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dbcSMARTsoft®, GrainSMART® and HedgeSMART® are registered trademarks of dbcSMARTsoftware inc.

Version 14.00

SMARTsoft ADMINISTRATION

Aug 21, 2012

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dbcSMARTsoft®, GrainSMART® and HedgeSMART® are registered trademarks of dbc SMARTsoftware inc.

dbc SMARTsoftware inc. DBA OpenLink Agribusiness Solutions Group

The information in this document is subject to change without notice and should not be construed as a commitment by dbc SMARTsoftware. dbc SMARTsoftware assumes no responsibility for any errors which appear in this document. The software is furnished under license and may be used and copied only in accordance with the terms of such license agreement. The software may be copied only with the inclusion of the above copyright notice. Title to the software shall at all times remain with dbc SMARTsoftware regardless of any modifications made by the users. The software may not be used on any other computer system without a License Agreement and payment of royalty.

COPYRIGHT © 2012, 1996 dbc SMARTsoftware inc. and dbcSMARTsoftware Pty Ltd ALL RIGHTS RESERVED

OpenLink Agribusiness Solutions Group – H.O. 121 Charles St. West, Suite 224 Customer Support: Phone: (800) 992-7534 Kitchener, Ontario Int’l: +800-361-2114 Canada Fax: (519) 893-8761 N2G 1H6 SMARTsoft Support Email: [email protected]

OpenLink Agribusiness Solutions Group Level 8, 131 Leichhardt St, Customer Support: Phone: 1800 999 095 P.O. Box 1253 (National Freecall-Australia Only) Spring Hill QLD 4000 Int’l: +61 7 3309 3201 Australia Fax: 07 3839 3900

SMARTsoft Support Email: [email protected]


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NAMES

• dbcSMARTsoft® is the registered name for the entire application.

• SMARTsoft: For ease of reference, the shorter “SMARTsoft” is used for the overall application name, “dbcSMARTsoft®”, in the application and throughout these manuals.

• GrainSMART: The grain-specific sub-set of the overall dbcSMARTsoft® application is referred to as GrainSMART. (Contracts, Unload/Loadout, Settlement)

• dbcSMARTsoft is used when referring to the optional modules in SMARTsoft, such as General Ledger, Accounts Payable, Accounts Receivable, Sales Order Processing, Purchase Orders, Inventory, Production, etc.

• HedgeSMART: The Future and Options module of dbcSMARTsoft®.

CONVENTIONS FOR THIS MANUAL

In manuals describing the operation of computer programs, a consistent method is required for indicating several types of operator action. The following conventions have been chosen for their clarity and the fact that the reader may already be familiar with them from other program manuals. Keystrokes The pressing of a particular keyboard key is represented by enclosing the key-cap character(s) in angle-brackets. Examples: Pressing a single key: <Enter>, <Tab>, <Y>

Key-combinations: <Alt + W> refers to pressing and holding the Alt-key while another key (W in this case) is pressed, then releasing both.

Function Buttons SMARTsoft provides a number of “Function buttons”, each shown on the screen as a rectangular button bearing a picture (icon) or text suggesting its purpose. Reference to “clicking” one of these is made with the button’s name in italic boldface. (e.g. Insert, Save, Close). Programs Program descriptions are composed of up to four sections, where applicable: PURPOSE: The reason for the program’s existence. NOTES: Additional information about the program. SETUP: Detailed procedures for initial setup. OPERATION: Using the program after setup. Reference to SMARTsoft programs is made in Italics. (e.g. Contract Entry).


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Menu Selections As described in “Common Windows® Terminology and Operations”, many SMARTsoft operations are accessed by the use of menus. Often, selection of one menu item opens another menu, which may lead to another. Such a series of selections is specified in this manual by listing the menu selections in sequence, italicized, with a hyphen separating each selection from the next, as in Profiles-Commodity-Action-Grade Factors. The “Activity” and “Action” menu names are omitted, where obvious. At some point in the sequence, it may be necessary to enter data in order to activate the next menu. (In the example given, the Actions menu will not be available until a commodity is entered or selected in the Commodity Profile window.) Reference to the Action menu items available from the window on the screen will use a shortened path beginning with “Action-”, excluding the path which led to the current window. Data Fields Data field labels from the window being discussed are shown in bold. (e.g. Commodity:). Data fields in windows other than the window under discussion, are referred to in quotes. (e.g. “Commodity”). Fields which appear only in specific cases are outlined with a dashed line, both in the illustrations and the discussion. e.g. Discussion of fields in the current window which are not changeable, is in italics.

LANGUAGE

SMARTsoft menus, window titles, field labels, pop-up messages and printed documents can be in the language-preference of each user, as specified in Admin-Security-Entry-User Privileges (page 25).

The translation must first be performed, in the two Admin-Language Translations (page 37) windows. Canadian French is provided. SMARTsoft manuals are available only in English.

