Order fields will have an ORDERS prefix before the field name. So toprint the CUSTOMER CODE from the ORDERS table you would select the ORDERS CUSTOMERCODE field from the data items list. All field names have been described in a simple full text formatto make the data item more recognizable.

REPORT WRITER • TABLE RELATIONSHIPS

Visual EstiTrack is based on Visual FoxPro’s relational database. It is composed of over sixtyinterrelated database tables. For example, customer information is contained in the CUSTOMERStable. This includes customer name, address, etc. Shop order information is contained in theORDERS table. This includes shop order number, customer code, part number, etc. A relationshipexists between shop orders and customers. That is, each shop order is associated with a customer.Visual EstiTrack relates these two tables by CUSTOMER CODE. As an end-user you may not beaware of this relationship, your concern is to create a report that contains both ORDER informationand CUSTOMER information. In most cases, this is easily accomplished in this report writer. Theonly concern you will have is selecting the correct data items (fields) you wish to have in the report.For example, if you want to have a report that lists out all your shop orders and customer names youwould simply create a NEW report request that contains the ORDERS SHOP ORDER NUMBER fieldand the CUSTOMERS COMPANY NAME field. The report writer will know how to connect these twotables together because it has been pre-configured to understand the relationship these two tableshave in order to satisfy your request.

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REPORT WRITER • DATABASE VIEWS

In order to correctly support the different types of database relationships it is important that you selectthe correct database VIEW when creating your report. This is especially important when you areselecting fields from multiple database tables. Database views have been pre-configured for youruse. It is important that you select the proper database view for the report you are generating. Eachdatabase VIEW has been logically named to help you in the VIEW selection process.

To select a VIEW you need to think about the report request you are about to generate prior toselecting a VIEW. It is important that you select the database table that “drives” the report request.This will help you determine the proper view name to select. For example, if you are generating areport that focuses primarily on Shop Orders you should select the ORDER view. If you are creatinga report that focuses primarily on Inventory then you should select the INVENTORY view.

The standard Visual EstiTrack Views found in the report writer are listed below:

ORDER Shop Order based requestsPO Purchase Order based requestsINVOICE Invoice based requestsINVENTORY Inventory based requestsQUOTE Quote based requestsSALES_ORD Sales Order based requestsSHIPPING Shipping based requestsJOB_CARD Job Card based requests

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TIME_CARD Time Card based requestsSCHEDULE Scheduling based requests

It is critical that you select the correct VIEW name when creating your report request in order toactivate the correct table relationship logic. You will get improper relational results if you select thewrong VIEW. For example, if you are generating a list of Shop Orders by customer but select theINVENTORY view instead of the proper ORDER view when generating your request, you will geterror messages stating that the report writer does not understand the relationship ORDERS has toCUSTOMERS.

REPORT WRITER • TECHNICAL SUPPORT

Thirty days free technical support will be provided for all new report writer purchases. This 30 dayssupport should be used to get the Report Writer properly installed and to gain initial experience ingenerating simple AD HOC reports.

All additional phone support after the first thirty days will be charged at a rate of $30.00 per hour witha minimum call cost of $30.00US. You may charge this support call to your American Express cardor we will bill you NET 10 after providing you the support.

Additional report writer support will not be provided to any customer with an overdue support accountbalance.

PLEASE NOTE: Report Writer support is not considered a part of the normal Visual EstiTrack supportcontract. We must support the report writer in this separate manner because of the complexity of ADHOC report writing technical support. AD HOC reports by their very nature often lead to long supportcalls. This fee structure has been constructed to ensure that our support staff will be appropriatelycompensated for the unpredictable questions/problems that may arise from using the report writer.

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DOCUMENT MANAGER UTILITY

DOCUMENT MANAGER PURPOSEScan document and save in any file outside of Visual EstiTrack.

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DOCUMENT MANAGER • SEARCH CRITERIA TAB

PART NUMBERDefine Part Number to narrow search.

REVISION NUMBERDefine Revision Number to narrow search.

CUSTOMERDefine Customer to narrow search.

QUOTE NUMBERDefine Quote Number to narrow search.

ORDER NUMBERDefine Shop Order Number to narrow search.

