systems conventions user's guides - epicor · ii table of contents, continued chapter 3 - the...

ACTIVANT D2K Systems Conventions User's Guide Release 3.0 Version 9

This manual contains reference information about software products from Activant Solutions Inc. The software described in this manual and the manual itself are furnished under the terms and conditions of a license agreement. The software consists of software options that are separately licensed. It is against the law to copy the software on any medium, or to enable any software options, except as specifically permitted under the license agreement. In addition, no part of this manual may be copied or transmitted in any form or by any means without the prior written permission of Activant Solutions Inc.

From time to time, Activant makes changes to its software products. Therefore, information in this manual is subject to change, and the illustrations and screens that appear in the manual may differ somewhat from the version of the software provided to you.

Created by: Yardley Technical Communication

2006, Activant Solutions Inc. All rights reserved. Activant and the Activant logo are registered trademarks and Activant Prophet 21 is a trademark of Activant Solutions Inc. All other company or product names are the trademarks or registered trademarks of their respective companies.

Activant Solutions Inc. 7683 Southfront Road Livermore, CA 94551

Release 3.0 Version 9 Publication Date: 3.22.2006

i

Table of Contents

Preface

Overview to the User’s Guide .....................................................................................................1 How to Use the User’s Guide ......................................................................................................2

Chapter 1 - Introduction to D2K System Conventions

Chapter Overview .................................................................................................................... 1-1 What are System Conventions? ............................................................................................... 1-2 General Computer and D2K Terminology .............................................................................. 1-3 What are Master Files? ............................................................................................................ 1-7 What are Validation Files? ...................................................................................................... 1-8 What are Constants? ................................................................................................................ 1-9 How Default Data is Used by D2K........................................................................................ 1-11 Knowledge Check.................................................................................................................. 1-13 Knowledge Check Answers................................................................................................... 1-16

Chapter 2 - Getting Started with D2K

Chapter Overview .................................................................................................................... 2-1 The Process of Accessing the D2K System............................................................................. 2-3 What is a User ID?................................................................................................................... 2-4 What is a Session? ................................................................................................................... 2-5 Your Workstation: A Network or Serial Connection ............................................................. 2-7 Your Port Number.................................................................................................................... 2-8 Using a PC as an D2K Workstation......................................................................................... 2-9 How to Log Into and Off of D2K .......................................................................................... 2-11 Knowledge Check.................................................................................................................. 2-13 Knowledge Check Answers................................................................................................... 2-15

Chapter 3 - The D2K Menu Structure Chapter Overview .................................................................................................................... 3-1 The Parts of a D2K Menu ........................................................................................................ 3-3 D2K Master Menu Groupings ................................................................................................. 3-6 D2K Sub-Menu Groupings ...................................................................................................... 3-7 Moving Through the D2K Menu Structure ............................................................................. 3-9 What is a “Menu Path”?......................................................................................................... 3-11 How to Navigate the D2K Menu Structure ........................................................................... 3-12 Searching for Menus and Functions ...................................................................................... 3-15 How to Search for Menus and Functions............................................................................... 3-16 Terminal Control Language (TCL)........................................................................................ 3-19

Continued on next page

ii

Table of Contents, Continued

Chapter 3 - The D2K Menu Structure, continued

How to Access the D2K Menu Structure from TCL ............................................................. 3-20 Knowledge Check.................................................................................................................. 3-22 Knowledge Check Answers................................................................................................... 3-27

Chapter 4 - Navigating through D2K Functions

Chapter Overview .................................................................................................................... 4-1 The Process of Navigating through a D2K Screen .................................................................. 4-3 Standard D2K Entry Commands ............................................................................................. 4-5 Required vs. Optional Fields ................................................................................................... 4-6 The Command Line ................................................................................................................. 4-7 Guidelines for Navigating through a D2K Screen................................................................... 4-9 Knowledge Check.................................................................................................................. 4-10 Knowledge Check Answers................................................................................................... 4-13

Chapter 5 - Working with D2K Function Prompts Chapter Overview .................................................................................................................... 5-1 Guidelines for Entering, Changing or Deleting Data in a Field .............................................. 5-2 How to Change or Delete Data in a Field................................................................................ 5-3 Formats for Entering Dates...................................................................................................... 5-4 Formats for Entering Data with Decimals ............................................................................... 5-5 What is a Scrolling Field?........................................................................................................ 5-6 Entering Data in a Scrolling Field ........................................................................................... 5-7 Move Scrolling Fields Forward and Backward ....................................................................... 5-8 Changing and Inserting Data in an Existing Scrolling Field ................................................... 5-9 Facility Number Appending .................................................................................................. 5-11 General Ledger Account Numbers ........................................................................................ 5-12 Knowledge Check.................................................................................................................. 5-13 Knowledge Check Answers................................................................................................... 5-17

Chapter 6 - D2K Help and Documentation

Chapter Overview .................................................................................................................... 6-1 The Six Online Help Options................................................................................................... 6-2 How to Access Prompt Help.................................................................................................... 6-4 How to Access and Use a Validation Table ............................................................................ 6-8 Narrowing a Search Using a Select Command...................................................................... 6-10 The Select Command............................................................................................................. 6-11 How to Access Function Documentation .............................................................................. 6-12 How to Search for Text String............................................................................................... 6-18


iii

Table of Contents, Continued

Chapter 6 - D2K Help and Documentation, continued

The Function SHOW.DOC.................................................................................................... 6-22 How to Print Documentation Using SHOW.DOC ................................................................ 6-24 Knowledge Check.................................................................................................................. 6-33 Knowledge Check Answers................................................................................................... 6-36

Chapter 7 - D2K Tools

Chapter Overview .................................................................................................................... 7-1 Types of D2K Tools................................................................................................................. 7-2 What is Cross Referencing?..................................................................................................... 7-3 Choosing Data from a Cross Reference Display Screen ......................................................... 7-5 Next Number Assignment........................................................................................................ 7-8 The Backslash Commands....................................................................................................... 7-9 What is a Workbench? ........................................................................................................... 7-12 How to Workbench ................................................................................................................ 7-14 Knowledge Check.................................................................................................................. 7-15 Knowledge Check Answers................................................................................................... 7-18

Chapter 8 - Producing D2K Reports and Inquiries

Chapter Overview .................................................................................................................... 8-1 The Process of Producing a D2K Report or Inquiry................................................................ 8-3 What is Spooler? ...................................................................................................................... 8-5 Display, Print Functions .......................................................................................................... 8-7 Selecting Data on a Report or Inquiry ..................................................................................... 8-9 Sorting Data on a Report or Inquiry ...................................................................................... 8-11 Knowledge Check.................................................................................................................. 8-12 Knowledge Check Answers................................................................................................... 8-14

Summary

Putting These Ideas to Work.................................................................................................... 9-1

Introduction to D2K System Conventions 1-1

Chapter 1

Introduction to D2K System Conventions

Chapter Overview

Introduction As a new user of D2K, you are faced with the challenge of learning how to

perform your job tasks on a computerized system. To do this, you must understand some basic concepts about your system and be comfortable with the common commands used throughout D2K.

Purpose The purpose of this chapter is to introduce you to D2K System Conventions,

and provide an overview of how data is grouped and stored on your system.

Objectives Upon completing this chapter, you will be able to

• define the term “D2K System Conventions” • match D2K terms with their definitions • define Master and Validation files • define Constants, and • describe how D2K uses default information.

1-2 Introduction to D2K System Conventions

What are System Conventions?

Definition System Conventions are common commands and rules used by the D2K

software. By using System Conventions, you may access functions to perform specific tasks, manipulate data, and request assistance in the form of on-line help.

Examples You use System Conventions when you

• wish to gain access to your company’s data and functions using a

specialized User ID and password • navigate through the D2K menu structure and access a specific function • enter, change, or delete data in a D2K function • retrieve on-line help about a D2K function or prompt, and • use one of the many D2K tools to increase your efficiency and

productivity on the software.

Additional resources

Other sources of information about System Conventions include • the System Conventions Quick Reference card. This tri-fold card

highlights the most commonly used System Conventions. • the SHOW.DOC function, where documentation about System

Conventions may be printed. For more information about SHOW.DOC, refer to the topic “The Function SHOW.DOC” in Chapter 6.


General Computer and D2K Terminology

Introduction As you begin to work with D2K, you may encounter terminology that is

unfamiliar to you.

Terminology The table below lists general computer and D2K terminology that you will

see in User’s Guides and D2K on-line documentation.

Term Description Account A collection of related files associated with one company. Command Line A prompt that requests the user to issue a processing

instruction used by the function. Example: “Change Which Field, END, TOP” Reference: For more information about the Command Line, refer to the topic “The Command Line” in Chapter 4.

CPU Central Processing Unit. The part of a computer system in which data is processed.

CRT Cathode Ray Tube. The “screen” portion of your input device, used to visually display information. Also called a monitor or terminal.

Facility A warehouse where inventory is stored. Note: A D2K inventory system with multiple warehouses is referred to as a “Multi-Facility” system.

Field A data item on a D2K screen. A record is made up of multiple fields. Example: The Customer Maintenance screen contains fields where the billing name and address are defined.

File A collection of individual records. Example: The Customer file has a record for each customer.



General Computer and D2K Terminology, Continued

Terminology (continued)

Term Description Function A program or process that performs data entry, retrieval,

or reporting operation. Example: The function ORDER.ENTRY is used to process customer sales orders.

Function Keys Keys labeled on the keyboard from F1 to F10, F1 to F12, or F1 to F16, depending on your brand and type of keyboard. Function keys can prestore commands that are frequently performed, such as “END” and “TOP”. Using a function key reduces the number of keystrokes entered by the user.

Login / Logon The process of accessing a D2K system account using a unique User ID and password. Note: Depending on your system type, you will be asked to “Logon” or “login” to the Distribution-2000 system.

Logoff The process of disconnecting from a D2K system account. Menu A numerical listing of functions or sub-menus from which

a function or sub-menu may be selected. Module A set of functions that work together to perform a specific

task in the business cycle. Examples: Sales Processing, Accounts Receivable, Inventory Control, General Ledger.

Null No value. When no data is entered or defaulted into a prompt, it has a Null value. Example: The on-line help for a prompt reads: You may enter: N - to indicate items sold to this customer are normally non-taxable. Y or Null - to indicate items sold to this customer are normally taxable.





Term Description Port The “connection” between a workstation (CRT, PC,

printer, or modem) and the CPU. Ports are assigned when a user logs into D2K and a session is opened. Reference: For more information about ports, see the topic “Your Port Number” in Chapter 2.

Process ID A four or five-digit number, displayed on a D2K menu, that defines the session opened for a user. Reference: For more information about the Process ID, see the topic “The Parts of a D2K Menu” in Chapter 3.

Prompt A system-generated message displayed on the screen that directs the user to respond in a specific manner. Examples of Prompts: “Enter the Customer Number” “Enter the Selling Price” “Is this want you want? (Y/N)”

Record A collection of fields. A record may be compared to a file folder containing information about a specific entity. Example: A customer record contains name, address, etc. Each piece of information is stored in a field.

Screen A full-screen CRT display contained within a function that shows the specific data required to perform that processing operation. Note: Functions may contain one or multiple screens.





Term Description Scrolling field A field that can contain multiple lines of data.

Reference: For more information about scrolling fields, refer to the topic “What is a Scrolling Field?” in Chapter 5.

Session Authorization assigned to a user when the user logs into their D2K system. Reference: For more information about sessions, see the topic “What is a Session?” in Chapter 2.

Spooler A process that allows multiple users to share one printer. Reference: For more information about spooler, refer to the topic “What is Spooler?” in Chapter 8.

Workbench A D2K processing feature that enables you to access other functions without exiting the function you are currently using. Reference: For more information about workbenching, refer to the topic “What is a Workbench?” in Chapter 7.


What are Master Files?

Introduction Before you can start application processing on your D2K system, you may be

instructed to maintain your company’s Master Files.

Definition A Master File is a collection of similar, permanent data records that remain

constant and are typically not purged (removed) from the system. Master Files are composed of individual records, whose characteristics are similar.

Benefit Data from a Master File record may be copied into other D2K applications.

This eliminates the need for the operator to re-key the data that remains constant.

Analogy Some companies maintain an accordion file of all their customer accounts. In

this file, you will find a card (record) for every customer.

When a customer places an order, their billing address, shipping address, payment terms, and delivery information is retrieved from their customer card and copied to the sales order document.

Examples Here are some examples of D2K Master Files:

• Customers • Customer Ship-to Addresses • Items • Vendors • General Ledger Chart of Accounts


What are Validation Files? Definition A Validation File is a file used to ensure the accuracy and consistency of data

entered into your D2K system. It holds codes that are used to retrieve additional descriptive data into a D2K prompt.

Benefit If a user’s response to a validated prompt does not match a code in the

Validation File, the data will be rejected. This ensures the accuracy of the information you enter into your D2K system.

Analogy If you were addressing a letter to a customer in Maine, what State Code

abbreviation would you use?

MA? MN? ME?

By validating the abbreviation against a State Code Validation File, you know that the proper abbreviation for Maine is ME. State Master Cross Reference +-----------------------------------------------+ ¦ Abbreviation ¦ State Name ¦ +----------------+------------------------------¦ ¦ MA ¦Massachusetts ¦ ¦ MD ¦Maryland ¦ ¦ ME ¦Maine ¦ ¦ MI ¦Michigan ¦ ¦ MN ¦Minnesota ¦ ¦ MO ¦Missouri ¦ ¦ MS ¦Mississippi ¦ +-----------------------------------------------+

Examples Here are some examples of D2K Validation Files:

• State Codes • Sales Representative Codes • Tax Jurisdiction Codes • Commission Codes • Units of Measure Codes


What are Constants?

Definition Constants are processing parameters and defaults for each system application.

They are defined by your System Administrator, and determine how an application will run.

Constants & processing parameters

Processing parameters found in the Constants control things such as • entry function options and defaults • report and document print options • exception reporting, and • establishing the use of miscellaneous “add-on” features.

Constants & prompt defaults

Typically, a prompt default is stored in the Constants when • the user must enter data into a prompt (it is information critical to the

function or application), and • the user usually enters the same data in the prompt.

Benefit The ability to control processing parameters provides great flexibility in the

use of each application. Changing a parameter after your system is in operation, however, should be thoroughly reviewed by your System Administrator and D2K Customer Care Consultant. The ability to store prompt defaults in the Constants can significantly reduce the amount of file maintenance needed. This eliminates the need to enter the data in each Master File record or to type the data each time the prompt is presented.



What are Constants?, Continued

Example 1: processing parameters

Certain sales processing Constants allow you to define parameters for miscellaneous features such as Phantom Kits, Tag and Hold, Rebates, Remote Order Entry, Automatic Container Surcharge, Sales to Purchase Order, and Single Screen Order Entry.

Example 2: prompt defaults

A specific Accounts Payable Constant allows you to identify a “Default Payment Terms Code”. Each vendor’s invoice must have terms associated with it, identifying when payment is due. When entering a vendor’s invoice for payment, the default Payment Terms Code from the Constants will be used when: • a Payment Terms Code is not entered by the operator on the invoice, or • the vendor record (from the Vendor Master File) does not have a Payment

Terms Code specified.

SOP.CONSTANTS - Maint Sales Order Processing Control Parameters ---- Available Screens ---- 1. General Options and Defaults 2. Header Options and Defaults 3. Detail Line Options and Defaults 4. Exception Processing and Credit Checking 5. Pricing Options 6. Picking Options 7. Reports and Documents 8. COUNTER Function Options and Defaults 9. Miscellaneous Features 10. Sales to Purchase Order Options and Defaults 11. Single Screen Order Entry Options Enter Sub Section to Process, TOP, END ...

AP.CONSTANTS - Input Control Screen 01 Default GL Date in PO.PAYABLE/MISC.PAYABLE (I,M,B) I 02 Default Payment Amount in PO.PAYABLE (I,C,L) L 03*Default Base Date for computing discounts (I,M,G) I 04*Optional AP Type Code checking? Y 05 Default AP Freight In GL account number 01-01-4700 15 Default Payment Type Code (A,F) F 16 Nbr of Days to retain Voided Invoice records 60 17 Default PAYMENT.TERMS Code 2 NET 30 DAYS


How Default Data is Used by D2K

Introduction When working with a D2K function, you may find that data is automatically

placed in a field by the system. Where does this information come from, and what happens if you decide to change the data on the screen?

Description Default data is placed in a field by retrieving information from either the

screen’s prompt, a Master file, or from Constants. The operator may choose to use the default data displayed, or may enter new information. In this case, the new information is used only for the current transaction, and does not replace the default found in the screen’s prompt, the Master file, or the Constants.

Example 1: overriding a prompt default

The MNT.CUSTOMER function contains a prompt called “Ship Via”. This identifies how you typically ship items on sales orders to the customer. Since most of your customers request shipment via UPS, the “Ship Via” prompt in MNT.CUSTOMER is tailored to insert a default value of “UPS”. The customer Modern Electronics is located one block away from your office. Most sales orders from Modern Electronics will be picked up by someone in their warehouse. When you enter this customer record, you change the default data in the “Ship Via” prompt to “PICKUP”. Important: Even though this customer’s “Ship Via” was changed to “PICKUP”, the prompt’s default is still “UPS” for any new record added in the MNT.CUSTOMER function.


MNT.CUSTOMER - Sales and Receivables Information Screen "CHG" Mode

Customer Number 11101 MODERN ELECTRONICS Prompt Default 03 Tot Credit Limit 19 Ship Via PICKUP ← is “UPS” 04 AR Credit Limit 20 Shipping Days 0 05 Days Limit 21 Backorder Flag Y 06 Credit Status 22 Substitute Code N 07 Finance Chg Flag N 08 Pct 23 Substitute Price Code 09 Cash Sale Flag N 24 SIC Code 10 Payment Terms 4 2%10D, NET30 25 Minimum Order Amount 25.00 11 Catalog Code 26 Maximim Extra Charge 10.00 12 Price Class 27 Frequency Code D Daily Special Pricing Entries 0 28 Nbr Invoices to Print 13 Item Price Class 14 Catalog Cd 29 Master Customer Nbr


How Default Data is Used by D2K, Continued

Example 2: overriding Master File data

You are now entering a sales order for Modern Electronics. Even though his Master File identifies the “Ship Via” as “PICKUP”, he wants you to ship this order overnight to a satellite office. You will override the default data pulled into the sales order in the “Ship Via” prompt from “PICKUP” to “AIRBORNE”. Important: Even though “Ship Via” in the sales order was changed to “AIRBORNE”, the Customer Master file for Modern Electronics is still “PICKUP”, and the prompt default in MNT.CUSTOMER for “Ship Via” is still “UPS”.

Default hierarchy

The table below describes the order in which default data is used by D2K.

Stage Description

1 User enters new data in a D2K entry function’s prompt. This data is used only for the current transaction.

2 If user does not enter new data in the entry function’s prompt, the default data identified for the screen prompt is used.

3 If the screen prompt does not have a default defined, the default data from the Master file is used.

4 If the Master file does not contain default data, the default from the Constants is used.

ORDER.ENTRY - Header Screen "ADD" Mode Order Number 02 Customer Number 11101 03 Ship To Number 1 MODERN ELECTRONICS 04 MODERN ELECTRONICS 821 GRANT AVE. 05 2045 GREENE STREET PARAMUS, NJ 07666 06 07 NAPERVILLE 08 IL 09 60517 10 Order Date 01-23-YY 17 Facility Code 01 D2K 1 11 Del Date 01-23-YY 18 Division Code

12 PO Number Master File Default 19 Payment Terms 4 2%10D, NET30 13 Ship Via AIRBORNE← is ”PICKUP” 20 Backorder Flag Y 14 Instructions Entries 0 .01) .02)


Knowledge Check

Directions Answer the following questions. This knowledge check is based on the

objectives stated in the beginning of this chapter.

Question 1 System Conventions are

a. functions that must be performed on a daily basis. b. a collection of related files associated with one user. c. special keyboard keys that can prestore commands frequently performed

by the user. d. common commands and rules used by the D2K software.