Tax1

Page numbers in the discussion are hyperlinks. Left-click the number to jump to that page.


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FAVORITES

This timesaving feature permits each user of SMARTsoft to place entries for their most frequently used functions into the Favorites menu. Selecting an item in the Favorites menu directly opens that function’s window, without navigating through the usual menu tree. SETUP Before specifying favorite functions, the selection function must be enabled by Help-Turn Favorites Setup On. This menu-item is enabled only when all SMARTsoft windows are Closed. Note that this action toggles the menu item to “.. Setup Off” for later use. Turn Favorites Setup On • disables normal SMARTsoft operation, • disables the menus in which Favorites

cannot be specified, • and displays a button in the toolbar.

The button is only an indicator that Favorites setup is in process. Clicking it has no effect.

The Favorites menu remains visible during setup, to permit viewing its contents. The Help menu remains active, since it is used to end the setup mode. In Favorites Setup mode, each left-clicked SMARTsoft menu item which normally opens a window, will be added at the bottom of the Favorites menu. Since menu item sequence-adjustment is not supported, the desired Favorites list should be prepared in writing first, for planning purposes. When a window-opening menu item is clicked, the menu closes, the item is checkmarked in the menu,

and the item is added at the bottom of the Favorites menu. While in the Favorites-selecting state, clicking a checkmarked menu item again removes the checkmark and erases the item from the Favorites menu. When the desired Favorites menu items have been added/removed, select Help-Turn Favorites Setup Off. The Favorites Setup indicator disappears. When an item is selected in the Favorites menu, its window opens as if selected through the normal menu.

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When -Turn Favorites Setup Off is used, Help-Edit Favorites is also enabled. -Edit Favorites opens Edit Favorites Menu, permitting the name of each selection, as it appears in the Favorites menu, to be edited. Changing an item in Current Text enables .

Saves the changes and closes Edit Favorites Menu. The changes made appear in the Favorites menu. .

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Table Of Contents SMARTsoft ADMINISTRATION .............................................................................................................................. i

NAMES .................................................................................................................................................................... iii CONVENTIONS FOR THIS MANUAL .......................................................................................................................... iii LANGUAGE ............................................................................................................................................................... iv FAVORITES ................................................................................................................................................................ v

Table Of Contents...................................................................................................................................................... vii

VERSION MISMATCHES ........................................................................................................................................ 1

DATABASE BACKUP ............................................................................................................................................... 1

DATABASE DATE INTEGRITY ............................................................................................................................. 1

“BEGIN-OF-DAY” ..................................................................................................................................................... 2

AUTO-SHUTDOWN .................................................................................................................................................. 2

USER QUEUING ........................................................................................................................................................ 3

INSTALLING THE ONLINE MANUALS ............................................................................................................... 4

TRACTOR-FED, PRE-PRINTED FORMS SETUP ............................................................................................... 5

PRINTER SETTINGS ................................................................................................................................................ 8

“NOTES” DISTRIBUTION SETUP ......................................................................................................................... 9

SMARTsoft ERROR LOG ...................................................................................................................................... 10

CUSTOMIZING SMARTsoft ................................................................................................................................. 11 LOGO BITMAP ..................................................................................................................................................... 11 CUSTOMIZING FAST LOOKUP ......................................................................................................................... 14 DATABASE=TEST ............................................................................................................................................... 15

SMARTsoft SECURITY .......................................................................................................................................... 17 MANUAL LOGIN ................................................................................................................................................. 18 ENCRYPT11.EXE. ................................................................................................................................................ 19

THE “ADMIN” MENU ............................................................................................................................................ 21 SECURITY-ENTRY .............................................................................................................................................. 21 SECURITY-LISTINGS/REPORTS ....................................................................................................................... 40 PASSWORD MAINTENANCE ............................................................................................................................ 46 RESET IN-USE RECORDS ................................................................................................................................... 50 QUEUES ................................................................................................................................................................ 51 SYNCHRONIZE SERIAL NUMBERS ................................................................................................................. 52 CORRECT UNAPPLIED TICKET BALANCE .................................................................................................... 53 CORRECT CONTRACT PRICING ...................................................................................................................... 53 REBUILD POSITION CALENDAR SPREAD ..................................................................................................... 54 ARCHIVE SETTLEMENT FILES ........................................................................................................................ 55 COST UNCOSTED INVENTORY ........................................................................................................................ 59 REGENERATE ELECTRONIC ADVANCE/SETTLEMENTS/MEMOS ........................................................... 60 DELETE INCOMPLETE ADVANCES AND SETTLEMENTS .......................................................................... 61