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DOCUMENT MANAGER • DOCUMENT DEFINITION TAB

GENERAL INFORMATION

TYPEDefine document Type from pre-defined drop down list provided.Required NO

DESCRIPTIONDefine Document Description.Field Length 29 Characters

CLICK HERE TO VIEWView document here.Special YES, Click to Zoom

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INDEX KEYSPart Number

Define Part Number associatedwith document.Required NO

REVISIONDefine Revision Numberassociated with document.Required NO

CUSTOMER CODEDefine Customer Codeassociated with document.Required NO

QUOTE NUMBERDefine Quote Numberassociated with document.Required NO

FILENAMEDefine file location of document by typing or clicking on the File Folder Icon to search for file.Required YES

Special YES – BMP file only.

LAST UPDATEThe date that the Document was last updated.Field Length 8 Characters

Required YESSpecial YES, The system will automatically populate this area. This area is frozen.

ORDER NUMBERDefine Shop Order Number associated with document.Required NO

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DOCUMENT MANAGER • ADD MODE

TO ADD A DOCUMENT CLICK <ADD> BUTTON1. Document Definition, Define Document Manager Type

2. Define Description, Part Number / Revision Number / Customer Code / Quote Number / OrderNumber

3. Define Filename (BMP file)

4. Save

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TIME CATEGORY REPORT

TIME CATEGORIES REPORT PURPOSEThis report is used for Remote Time Entry / Bar-Code Users Only. This is a Time Saver for Remote TimeEntry Users.

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TERMINAL TIME CATEGORY REPORT

TIME CATEGORIES REPORT PURPOSEUsed for LCD Panel Time Entry / Bar Code Users Only. Time Saver for LCD Panel Time EntryUsers. This is a Time Saver for LCD Panel - Remote Time Entry Users.

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FIX CORRUPT DATABASES UTILITY

FIX CORRUPT DATABASES PURPOSETo be used when your PC has been shut down without Closing Visual EstiTrack. (Power outage)Click <Fix Corrupt Databases> buttonHighlight <Data> fileClick <Select> button

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DATABASE OPTIMIZATION

DATABASE OPTIMIZATION PURPOSEThe Database Optimization utility allows you to reduce the sizes of your database files and keep yourdatabase running at its optimal level. To be used at least once a week &/or when you receive "filecan not be found" error.

Database Optimization MUST be run after updating to new versions!

HOW TO RUN DATABASE OPTIMIZATIONClick <Optimize Database> ButtonPack Database check box is only to be used to delete Items that have been Flagged as Deleted

PACK DATABASE CHECK BOX OPTIONPack Database is only to be used to delete Items that have been Flagged as Deleted. For examplewhen you delete records within the Visual EstiTrack system, they are only tagged for delete but arenot physically removed from the database files. This is done because physically deleting recordsfrom your database files takes time, which adversely impacts on-line system performance.

The Database Optimization utility is designed to physically remove those records tagged for deletionand rebuild all your database index records.

CORRUPT DATABASEThe Database Optimization utility should also be ran any time you corrupt a database index. Indexcorruption can occur any time you inadvertently run out of disk space or if your hardware fails. TheDatabase Optimization utility is designed to automatically rebuild all damaged database index files.

HOW LONG DOES IT TAKE TO RUN DATABASE OPTIMIZATION?The Database Optimization utility takes approximately 2 to 60 minutes to run depending on the sizeof your database files.

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DELETE UTILITIES

DELETE UTILITIES PURPOSEThe Delete records utilities are designed to DELETE all recordsfor a specific range of time and/or records. Delete Invoices •Orders • Purchase Orders • Quotes • Runs • Shipping

BACK UP BEFORE DELETING!Before running the Delete Utilities, be sure you have backedup your database files and have printed out any neededreports. Example: All information related to a “Closed” ShopOrder that has been deleted will be lost.

HOW TO MANAGE DATABASEThese utilities play an important part in the Visual EstiTrackdatabase management process. It is designed to keep yourdatabase files small and manageable. Every time youcomplete a Shop Order you should change the shop orderstatus to “CLOSED”.

) IMPORTANT NOTE:

If you allow your database files to grow to large, disk space requirements can become

excessive and system performance will suffer.

WHEN TO DELETE RECORDS?Periodically during the year, (or at a minimum on an annual basis), you should run this utility to purgethe database of all Closed Shop Orders • Sales Orders • Purchase Orders, etc.

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DELETE INVOICES UTILITY

DELETE INVOICES PURPOSEA Date Range can be defied for Deletion. This is used to delete old records that are no longerneeded

WHAT WILL BE DELETED?ALL Invoices with the Status field defined as “CLOSED” that are within the Invoice Date Range asdefined in this screen.

DATE RANGE FIELDSThis refers to the Invoice Date field located in Invoice Maintenance.

BACK UP BEFORE DELETING!Before running the Delete Utilities, be sure you have backed up your database files and have printedout any needed reports.