Question 2 Match the D2K term on the left with its description on the right, by placing

the appropriate letter in the column provided.

a-g Term Description Logoff a. A warehouse where inventory is

stored. Function b. A system-generated message

displayed on the screen that directs the user to respond in a specific manner.

Menu c. No value. Facility d. The process of accessing a D2K

system account using a unique User ID and password.

Null e. A program or process that performs data entry, retrieval, or reporting operation.

Prompt f. A numerical listing of functions or sub-menus.

Login/Logon g. The process of disconnecting from a D2K system account.



Knowledge Check, Continued

Question 3 Complete these sentences:

A Master File is ______________________________________________ . One example of a D2K Master File is ______________________________ .

Question 4 Mark each statement true or false.

TRUE or FALSE A Validation File is a file used to ensure the accuracy

and consistency of data entered into your D2K system.

TRUE or FALSE The Item file is an example of a Validation File.

TRUE or FALSE Constants are processing parameters and defaults for each system application.

TRUE or FALSE The ability to store prompt defaults in the Constants can significantly reduce the amount of file maintenance needed.




Question 5 The D2K system uses a specific hierarchy when placing data in a prompt that

uses defaults. In the boxes below, indicate the hierarchy by writing the source of the default data in the proper box. a. default data from the Master File is used b. data is keyed by the operator c. default data from the Constants is used d. default data from the screen prompt is used

Question 6 When an operator chooses to change default data displayed in an entry

function’s prompt, what happens to the default data?

What’s next? Compare your answers to the ones provided on the next page.

If you were unable to complete this knowledge check, we recommend that you review the chapter before continuing. If you are still uncomfortable with the information provided, or have specific questions regarding your system, contact your System Administrator or D2K Customer Care Consultant.


Knowledge Check Answers

Answer 1 System Conventions are

d. common commands and protocols used by the D2K software.

Answer 2 Match the D2K term on the left with its description on the right, by placing


a-g Term Description g Logoff a. A warehouse where inventory is

stored. e Function b. A system-generated message

displayed on the screen that directs the user to respond in a specific manner.

f Menu c. No value. a Facility d. The process of accessing a D2K

system account using a unique User ID and password.

c Null e. A program or process that performs data entry, retrieval, or reporting operation.

b Prompt f. A numerical listing of functions or sub-menus.

d Login/Logon g. The process of disconnecting from a D2K system account.

Answer 3 A Master File is a collection of similar, permanent data records that

remain constant and are typically not purged (removed) from the system. One example of a D2K Master File is (any one): • Customer • Ship-to Addresses • Items • Vendors • General Ledger Chart of Accounts



Knowledge Check Answers, Continued

Answer 4 Mark each statement true or false.

TRUE or FALSE A Validation File is a file used to ensure the accuracy

and consistency of data entered into your D2K system.

TRUE or FALSE The Item file is an example of a Validation File. Explanation: The Item file is an example of a Master File.

TRUE or FALSE Constants are processing parameters and defaults for each system application.

TRUE or FALSE The ability to store prompt defaults in the Constants can significantly reduce the amount of file maintenance needed.




Answer 5 The D2K system uses a specific hierarchy when placing data in a prompt that

uses defaults. In the boxes below, indicate the hierarchy by writing the source of the default data in the proper box. a. default data from the Master File is used b. data is keyed by the operator c. default data from the Constants is used d. default data from the screen prompt is used

b. Operator

d. ScreenPrompt

a. Master File

c. Constants




Answer 6 When an operator chooses to change default data displayed in an entry

function’s prompt, what happens to the default data? Nothing happens to the default data. The new information is used only for the current transaction, and does not replace the default found in the screen’s prompt, the Master file, or the Constants.

Getting Started with D2K 2-1

Chapter 2

Getting Started with D2K

Chapter Overview

Introduction In order to use your D2K system, you must first learn how to gain access to

your company’s data and functions.

Purpose The purpose of this chapter is to describe how you access and disconnect

from your D2K system.


• describe how a user accesses the D2K system • define User ID • define session • describe the differences between a network and serial connection • describe the importance of your port number • describe how a PC can be used as a workstation for D2K, and • describe how to log into and off of the D2K system.

2-2 Getting Started with D2K

Figure 2-1. The Process of Accessing the D2K System.

User powersON their

entry device(CRT/PC)

Is entrydevicea PC?

Userinitiates

Communicationsoftware

Logonmessagedisplays

User typestheir unique

User IDand password

Valid UserID and

password?

* Access granted* Session opened* Port assigned

Mastermenu isdisplayed

Access isdenied

Yes

No

Yes

No


The Process of Accessing the D2K System

Introduction Because your D2K system contains information confidential to your

company, your software can only be accessed using unique User IDs and passwords.

Description Access to your D2K system requires the entry of a valid User ID and

password. When this unique combination is successfully entered, access to D2K is granted, a session is opened, a port number is assigned, and the Master menu for the User ID is presented.

Illustration Figure 2-1 is an illustration showing the process of accessing a D2K system.

Process The table below describes the process of accessing a D2K system.

Stage Description 1 User powers on their entry device (CRT or PC). 2 If the entry device is a PC, user initiates Communication software.

Note: Communication software allows the PC to emulate (act like) an D2K CRT.

3 System displays Login message. 4 User types their unique User ID and password. 5 Are the entered User ID and password valid?

IF… THEN… yes • access is granted

• a session is opened • a port number is assigned, and • the user’s Master menu is displayed.

No • access is denied, and • the Login message displays.


What is a User ID?

Definition A User ID is a unique set of alpha-numeric characters that, along with a

password, initiate access to specific areas of a D2K system. Each person in your company will have their own User ID to access your D2K system.

Example Your System Administrator creates a User ID for every person in the sales,

purchasing, and accounts receivable departments to use when accessing the D2K system. Their User IDs allow them access to the menus and functions they need to perform their jobs, and helps the System Administrator track who is connected to the system.

User ID:sally

Salesmenu

appears

User ID:robert

Salesmenu

appears

User ID:marie

Salesmenu

appears

User ID:susan

ARmenu

appears

User ID:john

POmenu

appears

User ID:mark

POmenu

appears


What is a Session?

Definition A session is the equivalent to a user logging into the D2K system, giving

authorization to access and run D2K functions. Each session is assigned a port number, which can be used by your D2K Customer Care Consultant to track and troubleshoot system problems. The port number assigned to a session depends on whether the workstation is a network or serial connection. Reference: For more information about network and serial connections, see the topic “Your Workstation: A Network or Serial Connection” in this chapter.

Example John Thompson, the purchasing manager, logs into the D2K system with his

User ID “john”. A session is opened on the CPU on port 12, allowing him to access and run D2K functions.

Learning advice

In a network connection, or when using a multi-session terminal (MST), multiple sessions may be opened when a user logs into the system. For more information about multiple sessions as they relate to a network or MST connection, speak with your System Administrator or D2K Customer Care Consultant.


Figure 2-2. A Serial Connection, where each workstation is connected to a specific port.

Port 12

Port 13

Port 14John'sCRT

Mark'sCRT

PrinterADP CPU

Figure 2-3. A Network Connection, where each workstation has a randomly assigned port.

ADP CPU

Hub

Sally'sPC

Robert'sPC

Marie'sPC

CPU

CPU


Your Workstation: A Network or Serial Connection

Introduction There are two ways in which a workstation (CRT, PC, printer or modem) may

be connected to the CPU. The connection may be either a network or a serial connection.

Definitions A serial connection is a system configuration that physically connects each

workstation to its own, unique port on the back of the CPU. A workstation will always open a session using the same port number. A network connection is a system configuration where two or more CPUs are linked together, allowing their data files, software, and peripherals (such as scanners) to be shared by multiple users. A typical network might link the CPU with multiple, networked PC workstations. A workstation opens a session using a randomly assigned port number.

Illustrations Figure 2-2 is an illustration of a serial connection, where each workstation is

connected to a specific port. Each time a session is opened on John’s CRT, it is connected to port 12. Figure 2-3 is an illustration of a network connection. The sales department is configured with three PC workstations, connected by a network hub to the CPU. Whenever Robert logs in and opens a session, his workstation is randomly assigned a port number on the CPU.

Important point

When your system uses a serial connection, your port number always remains the same. When your system uses a network connection, your port number will be randomly assigned when a session is opened at login.

Learning advice

If you are unsure as to whether you use a serial or network connection, speak with your System Administrator.


Your Port Number

Introduction As you just learned, your port number will either remain the same, or will be

randomly assigned when a session is opened at login. This depends on your workstation’s connection (network or serial).

Application There are times when you must be able to identify your workstation’s port

number: • Certain D2K functions will require the entry of your port number to

initiate processing. • Some troubleshooting procedures, performed by your D2K

Customer Care Consultant, may be expedited when the port number which is experiencing the problem is known.

Displaying your port number

Your port number is displayed: • as part of your Process ID (top right corner of any D2K menu).

Reference: For more information about the Process ID, see the topic “The Parts of a D2K Menu” in Chapter 3.

• by typing \U or \WHO from any D2K menu.

Reference: For more information about \U or \WHO, see the topic “The Backslash Commands” in Chapter 7.


Using a PC as a D2K Workstation

Introduction If you use a Personal Computer (PC), you know that when powered on, it

either starts a desktop program (such as Windows) or brings you to a DOS prompt. From there, you choose a program or application to run.

Description A PC is an entry device designed to run applications other than D2K. It is

much different from a CRT, which can only run D2K applications. If you are using a PC to access your D2K system, you must initiate some type of communications software that allows the PC to emulate a CRT and run D2K applications.

Examples of communications software

There are many types of communications software. The two supported by D2K are: • SBClient, and • Personal Terminal Emulator (PTE).

Important note Speak with your System Administrator or D2K Customer Care Consultant if

you are unsure how to use your communications software.


How to Log Into and Off of D2K

Introduction Your first step in learning about your D2K system is knowing how to access

your company’s data and software. This process is known as “logging into” the D2K system.

Note This procedure assumes that your entry device (CRT or PC) is powered on.

Whether you leave your entry device powered on at all times or not is a personal preference. Speak with your System Administrator or D2K Customer Care Consultant for more information.

Procedure Complete the steps in the table below to log into and off of your D2K system.

Step Action Logging into your D2K system

1 Is your entry device a PC?

IF… THEN… yes initiate your communications software.

Reference: For more information on using a PC to access D2K, refer to the topic “Using a PC as a D2K Workstation” in this chapter.

no go to Step 2. 2 Press [Enter] until the system login message appears.

Examples: ABC Company system 01 JAN YYYY 09:05:45 Logon Please: ENTER USER ID / ACCOUNT NAME: Note: Depending on your CPU type, the system login message will differ.



How to Log Into and Off of D2K, Continued

Procedure (continued)

Step Action 3 Type your User ID, and press [Enter].

Note: If your User ID contains upper or lower case characters, they must be typed exactly with the proper case.

4 Type your password, and press [Enter]. Note: The password does not appear on the screen as you type it. This is an extra security precaution to insure that only authorized users may access the D2K system.

5 Use the table below to determine your next step.

IF the User ID & password are…

THEN…

valid your User ID’s Master menu is displayed and you have successfully accessed your D2K system.

invalid the message “Login incorrect” displays, and the system login message appears again. Go back to Step 3.

Logging off of your D2K system

6 Exit any function that you are in. Result: A D2K menu or the system TCL prompt is displayed. Note: You may not log off your D2K system when a D2K function is running on your CRT.



How to Log Into and Off of D2K, Continued


Step Action 7 Type OFF and press [Enter].

Result: The system log off message appears. Examples: Port Logged Off Disconnected Note: Depending on your CPU type, the system log off message differs.

Important When you are finished using D2K (either for the day or an extended period of

time) it is important that you always log off. You must log off to: • prevent unauthorized access to your company’s data using your User ID

and password. • allow overnight processes, performed by your System Administrator, to

run. (Some of these processes will not run when other users are logged into the CPU.)

• allow other network or modem users access to the D2K system (when

applicable to your company’s setup).


Knowledge Check



Question 1 Access to your D2K system requires the entry of a valid ______________

and a ____________________ .


TRUE or FALSE A User ID can only contain alphabetical characters.

TRUE or FALSE Each person in your company will have their own User ID, used to access your D2K system.

TRUE or FALSE When you successfully log into your D2K system, your User ID’s Master menu displays.

TRUE or FALSE If you use a PC to access your D2K system, you must initiate communications software on the PC to run D2K applications.

TRUE or FALSE A session is the equivalent to a user logging into the D2K system.

TRUE or FALSE When a workstation has a network connection to the CPU, its port number is always the same.

Question 3 When you are logging into your D2K system, what will you notice as you

type your password?




Question 4 What do you type to log off (disconnect) from the D2K system?

Question 5 List the two ways in which you can determine your port number.

1. 2.


TRUE or FALSE You may not log off when a function is running on your

CRT.

TRUE or FALSE You must be at a menu or the TCL prompt when you type the log off command.

TRUE or FALSE It is not necessary to log off when you leave your workstation for the day.


The information in this chapter provides a foundation for other chapters within this user guide. If you were unable to complete this knowledge check, please review the chapter before proceeding. If you are still uncomfortable with the information provided, or have specific questions regarding your system, contact your System Administrator or D2K Customer Care Consultant.



Answer 1 Access to your D2K system requires the entry of a valid User ID and a

password.


TRUE or FALSE A User ID can only contain alphabetical characters. Explanation: A User ID can contain both alphabetical and numeric characters.

TRUE or FALSE Each person in your company will have their own User ID, used to access your D2K system.

TRUE or FALSE When you successfully log into your D2K system, your User ID’s Master menu displays.

TRUE or FALSE If you use a PC to access your D2K system, you must initiate communications software on the PC to run D2K applications.

TRUE or FALSE A session is the equivalent to a user logging into the D2K system.

TRUE or FALSE When a workstation has a network connection to the CPU, its port number is always the same. Explanation: When your system uses a network connection, your port number will be randomly assigned when a session is opened at login.




Answer 3 When you are logging into your D2K system, what will you notice as you

type your password? The password does not appear on the screen as you type it. This is an extra security precaution to insure that only authorized users may access the D2K system.

Answer 4 What do you type to log off (disconnect) from the D2K system?

Type OFF and press [Enter].

Answer 5 List the two ways in which you can determine your port number.

1. It is part of the Process ID, displayed in the top right corner of any D2K menu. 2. Type \U or \WHO from any D2K menu.





TRUE or FALSE You may not log off when a function is running on your

CRT.

TRUE or FALSE You must be at a menu or the TCL prompt when you type the log off command.

TRUE or FALSE It is not necessary to log off when you leave your workstation for the day. Explanation: You must log off to: • prevent unauthorized access to your company’s data

using your User ID and password. • allow overnight processes, performed by your

System Administrator, to run. (Some of these processes will not run when other users are logged into the CPU.)

• allow other network or modem users access to the D2K system (when applicable to your company’s setup).

The D2K Menu Structure 3-1

Chapter 3

The D2K Menu Structure

Chapter Overview

Introduction Once you have logged into your D2K system, you will be presented with a

menu, which allows you to navigate through your choice of D2K functions.

Purpose The purpose of this chapter is to introduce you to the D2K menu structure,

and to describe the ways in which a user navigates the menus to reach processing functions.


• identify the parts of a D2K menu • identify the master and sub-menu groupings found on D2K menus • describe the process of moving through the D2K menu structure • describe what a menu path is • navigate the D2K menu structure • search for menus and functions • define and describe terminal control language (TCL), and • describe how to access the D2K menu structure from TCL.

3-2 The D2K Menu Structure

Figure 3-1. A typical D2K menu.

YOUR COMPANY NAME mark 60130 08:17:18 DD MMM YYYY

ACCOUNTS PAYABLE MAIN PROCESSING MENU

NO. ..ITEM.NAME......... TYPE ...DESCRIPTION.................................... 1 PO.PAYABLE F Enter Invoices Received for PO Purchases 2 MISC.PAYABLE F Enter Invoices Received for Non-PO Purchases 3 AP.APPROVAL F Approve Invoices on Hold for Payment 4 ADJ.PAYABLE F Adjust Open Invoices 5 AP.MANUAL.CHECK F Manually Pay Invoices not on System/Enter Deposits 6 MANUAL.PAYMENT F Manually Pay Invoices Entered on System 7 VOID.INVOICE F Delete Open (Unpaid) Invoices 8 AP.REPEAT.INVOICE M Repetitive Invoice Processing 9 AP.1099.PROCESS M 1099 Yearly Processing

Enter Your Selection ...................... Previous Menu= AP

Current Menu = AP.PROCESS


The Parts of a D2K Menu

Description A D2K menu is a numerical listing of functions or sub-menus. It is important

to recognize the different parts of a menu, as it will help you navigate your way through the D2K system.

Illustration Figure 3-1 is an illustration of a D2K menu, with its parts labeled and

described below.

Parts and descriptions

This table describes the parts of a standard D2K menu and their descriptions.

Part Description

User ID The unique code entered by the user to access the D2K system.

Process ID A four or five digit number that defines the session opened for a user. Format: Connection Processing ↑ ↑ level 60130 └─┘ Port#

Part Function Connectio

n Identifies a serial or network connection. Serial = 0, Network = 6 Note: If your Process ID is a four digit number, the connection is serial, and this digit does not display.

Port# The port number to which the entry device is attached.

Processing level

The processing level (the number of functions open). Should be “0”.

Examples: 00040 - serial connection to port 4. 60130 - network connection to port 13. 0210 - serial connection to port 21.



The Parts of a D2K Menu, Continued

Parts and descriptions (continued)

Part Description Time & Date The system time and date when the menu was

displayed. Menu Name A descriptive name of the menu displayed. Selection No. A number assigned to this selection on the current

menu. Note: You may access a menu or function by typing its Selection Number from the current menu.

Item Name The name of the menu or function. Note: You may access a menu or function from any menu by typing the Item Name.

Type Describes what this selection is:

Type Description F Function. You are brought into a

program or process that performs data entry, retrieval, or a reporting operation.

M Menu. You are presented with another menu with additional selections.

D Documentation. An on-line documentation file is printed. Note: Most D-type selections are found in System Administrator menus.



The Parts of a D2K Menu, Continued

Parts and descriptions (continued)

Part Description Description A description of the selection. Previous Menu The name of the menu displayed previously to the

current menu. Note: By pressing [Enter], the user is returned to the Previous Menu.

Current Menu The name of the menu currently displayed.

Note Your D2K system comes with a standard menu structure. Illustrations found

throughout this User’s guide are of standard menus. However, menus may be customized on your system.


D2K Master Menu Groupings

Introduction In order to identify the menu path to a function, you must understand the way

in which D2K modules and functions are grouped together.

Master menu groupings

The table below describes the six selections found on the standard D2K Master menu. These selections group D2K modules together based on their functionality.

Item Name Description

BPR Business Performance Reporting GA General Accounting. This group includes:

Item Name Description AR Accounts Receivable AP Accounts Payable GL General Ledger LF Lifo/Fifo Inventory Valuation

IEP Information Extraction Processing INVP Inventory/Purchase Management. This group includes:

Item Name Description IVC Inventory Control IVM Inventory Management PUM Purchasing BOM Bill of Material FAC Multiple Facilities LOC Multiple Locations LOT Lot & Serial Number Tracing

SF Sales Functions SYS System Management


D2K Sub-Menu Groupings

Description Once you have chosen a D2K module, you will find that functions are

generally grouped together in sub-menus depending on the type of function. Example: If you are looking for an inquiry function, you most likely will find it in the .INQS menu of the applicable module.

Types of sub-menu groupings

The table below lists the types of sub-menus you will typically find in a D2K module. Note: The ‘xx’ preceding the Item Name is the D2K module. Examples: SF.PROCESS, AR.PROCESS, GL.PROCESS

Item Name Contents

xx.PROCESS Main Processing functions xx.INQS Inquiry functions xx.RPTS Report functions xx.MAINT Maintenance functions xx.UTILITIES Utility functions xx.ADMINISTRATION Administration functions xx.PURGE Purge functions

Learning advice

Your Master menu and sub-menus may not contain all the groupings shown in this User’s Guide.