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MY APPLICATIONS .............................................................................................................................................64 NAME AND ADDRESS CUSTOMER UPDATES...............................................................................................65 CHANGE ORIGIN/DESTINATION .....................................................................................................................66 LANGUAGE TRANSLATIONS- WINDOWS/REPORTS ...................................................................................68 LANGUAGE TRANSLATIONS- MESSAGES ....................................................................................................69 GENERAL LEDGER CUTOFF DATE .................................................................................................................70 EXPORT / IMPORT G/L SETUP ..........................................................................................................................71 G/L DIAGNOSTIC .................................................................................................................................................73 TICKET/SETTLEMENT DIAGNOSTIC ..............................................................................................................76 PURGE ...................................................................................................................................................................79 INITIALIZE ............................................................................................................................................................91 TIME TEST ............................................................................................................................................................95 SYNTHETIC KEY USAGE ...................................................................................................................................96


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SMARTsoft ADMINISTRATION This manual contains information for use by the System Administrator.

VERSION MISMATCHES

To avoid operational problems and data loss, SMARTsoft programs must only be used with a database of the same version.

SMARTsoft checks for any version mismatch during login. If a mismatch is discovered, a message similar to the example at the right appears and SMARTsoft will not run.

closes the message.

Multiple instances of SMARTsoft can run simultaneously on the same client machine as long as their versions (major.minor.patch) are all different. This would require multiple databases, each matching one of the running SMARTsoft versions.

DATABASE BACKUP

Regularly

use your database's "Backup" facility. Besides providing extra data security, Backup truncates (purges) the Log file. Unless the Log file (containing all of the transactions which have modified the database) is regularly truncated, it rapidly increases in size, slowing performance, and when it reaches its allotted maximum size, brings SMARTsoft to a halt.

We recommend that you set up an automatic Backup operation, using a "Task Scheduler". A task scheduler program automatically executes specified programs, at preset times. ORACLE®, Windows™ and Norton Anti-Virus® all include schedulers. There are also a number of inexpensive Shareware schedulers. Our Support group can help.

DATABASE DATE INTEGRITY

Tests are made during each startup of SMARTsoft, the Scheduler or any of the interfaces, to detect date-related problems. If such a condition is detected, the application halts, leaving an explanatory message which also recommends the participation of dbc SMARTsoftware Support personnel:

• The client and server dates may not be more than one day apart.

• The database record of the

last Begin-of-Day DPR update may not be after the server date/time.

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“BEGIN-OF-DAY”

When the first User client logs into SMARTsoft for the day, or the database is started, the “Begin-Of-Day” routine automatically calculates day-to-day inventory quantity and value changes and opening balances for the Risk Position, clears non-Pitted and matched F/O trades, and does routine “cleanup”. Control is returned to the user when this complex routine ends. If SMARTsoft has not been run for several days, “Begin-Of-Day” processes each intervening day in turn, as displayed in the Status bar. Optional “Multi-Tasking Scheduler” software is available which, amongst other functions, can be set to automatically perform “Begin-Of-Day” each day prior to the arrival of the users, eliminating the user delay while the routine completes its task.

AUTO-SHUTDOWN

This function automatically shuts down SMARTsoft on an inactive workstation during the night, in support of security and functions requiring that only one User is logged into SMARTsoft. A number of criteria must all be true before shutdown is enabled: “Idletime= n” in the [Menu] section of smartwat.ini has a value greater than zero. A zero

n-value disables the auto-shutdown function. Values greater than 30 are treated as 30. The workstation has received no keyboard or mouse input for Idletime minutes. The current server time is between 6PM and 6AM (evening/morning). No SMARTsoft windows, other than the SMARTsoft “desktop”, are open. No broadcast pop-up (as from Report-Broadcast Messages) is waiting. No long-running processes are active.

If all of these criteria are met, a pop-up notice warning of the pending Shutdown appears, counting down from 30 seconds.

When the count-down reaches zero, SMARTsoft Exits. If the closing workstation is the last open User, the database also shuts down.

The operator can temporarily stop the shutdown by clicking the button, which closes the notice and restarts the Idletime timer.

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USER QUEUING

PURPOSE To prevent database “deadlocks”, some user processes requesting “write” access to database tables are queued (first come-first served). Any previous process in the queue must finish before the next is permitted to access the table(s). If the process has to wait more than 30 seconds to gain access to the table, the message at the right appears to explain the delay. After counting down from 30 seconds in “Seconds to automatic retry”, the process will automatically “retry” to gain access. (The user can click to retry immediately without waiting for the countdown, or to terminate the retries.) If not aborted, this will be repeated three times, if necessary. If the retries are unsuccessful, an additional message appears. closes the message, returning to the window which requested the table access. In some unusual circumstances, a “lock” may be left on a table. If this happens, all users will experience transaction locks whenever they attempt a process requiring the table. Such locks may be manually removed by the Administrator through Admin-Queues-Reset Queue Locks described on page 51.