DELETE RECORDS BUTTONClick the Delete Records button to activate the Delete Utility.

EXIT BUTTONClick the Exit Button to Cancel &/or Exit the Delete Utility.

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DELETE SHOP ORDERS UTILITY

DELETE SHOP ORDERSUTILITY PURPOSEIt is designed to keep yourdatabase files small andmanageable. Every time youcomplete a Shop Order youshould change the shop orderstatus to “CLOSED”. This utilityis used to delete old records thatare no longer needed.

DATE RANGE FIELDSThis refers to the Shop OrderDate field located in Shop OrderMaintenance • General Screen.

QUERY SHOP ORDERSBUTTONAfter defining the Date Range,click the Query Shop OrdersButton to list ALL “CLOSED” status Shop Orders within the Date Range defined.

REMOVE ORDER FROM LIST BUTTONTo remove a Shop Order from the list for deletion, simply highlight the item then click the RemoveOrder from List Button.

BACK UP BEFORE DELETING!Before running the Delete Utilities, be sure you have backed up your database files and have printedout any needed reports. Example: All information related to a Closed Shop Order that has beendeleted will be lost.

DELETE LISTED RECORDS BUTTONAfter you have modified the list of Shop Orders to be deleted, click on the DELETE Listed Recordsbutton to remove the records from the database.


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DELETE PURCHASE ORDERS UTILITY

DELETE PURCHASE ORDERS UTILITY PURPOSEIt is designed to keep your database files small and manageable. Every time you complete aPurchase Order you should change the Purchase Order status to “CLOSED”. This utility is used todelete old records that are no longer needed.

DATE RANGE FIELDSThis refers to the Purchase Order Date field located in Purchase Order Maintenance • GeneralScreen.




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DELETE JOB CARDS UTILITY

DELETE JOB CARDS UTILITY PURPOSEIt is designed to keep your database files small and manageable. This utility is used to delete oldrecords that are no longer needed.

DATE RANGE FIELDSThis refers to the Job Card Date field located in Job Card Maintenance • General Screen.

BACK UP BEFORE DELETING!Before running the Delete Utilities, be sure you have backed up your database files and have printedout any needed reports. Shop Order Recap Report &/or Shop Order Work In Process Report will printEstimated Costs vs Actual Costs.



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DELETE QUOTES UTILITY

DELETE QUOTES UTILITYPURPOSEIt is designed to keep yourdatabase files small andmanageable. Every time youcomplete a Quote you shouldchange the Quote status to“CLOSED”. This utility is usedto delete old records that are nolonger needed.

DATE RANGE FIELDSThis refers to the Quote Datefield located in QuotationMaintenance • General Screen.

QUERY SHOP ORDERSBUTTONAfter defining the Date Range,click the Query Quotes Buttonto list ALL “CLOSED” status Quotes within the Date Range defined.

REMOVE ORDER FROM LIST BUTTONTo remove a Shop Order from the list for deletion, simply highlight the item then click the RemoveOrder from List Button.


DELETE LISTED RECORDS BUTTONAfter you have modified the list of Quotes to be deleted, click on the DELETE Listed Records buttonto remove the records from the database.


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VIEW ERROR LOG

VIEW ERROR LOG PURPOSEThis utility is essential for our support department to review if errors happen to occur within yoursystem.

ERRORSErrors may be caused by not installing updates properly or a database path may be incorrect andtherefore you may receive an error message.

PRINT ERROR REPORT BUTTONPrint <Summary> Only when Asked to Print & Fax to Henning Industrial Software.

CLEAR ERROR RECORDS BUTTONAfter Printing Error Log Click <Clear Error Records> this will keep your Error Log up to date.

EXIT BUTTONClick the Exit Button to exit out of the View Error Log Screen.

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ACCOUNTING INTERFACES

INTERFACES AVAILABLEPeach Tree Accounting InterfacePeach Tree for Windows InterfaceACCPAC for DOS InterfaceACCPAC for Windows InterfaceBPI Interface

QuickBooks InterfaceQuickBooks Pro InterfaceDacEasy Interface / including Canadian VersionCustom Applications

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EDIT MENU

Undo

Redo

Cut

Copy

Paste

Show Tool Bar

Hide Tool Bar

HELP MENU

Search for Help on

User's Guide is in the Help file.

About Visual EstiTrack

Splash screen appears with

current version.

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chapter 11 · 2005-12-02 · visual estitrack - chapter 11 utilities utilities menu the utilities...

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