Figure 3-2. Moving through the D2K Menu Structure.

Menuis displayed.

User may:

type theSelection Nbr

Menu orfunction

is accessed.

type theItem Name

search formenu or

function name

System searchesfor enteredkey phrase.

System displaysfunctions &

menus containingkey phrase.

User may movedirectly to a

function or menu.

Return topreviousmenu?

Press the (Enter) key.

Repeatdecision.

Yes

No


Moving Through the D2K Menu Structure

Introduction There are hundreds of functions on D2K, dispersed between dozens of menus.

It is important to understand how you can move through the D2K menu structure to find the function you need.

Description The D2K system employs an extremely powerful and flexible menu system,

designed for convenient usage. Menus may be used, when desired, or bypassed, when not needed. The menu system is accessed automatically by the login process.

Illustration Figure 3-2 is an illustration showing the process of moving through the D2K

menu structure.

Methods of navigating menus

There are five ways in which you can move through the D2K menu structure: • type the selection number shown on the menu, and press [Enter]. This

brings you into the function or sub-menu. • type the Item Name shown on the menu, and press [Enter]. This also

brings you into the function or sub-menu. • search for a menu or function by typing a key phrase. You may then

move directly to the selected menu or the menu that holds the selected function.

• press [Enter] to move back to the previous menu (shown in the bottom

right corner of the current menu). • type M and press [Enter] to return to your Master menu (the menu

displayed after the login process).


Figure 3-3. The Menu Path to the ORDER.ENTRY function.

↑ Choose the SF menu from the D2K menu.

↑ Choose the SF.PROCESS.1 menu from the SF menu.

↑ Choose the ORDER.ENTRY function from the SF.PROCESS.1 menu.

ictdev 00000 09:49:23 15 NOV 1996 DISTRIBUTION 2000 MASTER MENU NO. ..ITEM.NAME......... TYPE ...DESCRIPTION.................................. 1 BPR M Business Performance Reporting 2 GA M Financial Functions 3 IEP M Information Extraction Processing 4 INVP M Inventory/Purchase Management 5 SF M Sales Functions 6 SYS M System Management Enter Your Selection ...................... Previous Menu= <None> Current Menu = DISTRIBUTION-2000

ictdev 00000 09:49:23 15 NOV 1996 SALES FUNCTIONS MAIN MENU NO. ..ITEM.NAME......... TYPE ...DESCRIPTION................................. 1 SF.PROCESS.1 M Main Processing 2 SF.COUNTER M Counter Sales Processing 3 SF.INQS M Inquiries 4 SF.RPTS M Reports 5 SF.PRICES M Pricing Maintenance 6 SF.MAINT M File Maintenance 7 SF.UTILITIES M Utilities 8 SF.ADMINISTRATION M Administration 9 SF.PURGE M Purges Enter Your Selection ...................... Previous Menu= DISTRIBUTION-2000 Current Menu = SF

ictdev 00000 SALES FUNCTIONS MAIN PROCESSING MENU 09:47:42 15 NOV 1996 NO. ..ITEM.NAME......... TYPE ...DESCRIPTION.................................... 1 ORDER.ENTRY F Enter, Change Sales Orders 2 ORDER.INVOICING F Invoice Sales Orders 3 DIRECT.INVOICING F Enter and Invoice Sales Orders (One Step) 4 CREDIT.ENTRY F Enter Credit Memos and Adjustments 5 DEBIT.ENTRY F Enter Debit Adjustments 6 QUOTE.ENTRY F Enter, Change Sales Quotations 7 MULT.ENTRY F Enter, Maint Master Orders/Create Multiple Orders 8 MNT.ORDER.USER F Maintain Sales Order Header Fields 9 VOID.SALES.ORDER F Void/Cancel Open Sales Orders 10 INVOICE.CANCEL F Cancel Invoice, Reinstate Order 11 CREDIT.APPROVAL F Assign Sales Order Credit Status 12 SF.PROCESS.2 M Additional Processing Functions 13 SF.PICKLISTS M Picklist Processing 14 SF.PRINT M Document/Label Printing 15 SF.HOLD M Tag and Hold Processing Enter Your Selection ...................... Previous Menu= SF Current Menu = SF.PROCESS.1


What is a “Menu Path”?

Introduction You have learned that you can move through D2K menus in four ways.

Definition A menu path is the linkage of menus and sub-menus. It is also a “road map”

that tells you how to get to a function using the menu structure. A menu path always starts at the Master menu and ends with the function name.

Illustration Figure 3-3 is an illustration of the menus used to access the ORDER.ENTRY

function, as described in the example below.

Examples When Sara Jones logs into her D2K system, she is brought to her Master

menu (D2K). She needs to enter a customer sales order, so she chooses the Sales Functions (SF) menu. She then chooses the Main Processing (SF.PROCESS.1) menu, and then chooses the ORDER.ENTRY function. Sara Jones’ menu path to ORDER.ENTRY is:

DISTRIBUTION-2000 SF SF.PROCESS.1 ORDER.ENTRY

Sara Jones’ menu path to CREDIT.ENTRY is:

DISTRIBUTION-2000 SF SF.PROCESS.1 CREDIT.ENTRY

Learning advice

Because menus may be customized on your system, the User’s Guides for every D2K application will provide a place for you to write in your own menu path to each function.

D2K

D2K


How to Navigate the D2K Menu Structure

Introduction Navigating D2K menus is easy to do. To move forward through the menus,

choose a Selection Number or Item Name. To move backward, press [Enter], or type M and press [Enter] to go back to the Master menu.

Procedure Complete the steps in the table below to navigate the D2K menu structure.

Step Action 1 Log into your D2K system using your User ID and password.

Result: Your Master menu displays.


YOU may… RESULT: type a Selection Number

shown on the menu, then press [Enter].

The selected menu or function is accessed.

type an Item Name, then press [Enter]. Note: The Item Name does not have to appear on the current menu.

The selected menu or function is accessed.

type ? and press [Enter]. The system will perform a search for a key phrase. Reference: For more information on searching for a key phrase, refer to the topic “How to Search for Menus and Functions” in this chapter.

type M and press [Enter]. You are returned to your Master menu.

press [Enter] You are returned to the previous menu (shown in the lower right hand corner of the current menu).



How to Navigate the D2K Menu Structure, Continued


Step Action 3 Use the table below to determine your next step.

IF you have accessed… THEN… a sub-menu repeat Step 2. a function type END and press [Enter]

when you are finished using the function. Result: You are returned to the menu from which the function was accessed.


Figure 3-4. The results of a search for the key phrase “customer”.

Occurrences of the Word "CUSTOMER" Menu Name Command Description 1 CUST.RENUMBER -- Menu Id -- CUSTOMER RENUMBERING MENU 2 AR.INQS F SHOW.CREDITS Display, Print Payment Transactions for a Customer 3 AR.MAINT F MNT.CUSTOMER Create, Maintain Customer Records 4 AR.MAINT.AUDIT F CUSTOMER.LISTING Print Customer Name and Address Info 5 AR.RPTS F STATEMENTS Print Customer Statements 6 AR.UTILITIES F CONV.MASTER.SUB Convert Master or Sub- Customers 7 AR.UTILITIES F BUILD.CM.HIST Build Sales History Fields in Customer Master File 8 CORE.AR.RPTS F CPA.DOC Customer Profile Analysis Report 9 CORE.MISC.RPTS F TOOLKIT.DOC Customer Ranking Analysis Report 10 CUST.RENUMBER F MNT.CUST-RENUMBER Create, Maint Customer Records for Renumbering Enter N to select above menu, <CR> to continue, END for another search ...


Searching for Menus and Functions

Introduction D2K has hundreds of menus and functions. It is sometimes easy to forget

how functions are grouped together on menus, or what a function is called. One of D2K’s system conventions allows you to perform a search for a menu or function when you cannot find it through normal menu pathing.

Description You may initiate a search for a menu or function when you know only a “key

phrase” from the Item Name or its description. D2K will present a list of all functions and menus that contain the “key phrase”. You may then move directly to the menu, or the menu that contains the function, selected off the search screen.

Illustration Figure 3-4 is an illustration of a search on the key phrase “customer”. The

system highlights all occurrences of the key phrase.

Example You need to add a new customer record to your Customer Master file.

However, you do not remember the function name used to add a new customer, or the menu in which the function resides. You perform a search, using the key phrase “customer”. From the list presented, you see that MNT.CUSTOMER is used to create and maintain customer records, and you move directly to the menu that contains the function from the search screen.


How to Search for Menus and Functions

Before you begin

You can be on any D2K menu to initiate a search. Make sure you are at the menu prompt “Enter Your Selection”.

Procedure Complete the steps in the table below to search for a menu or function name.

Step Action 1 Type ? and press [Enter].

Result: The prompt “Key phrase to search for, <CR> or END to return to menu” displays.


IF you want to… THEN… perform a search type the key phrase to search for, then

press [Enter]. Note: The search is performed for the key phrase in both upper and lower case characters. For example, the entered key phrase of “CUSTOMER” will find “CUSTOMER”, “Customer”, and “customer”. Result: The search result displays, with occurrences of the “key phrase” highlighted.

exit the search press [Enter], or type END and press [Enter]. This completes the procedure.



How to Search for Menus and Functions, Continued


Step Action 3 Look at the prompt on the bottom of your screen.

IF the occurrences… THEN the prompt… fit on a single screen, or

if this is the last screen to display

“Enter N to select above menu, new key search phrase, or <CR> or END” displays. Go to Step 4.

go into multiple screens of menus and functions

“Enter N to select above menu, <CR> to continue, END for another search” displays. Go to Step 5.


IF you want to… THEN… choose a menu or

function displayed type the number of the selection and press [Enter]. Result: You are brought to the selected menu, or the menu that contains the selected function. This completes the procedure.

start a new search type a new key phrase, and press [Enter]. Go to Step 3.

exit the search press [Enter] or type END and press [Enter]. Result: You are brought back to the menu where you initiated the search. This completes the procedure.



How to Search for Menus and Functions, Continued


Step Action 5 Use the table below to determine your next step.

IF you want to… THEN… choose a menu or

function displayed type the number of the selection and press [Enter]. Result: You are brought to the selected menu, or the menu that contains the selected function. This completes the procedure.

display the next page of selections

press [Enter]. Go to Step 3.

start a new search type END and press [Enter]. Type a new key phrase, and press [Enter]. Go to Step 3.

exit the search type END and press [Enter] two times. Result: You are brought back to the menu where you initiated the search. This completes the procedure.


Terminal Control Language (TCL)

Introduction With one common keying error, you may find yourself out of the D2K menu

structure and at a blank screen.

Definition Terminal Control Language (TCL) is the non-menu driven language used to

communicate with your CPU. TCL is activated when you exit the D2K menu structure, and the system prompt ( : or >) appears.

Example This is an example of a screen that is at the TCL system prompt:

Guidelines for TCL

Here are some guidelines about TCL: • TCL is accessed when you accidentally type END from any menu. On

rare occasions, it may also be accessed if your menu structure or a D2K function aborts.

• Your System Administrator and D2K Customer Care Consultant

sometimes use TCL to issue special system commands. • If menu security is installed on your User ID, access to the TCL system

prompt may be impossible. • If you do get to the TCL system prompt, do not be alarmed. You have

simply exited the D2K menu structure, and a quick command will bring you back to your Master menu.

• If your system displays an asterisk (*) or any other special characters

(such as %, !, or @) immediately contact your System Administrator and D2K Customer Care Consultant, as this may indicate a system problem.

:


How to Access the D2K Menu Structure from TCL

Before you begin

You know you are at the TCL system prompt when a blank screen displays with a : or > in the upper left corner.

Procedure Complete the steps in the table below to access the D2K menu structure from

the TCL system prompt.

Step Action 1 Make a decision based on the table below:

IF you want to… THEN type… access your Master menu M and press [Enter].

Result: Your D2K Master menu displays. This completes the procedure.

log off OFF and press [Enter]. Result: The system log off message appears.

2 Do you want to log into your D2K system again?

If yes, refer to the topic “How to Log Into and Off of D2K” in Chapter 2. If no, this completes the procedure.


Figure 3-5. Knowledge Check - Question 1 - Identify Parts of a D2K Menu.

pctrain 00040 SALES FUNCTIONS REPORTS MENU 11:00:19 12 DEC YYYY NO. ..ITEM.NAME......... TYPE ...DESCRIPTION.................................... 1 ORDER.REG F Print Sales Order Register 2 INVOICE.REG F Print Invoice Register 3 INVOICE.CANCEL.REG F Print Canceled Invoice Register 4 OPEN.SO F Print Open Sales Order Report 5 OPEN.BO F Print Backordered Open Item Report 6 OPEN.DSO F Print Direct Ship Open Item Report 7 OPEN.NSO F Print Nonstock Open Item Report 8 OPEN.QO F Print Open Sales Quotation Report 9 DIRECT.ITEMS.RCVD F Print Direct Ship Items Received Report 10 COST.PRICE.OVERRIDES F Print Cost/Price Override Report 11 SO.COMMIT F Print Sales Order Dollars Committed by Cust Rpt 12 VEN.REBATE.RPT F Print Earned Vendor Rebate Report 13 SF.EXC.RPTS M Exception Reports 14 SA M Sales Analysis Reports Enter Your Selection ...................... Previous Menu= SF Current Menu = SF.RPTS


Knowledge Check



Question 1 Using Figure 3-5, answer these questions:

a. The User ID connected to this menu is

____________________________. b. To print an Order Register, you could type _______________________

or _______________________. c. The current menu’s Item Name is _______________________. d. The port number this User ID is connected to is _______________. e. If this user pressed [Enter], what menu would display? _____________ f. What two selections will access a sub-menu? ___________________ and _____________________. How can you tell?

Question 2 The menu groupings found on the standard D2K Master menu are groupings

of ___________________ whereas menu groupings found on standard D2K sub-menus are groupings of similar ____________________.



Figure 3-6. Knowledge Check - Question 3 - Identify Menu Paths.

pctrain 00040 11:46:52 12 DEC YYYY DISTRIBUTION 2000 MASTER MENU NO. ..ITEM.NAME......... TYPE ...DESCRIPTION................................... 1 BPR M Business Performance Reporting 2 GA M Financial Functions 3 IEP M Information Extraction Processing 4 INVP M Inventory/Purchase Management 5 SF M Sales Functions 6 SYS M System Management Enter Your Selection ...................... Previous Menu= <None> Current Menu = DISTRIBUTION-2000

pctrain 00040 11:47:33 12 DEC YYYY GENERAL ACCOUNTING MAIN MENU NO. ..ITEM.NAME......... TYPE ...DESCRIPTION................................... 1 AR M Accounts Receivable 2 AP M Accounts Payable 3 GL M General Ledger 4 LF M LIFO/FIFO Inventory Valuation Enter Your Selection ...................... Previous Menu= DISTRIBUTION-2000 Current Menu = GA

pctrain 00040 11:48:38 12 DEC YYYY ACCOUNTS RECEIVABLE MAIN MENU NO. ..ITEM.NAME......... TYPE ...DESCRIPTION................................... 1 AR.PROCESS M Main Processing 2 AR.INQS M Inquiries 3 AR.RPTS M Reports 4 AR.MAINT M File Maintenance 5 AR.UTILITIES M Utilities 6 AR.ADMINISTRATION M Administration 7 AR.PURGE.FUNCTIONS M Purges Enter Your Selection ...................... Previous Menu= GA Current Menu = AR

pctrain 00040 11:49:29 12 DEC YYYY ACCOUNTS RECEIVABLE MAIN PROCESSING MENU NO. ..ITEM.NAME......... TYPE ...DESCRIPTION................................... 1 APPLY.CASH F Apply Cash Receipts/Credits to AR 2 DEPOSIT.ENTRY F Enter Deposit Receipts 3 MISC.CASH F Enter Miscellaneous Cash Receipts 4 REVERSE.CHECK F Void Cash Applications 5 AR.JRNL.ENTRY F Enter AR Journal Transactions 6 AR.ITEM.MAINT F Maint Payment Terms/Dispute Status for Open Invs 7 COMMISSION.MAINT F Maintain Invoice Commission Amounts 8 FINANCE.CHARGES F Calculate Finance Charges on Past Due Invoices Enter Your Selection ...................... Previous Menu= AR Current Menu = AR.PROCESS



Question 3 Using Figure 3-6, complete these tasks:

Use the boxes below to write your menu path to the APPLY.CASH function.

Use the boxes below to write your menu path to the AR.ITEM.MAINT function.


TRUE or FALSE You may initiate a search for a menu or function when

you know only a “key phrase” from the Item Name or its description.

TRUE or FALSE To initiate a search for a menu or function, type SEARCH and press [Enter] from any menu.

TRUE or FALSE A search for a key phrase is performed for the key phrase in both upper and lower case characters.

TRUE or FALSE When you select a function from a key phrase search screen, you are brought to the menu that contains the selected function.




Question 5 What types of functions can you expect to find in these sub-menus?

AR.PROCESS ______________________ GL.INQS ______________________ SF.RPTS ______________________ IVC.MAINT ______________________

Question 6 You can move through the D2K menu structure by searching for a key phrase,

and by typing M to return to the Master menu. List the three other ways to move through the menu structure.

Question 7 TCL (Terminal Control Language) is accessed when you accidentally type

_______ from any menu. To access your Master menu from TCL, type __________.





The information in this chapter/section provides a foundation for other chapters/sections within this user guide. If you were unable to complete this knowledge check, please review the section/chapter before proceeding. If you are still uncomfortable with the information provided, or have specific questions regarding your system, contact your System Administrator or D2K Customer Care Consultant.



Answer 1 Using Figure 3-5, answer these questions:

a. The User ID connected to this menu is pctrain. b. To print an Order Register, you could type ORDER.REG or 1. c. The current menu’s Item Name is SF.RPTS. d. The port number this User ID is connected to is 00040. e. If this user pressed [Enter], what menu would display? SF f. What two selections will access a sub-menu? 13 and 14 (SF.EXC.RPTS

g. and SA). How can you tell? They both are type-M selections.

Answer 2 The menu groupings found on the standard D2K Master menu are groupings

of modules whereas menu groupings found on standard D2K sub-menus are groupings of similar functions.

Answer 3 Using Figure 3-6, complete these tasks:

Use the boxes below to write your menu path to the APPLY.CASH function.

D2K GA AR AR.PROCESS APPLY.CASH

Use the boxes below to write your menu path to the AR.ITEM.MAINT function.

D2K GA AR AR.PROCESS

AR.ITEM.MAINT





TRUE or FALSE You may initiate a search for a menu or function when

you know only a “key phrase” from the Item Name or its description.

TRUE or FALSE To initiate a search for a menu or function, type SEARCH and press [Enter] from any menu. Explanation: Type ? and press [Enter]. You will then be prompted to enter a key phrase on which to search.

TRUE or FALSE A search for a key phrase is performed for the key phrase in both upper and lower case characters.

TRUE or FALSE When you select a function from a key phrase search screen, you are brought to the menu that contains the selected function.

Answer 5 What types of functions can you expect to find in these sub-menus?

AR.PROCESS Accounts Receivable Main Processing Functions GL.INQS General Ledger Inquiry Functions SF.RPTS Sales Report Functions IVC.MAINT Inventory Control Maintenance Functions




Answer 6 You can move through the D2K menu structure by searching for a key phrase,

and by typing M to return to the Master menu. List the three other ways to move through the menu structure. • type the selection number shown on the menu. This brings you into

the function or sub-menu. • type the Item Name shown on the menu. This also brings you into the

function or sub-menu. • press the [Enter] key to move back to the previous menu (shown in

the bottom right corner of the current menu).

Answer 7 TCL (Terminal Control Language) is accessed when you accidentally type

END from any menu. To access your Master menu from TCL, type M and press [Enter].

Navigating through D2K Functions 4-1

Chapter 4

Navigating through D2K Functions

Chapter Overview

Introduction Once you know how to navigate the D2K menu structure, you will be

accessing D2K functions. The System Conventions you use while in a D2K function are different from those used on the menus.

Purpose The purpose of this chapter is to introduce you to the System Conventions

used by D2K functions, and to describe the ways in which a user navigates a screen.


• describe how to navigate through a D2K screen • describe standard D2K entry commands • describe required vs. optional fields • describe what the Command Line is • describe Command Line options, and • identify guidelines for navigating a D2K screen.

4-2 Navigating through D2K Functions

Figure 4-1. The Process of Navigating through a D2K Screen. MNT.CUSTOMER - General Information Screen "ADD" Mode Customer Number Bill To Information Ship To Information

Name 02 MIDWEST SUPPLIERS ↓ Enter Data Sequentially Address 1 03 1245 ODGEN AVENUE ↓ (Top to Bottom of Screen) Address 2 04 ↓ City 05 WESTMONTH ↓ State 06 IL Illinois ↓ Zip Code 07 60425 Country 08 Phone # 09 630-875-4000

Contact 10 ← Bypass Optional Prompts by typing Fax # 11 ← ‘END’ at any prompt on the screen 12 Sales Div 17 Optional Sort 13 Facility 18 Customer Acronym 14 Cust Type 19 Tax Number 15 Cust Class 20 Tax Status Flag 16 Statement Code 21 Sales Rep Entries 0 22 Rep Pct 23 Sales Tax Entries 0 .01) .01) .02) .02)

Change Which Field, END, TOP, \P ........ ← User is brought to the Command Line ↑ after processing all prompts. User may select a field number to change or delete. User must issue a command to process or terminate the function.


The Process of Navigating through a D2K Screen

Description When you access a D2K function, a screen with fields appears. Screen

navigation, no matter what the function, will always • prompt you to enter data into the fields sequentially (from the top to the

bottom of the screen). • allow you to type data into a field, use the default data displayed by the

system, or skip the field (leaving the field Null). • allow you to bypass all optional fields on the screen using a simple

command. In this case, you will only be prompted for the required fields on the screen.

• bring you to a Command Line once you have responded to the prompts on the screen.

• allow you, from the Command Line, to access a field displayed on the screen, and change or delete your response.

• require you to issue a command from the Command Line, to process or terminate the function using the responses you have provided to the prompts.

Illustration Figure 4-1 is an illustration of the process of navigating through a D2K

screen.

Process The table below describes the process of navigating through a D2K screen.

Stage Description 1 User accesses a D2K function and is brought to the first sequential

prompt on the screen. 2 System displays fields in sequential order (moving from the top to

the bottom of the screen). User: • must respond to required fields by typing data, or by using the

default data displayed by the system • may respond to optional fields by typing data, or by leaving

the field Null, and • may bypass all optional fields on the screen by issuing a

simple command.



The Process of Navigating through a D2K Screen, Continued

Process (continued)

Stage Description 3 User is brought to the next sequential prompt, until all prompts

have been answered. 4 User is brought to the Command Line. 5 User may access a field number from the Command Line to

modify or delete the data displayed. 6 User issues a command from the Command Line to process the

data or terminate the transaction. 7 User exits the function, and is brought back to the menu from

which the function was accessed.

Important point

Field prompts are processed in sequential order (top to bottom of the screen) until you reach the Command Line. You may not move “backwards” on a screen to a previous prompt if you make a mistake. Instead, wait until you get to the Command Line, then select the field number, and change your response.


Standard D2K Entry Commands

Introduction There are three D2K commands that you will use extensively. They are

[Enter], END, and TOP.

Commands and descriptions

The table below describes the three D2K commands that are used extensively.

Command Description [Enter] One of the most frequently used keys on the keyboard. [Enter]

is used to achieve different results: • signifies the completion of entry and sends your response to

the CPU. • bypasses an optional prompt and moves to the next prompt. • enters the displayed default value to a prompt. • allows the system to assign a value to the prompt (e.g.,

Order Number, Invoice Number, Customer Number). • enters a value of “ALL” (when the prompt says “<CR> for

ALL”). Note: Depending on your keyboard, the [Enter] key may also be represented by a [Return], [Rtn], [ ↵ ] or [New Line] key. Important: Some D2K prompts and on-line help refer to the [Enter] key as “<CR>”.

END Depending on where END is keyed, it is used to achieve different results: • files a transaction or processes data on a screen. • moves to the next screen in a multi-screen function. • exits a function. • bypasses optional fields on a screen.

TOP Terminates the current entry process. TOP clears all responses to screen prompts, and allows you to start again. Note: In some multi-screen functions, the TOP command asks if you wish to “Cancel changes to ALL screens or current screen only”.


Required vs. Optional Fields

Introduction When working in a D2K function, you will find that some fields require a

response, while others do not.

Definitions A required field is a field on a D2K screen that contains data critical to the

processing of a function. You must respond to all required field prompts on a screen before the system brings you to the Command Line. An optional field is a field on a D2K screen that does not have to be answered for the function to perform properly. You may respond to optional fields by typing data, or by leaving the field Null.

Responding to optional fields

To leave an optional field Null, press [Enter] at the prompt to insert the Null value. All optional fields on a screen may be bypassed by typing END and pressing [Enter] at any prompt on the screen. You will be prompted for only the required fields before being brought to the Command Line. Benefit: Bypassing optional fields allows you to quickly move through a screen, entering only the data required by the function. Example: You are entering a new customer in the MNT.CUSTOMER function. After typing the customer’s name, address, phone number and contact, you type END and press [Enter] at prompt 11, “Enter the Fax Number”. Since all the remaining fields on the MNT.CUSTOMER screen are optional fields, the system moves you directly to the Command Line.

Important note Both required and optional fields can use default data. If you choose to

bypass the optional fields on a screen, the default data will be automatically entered into any optional fields that are bypassed.

Learning advice

D2K screens are tailored to your company’s needs. In the above example, the MNT.CUSTOMER function listed all fields after “Contact” as optional. However, fields holding information critical to your company may be set as a required field in your MNT.CUSTOMER screen.


The Command Line

Introduction Once you have moved through all the prompts in a D2K function, you are

brought to the Command Line.

Definition The Command Line (also known as the Action Prompt) requests the user to

issue a processing instruction used by the function. When the user types one of the commands shown on the Command Line, the system performs a specific action. While the Command Line usually contains standard processing commands, it may vary for D2K functions that require additional processing instructions.

Examples These are examples of Command Lines:

• Change Which Field, END, TOP, \P • Change Which Field, END, TOP, \P, COMP • Line#, (A)dd, (H)eader, (AE)=(Acct Entry), END, TOP, \P


The table below describes the processing instructions found in the standard Command Line, “Change Which Field, END, TOP, \P”.

Command Description

Change Which Field Allows the user to type a field number displayed on the screen for modification.

END Used to file a transaction or process data on a screen. When the function contains multiple screens, END is used to move to the next screen.

TOP Used to terminate a transaction. TOP clears all responses to screen prompts, and allows the user to start again.



The Command Line, Continued

Commands and descriptions (continued)

Command Description \P Indicates there are additional commands available at

the Command Line that do not display. When the user types \P and presses [Enter], those additional commands display. Examples of additional commands: Fn, Bn, Pn, I, DELETE

F or Fn Used to scroll the screen Forward ‘n’ number of pages. When no number is entered, the system scrolls to the next page. Example: A field called “Notes” can contain multiple lines of data. The screen only displays the first two lines of the scrolling field. At the Command Line, you may type F and press [Enter] to display the 3rd and 4th line of notes (the next “page” of data).

B or Bn Used to scroll the screen Backward ‘n’ number of pages. When no number is entered, the system scrolls to the previous page.

I Used to insert a line in a scrolling field. DELETE Used to delete the record displayed on the screen.

Note: You will typically find the DELETE command in maintenance functions only.


Guidelines for Navigating through a D2K Screen

Introduction Each D2K screen is different. As you navigate a screen, watch the screen for

the prompts, defaults, and Command Line options.

Guidelines Remember these guidelines as you navigate through a D2K screen:

• The system will prompt you to enter data into the fields sequentially, as

they appear from the top to the bottom of the screen. • Screen prompts are either required or optional. • You must respond to a required field prompt by typing the appropriate

data, or by pressing [Enter] to use the default data displayed. • You may respond to an optional field prompt by typing the requested

data, pressing [Enter] to use the default data displayed, or pressing [Enter] to bypass a blank field and leave it Null.

• You may bypass optional fields on a screen by typing END and pressing

[Enter] from any prompt. If an optional field has default data, it will be filled in by the system.

• If you make a mistake as you enter data in a field, and have already

moved on to the next sequential prompt, you must wait until you get to the Command Line to access the field and change your response.

• Once all prompts have been answered, you are brought to the Command

Line. • You may modify any field on the screen by typing its field number and

pressing [Enter] from the Command Line. • You must issue a processing instruction (such as END or TOP) from the

Command Line, telling the system what to do with the data entered.


Knowledge Check




TRUE or FALSE Once in a D2K function, the system prompts you to

enter data into the fields sequentially (from the top to the bottom of the screen).

TRUE or FALSE You must type data in all fields on a screen.

TRUE or FALSE If you make a mistake as you enter data in a field, you must wait until you get to the Command Line to access the field and change your response.

TRUE or FALSE You may issue a command to process the function and file the data from any prompt on the screen.

Question 2 What is the difference between a required field and an optional field?




Question 3 Match the D2K entry command on the left with its description on the right, by

placing the appropriate letter in the column provided. Identify all descriptions applicable for each command.

a-i Command Description

[Enter] a. used to bypass all optional fields on a screen

END b. signifies completion of entry and sends your response to the CPU

TOP c. files a transaction or processes data on a screen

d. one of the most frequently used keys on the keyboard

e. terminates the current entry process

f. exits a function g. enters the displayed default

value to a prompt h. clears all responses to screen

prompts and allows the user to start again

i. moves to the next screen in a multi-screen function





TRUE or FALSE The Command Line is the prompt you see on a D2K

menu.

TRUE or FALSE You must issue a processing instruction from the Command Line, telling the system what to do with the data entered.

TRUE or FALSE The Command Line usually contains standard processing commands such as END and TOP.

TRUE or FALSE The Command Line can differ in each D2K function.

TRUE or FALSE When the user types \P at the Command Line, it issues a command to “process” the data.






TRUE or FALSE Once in a D2K function, the system prompts you to

enter data into the fields sequentially (from the top to the bottom of the screen).

TRUE or FALSE You must type data in all fields on a screen. Explanation: You may bypass optional prompts by typing “END” at any prompt on the screen.

TRUE or FALSE If you make a mistake as you enter data in a field, you must wait until you get to the Command Line to access the field and change your response.

TRUE or FALSE You may issue a command to process the function and file the data from any prompt on the screen. Explanation: You must issue a command to process the function and file the data from the Command Line.

Answer 2 What is the difference between a required field and an optional field?

A required field is a field that contains data critical to the processing of a function. You must respond to all required field prompts on a screen before the system brings you to the Command Line. An optional field is a field that does not have to be answered for the function to perform properly. Optional fields may be bypassed.




Answer 3 Match the D2K entry command on the left with its description on the right, by

placing the appropriate letter in the column provided. Identify all descriptions applicable for each command.

a-i Command Description

b, d, g [Enter] a. used to bypass all optional fields on a screen

a, c, f, i END b. signifies completion of entry and sends your response to the CPU

e, h TOP c. files a transaction or processes data on a screen

d. one of the most frequently used keys on the keyboard

e. terminates the current entry process

f. exits a function g. enters the displayed default

value to a prompt h. clears all responses to screen

prompts and allows the user to start again

i. moves to the next screen in a multi-screen function





TRUE or FALSE The Command Line is the prompt you see on a D2K

menu. Explanation: Once you have moved through all the prompts in a D2K function, you are brought to the Command Line.

TRUE or FALSE You must issue a processing instruction from the Command Line, telling the system what to do with the data entered.

TRUE or FALSE The Command Line usually contains standard processing commands such as END and TOP.

TRUE or FALSE The Command Line can differ in each D2K function.

TRUE or FALSE When the user types \P at the Command Line, it issues a command to “process” the data. Explanation: \P indicates there are additional commands available at the Command Line that do not display.

Working with D2K Function Prompts 5-1

Chapter 5

Working with D2K Function Prompts

Chapter Overview

Introduction Now that you know how to navigate a D2K screen, you need to know more

about the way in which data can be entered into D2K function prompts.

Purpose The purpose of this chapter is to introduce you to the System Conventions

used for entering data into D2K function prompts.


• identify guidelines for entering, changing, and deleting data in a field • describe how data is changed and deleted from a field • describe how to enter dates and data with decimals • define “Scrolling field” • describe how to enter, change, and insert data in a scrolling field • describe why the facility number is appended to Item Numbers, and • describe how G/L Account Numbers are entered.

5-2 Working with D2K Function Prompts

Guidelines for Entering, Changing or Deleting Data in a Field

Introduction There are certain guidelines you should follow as you add, change, or delete

data from a field.

Guidelines Use these guidelines when entering, changing, or deleting data from a field:

• The dots following a prompt tell you the maximum number of characters

allowed in a field. Example: In customer maintenance, you are brought to a prompt “Enter the Sales Division, TOP: …” The three dots following the prompt tell you that Sales Division is a maximum of three characters.

• If you make a mistake as you are keying data into a field, use the

backspace key, or backspace arrow [←] found directly above the [Enter] key. Do not use the [Delete] key.

• If the data in a field must be keyed using a specific format, you will see an

“Invalid format” error message when data is entered incorrectly, and will be prompted for the field again.

• When you want to replace the entire contents of a field, select the field

from the Command Line, and press the [Enter] key. Type the new data, and press the [Enter] key again. This replaces the entire contents of the field.

• To change a character in a string of text, some terminals will allow you to

use the forward arrow key [→] to position your cursor above the character to change. Type the new character, and press the [Enter] key. This replaces only the position selected. Note: The forward arrow key may not function in this manner on all terminals. In all other circumstances, the use of the arrow keys is not allowed by the D2K software.

• To delete the entire contents of a field, select the field number from the

Command Line, and press the [Enter] key. Type an asterisk [*] and press the [Enter] key again to delete the contents of the field.


How to Change or Delete Data in a Field

Before you begin

Review the guidelines for entering, changing and deleting data in a field, found on the previous page.

Procedure Complete the steps in the table below to change or delete data in a field.

Note: This procedure assumes that you have entered data into D2K screen prompts, and are at the Command Line, “Change Which Field, END, TOP”.

Step Action

1 Select the field number you wish to modify or delete and press [Enter].

2 Do you want to delete the data in the field? If yes, type * and press [Enter]. Note: If this is a required field, you cannot delete the data, leaving the field Null. Result: The data is deleted from the field, and you are brought to the Command Line. This completes the procedure. If no, go to Step 3.

3 Make the following decision:

IF you want to replace… THEN… the entire field with new data type the new data and press

[Enter].

a specific character in the field Note: The forward arrow key may not function in this manner on all terminals.

press [→] until the cursor is positioned above the character to change. Type the new character and press [Enter].

Result: The new data replaces the old data, and you are brought to the Command Line. This completes the procedure.


Formats for Entering Dates

Introduction Whenever you are prompted to enter a date, you may key the date using a

variety of formats followed by the [Enter] key.

Learning advice

• Entry of the year in a date format is always optional. If the year is not specified, the current year will be used.

• Any delimiter (including spaces) may be used to separate the month, day,

and year. Examples: 07 06 97 or 07.06.97 or 07=06=97 or 07/06/97

Standard formats

The table below lists the standard formats used to enter dates into a D2K prompt. Note: Most D2K systems are set up to use the standard format. If using an International date format, speak with your D2K Customer Care Consultant for examples.

Format Example

MM-DD-YY 07-06-97 or 7-6-97 DD mmm YY 06 JUL 97 or 6 JUL 97 DDmmmYY 06JUL97 or 6JUL97 mmm DD YY JUL 06 97 or JUL 6 97 mmm DD YYYY JUL 06 1997 or JUL 6 1997 MMDDYY 070697 or 7697 MMDD 0706 or 706 or 76 (July 6th of the current year) T (today’s date) T+n or Tn T+30 or T30 (30 days from today’s date) T-n T-30 (30 days prior to today’s date)


Formats for Entering Data with Decimals

Introduction The number of decimal places used on your system for price, cost, bill of

material quantity-per-assembly, and sales quantity is determined by your D2K Customer Care Consultant at system installation. Two, three, or four decimal places can be selected for these fields.

Guidelines Use these guidelines when entering data in a field that uses decimal places.

• A variety of formats may be used to enter data in a field that uses decimal

places. • Data may be entered with or without a decimal point. • If you do not enter a decimal point, the system assumes the number

entered is a whole number, and appends the appropriate number of decimal places to the end of the entered number.

Formats The table below illustrates how the system converts the operator entry to the

actual data entry for price, cost, sales, and sub-assembly quantity.

Operator Entry 2 Decimal 3 Decimal 4 Decimal .5 .50 .500 .5000 5 5.00 5.000 5.0000

5.5 5.50 5.500 5.5000 5.55 5.55 5.550 5.5500 5.555 5.56 5.555 5.5550 5.5555 5.56 5.556 5.5555


What is a Scrolling Field?

Introduction There are many types of fields on a D2K screen. Some contain more data than

others.

Definition A scrolling field (also referred to as a multi-valued field) is a field that can

contain multiple lines of data. Scrolling fields are used because they conserve space on a screen. Each line of data in a scrolling field is called an entry. The D2K screen displays the number of entries contained in a scrolled field. Entries are numbered starting at .01 and continue .02, .03, etc. When a D2K screen contains more than one scrolling field, the field and its entries are called a set. Scrolling fields may have limitations placed on them by the function as to the maximum number of entries allowed in the field.

Example In Sales Order Entry, the Header screen contains three sets of scrolling fields,

“Instructions”, “Sales Rep / Pct”, and “Sales Tax Codes”. While the “Instructions” field, field 14, has five entries, only the first two display on the screen.

ORDER.ENTRY - Header Screen "ADD" Mode Order Number 02 Customer Number 11101 03 Ship To Number MODERN ELECTRONICS 04 MODERN ELECTRONICS 821 GRANT AVE. 05 821 GRANT AVE. PARAMUS, NJ 07666 06 07 PARAMUS 08 NJ 09 07666 10 Order Date 01-31-97 17 Facility Code 01 D2K 1 11 Del Date 01-31-97 18 Division Code 12 PO Number 19 Payment Terms 4 2%10D, NET30 13 Ship Via COMMON CARRIER 20 Backorder Flag Y 21 Buy? C

14 Instructions Entries 5 ← The number of entries in this set. .01) SHIP IN BOXES NO GREATER THAN 20 LBS. EACH .02) INCLUDE PACKING SLIP IN EACH BOX

Scrolling field entry numbers. The second entry in field 15 is field 15.02 (or 15.2). ↓ 15 Sales Rep Entries 3 16 Pct 22 Sales Tax Code Entries 2 .01) 10 TOM MOSS 50.00 .01) NJ STATE TAX .02) 20 BOB ROSS 40.00 .02) NY STATE TAX

Change Which Field, END, TOP, \P, EXT ......... ← Scroll Forward or Backward


Entering Data in a Scrolling Field

Introduction The process of entering data in a scrolling field is somewhat different than

other D2K fields.

Procedure Complete the steps in the table below to add data in a scrolling field.

Step Action 1 Type data into the scrolling field, and press [Enter].

Result: “Entries” for the scrolling field is increased by one, and the prompt for the next sequential entry in the scrolling field displays. Example: “14.2 Enter Instructions, TOP…” Note: If the maximum number of entries allowed in the scrolling field is reached, a message will display, and the next prompt on the screen appears.

2 Do you wish to enter more data in this scrolling field? If yes, repeat Step 1. If no, press [Enter]. Result: The next prompt on the screen appears.

Reference For more information on adding data to an existing scrolling field (in front,

between, or after the last entry), see the topic “Changing and Inserting Data in an Exiting Scrolling Field” in this chapter.


Move Scrolling Fields Forward and Backward

Introduction Once you reach the Command Line, you may move the scrolling fields on the

screen forward or backward to view the entries not displayed. This may be necessary to view the field when there were more lines of data entered than what the screen can display.

Procedure Complete the steps in the table below to move scrolling fields forward or

backward. Note: This procedure starts from the Command Line.

Step Action


TO move scrolling fields the…

TYPE…

forward F and press [Enter]. backward B and press [Enter]. 2 Are there multiple sets of scrolling fields on the D2K screen?

If yes, the prompt “Which Scroll Set (N, <CR>=ALL, END, TOP)” appears. Go to Step 3. If no, the scrolling field moves as selected. Repeat Step 1, if necessary.

3 Do you want to move all scrolled sets on the screen? If yes, press [Enter]. If no, type the field number to scroll and press [Enter]. Result: The field(s) scroll as selected. Repeat Step 1, if necessary.


Changing and Inserting Data in an Existing Scrolling Field

Introduction Changing data in a scrolling field is somewhat different than other D2K

fields. You may also insert data between existing entries, if necessary.

Procedure Complete the steps in the table below to change or insert data in a scrolling

field. Note: This procedure starts from the Command Line.

Step Action 1 Make the following decision:

TO… GO to… change or delete data in a scrolled field

entry Step 2.

add a new entry to the end of a scrolled field Step 4. insert an entry between scrolled field entries Step 7.

Changing or Deleting Scrolled Field Data 2 Type the field number, a period, and the entry number to change,

then press [Enter]. Example: Type 14.3 (or 14.03) and press [Enter] to change the third entry in scrolling field 14.

3 Type the new data, or type * to delete data, and press [Enter]. Result: The data is changed or deleted.

Adding Data to the End of a Scrolled Field 4 Type the field number to change, a period, and the next sequential

entry number, and press [Enter]. Example: If “Entries” for the scrolled field is “5”, type 14.6 (or 14.06) and press [Enter] to add a new entry onto scrolling field 14.

5 Type the new data, and press [Enter]. Result: “Entries” for the scrolling field is increased by one, and the prompt for the next sequential entry in the scrolling field displays. Note: If the maximum number of entries in the scrolling field is reached, a message will display, and the Command Line appears.



Changing and Inserting Data in an Existing Scrolling Field, Continued


Step Action 6 Do you wish to enter more data in this scrolling field?

If yes, repeat Step 6. If no, press [Enter].

Inserting Data to a Scrolled Field 7 Type I and press [Enter].

Result: The prompt “Insert before which line (N.N, END, TOP)” displays.

8 Type the field number, a period, and the entry number to insert before, then press [Enter]. Example: Type 14.1 (or 14.01) and press [Enter] to add a new entry at the beginning of scrolling field 14. Result: The data in the scrolling field is moved down, and you are prompted for the new entry.

9 Type the new data, and press [Enter]. Result: “Entries” for the scrolling field is increased by one, and the prompt for the next sequential entry in the scrolling field displays. Note: If the maximum number of entries in the scrolling field is reached, a message will display, and the Command Line appears.

10 Do you wish to continue inserting data in this scrolling field? If yes, repeat Step 9. If no, press [Enter].


Facility Number Appending

Introduction On your D2K system, a facility is a warehouse where inventory is stored.

Definition Facility Number appending is the system process that automatically appends

a default facility number to item numbers entered into D2K functions. This process eliminates the need for identifying the facility number every time an item number is entered for the default facility. Default facility codes can be specified for each User ID, or for a port.

Diagram This diagram shows a D2K field, where item number ‘10540’ is entered by an

operator whose default facility code is “01”. Item/Part Nbr 10540¦01 ← System appends default

↑ facility code Operator enters 10540 ↑ System appends a separator symbol

Example Midwest Electrical, Inc. has three office / warehouse locations in Illinois.:

Schaumburg - Facility 01 Elk Grove - Facility 02 Woodstock - Facility 03 Anyone who logs in using a CRT in their Elk Grove office has Facility 02 as their default facility code. Facility 02 is appended to any item number entered when processing a sales order, invoice, or inventory transaction in Elk Grove.

Note You may override your default facility number when entering an item by

typing the Item Number, the ¦ character (sometimes called an “or-bar” or a “pipe”), and the new facility code.


General Ledger Account Numbers

Introduction In various D2K functions, you are prompted to enter a general ledger account

number to be used for posting transactions to the G/L Chart of Accounts.

Definition A general ledger account number may contain two to six segments. At least

two segments, the company number and main account number, are required. The first segment is always the company number. Remaining segments are defined according to your company’s needs. All account numbers must contain the same number of segments, although entry of data in some segments may be optional.

Example This is an example of a general ledger account number:

01-20-5670-0001 Company ──┘ │ │ └── Cost Center Division Main Account Number

Guidelines Follow these guidelines when entering general ledger account numbers:

• If you only have one company, the company number is entered

automatically. If you have multiple companies, you are prompted to enter the company number segment.

• You are prompted to enter each segment of the account number

individually, although multiple segments may be entered, separated by a dash or semicolon. (Using the example above, you may type 20-5670-0001 or 20;5670;0001 or 20-5670-1 or 20;5670;1 at the “Main Account Number” prompt).

• Leading zeros may be omitted. (Using the example above, you may type

1 at the “Cost Center” prompt.) • Dashes will be automatically inserted by the system when individual

segments are entered separately. • If you make a mistake entering any segment of the account number, you

may type < and press [Enter] to return to the previous segment’s prompt.


Knowledge Check



Question 1 Mark the correct answer for each statement.

The dots following a prompt on a D2K screen tell you a. nothing. They are there for the cursor position. b. the maximum number of characters allowed in the field. If you make a mistake as you are keying data into a field, use the a. [Delete] key. b. [Backspace] key or [←] key. c. [Esc] key. To delete the entire contents of a field, select the field number from the Command Line, then a. type DELETE and press [Enter]. b. press [Esc]. c. type * and press [Enter].

Question 2 Complete the table below, identifying how you would type the requested date

using United States date formats.

Date Operator Entry today’s date fifteen days from today’s date seven days prior to today’s date January 15, 1997




Question 3 Complete the table below, identifying how the system would convert an

operator entry for a dollar amount field using 2, 3, and 4 decimals.

Operator Entry 2 Decimal 3 Decimal 4 Decimal .27 325

2.1228 1.6

59.991

Question 4 Answer these questions about field 14, “Instructions”, shown in the screen

below. a. How many lines of Instructions were entered in field 14? b. To view additional lines of Instructions entered in field 14, what

commands would you use, and where are these commands issued from? c. You are at the Command Line “Change Which Field, END, TOP, \P”.

What keystrokes would you enter to delete the second entry in field 14?


ORDER.ENTRY - Header Screen "ADD" Mode Order Number 02 Customer Number 11125 03 Ship To Number MODERN ELECTRONICS 04 MODERN ELECTRONICS 821 GRANT AVE. 05 821 GRANT AVE. PARAMUS, NJ 07666 06 07 PARAMUS 08 NJ 09 07666 10 Order Date 12-13-96 17 Facility Code 25 D2K 25 11 Del Date 12-13-96 18 Division Code 12 PO Number 19 Payment Terms 4 2%10D, NET30 13 Ship Via COMMON CARRIER 20 Backorder Flag Y 14 Instructions Entries 3 .01) DELIVERY DOCK OPEN FROM 8:00 A.M. TILL 4:00 P.M. .02) CALL FOR SATURDAY SCHEDULE 15 Sales Rep Entries 1 16 Pct 21 Sales Tax Code Entries 1 .01) 10 TOM MOSS 100.00 .01) NJ STATE TAX .02) .02) Change Which Field, END, TOP, \P, EXT .........




TRUE or FALSE A Facility is a warehouse where inventory is stored.

TRUE or FALSE Facility Number appending eliminates the need for

identifying the default warehouse number every time an item number is keyed.

TRUE or FALSE Default facility codes can be specified for each User ID, or for a port.

Question 6 Mark the correct answer for each statement. There may be more than one

correct answer for each statement. The first segment of a general ledger account number is always a. the company number. b. the main account number. c. the division number. If you only have one company, a. the company number is entered automatically in the general ledger

account number. b. the company number is not a required part of the general ledger account

number. c. it must be defined as company “00”. If you make a mistake entering any segment of the account number, you may return to the previous segment’s prompt by typing a. : and pressing [Enter]. b. * and pressing [Enter]. c. < and pressing [Enter]. When entering a segment of a general ledger account number, a. leading zeros in the number may be omitted. b. dashes are automatically inserted between segments. c. the default facility code will be used.





The information in this chapter provides a foundation for other chapters within this user guide. If you were unable to complete this knowledge check, please review the chapter before proceeding. If you are still uncomfortable with the information provided, or have specific questions regarding your system, contact your System Administrator or D2K Customer Care Representative.



Answer 1 The dots following a prompt on a D2K screen tell you

b. the maximum number of characters allowed in the field. If you make a mistake as you are keying data into a field, use the b. [Backspace] key or [←] key. To delete the entire contents of a field, select the field number from the Command Line, then c. type * and press [Enter].

Answer 2 Complete the table below, identifying how you would type the requested date

using United States date formats.

Date Operator Entry today’s date T fifteen days from today’s date T15 or T+15 seven days prior to today’s date T-7 January 15, 1997 1-15-97 or 1-15 (using any delimiter)

01 15 97 or 1 15 97 or 1 15 15JAN97 or 15JAN JAN 15 97 or JAN 15 1997 or JAN 15 011597 or 11597 or 0115 or 115 Note: Entry of the year in a date format is optional. Only when the current year is 1997, however, could the year be omitted in the above entries.




Answer 3 Complete the table below, identifying how the system would convert an

operator entry for a dollar amount field using 2, 3, and 4 decimals.

Operator Entry 2 Decimal 3 Decimal 4 Decimal .27 .27 .270 .2700 325 325.00 325.000 325.0000

2.1228 2.12 2.123 2.1228 1.6 1.60 1.600 1.600

59.991 59.99 59.991 59.9910

Answer 4 Answer these questions about field 14, “Instructions”, shown in the screen

below. a. How many lines of Instructions were entered in field 14? 3 - you can tell this by looking at the “Entries” indicator. b. To view additional lines of Instructions entered in field 14, what

commands would you use, and where are these commands issued from? F and B commands, issued from the Command Line, will scroll the field

forward and backward. c. You are at the Command Line “Change Which Field, END, TOP, \P”.

What keystrokes would you enter to delete the second entry in field 14? 14.2 and press [Enter] - this moves you to field 14, line 2 * and press [Enter] - this deletes the contents of field 14, line 2





TRUE or FALSE A Facility is a warehouse where inventory is stored.

TRUE or FALSE Facility Number appending eliminates the need for

identifying the default warehouse number every time an item number is keyed.

TRUE or FALSE Default facility codes can be specified for each User ID, or for a port.

Answer 6 Mark the correct answer for each statement. There may be more than one

correct answer for each statement. The first segment of a general ledger account number is always a. the company number. If you only have one company, a. the company number is entered automatically in the general ledger

account number. If you make a mistake entering any segment of the account number, you may return to the previous segment’s prompt by typing c. < and pressing [Enter]. When entering a segment of a general ledger account number, a. leading zeros in the number may be omitted, and b. dashes are automatically inserted between segments.

D2K Help and Documentation 6-1

Chapter 6

D2K Help and Documentation

Chapter Overview

Introduction At times, you may need more information about the D2K functions and

prompts with which you are working. Assistance is available at the touch of your fingers by using D2K Help and Documentation.

Purpose The purpose of this chapter is to introduce you to D2K’s Help and

Documentation, and to describe the ways in which you may access this information both online and in printed format.


• describe the six on-line help options • describe how to access prompt help • describe how to access and use a validation table • describe how to narrow a search in a validation or cross reference table

using a SELECT command • describe how to access function documentation • describe how to search for specific text within help, and • describe how to print on-line documentation using SHOW.DOC.

6-2 D2K Help and Documentation

The Six Online Help Options

Introduction There are six online help options, available at all data field prompts in your

D2K system. Each option displays different types of information.

Options and descriptions

The table below describes the six online help options, their descriptions, and how the option is accessed.

Option Description Operator Entry

1 Data base definition & user help for a prompt

? or ?1 or 1?

2 Display validation table for a prompt ?? or ?2 or 2? 3 Display additional help for a prompt ??? or ?3 or 3? 4 Display complete function documentation ???? or ?4 or 4? 5 Display complete prompt technical

definition ????? or ?5 or 5?

6 Show all data records in the file (in random sequence).

?????? or ?6 or 6?

Learning advice

Help options 1, 2, and 4 are the most frequently used options by D2K users. Other help options (3, 5, and 6) are not covered in this User’s Guide. If you need information about help options 3, 5, or 6, please see your System Administrator or D2K Customer Care Consultant.


Figure 6-1. The prompt help screen (Help Option 1).

Highlights the Help Option selected Help Options for Prompt 9 Page 1 +---------- ↓ ---------------------------------------------------------------+ ¦1) Data Base Definition and User Help 4) Complete Function Documentation ¦ ¦2) Validation Table 5) Complete Prompt Technical Definitions¦ ¦3) Additional Help Information 6) Data Records (In Random Sequence) ¦ +------------------------------------------------------------------------------¦ ¦ "Enter the Bill To Phone Number, TOP:" ¦ +------------------------------------------------------------------------------+

Data Base Definition ↑ Displays Help for this prompt The first value is the bill to phone number. The second value is the ship to phone number. (Multivalued field). User Help Messages A match to one of the following patterns: nnn-xxx-nnnn, xxx-nnnn, nnnn-xxx-nnnn, the allowed values "TOP", or "END" Enter the phone number at the bill to location. Following are examples of acceptable input: 1800-222-1234

201-222-1234 The Command Line ↓ (multiple screens of Help) Forward,Back,Page,Search,X,END (Fn,Bn,Pn,S,X,END) F1.


How to Access Prompt Help

Introduction Whenever you are at a prompt that you are unfamiliar with, or unable to

respond to because you are not sure what is being asked, it is a good idea to use prompt help (Help Option 1).

Description Prompt help displays the following information about the prompt:

• definition of the prompt • type of data you may enter in the field (alpha, numeric, etc.) • maximum number of characters allowed in the field, and • basic directions for data entry.

Illustration Figure 6-1 is an illustration of the prompt help screen (Help Option 1) for the

prompt “Enter the Bill To Phone Number” in the MNT.CUSTOMER function.

Procedure Complete the steps in the table below to access prompt help.

Note: This procedure assumes you are at a prompt, ready to enter data in a field. If you are at the Command Line, first select the field number to display its prompt.

Step Action

1 Type ? (or ?1 or 1?) and press [Enter]. Result: The prompt help screen is accessed.

2 Look at the Command Line on the prompt help screen.

IF the Command Line reads… THEN go to… “Forward,Back,Page,Search,X,END

(Fn,Bn,Pn,S,X,END)” Step 3. Note: This Command Line indicates the help information displays on multiple screens.

“Enter Help Option (1-6), END ...” Step 4.



How to Access Prompt Help, Continued


Step Action 3 Read the prompt help that displays on the screen, then make the

following decision:

IF you want to… THEN type… display the next page F1 and press [Enter].

Repeat Step 3.

display the previous page B1 and press [Enter]. Repeat Step 3.

display a specific page number

Pn and press [Enter], (where n=the page number). Repeat Step 3.

search for text S and press [Enter]. Reference: For more information on searches, refer to the topic “How to Search for Text String” in this chapter.

exit prompt help completely X and press [Enter]. Result: You are returned to the screen prompt.

exit the Command Line, but remain in prompt help

END and press [Enter]. Result: The Command Line “Enter Help Option (1-6), END ...” displays. Go to Step 4.



How to Access Prompt Help, Continued


Step Action 4 Do you wish to display another help option?

If yes, type the Option Number (1-6) and press [Enter]. Result: The selected Help option screen displays. If no, type END and press [Enter]. Result: You are returned to the screen prompt.

Learning advice

When you are in a D2K screen at the Command Line, you may directly access prompt help by typing ?Pn and pressing [Enter] (where n=the field number). Example: ?P18 displays prompt help for field 18 on the current D2K screen.


Figure 6-2. The Validation Table screen (Help Option 2).

MNT.CUSTOMER Indicates multiple pages on the table → (Page 1 of 4) State Master Cross Reference +--------------------------------------------------+ ¦ ¦ 1 ¦ 2 ¦ ¦ ¦ Abbreviation ¦ State Name ¦ +---+---------------+------------------------------¦ ¦ 1¦AK ¦Alaska ¦ ¦ 2¦AL ¦Alabama ¦ ¦ 3¦AR ¦Arkansas ¦ ¦ 4¦AZ ¦Arizona ¦ ¦ 5¦CA ¦California ¦ ¦ 6¦CO ¦Colorado ¦ ¦ 7¦CT ¦Connecticut ¦ ¦ 8¦DC ¦District Of Columbia ¦ ¦ 9¦DE ¦Delaware ¦ ¦ 10¦FL ¦Florida ¦ ¦ 11¦GA ¦Georgia ¦ ¦ 12¦HI ¦Hawaii ¦ ¦ 13¦IA ¦Iowa ¦ ¦ 14¦ID ¦Idaho ¦ ¦ 15¦IL ¦Illinois ¦ +--------------------------------------------------+

Scroll the table Forward or Backward ↓ Enter Abbreviation, Line (n), Fn, Bn, Select Command, \P F1................


How to Access and Use a Validation Table

Introduction In Chapter 1, you learned about Validation files. They are used to ensure the

accuracy and consistency of data entered into your D2K system. A Validation file holds codes that are used to retrieve descriptive data into a D2K prompt.

Description Whenever you are prompted to enter data in a field that uses a Validation file,

you may use Help Option 2 to display a validation table. Using the table, you may choose the correct code to enter in the field.

Illustration Figure 6-2 is an illustration of the State Master validation table. It was

accessed from the State Code prompt in the MNT.CUSTOMER function using Help Option 2.

Procedure Complete the steps in the table below to access a validation table.

Note: This procedure assumes you are at a prompt that uses a Validation file, ready to enter data in the field. If you are at the Command Line, first select the field number to display its prompt.

Step Action

1 Type ?? (or ?2 or 2?) and press [Enter]. Result: The validation table screen displays.

2 Look at the page number displayed in the upper right corner of the screen. Does the validation table extend beyond one page? Example: “Page 1 of 4” If yes, scroll the table forward or backward by typing F or B and pressing [Enter] until you see the code you wish to insert in the field. If no, go to Step 3.



How to Access and Use a Validation Table, Continued


Step Action 3 Locate the code you wish to insert in the field.

Note: You may use a “Select Command” to narrow the search in the validation table. Reference: For more information on the Select Command, refer to the topic “Narrowing a Search using a Select Command” in this chapter.

4 To select a code, type one of the following: Type the line number (in the left column) and press [Enter], or type the code (usually the second column from the left) and press [Enter]. Result: You are returned to the entry screen, and the selected line number or code is inserted into the field.

Learning advice

If a prompt does not have a Validation File associated with it and you type ?? (or ?2 or 2?), you will be brought to Help Option 3 (display additional help for a prompt).


Narrowing a Search Using a Select Command

Introduction At times, a validation or cross reference table may contain many pages or

columns of data, making it difficult to locate the desired code. When this occurs, you may narrow the search for the code by typing a “select” statement.

Description A validation or cross reference table display can be further refined by using

Select logic on any of the columns in the table. This is done by typing the word SELECT, then indicating what to find.

Example This is an example of a validation table that displays vendors.

Vendor Cross Reference +--------------------------------------------------+ ¦ ¦ 1 ¦ 2 ¦ 3 ¦ ¦ ¦ Vendor ¦ Name ¦ State ¦ +---+-----------+-----------------------+----------¦ ¦ 1¦ 11034 ¦ FATHER AND SON SUPPLY ¦ CA ¦ ¦ 2¦ 23885 ¦ FREEWAY SUPPLY ¦ ND ¦ ¦ 3¦ 34211 ¦ DOWNTOWN SUPPLY ¦ MN ¦ ¦ 4¦ 34992 ¦ NATIONAL SUPPLY ¦ ND ¦ ¦ 5¦ 12351 ¦ ACE SUPPLIER ¦ NY ¦ ¦ 6¦ 59004 ¦ TRI-STATE SUPPLIER ¦ IL ¦ +--------------------------------------------------+

To display only those vendors in the state of North Dakota, you may type SELECT STATE = ND from the Command Line in the validation display screen. The following validation table would then display:

Vendor Cross Reference

+--------------------------------------------------+ ¦ ¦ 1 ¦ 2 ¦ 3 ¦ ¦ ¦ Vendor ¦ Name ¦ State ¦ +---+-----------+-----------------------+----------¦ ¦ 1¦ 23885 ¦ FREEWAY SUPPLY ¦ ND ¦ ¦ 2¦ 34992 ¦ NATIONAL SUPPLY ¦ ND ¦ +--------------------------------------------------+


The Select Command

Diagram This is a diagram of the Select Command.

column title or column # value or selection pattern ↑ ↑

Command Column Operator Value ↓ ↓ command name relational operator

Parts and functions

The table below describes the four parts of the Select command, and their functions.

Part Function Acceptable Entry

Command Tells the system to perform a select statement.

SELECT

Column Identifies the column title or number on which to perform the select.

Any column title or column number displayed on the table. Example: Column# Title 1 VENDOR 2 NAME 3 STATE +---------------------------------+¦ 1 ¦ 2 ¦ 3 ¦¦ Vendor ¦ Name ¦ State ¦+---------------------------------¦¦ 11034 ¦ FATHER & SON S¦ CA ¦¦ 23885 ¦ FREEWAY SUPPLY¦ ND ¦¦ 34211 ¦ DOWNTOWN SUPPL¦ MN ¦¦ 34992 ¦ NATIONAL SUPPL¦ ND ¦+---------------------------------+

Operator Identifies what operation to perform using the column and value.

Any relational operator, such as =, #, >, <, EQ, NE, GT, LT.

Value The value of the field to be tested, or a selection pattern to match against the field.

• the value to find • the word NULL • specific characters to find. Note: For more information about selection patterns, type ? while at the Select Command Line.



The Select Command, Continued

Examples of select statements

These are examples of select statements. SELECT STATE = ND selects records where the state column = ND. SELECT VENDOR > 1200 selects vendor numbers greater than 1200. SELECT 3 # ND selects records where the state (displayed in column 3) is not equal to ND.


Figure 6-3. The Function Documentation screen (Help Option 4).

11-26-96 File DSHR.DOC - Item MNT.CUSTOMER Page 1 1.1 MNT.CUSTOMER 1.1.1 PURPOSE Allows the creation and maintenance of records in the Customer Master file. These records contain name, address, sales and receivables information for each of your customers. 1.1.2 FEATURES and CAPABILITIES * MNT.CUSTOMER is used to build and maintain data in the Customer Master file. * Each record is uniquely defined by the CUST.NBR field. * The ability to retrieve a record without exact knowledge of the CUST.NBR is provided. Cross reference data is maintained on the Forward,Back,Page,Search,END (Fn,Bn,Pn,S,END,\P) F1.


How to Access Function Documentation

Introduction At times, you may want to learn more about a function to determine if it will

perform the task needed prior to executing it.

Description Function documentation may be accessed from any menu, or from any

prompt within the D2K function. Function documentation displays the following information: • purpose of the function • its features and capabilities • general operator instructions, and • screen layout with prompt definitions.

Illustration Figure 6-3 is an illustration of the function documentation screen (Help

Option 4) for the function MNT.CUSTOMER.

Procedure Complete the steps in the table below to access function documentation.

Step Action 1 Do you wish to display function documentation from a menu?

If yes, go to Step 2. If no, go to Step 4.


WHEN the function is… THEN type… found on the current menu ? followed by the function’s

option number shown on the menu, and press [Enter]. Example: ?8

not found on the current menu

? followed by the function name, and press [Enter]. Example: ?MNT.CUSTOMER

Result: The purpose of the function displays.



How to Access Function Documentation, Continued


Step Action 3 Do you want to display more information about the function?

If yes, type Y and press [Enter]. Result: The function documentation screen is displayed. Go to Step 6. If no, press [Enter]. Result: You are returned to the menu. This completes the procedure.

4 Access the function you wish to display help for. 5 From any prompt in the function, type ?4 (or 4? or ????) and press

[Enter]. Result: The function documentation screen is displayed.

6 Read the function documentation that displays on the screen, then make the following decision:

IF you want to… THEN type… display the next page of

documentation F1 and press [Enter]. Repeat Step 6.

display the previous page of documentation

B1 and press [Enter]. Repeat Step 6.

display a specific page number of documentation

Pn and press [Enter], (where n=the page number). Repeat Step 6.

search for text in the documentation

S and press [Enter]. Reference: For more information on searches, refer to the topic “How to Search for Text String” in this chapter.

exit Help END and press [Enter].



How to Access Function Documentation, Continued


Step Action 7 Use the table to determine your next step.

IF documentation was

accessed from… THEN…

a menu you were returned to the menu from which you accessed function documentation.

the function type END and press [Enter]. Result: You are returned to the prompt in the function from which you accessed function documentation.


Figure 6-4. The Function Documentation screen with Text String Search.

11-26-96 File DSHR.DOC - Item MNT.CUSTOMER Page 3 However, if a customer has multiple ship to locations to which goods are sent, a separate Ship To file record should be created for each of the ship to locations utilizing the MNT.SHIPTO function. * This function performs internal checks and will not let you delete a customer if any one of the following is true: * the customer's current outstanding accounts receivable balance is not equal to zero * a sales order has been entered for the customer within the last twelve months * unpurged sales orders exist for the customer in the sales order files * quotes exist for the customer * the customer is a major customer for whom sub-customers exist * the customer is a sub-customer of a major customer * ship to records exist for the customer * unpurged accounts receivable records exist for the customer in the accounts receivable files Forward,Back,Page,Search,Continue,END (Fn,Bn,Pn,S,C,END,\P) C..


How to Search for Text String

Introduction While in Prompt Help (?1) or Function Documentation (?4), you can search

for a specific word or a phrase (text string).

Description Searching for text string is helpful when you want to narrow your review of

documentation down to a specific word or phrase. A text string is any combination of alphanumeric characters or symbols. The system will search through the documentation to locate and highlight the first occurrence of the text string. Note: The search function is not case-sensitive. This means an entered text string of “SHIP” will find both upper and lower case occurrences and combinations of “SHIP”, “Ship”, and “ship” in the documentation.

Example You display function documentation for MNT.CUSTOMER. You

specifically want to know if there are restrictions to deleting a customer record. You use the Search command, using the text string “DELETE”.

Illustration Figure 6-4 is an illustration of the function documentation screen for

MNT.CUSTOMER, showing the result of a text string search on the word “DELETE”.

Procedure Complete the steps in the table below to perform a search for text string.

Note: This procedure assumes you are at the Command Line: “Forward,Back,Page,Search,END (Fn,Bn,Pn,S,END,\P)”

Step Action

1 Type S and press [Enter]. Result: The prompt “Enter Search String, END to cancel” displays.



How to Search for Text String, Continued


Step Action 2 Type the text string to search for, and press [Enter].

Result: The prompt “Starting Page for Search, END to cancel” displays.

3 Type the page number to search from, and press [Enter], or press [Enter] to start from the current page. Result: The system searches the documentation for the text string.

4 Look at your screen.

IF the text string is… THEN… found the text is highlighted, and the

Command Line “Forward,Back,Page,Search, Continue,END (Fn,Bn,Pn,S,C,END,\P)” displays.

not found press [Enter] after reading the system message. Go to Step 6.


IF you want to… THEN type… stop the search and display

the next page F1 and press [Enter]. Go to Step 6.

stop the search and display the previous page

B1 and press [Enter]. Go to Step 6.

stop the search and display a specific page number

Pn and press [Enter], (where n=the page number). Go to Step 6.

start a new search S and press [Enter]. Repeat from Step 2.

continue searching for the entered text string

C and press [Enter]. Repeat from Step 4.



How to Search for Text String, Continued


Step Action 6 To exit Help, type END and press [Enter]. 7 Use the table to determine your next step.

IF documentation was

accessed from… THEN…

a menu you were returned to the menu from which you started.

the function type END and press [Enter]. Result: You are returned to the prompt in the function from which you started.


Figure 6-5. The SHOW.DOC Function.

SHOW.DOC - Display, Print Documentation 01 Send Documentation To LPTR 02 Runtime Options 03 Level of Documentation Current Printer Assignment STANDARD - +-----------------------------------------------------------------------------+ ¦ Runtime Options Levels of Documentation ¦ ------------------------------------------------------------------------------- ¦ PD Prompt Documentation ¦ S System Level, all Modules are included ¦ ¦ IJ Ignore Justification ¦ M Module Level, you specify the Modules ¦ ¦ S Suppress Underlines ¦ F Function Level, you specify the Functions ¦ ¦ H Suppress Header Page ¦ O Other/Miscellaneous ¦ +----------------------------¦------------------------------------------------+ NOTE - The page counts shown on subsequent screens are for printed output only 3 Enter the Level of Documentation (S,M,F,O), TOP: ........


The Function SHOW.DOC

Introduction You have learned about prompt and function documentation that is displayed

on your screen from D2K menus or prompts. Your D2K system allows you to print this information, along with other types of documentation, using the function SHOW.DOC.

Definition The SHOW.DOC function allows you to print or display many types of

documentation. Documentation is divided into four levels: • System Level (executive summaries and menus) • Module Level (specifics on each D2K module) • Function Level (Help Option 4 - Function Documentation), and • Other/Miscellaneous (documents used by the System Administrator).

Example You would like to read through the documentation for the customer

maintenance function at your leisure. Using SHOW.DOC, you print function documentation for MNT.CUSTOMER.

Types of documentation

The table below describes the four levels of documentation available for print using SHOW.DOC.

Documentation Item Description

System Level EXECUTIVE.SUMMARY An Executive Level Overview offering a

description of each module, along with its Business Objectives and Features/Capabilities.

FUNCTIONS.SUMMARY Prints the Executive Summary, plus menus and function descriptions found in each module.

MENUS Prints a complete set of menu layouts found on your D2K system. Module Level

D2K Modules You may choose to print the Executive Level Overview, Function Overview, Complete User Reference, Screen Layouts, and/or Menu Layouts for any D2K module on the system.



The Function SHOW.DOC, Continued

Types of documentation (continued)

Documentation Item Description Function Level

D2K Functions Prints documentation for selected functions. Other/Miscellaneous Level

MENU.MGT Creation and Maintenance of Menus REPORT.BUILD Report Generator Program ROX Documentation Processor AP.BALANCING AP Balancing Procedures AR.BALANCING AR Balancing Procedures FILE.PURGE.MGT File Purge Management SYSTEM.CONVENTIONS Overall System Conventions


How to Print Documentation Using SHOW.DOC

Introduction Using the SHOW.DOC function, you may either print or display

documentation about various D2K modules and functions.

Accessing the function

Use the boxes below to write your menu path to the SHOW.DOC function.

Learning advice

The SHOW.DOC function first asks you to select the level of documentation you require (System, Module, Function, or Other), then brings you to a screen to choose specific documentation. On the following pages, you will find procedures that cover step of the selection process: • Procedure 1: Select Documentation Level • Procedure 2: System Documentation • Procedure 3: Module Documentation • Procedure 4: Function Documentation • Procedure 5: Other Documentation Depending on the type of documentation required, Procedure 1 will direct you to complete one of the four additional procedures.



How to Print Documentation Using SHOW.DOC, Continued

Procedure 1: Select documentation level

Complete the steps in the table below to select the level of documentation required using the SHOW.DOC function. Note: If you choose to display documentation on your CRT, the procedure will be slightly different, as noted.

Step Action

1 Access the function SHOW.DOC. Result: The prompt “Send Documentation to (LPTR) Line Printer or (TERM) Terminal, END:” displays.

2 Press [Enter] to choose Line Printer (printed documentation). Result: The prompt “Enter the Runtime Options (PD,IJ,S,H), TOP” displays.

3 Type the options (described in the box on the left of the screen), separated by commas, and press [Enter]. For no options, press [Enter]. Example: If you want prompt documentation to print with your function documentation, type PD. Note: For CRT display, the options IJ,S should be selected. Result: The prompt “Enter the Level of Documentation (S,M,F,O), TOP:” displays.




Procedure 1: Select documentation level (continued)


TO select… TYPE… System

documentation S and press [Enter]. Result: The System Level selection screen displays. Go to “Procedure 2: System Documentation”.

Module documentation

M and press [Enter]. Result: The Module Level selection screen displays. Go to “Procedure 3: Module Documentation”.

Function documentation

F and press [Enter]. Result: The Function Level selection screen displays. Go to “Procedure 4: Function Documentation”.

Other / Miscellaneous documentation

and press [Enter]. Result: The Other Level selection screen displays. Go to “Procedure 5: Other Documentation”.




Procedure 2: System documentation

Complete the steps in the table below to select types of System Documentation.

Step Action

1 Look at your screen, where System Documentation items appear, identified by line numbers. Make your selection as follows:

WHEN you want… TYPE… one documentation

item the line number it appears on, and press [Enter].

a range of documentation items

the beginning line number, a dash, the ending line number, and press [Enter].

all documentation items

ALL and press [Enter].

Result: A “Y” is placed next to the documentation item(s) selected. Note: For CRT display, only one documentation item may be selected, and it is immediately displayed.

2 Look at your screen and the number of pages you have selected to print. Do you wish to continue? If yes, go to Step 3. If no, type TOP and press [Enter]. Return to Step 1.

3 Type END and press [Enter]. Result: The first screen of SHOW.DOC displays. Note: You may select other levels of documentation, if desired, prior to continuing.

4 Type END and press [Enter]. Result: The requested documentation prints. This completes the procedure.




Procedure 3: Module documentation

Complete the steps in the table below to select Module Documentation.

Step Action

1 Look at the left side of your screen, where documentation types appear, identified by line numbers. Select the documentation type using the following table:

WHEN you want… TYPE… one documentation type the line number it appears on, and

press [Enter].

a range of documentation types

the beginning line number, a dash, the ending line number, and press [Enter]. Example: 1-2

all documentation types ALL and press [Enter].

Result: A “Y” is placed next to the documentation item(s) selected.2 Type C and press [Enter] to change the selection arrow.

Result: The selection arrow now points to the Module options on the right side of the screen.




Procedure 3: Module documentation (continued)

Step Action 3 Look at the right side of your screen, where Module descriptions

appear, identified by line numbers. Select Modules using the following table:

WHEN you want… TYPE… select one Module the line number it appears on, and

press [Enter].

select a range of Modules the beginning line nbr, a dash, the ending line nbr, and press [Enter]. Example: 2-5

select all Modules ALL and press [Enter]. display the next page of

Modules F and press [Enter].

display the previous page of Modules

B and press [Enter].

Result: A “Y” is placed next to the documentation item(s) selected. Note: For CRT display, only one Module may be selected at a time, and it is immediately displayed.







Procedure 4: Function documentation

Complete the steps in the table below to select Function Documentation.

Step Action


TO print documents in… TYPE… standard format (print the

function’s purpose, features, capabilities, and screens)

S and press [Enter].

training format (print the screens followed by the function’s purpose)

T and press [Enter].

Result: The prompt “Function Name, (M)enu, (D)elete, Fn, Bn, Pn, TOP, END” displays.

2 Select function documentation by making the following decision:

WHEN you… TYPE… know the name of the

function the function name and press [Enter]. Repeat this step until all functions have been selected, then go to Step 3.

don’t know the name of the function

type M and press [Enter]. Go to Step 4. Result: You are brought to the Master menu where you can navigate the menu structure and locate the desired function(s).

Note: For CRT display, only one Function may be selected at a time, and it is immediately displayed.

3 Look at your screen and the number of pages you have selected to print. Do you wish to continue? If yes, go to Step 6. If no, type TOP and press [Enter]. Return to Procedure 1, Step 4.




Procedure 4: Function documentation (continued)

Step Action 4 Using the menu structure, locate the function(s) you want. 5 Type the selection number for the function and press [Enter].

Repeat from Step 4 until all functions have been selected. 6 Type END and press [Enter].

Result: The first screen of SHOW.DOC displays. Note: You may select other levels of documentation, if desired, prior to continuing.





Procedure 5: Other documentation

Complete the steps in the table below to select Other / Miscellaneous Documentation.

Step Action

1 Look at your screen, where “Other” types of documentation items appear, identified by line numbers. Make your selection as follows:

WHEN you want to select… TYPE… one documentation item the line number it appears on,

and press [Enter].

a range of documentation items

the beginning line number, a dash, the ending line number, and press [Enter]. Example: 1-3

all documentation items ALL and press [Enter].

Result: A “Y” is placed next to the documentation item(s) selected. Note: For CRT display, only one documentation item may be selected at a time, and it is immediately displayed.





Knowledge Check



Question 1 Match the required operator entry on the left with its description of the type

of on-line help it retrieves on the right, by placing the appropriate letter in the column provided.

a-f Operator Entry Help Description

? or ?1 or 1? a. Display complete prompt technical definition

?? or ?2 or 2? b. Display complete function documentation

?? or ?3 or 3? c. Data base definition & user help for a prompt

???? or ?4 or 4? d. Display additional help for a prompt ????? or ?5 or 5? e. Display validation table for a prompt ?????? or ?6 or 6? f. Show all records (in random sequence)

Question 2 Whenever you are at a prompt that you are unfamiliar with, or are unable to

respond to because you are not sure what is being asked, it is a good idea to type ________ to access Prompt Help.

Question 3 You are at a prompt to enter “Terms Code”. You do not remember the code

associated with the terms “Net 60 Days”. What can you type to list all valid Terms Codes?




Question 4 From the Terms Code prompt, you have accessed the Validation Table shown

below. To place “Net 60 Days” in the terms code field, what would you type from the Command Line in the Validation table?

Question 5 You have displayed the Item Master cross reference table below, and notice

that this is the first page of eight in the cross reference list. You wish to narrow your search to display only those items whose Extended Description is “Rubber Grip”. What could you type at the Command Line in the cross reference table to narrow your search?


ORDER.ENTRY Terms Codes (Page 1 of 1) +--------------------------------------+ ¦ ¦ 1 ¦ 2 ¦ ¦ ¦CD ¦ Description ¦ +---+---+------------------------------¦ ¦ 1¦A ¦NET 30 DAYS ¦ ¦ 2¦B ¦1%15 DAYS, NET30 ¦ ¦ 3¦C ¦2%10 DAYS, NET30 ¦ ¦ 4¦D ¦2%10 DAYS, NET 20 ¦ ¦ 5¦E ¦COD ¦ ¦ 6¦F ¦NET 45 DAYS ¦ ¦ 7¦G ¦2%10, NET20 EOM ¦ ¦ 8¦H ¦NET 60 DAYS ¦ +--------------------------------------+ Enter CD, Line (n), Select Command, \P ....................

MNT.ITEM ITEM MASTER CROSS-REFERENCE (Page 1 of 8) +---------------------------------------------------------------------------+ ¦ ¦ 1 ¦ 2 ¦ 4 ¦ ¦ ¦ Item Number ¦ Description ¦ EXT DESC ¦ +---+------------------------------+-------------------------+--------------¦ ¦ 1¦100|01 ¦SLOTTED SCREWDRIVER ¦ ¦ ¦ 2¦400|01 ¦SCREWDRIVER 5/16 INCH ¦PLASTIC HANDLE¦ ¦ 3¦500|01 ¦#2 PHILLIPS SCREWDRIVER ¦ ¦ ¦ 4¦501|01 ¦#2 PHILLIPS SCREWDRIVER ¦RUBBER GRIP ¦ ¦ 5¦600|01 ¦#5 PHILLIPS SCREWDRIVER ¦ ¦ ¦ 6¦C100|01 ¦SCREWDRIVER ¦ ¦ ¦ 7¦C2500|01 ¦#2 PHILLIPS SCREWDRIVER ¦ ¦ ¦ 8¦C2600|01 ¦#3 PHILLIPS SCREWDRIVER ¦PLASTIC HANDLE¦ ¦ 9¦C5603|01 ¦#4 PHILLIPS SCREWDRIVER ¦ ¦ ¦ 10¦C6013|01 ¦#5 PHILLIPS SCREWDRIVER ¦ ¦ ¦ 11¦C6785|01 ¦#6 PHILLIPS SCREWDRIVER ¦ ¦ ¦ 12¦C6825|01 ¦#7 PHILLIPS SCREWDRIVER ¦RUBBER GRIP ¦ +---------------------------------------------------------------------------+ Enter Item Number, Line (n), Fn, Bn, Select Command, \P ....................



Question 6 Complete these sentences:

You may access Function Documentation from any menu by typing ________________________ or ___________________________ . You may also access Function Documentation from any prompt in the function by typing _________________ .


TRUE or FALSE You may search for text string while in Prompt Help

(?1) or Function Documentation (?4).

TRUE or FALSE When searching for text string, you must type the word exactly as it appears in the documentation using an exact match to upper and lower case characters.

TRUE or FALSE The function SHOW.DOC allows you to print System level, Module level, function level, or Other/Miscellaneous types of documentation.





Answer 1 Match the required operator entry on the left with its description of the type

of on-line help it retrieves on the right, by placing the appropriate letter in the column provided.

a-f Operator Entry Help Description c. ? or ?1 or 1? a. Display complete prompt technical

definition e. ?? or ?2 or 2? b. Display complete function

documentation d. ?? or ?3 or 3? c. Data base definition & user help for a

prompt b. ???? or ?4 or 4? d. Display additional help for a prompt a. ????? or ?5 or 5? e. Display validation table for a prompt f. ?????? or ?6 or 6? f. Show all records (in random sequence)

Answer 2 Whenever you are at a prompt that you are unfamiliar with, or are unable to

respond to because you are not sure what is being asked, it is a good idea to type ? or ?1 or 1? and press [Enter] to access Prompt Help.

Answer 3 You are at a prompt to enter “Terms Code”. You do not remember the code

associated with the terms “Net 60 Days”. What can you type to list all valid Terms Codes? ?? or ?2 or 2? and press [Enter].




Answer 4 From the Terms Code prompt, you have accessed the Validation Table shown

below. To place “Net 60 Days” in the terms code field, what would you type from the Command Line in the Validation table? 8 and press [Enter] (selects the code on line number 8) or H and press [Enter] (selects code “H”)


ORDER.ENTRY Terms Codes (Page 1 of 1) +--------------------------------------+ ¦ ¦ 1 ¦ 2 ¦ ¦ ¦CD ¦ Description ¦ +---+---+------------------------------¦ ¦ 1¦A ¦NET 30 DAYS ¦ ¦ 2¦B ¦1%15 DAYS, NET30 ¦ ¦ 3¦C ¦2%10 DAYS, NET30 ¦ ¦ 4¦D ¦2%10 DAYS, NET 20 ¦ ¦ 5¦E ¦COD ¦ ¦ 6¦F ¦NET 45 DAYS ¦ ¦ 7¦G ¦2%10, NET20 EOM ¦ ¦ 8¦H ¦NET 60 DAYS ¦ +--------------------------------------+ Enter CD, Line (n), Select Command, \P ....................



Answer 5 You have displayed the Item Master cross reference table below, and notice

that this is the first page of eight in the cross reference list. You wish to narrow your search to display only those items whose Extended Description is “Rubber Grip”. What could you type at the Command Line in the cross reference table to narrow your search? SELECT 4 = RUBBER GRIP or SELECT EXT DESC EQ RUBBER GRIP

Answer 6 Complete these sentences:

You may access Function Documentation from any menu by typing ?Function Option Number or ?Function Name. You may also access Function Documentation from any prompt in the function by typing ?4 or 4? or ????.


MNT.ITEM ITEM MASTER CROSS-REFERENCE (Page 1 of 8) +---------------------------------------------------------------------------+ ¦ ¦ 1 ¦ 2 ¦ 4 ¦ ¦ ¦ Item Number ¦ Description ¦ EXT DESC ¦ +---+------------------------------+-------------------------+--------------¦ ¦ 1¦100|01 ¦SLOTTED SCREWDRIVER ¦ ¦ ¦ 2¦400|01 ¦SCREWDRIVER 5/16 INCH ¦PLASTIC HANDLE¦ ¦ 3¦500|01 ¦#2 PHILLIPS SCREWDRIVER ¦ ¦ ¦ 4¦501|01 ¦#2 PHILLIPS SCREWDRIVER ¦RUBBER GRIP ¦ ¦ 5¦600|01 ¦#5 PHILLIPS SCREWDRIVER ¦ ¦ ¦ 6¦C100|01 ¦SCREWDRIVER ¦ ¦ ¦ 7¦C2500|01 ¦#2 PHILLIPS SCREWDRIVER ¦ ¦ ¦ 8¦C2600|01 ¦#3 PHILLIPS SCREWDRIVER ¦PLASTIC HANDLE¦ ¦ 9¦C5603|01 ¦#4 PHILLIPS SCREWDRIVER ¦ ¦ ¦ 10¦C6013|01 ¦#5 PHILLIPS SCREWDRIVER ¦ ¦ ¦ 11¦C6785|01 ¦#6 PHILLIPS SCREWDRIVER ¦ ¦ ¦ 12¦C6825|01 ¦#7 PHILLIPS SCREWDRIVER ¦RUBBER GRIP ¦ +---------------------------------------------------------------------------+ Enter Item Number, Line (n), Fn, Bn, Select Command, \P ....................




TRUE or FALSE You may search for text string while in Prompt Help

(?1) or Function Documentation (?4).

TRUE or FALSE When searching for text string, you must type the word exactly as it appears in the documentation using an exact match to upper and lower case characters. Explanation: The search function is not case-sensitive. This means an entered text string of “SHIP” will find both upper and lower case occurrences and combinations of “SHIP”, “Ship”, and “ship” in the documentation.

TRUE or FALSE The function SHOW.DOC allows you to print System level, Module level, Function level, or Other/Miscellaneous types of documentation.

D2K Tools 7-1

Chapter 7

D2K Tools

Chapter Overview

Introduction As you start to use D2K functions, you will want to work as efficiently as

possible. By using system tools built into the D2K software, you can access and manage your data easily.

Purpose The purpose of this chapter is to introduce D2K tools, which are designed to

increase your efficiency when using your D2K system.


• describe the different types of D2K tools available • define Cross Referencing • describe how to choose data from a cross reference display • describe how record IDs are assigned using Next Number assignment • describe the different backslash commands • define Workbenching, and • describe how to Workbench.

7-2 D2K Tools

Types of D2K Tools

Introduction There are four types of D2K tools designed to increase your efficiency. Some

of these tools are optional, based on your system setup.

Tools and descriptions

The table below describes the different types of D2K tools, and their descriptions.

Tool Description

Cross Referencing Gives the user the ability to find and access data using something other than the record ID.

Next Number Assignment

The system automatically assigns the next sequential number to a transaction or data record.

Backslash Commands

Special processing functions that can be accessed from any D2K prompt by typing a backslash and a command.

Workbenching Allows the user to access alternate functions directly while suspending the current function.

D2K Tools 7-3

What is Cross Referencing?

Introduction D2K eliminates the need to remember record IDs (customer, item, vendor

numbers, etc.) using a tool called cross referencing.

Definition Cross referencing is the ability to find and access data records using alternate

data entries. Cross referencing can be extremely useful in situations where you are uncertain of the actual data to enter in a prompt, but are aware of other key information about the prompted field. In addition, multiple cross reference parameters can be defined for one data file.

Example Marie Schneider, an order entry clerk, is entering a sales order for Mercury

Electrical Distributors. In the function ORDER.ENTRY, Marie is brought to a prompt that asks her to enter the “Customer Number”. Using cross referencing, Marie can access the customer’s account by typing a part of the customer’s name, their phone number, or any other pertinent information that her company has chosen for cross reference.

I c a n ty p e a nyp a rt of the

c u stom e r ’s n a m e(D IS T R IB U T O R ,E L E C T R IC A L ,or M E R C U R Y ),

to f ind th isc u stom e r

EnterCustomerNumber…

Soundex Soundex is an optional cross referencing feature that allows the user to enter

data that “sounds like” the actual data. For example, the order entry clerk types MURKEREE at the Customer Number prompt, and since it “sounds like” MERCURY, this data will cross reference to MERCURY ELECTRICAL DISTRIBUTORS.

7-4 D2K Tools

Figure 7-1. A typical Cross Reference Display screen with single record selection capability.

Figure 7-2. A Cross Reference Display screen, with multiple selection capability.

Figure 7-3. A Cross Reference Display screen, with no selection capability.

ORDER.ENTRY (Page 1 of 1) Customer Master Cross Reference +------------------------------------------------------------------------+ ¦ ¦ 1 ¦ 2 ¦ 3 ¦ 4 ¦5 ¦ ¦ ¦Number¦ Name ¦ Address(s) ¦ City ¦St¦ +---+------+--------------------------+---------------+---------------+--¦ ¦ 1¦10054 ¦HOUSEWARE DISTRIBUTORS ¦11 COMMERCE AVE¦TOTOWA ¦NJ¦ ¦ 2¦21007 ¦MERCURY ELECTRICAL DISTRIB¦1925 WESTERN AV¦ANAHEIM ¦CA¦ ¦ 3¦22100 ¦A-1 DISTRIBUTORS, INC. ¦1855 TOWNSEND R¦LONG BEACH ¦CA¦ ¦ 4¦33125 ¦ARNET DISTRIBUTORS ¦45 JACKSON ST. ¦HOBOKEN ¦NJ¦ +------------------------------------------------------------------------+ Enter Number, Line (n), Select Command, \P ....................

MNT.CUSTOMER (Page 1 of 1) Customer Master Cross Reference +----------------------------------------------------------------------------+ ¦ ¦ ¦ 1 ¦ 2 ¦ 3 ¦ 4 ¦5 ¦ ¦ ¦Sel¦Number¦ Name ¦ Address(s) ¦ City ¦St¦ +---+---+------+--------------------------+---------------+---------------+--¦ ¦ 1¦ ¦10054 ¦HOUSEWARE DISTRIBUTORS ¦11 COMMERCE AVE¦TOTOWA ¦NJ¦ ¦ 2¦ ¦21007 ¦MERCURY ELECTRICAL DISTRIB¦1925 WESTERN AV¦ANAHEIM ¦CA¦ ¦ 3¦ ¦22100 ¦A-1 DISTRIBUTORS, INC. ¦1855 TOWNSEND R¦LONG BEACH ¦CA¦ ¦ 4¦ ¦33125 ¦ARNET DISTRIBUTORS ¦45 JACKSON ST. ¦HOBOKEN ¦NJ¦ +----------------------------------------------------------------------------+ Enter Number, Line (n), n-n, ALL, Select Command, \P ....................

ORDER.ENTRY (Page 1 of 1) Customer Master Cross Reference +------------------------------------------------------------------------------+ ¦ 1 ¦ 2 ¦ 3 ¦ 4 ¦5 ¦ ¦Number¦ Name ¦ Address(s) ¦ City ¦St¦ +------+--------------------------+-------------------------+---------------+--¦ ¦10054 ¦HOUSEWARE DISTRIBUTORS ¦11 COMMERCE AVENUE ¦TOTOWA ¦NJ¦ ¦21007 ¦MERCURY ELECTRICAL DISTRIB¦1925 WESTERN AVENUE ¦ANAHEIM ¦CA¦ ¦22100 ¦A-1 DISTRIBUTORS, INC. ¦1855 TOWNSEND ROAD ¦LONG BEACH ¦CA¦ ¦33125 ¦ARNET DISTRIBUTORS ¦45 JACKSON ST. ¦HOBOKEN ¦NJ¦ +------------------------------------------------------------------------------+ Enter <CR> or END when finished reviewing this data ...

D2K Tools 7-5

Choosing Data from a Cross Reference Display Screen

Introduction When you enter data for cross referencing and the system finds multiple

records that match the data, a cross reference display screen will appear. Depending on your company’s setup, you may see up to three different types of screens. In addition, when the system finds only one match to the data keyed by the operator, display of the cross reference screen may be optional.

Illustrations Figures 7-1, 7-2, and 7-3 are illustrations of three different cross reference

display screens showing Customer Master records. The operator typed DISTRIBUTORS at the Customer Number prompt, and the system located four records that contain those characters as part of the Customer Name. Figure 7-1 is an illustration of a typical cross reference display, where the user selects the data record to use by typing the line number it appears on. Figure 7-2 is an illustration of a cross reference display, where multiple records may be selected for retrieval by typing the line numbers they appear on. Note: This type of display is usually found only in maintenance functions. Figure 7-3 is an illustration of a cross reference display, where the “line number” column does not appear on the left. The user must remember the number to use, then type END to get back to the data prompt.

Learning advice

Cross referencing parameters, Soundex, and table display formats are defined by your System Administrator. In addition, Soundex requires fewer characters with which to cross reference data. In the illustrations shown, the operator need only type DISTRIB at the Customer Number prompt to find the four records.


7-6 D2K Tools

Choosing Data from a Cross Reference Display Screen, Continued

Procedure Complete the steps in the table below to use cross referencing.

Note: This procedure assumes you are at a prompt where cross referencing is available.

Step Action

1 Type the cross reference data, and press [Enter]. 2 Use this table to determine your next step.

IF the system finds… THEN… one record that matches the

cross reference data the data is retrieved and displays in the prompt. This completes the procedure. Note: If your system is set up to always show the display screen even when one record is found, continue with this procedure.

multiple records that match the cross reference data

a cross reference display screen appears.

3 Locate the record you wish to use, scrolling the table forward or

backward if necessary by typing F or B and pressing [Enter]. Note: Depending on the Command Line, you may be able to use a “Select Command” to narrow the search in the Validation Table. Reference: For more information about the Select Command, refer to the topic “Narrowing a Search using a Select Command” in Chapter 6.


D2K Tools 7-7

Choosing Data from a Cross Reference Display Screen, Continued



WHEN prompted… THEN you may… “Enter Number, Line (n),

Select Command, \P” select a single record by typing the record ID or the line number it appears on, then press [Enter]. Result: The system returns to the screen prompt and retrieves the record selected.

“Enter Number, Line (n), n-n, ALL, Select Command, \P”

select one or more records by typing either the record ID, the line number it appears on, or ALL to select all records displayed. When done, type END and press [Enter]. Result: The system returns to the screen prompt, and retrieves the first record selected. When you are finished processing the record, the next selected record is retrieved.

“Enter <CR> or END when finished reviewing this data…”

-or-

“Paging Option Fn, Bn, Pn, Select Command, \P”

type END and press [Enter]. Result: The system returns to the screen prompt. Type the record ID you identified in the cross reference display screen, and press [Enter].

7-8 D2K Tools


Introduction Many of the functions you use on your D2K system will require a transaction

number or record ID to be assigned. One of the D2K Tools allows the system to perform this task automatically.

Definition Next Number Assignment is the process by which your system automatically

assigns the next available number to transactions or data records. This feature is optional, and can be defined by function.

Example Six clerks are processing customer invoices simultaneously. As each clerk

finishes their transaction, the system assigns the next available invoice number, ensuring that the transactions are uniquely numbered and in sequential order.

Activities that may use next number assignment

These are some activities which you may perform that allow for automatic next number assignment: • creating new item records • creating new customer records • creating new vendor records • creating sales quotations • creating customer sales orders • creating vendor purchase orders • creating customer credit memos, and • creating customer debit memos.

Learning advice

Your System Administrator is responsible for defining the starting numbers for different transactions using next number assignment.

D2K Tools 7-9

The Backslash Commands

Description Backslash commands are special functions that may be accessed from any

D2K prompt. They allow you to perform a D2K process, or are used to access data from the system.


The table below describes some of the more frequently used Backslash commands, and their descriptions.

Command Description

At any prompt, enter… \? Displays help information about all backslash

commands. \C Invokes the desktop calculator (the COMPUTE

function). \KEY or \KEYS Allows you to program your function keys to execute

specific commands for your User ID. \PRINT Prints the displayed screen on your assigned printer

when the current function completes or the menu is exited.

\PRINT NOW Immediately prints the displayed screen on your assigned printer.

\R Redisplays the current screen if the screen display is corrupted or lost.

\T Displays the current system time and date. \U or \WHO Displays the current User ID, port number and Home

Facility. At a Function prompt, enter…

\FN Displays the name of the currently accessed function and program.

\MNT Used to access the maintenance function used for a validated prompt.

\P Used to display any secondary prompt options. This command is available only at prompts displaying “\P”.

\SHOW Accesses the inquiry function used for a validated prompt.


7-10 D2K Tools

The Backslash Commands, Continued

Commands and descriptions (continued)

Command Description At a Function prompt, enter…

\NEXT.NBR When prompted for a record ID, displays the next available number to be used by a function when automatic next number assignment is used.

\CM When prompted for a Customer Number, reenters the last customer number entered from your terminal.

\IN When prompted for an Item Number, reenters the last item number entered from your terminal.

\PO When prompted for a Purchase Order Number, reenters the last purchase order number entered from your terminal.

\SO When prompted for a Sales Order Number, reenters the last customer sales order number entered from your terminal.

\VEN When prompted for a Vendor Number, reenters the last vendor number entered from your terminal.

D2K Tools 7-11

Figure 7-4. The Workbench Menu, accessed in the ORDER.ENTRY Function.

Workbench Options for ORDER.ENTRY Function Name Function Description 1 AR.CUST.INQ Display AR, Sales, and Payment Info for a Cust 2 CUST.COMMENTS Create, Maintain Customer Master Auxiliary Records 3 CUST.INQ Display a Customer Record (One Screen) 4 FIND.PO Search for a Purchase Order 5 LOOK.PRICE Display Current Sales Prices for a Customer/Item 6 LOOK.SALES.HIST Display Sales Price History for a Customer/Item 7 LOOK.SO Display Selected Sales Order 8 LOOK.STOCK Display Current Availability Info for an Item 9 MNT.CUSTOMER Create, Maintain Customer Records 10 MNT.ITEM Create, Maintain Item Record General Info WW 11 MNT.ITEM-NONSTOCK Create, Maintain Non-Stock Item Records

↑ Indicates an automatically executed Workbench from the current prompt Enter function to execute, END, \P ..........

7-12 D2K Tools

What is a Workbench?

Introduction There may be times when you need to access a function other than the one

you are currently using. One of the D2K Tools allows you to suspend your current task and perform another without loss of data.

Definition A Workbench is a D2K processing feature that enables you to access other

functions without exiting the function you are currently using. A Workbench menu may be created for any D2K function by your System Administrator. At any prompt in a function for which a Workbench has been created, you may display a menu of alternate functions. You can select any function shown on the Workbench menu. When the selected process ends, you are returned to the Workbench menu where you may select another function, or return to your suspended function. In addition, some prompts may have an “automatically executed” Workbench, where you are brought directly to a function and the Workbench menu is bypassed.

Illustration Figure 7-4 is an illustration of a Workbench menu, accessed in the

ORDER.ENTRY function. When a function has “WW” noted to the left of its selection number, this indicates a function that may be accessed directly from the current prompt by typing \WW (“automatically executed” Workbench).

Example 1: Display Workbench menu

You are processing a sales order in the ORDER.ENTRY function. Your phone rings, and A-1 Distributors asks you to check his A/R balance, along with the status of an order he placed last week. You suspend the transaction you are working on, and type \W to access the Workbench menu. From the menu, you choose AR.CUST.INQ to check A-1 Distributor’s A/R balance. When done, you are returned to the Workbench menu where you choose LOOK.SO to inquire into the status of his sales order. Once completed, you are again returned to the Workbench menu. Typing END from the Workbench menu returns you to the sales order to continue your transaction.


D2K Tools 7-13

What is a Workbench?, Continued

Example 2: Automatically execute a Workbench function

As you enter items on the sales order, you find that one item has not been entered in Item Maintenance. The MNT.ITEM-NONSTOCK function is defined as an automatically executed Workbench from the item number prompt. To access this function, type \WW at the Item Number prompt. This bypasses the Workbench menu, and goes directly to MNT.ITEM-NONSTOCK. Once the item is added and you exit the function, you are returned to the sales order, bypassing the Workbench menu.

7-14 D2K Tools

How to Workbench

Procedure Complete the steps in the table below to access and use a Workbench.

Step Action 1 From any prompt in a D2K function, type \W and press [Enter].

Result: The Workbench menu defined for the function displays, and the current function is suspended. Note: If a function on the Workbench menu has “WW” to the left of its selection number, you could have typed \WW from the current prompt to directly access that function.

2 Type the selection number of the function you wish to access, and press [Enter]. Result: The selected function is accessed.

3 Perform your task in the Workbench function, then exit the function by typing END and pressing [Enter]. Result: You are returned to the Workbench menu. Note: When you access a Workbench function directly (\WW), END brings you back to the original function and not the Workbench menu.

4 Do you wish to access another Workbench function? If yes, repeat from Step 2. If no, type END and press [Enter]. Result: You are returned to the original function.

Learning advice

Your System Administrator is responsible for identifying functions that need a Workbench, and for defining the functions contained in each Workbench.

D2K Tools 7-15

Knowledge Check



Question 1 Match the D2K Tool on the left with its description on the right, by placing


a-d D2K Tool Description Cross Referencing a. Special processing functions that can

be accessed from any D2K prompt by typing a backslash and a command.


b. Allows the user to access alternate functions directly while suspending the current function.

Backslash Commands c. The system automatically assigns the next sequential number to a transaction or data record.

Workbenching d. Gives the user the ability to find and access data using something other than the record ID.

Question 2 Mark these statements true or false.

TRUE or FALSE Cross Referencing allows you to display a table of all

the valid codes that may be entered in a prompt.

TRUE or FALSE Each data file can only have one cross reference parameter defined. For example, you may only cross reference on the Item Description in the Item Master file.

TRUE or FALSE Soundex is an optional cross reference feature that allows the user to enter data that “sounds like” the actual data.

TRUE or FALSE The system will display a cross reference table when multiple records match the data keyed by the operator.


7-16 D2K Tools


Question 3 Next Number Assignment is:

a. the process of assigning port numbers to User IDs as they log into the

D2K system. b. the process of identifying the number of decimal places to assign using

System Conventions. c. the process by which your system automatically assigns the next available

number to transactions or data records.

Question 4 You are in a D2K function, at a screen with prompts that are unfamiliar to

you. You want to print a copy of the screen to discuss your questions with your System Administrator. What backslash command should you use to print a copy of your current screen?

Question 5 You are supposed to attend a meeting with other people in your department at

3:00 p.m. You are busy working on your D2K system, and do not have a clock or watch available. What backslash command should you use to display the current system time and date?

Question 6 In the Order Entry function, you are asked to enter a Sales Representative

Code. Mark Morrison just started this week as a Sales Rep for your company, but no code has been created yet for him. The Workbench for Order Entry does not display the Sales Rep maintenance function. When at the prompt for “Sales Representative”, what backslash command should you use to access the maintenance function?

Question 7 While in the middle of posting a cash receipt, the power flickers on and off in

your building. As a result, your CRT screen now displays garbled characters. What backslash command should you use to redisplay the screen as it looked when the power went off?


D2K Tools 7-17



TRUE or FALSE A Workbench allows you to access other functions

without exiting the function you are currently using.

TRUE or FALSE You may access a Workbench by typing WORK from any prompt in a function.

TRUE or FALSE Selected prompts may have an automatically executed Workbench, where you are brought directly to a function and the Workbench menu is bypassed.



7-18 D2K Tools


Answer 1 Match the D2K Tool on the left with its description on the right, by placing


a-d D2K Tool Description d Cross Referencing a. Special processing functions that can

be accessed from any D2K prompt by typing a backslash and a command.

c Next Number Assignment

b. Allows the user to access alternate functions directly while suspending the current function.

a Backslash Commands c. The system automatically assigns the next sequential number to a transaction or data record.

b Workbenching d. Gives the user the ability to find and access data using something other than the record ID.


D2K Tools 7-19


Answer 2 Mark these statements true or false.

TRUE or FALSE Cross Referencing allows you to display a table of all

the valid codes that may be entered in a prompt. Explanation: Cross referencing is the ability to find and access data records using alternate data entries.

TRUE or FALSE Each data file can only have one cross reference parameter defined. For example, you may only cross reference on the Item Description in the Item Master file. Explanation: Multiple cross reference parameters can be defined for one data file. For example, you could cross reference on Item Description, Vendor Part Number, Manufacturer, or any other pertinent information in the Item Master file.

TRUE or FALSE Soundex is an optional cross reference feature that allows the user to enter data that “sounds like” the actual data.

TRUE or FALSE The system will display a cross reference table when multiple records match the data keyed by the operator.

Answer 3 Next Number Assignment is:

c. the process by which your system automatically assigns the next

available number to transactions or data records.


7-20 D2K Tools


Answer 4 You are in a D2K function, at a screen with prompts that are unfamiliar to

you. You want to print a copy of the screen to discuss your questions with your System Administrator. What backslash command should you use to print a copy of your current screen? \PRINT or \PRINT NOW and press [Enter]

Answer 5 You are supposed to attend a meeting with other people in your department at

3:00 p.m. You are busy working on your D2K system, and do not have a clock or watch available. What backslash command should you use to display the current system time and date? \T and press [Enter]

Answer 6 In the Order Entry function, you are asked to enter a Sales Representative

Code. Mark Morrison just started this week as a Sales Rep for your company, but no code has been created yet for him. The Workbench for Order Entry does not display the Sales Rep maintenance function. When at the prompt for “Sales Representative”, what backslash command should you use to access the maintenance function? \MNT and press [Enter]

Answer 7 While in the middle of posting a cash receipt, the power flickers on and off in

your building. As a result, your CRT screen now displays garbled characters. What backslash command should you use to redisplay the screen as it looked when the power went off? \R and press [Enter]


D2K Tools 7-21


Answer 8 Mark these statements true or false.

TRUE or FALSE A Workbench allows you to access other functions

without exiting the function you are currently using.

TRUE or FALSE You may access a Workbench by typing WORK from any prompt in a function. Explanation: You access a Workbench by typing /W or /WW from any prompt in a function.

TRUE or FALSE Selected prompts may have an automatically executed Workbench, where you are brought directly to a function and the Workbench menu is bypassed.

Producing D2K Reports and Inquiries 8-1

Chapter 8

Producing D2K Reports and Inquiries

Chapter Overview

Introduction An important task in using the D2K software is the presentation of data onto

useful reports and inquiries.

Purpose The purpose of this chapter is to introduce you to the D2K report and inquiry

generation process. You will learn basic concepts for running any D2K report or inquiry function, and how the sort and selection of data can impact the result.


• describe the process of report and inquiry generation • define Spooler • identify functions that offer both print and display options • describe the concept of selecting, and • describe the concept of sorting.

8-2 Producing D2K Reports and Inquiries

Figure 8-1. The Process of Producing a D2K Report or Inquiry.

Accessreport/inquiry

function

Answerprompts forsort/selection

END fromfunction

Data isselected

Data issorted

Image isgenerated

PrintedReport

Image sentto Spooler

Report isprinted

Inquiry datadisplayson CRT

Yes No


The Process of Producing a D2K Report or Inquiry

Introduction While each D2K report and inquiry may differ, they all are produced using

the same process.

Description Report and inquiry functions may ask you to define how the data should be

sorted and selected. The function may even give you the option of printing a report, or sending the output to your CRT. Once you END from the function, the system will first select the appropriate data, sort it, generate an image using a format defined by the function, and display the data on your CRT or spool the report to your printer.

Illustration Figure 8-1 is an illustration of the D2K report and inquiry generation process.

While the prompts for sort and selection options differ in each function, the system processes the data in the same way.

Process The table below describes the process of producing a D2K report or inquiry.

Stage Description 1 User accesses a D2K report or inquiry function. 2 User answers all prompts for sort, selection, and output options. 3 User ENDs from the function to start the report or inquiry

generation process. 4 Data is selected based on user responses to prompts or the function

specification. 5 Data is sorted based on user responses to prompts or the function

specification. 6 Report or inquiry image is generated. 7 • If this is an inquiry, data is output to the CRT.

• If this is a report, the image is sent to Spooler, and printed on the user’s assigned printer.


Figure 8-2. The Spooler Process.

OpenOrderReport

BackOrderReport

Spooler

Printer


What is Spooler?

Introduction When a function produces a printed report, the image is sent to Spooler and

printed on the user’s assigned printer.

Definition Spooler is a process that allows multiple users to share one printer. When a

report is generated, the print image is held on disk until the printer is ready to print it. Multiple print jobs being sent to the same printer are stacked (or queued) in the order in which they were generated. Spooler also frees the user’s CRT from the print task while the report is printing. This prevents the user from having to wait until the report is completely printed before performing another function.

Illustration Figure 8-2 is an illustration of the Spooler process, as explained in the

example above.

Example Sally Burns, an order entry clerk, selects a Back Order report for print. Soon

after, Marie Schneider selects an Open Order report for print. When the print images are generated for these reports, they are sent to Spooler, and Sally and Marie’s CRTs are freed to perform other functions. Since the printer is currently in use printing a 75 page Accounts Receivable Aging report, their reports are stacked (queued) on disk. When the Aging Report finishes printing, Spooler sends the Back Order report, then the Open Order report, to the printer.


Figure 8-3. An Inquiry Menu showing Display, Print Functions.

ictdev 00120 12:09:04 10 DEC YYYY ACCOUNTS RECEIVABLE INQUIRIES MENU NO. ..ITEM.NAME......... TYPE ...DESCRIPTION.................................... 1 AR.CUST.INQ F Display AR, Payment, and Billing Info for a Cust 2 AR.VERIFY.TOTAL F Display Total Outstanding AR Balance 3 SHOW.CREDITS F Display, Print Payment Transactions for a Customer 4 SHOW.DEPOSITS F Display, Print Deposit Receipts 5 SHOW.RECEIPTS F Display, Print Cash/Deposit Receipts 6 SHOW.AR.ENTRIES F Display, Print AR Transactions 7 SHOW.AR.JRNLS F Display, Print AR Journal Entries 8 SHOW.AR.BATCH F Display, Print AR Batch Headers 9 SHOW.FIN.CHGS F Display, Print AR Finance Charges Enter Your Selection ...................... Previous Menu= AR Current Menu = AR.INQS


Display, Print Functions

Introduction Many functions found in Inquiry menus give the user the option to display or

print the data.

Description A Display, Print function is one that gives the user a choice of displaying the

data on their CRT, or sending a printed report to Spooler. You can usually identify these functions on a menu by reading the function description.

Illustration Figure 8-3 is an illustration of an Inquiry Menu, identifying functions that can

be displayed or printed.

Display, Print prompts

There are two types of prompts you will see to identify whether the data should be printed or displayed by a function. The table below describes these two prompts, and your responses to them.

Prompt Description

“Do you want a printed report? (Y,N)” FOR a… TYPE…

printed report Y and press [Enter]. Result: “LPTR” (line printer) displays in the “Printed Report?” prompt.

CRT display N and press [Enter].

“Enter <CR> for terminal display, Anything Else for

FOR a… TYPE…

Printed Report” printed report any character except [Enter].

CRT display press [Enter].


Figure 8-4. The Process of Selecting Data on the Open Direct Ship Orders Report.

The OPEN.DSO function selects ALL direct ship sales orders.

User enters run-time selection for Facility 01 when OPEN.DSO is run.The result is a Direct Ship Sales Order Report for Facility 01.

Open Orderfile

"Direct ship"orders

"Direct ship" ordersfor Facility 01


Selecting Data on a Report or Inquiry

Introduction Many functions give you options for selecting specific data to appear on the

report or inquiry.

Definition A select is a method of choosing data that meets specific criteria for

presentation on a report or inquiry. Some D2K reports and inquiries have selections built into their functions. Others may ask the user for selection criteria at run time.

Illustration Figure 8-4 is an illustration of the selection process for the Open Direct Ship

Orders Report.

Example The OPEN.DSO function prints open customer sales orders that are flagged

as “direct ship” orders. This function has a selection built into it that selects direct ship orders from the open sales order file. It also allows the user to enter additional selection criteria at run time, such as a specific Facility number to print.


Figure 8-5. The CASH.JOURNAL report showing Primary and Secondary Sorts.

CASH.JOURNAL 10:41;29 10 JAN YYYY PAGE 1 Detailed Cash Receipts Journal for Posting Dates 01-01-YY - 01-10-YY

Bank A - CHASE MANHATTAN BANK ← PRIMARY SORT Cust Customer Check Refer Transaction Open

No. Name SECONDARY Number No. Amount Amount

___________________↓__SORT__________________________________________________________________ 20001 CROMWELL AND SMITH 593 20020 466.00 Post Date MM-DD-YY CASH APPLIED Seq# A00022 TOTALS: 466.00 _______________________________________________________________________________________________ 12125 GIANT CORPORATION 7001 10200M 100.00 10011M 252.00 20391 433.50 219.00 Post Date MM-DD-YY CASH APPLIED TOTALS: 785.50 219.00 _______________________________________________________________________________________________ 19034 MIDWEST ELECTRICAL 9324 90431 325.45 93234 877.00 Post Date MM-DD-YY CASH APPLIED TOTALS: 1202.45

Bank A Totals: ← PRIMARY SORT TOTALS 2453.95 219.00


Sorting Data on a Report or Inquiry

Introduction Many report and inquiry functions give you options for sorting the data.

Definition A sort is a method of arranging or grouping data for presentation on a report

or inquiry. When multiple sorts are identified, there is always a primary sort (the major grouping) with secondary sorts (sub-groupings). When a report prints dollar amounts, you will usually see sub-totals for the primary sort, and grand totals at the end of the report.

Illustration Figure 8-5 is an illustration of the CASH.JOURNAL report with a primary

sort of Bank Code, and a secondary sort of Customer Name.

Example The CASH.JOURNAL function allows you to print a report showing cash

received against customer accounts receivable balances. The function prompts you to choose a primary and secondary sort. A report sorted by Bank Code/ Customer Name will print sub-totals of cash received by bank, with the details sorted alphabetically by customer name.


Knowledge Check



Question 1 Put these statements about the D2K report and inquiry generation process in

the proper sequence by placing the sequence number (1-7) in the column provided.

1-7 Report/Inquiry Generation Process

Data is sorted based on user responses to prompts, or the function specification.

User accesses a D2K report or inquiry function. User ENDs from the function to start the report or inquiry

generation process. Report or inquiry image is generated. Data is selected based on user responses to prompts, or the

function specification. User answers all prompts for sort, selection, and output options. If this is an inquiry, data is output to the CRT. If this is a report,

the image is sent to Spooler, and printed on the user’s assigned printer.


TRUE or FALSE Spooler allows multiple users to share one printer.

TRUE or FALSE Only one print job may be sent to Spooler at a time.

TRUE or FALSE When you send a print job to Spooler, your CRT

remains busy with the print process until the report has completed printing on the printer.




Question 3 You can usually identify a function that gives the user a choice of displaying

the data on their CRT, or sending a printed report to Spooler by _________ _____________________________________________________________ .

Question 4 Define these two terms:

Select ______________________________________________________ Sort ______________________________________________________

Question 5 When a report uses both sort and selection, which process happens first?

Question 6 When a report prints dollar amounts, you will usually see _______________

printed for the primary sort.





Answer 1 Put these statements about the D2K report and inquiry generation process in

the proper sequence by placing the sequence number (1-7) in the column provided.

1-7 Report/Inquiry Generation Process 5 Data is sorted based on user responses to prompts, or the

function specification. 1 User accesses a D2K report or inquiry function. 3 User ENDs from the function to start the report or inquiry

generation process. 6 Report or inquiry image is generated. 4 Data is selected based on user responses to prompts, or the

function specification. 2 User answers all prompts for sort, selection, and output options. 7 If this is an inquiry, data is output to the CRT. If this is a report,

the image is sent to Spooler, and printed on the user’s assigned printer.


TRUE or FALSE Spooler allows multiple users to share one printer.

TRUE or FALSE Only one print job may be sent to Spooler at a time.

Explanation: Multiple print jobs being sent to the same printer are stacked (or queued) in the order in which they were generated.

TRUE or FALSE When you send a print job to Spooler, your CRT remains busy with the print process until the report has completed printing on the printer. Explanation: Spooler frees your CRT from the print task while the report is printing. This prevents you from having to wait until the report is completely printed before performing another function.




Answer 3 You can usually identify a function that gives the user a choice of displaying

the data on their CRT, or sending a printed report to Spooler by reading the function description on the menu. The description usually says “Display, Print….”

Answer 4 Define these two terms:

Select - a method of choosing data that meets specific criteria for presentation on a report or inquiry. Sort - a method of arranging or grouping data for presentation on a report or inquiry.

Answer 5 When a report uses both sort and selection, which process happens first?

Data is SELECTED first, then SORTED.

Answer 6 When a report prints dollar amounts, you will usually see sub-totals printed

for the primary sort.

Summary 9-1

Summary

Putting These Ideas to Work

Introduction This concludes the D2K System Conventions User’s Guide. At this point,

you should have enough information about D2K System Conventions to complete the objectives listed in the Preface of this manual.

Essential ideas of this User’s Guide

You should now be able to • define and describe common D2K terms and concepts • access and disconnect from your D2K system • navigate your D2K system using the menu structure • navigate the screens presented by D2K functions • enter, change, and delete data in screen prompts • use D2K online Help and Documentation • use D2K tools to increase your efficiency in using the software, and • describe the concepts involved in report and inquiry generation.

For more information

The on-line prompt help and function documentation available on your D2K system, can provide additional information about D2K System Conventions.

Learning advice

If you are not comfortable with the information presented, or have additional questions not answered by this User’s Guide, please speak with your System Administrator or D2K Customer Care Consultant.

D2K System Conventions User’s Guide Evaluation Name: ____________________________________ Date: _____________ Company/Region: ____________________________________ We depend on your feedback to help us improve our user’s guide. Please print and complete this form and fax it to: Manager, Technical Communications, D2K, at (215) 321-8015. For each of the statements below, check the box that reflects your reaction to a particular aspect of the user’s guide. Then use the Comments area to elaborate. Be as specific in you comments as possible. User’s Guide Organization 1. Did the sequence of information enhance your understanding by

leading you from simple to complex topics? Comments:________________________________ ___________________________________________

2. Was the guide’s level of difficulty appropriate for your level of

experience on the job? Comments:________________________________ ___________________________________________

3. Did this guide cover topics you need to know to perform your job?

Comments:________________________________ ___________________________________________

4. Was the length of the guide comfortable (informative but not taxing)?

Comments:________________________________ ___________________________________________

User’s Guide Objectives 1. Were the objectives written clearly?

Comments:________________________________ ___________________________________________

2. Did the objectives cover tasks you expect to perform on the job?

Comments:________________________________ ___________________________________________

Instruction 1. Do you feel you can perform the tasks stated in the objectives?

Comments:________________________________ ___________________________________________

Yes Somewhat No

Yes Somewhat No

Yes Somewhat No

Yes Somewhat No

Yes Somewhat No

Yes Somewhat No

Yes Somewhat No

continued…

2. Was the information written clearly?

Comments:________________________________ ___________________________________________

3. Were simple topics covered adequately, while complex topics were covered in depth? Comments:________________________________ ___________________________________________

Presentation of Information 1. Did the text help you to understand the illustrations?

Comments:________________________________ ___________________________________________

2. Did the illustrations supplement and clarify the information in the text? Comments:________________________________ ___________________________________________

3. Was the information presented in a clear and organized manner? Comments:________________________________ ___________________________________________ Time

1. How long did it take you to complete the user’s guide? ______ hours. In how many sittings? ________ Scope

1. Which topics, if any, need further explanation? Comments:________________________________ ___________________________________________

2. What topics, if any, should we consider adding? Comments:________________________________ ___________________________________________

3. What topics, if any, should we consider deleting? Comments:________________________________ ___________________________________________ Please use this space to provide us with more comments:

Yes Somewhat No

Yes Somewhat No

Yes Somewhat No

Yes Somewhat No

Yes Somewhat No