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INSTALLING THE ONLINE MANUALS

After installation, the five online manuals can be accessed from within SMARTsoft, through Help-Online Manuals. In most cases, the SMARTsoft installation/update procedure will perform all of the necessary steps. The following is provided for those doing manual installations and also as a guide for troubleshooting.

1. The manuals are supplied in Adobe Acrobat 5.0 “.PDF” format, ready to be copied to a network directory to which all users have access. The files are named:

SSManual_1_Tables&Profiles.pdf SSManual_4_Reports&Queries.pdf SSManual_2_Activity_1.pdf SSManual_5_Admin.pdf SSManual_3_Activity_2.pdf

2. The free Adobe Acrobat Reader 5.0, or a later

capable substitute, must be available to each user’s computer. That program must also appear in Windows™ Explorer Tools-Folder Options-File Types as “Opens with” for the “PDF” Extension. Older versions of the Reader may not work well with the manuals.

3. The final step is to edit the SMARTsoft file

smartwat.ini using a textNotepad.exe.

editor, such as Accessories-

A variable must exist, or must be added, in the [Menu] section:

ManualsPath=\\server_y\ …\manuals\

The name of this variable must not be altered. No space should be inserted to the right of the “=” sign.

The path following “ManualsPath=” must show the directory path

in which the .PDF manual files are found. The path must end with a “\”.

Once the 3 steps above are completed, close and then re-open SMARTsoft, causing the new smartwat.ini entry to be read. Selecting a manual in Help-Online Manuals should cause the that manual to appear in the reader window.

If the message on the right appears instead, check to ensure:

• the correct spelling of the variable name • the accuracy of the entered path • the presence of “\” at the end of the path.

helpmnls.tif

manualsprob.tif

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TRACTOR-FED, PRE-PRINTED FORMS SETUP

If “Tractor-Feed” forms are selected as follows, SMARTsoft orders, invoices, customer statements and checks can be printed on continuous, pre-printed, multi-part forms (tear-off edge strips with pin-drive holes) using dot-matrix, “tractor-feed” printers. The forms to be used by SMARTsoft are selected in Name and Address profile drop-downs:

Order/Invoice (Location) Profile-Name and Address-Location Options: “Sales Order Processing: Order, Invoice”

A/R Customer Statements (Location) Profile-Name and Address-Location Options: “Accounts Receivable: Statement Form”

Checks (Bank Account) Profile-Name and Address-Electronic Communications: “Check Form”.

SETTING UP THE PRINTER

Under Windows XP: A. First, a dot-matrix printer must be installed, with its driver software. If installed for access

via the LAN network, use Start-Settings-Printers and Faxes-Add Printer to “Add Printer” for use from the user’s computer.

B. Next, individually define each form via Start-Settings-Printers and Faxes.

1. In File-Server Properties-Forms: 2. Check “Create a New Form” and enter a

“Form name”.

3. Under “Form description”, enter Width, Height.

Form Width Height Metric (cm) English (in.) Metric (cm) English (in.) A/P Check: 21.59 8.50 17.78 7.00 A/R Statement 22.86 9.00 21.59 8.50 Order/Invoice 22.86 9.00 21.59 8.50

If the printer’s left tractor wheel can be adjusted to the left of the printhead, 0.00 margins are required. Otherwise, add 1.27 cm / 0.50 in. to the Width entry and set the Left margin only to 1.27 cm / 0.50 in.

stores the form settings.

tractorformsetup.tif

SMARTsoft ADMINISTRATION TRACTOR-FED, PRE-PRINTED FORMS SETUP …

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C. To set a default form or paper for the printer, in Start-Settings-Printers and Faxes:

1. Right-click the printer name, then select “Properties” from the drop-down menu. 2. In Properties, click . 3. In Printing Preferences, click . 4. In Advanced Options, select the desired form/paper name in the “Paper Size” drop-down. 5. sets the form selection, closes the window and exposes Printing Preferences. 6. Click in Printing Preferences, then , to set the default, close the

window and expose Properties. 7. Click in Properties, to Save the default for the printer and close the window. 8. Then Close the Printers and Faxes window.

Thereafter, when the printer is selected for a SMARTsoft printing operation through the Printer Options window, the printer will default to the form set up as above. If desired, the form can be changed for the current job, using the process on the following page.

tractorprinterformset.tif

SMARTsoft ADMINISTRATION TRACTOR-FED, PRE-PRINTED FORMS SETUP …

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At the beginning of each SMARTsoft Print operation, the Print Options window appears, as described under “SMARTsoft Features-Printing” in the Tables and Profiles manual. To examine/change the paper/form the printer will use, click , select the printer in Printer Setup, then follow the path shown above.

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PRINTER SETTINGS

While not absolutely required for SMARTsoft, Postscript printer drivers are recommended, since they provide a number of useful features and increased flexibility. Once installed on the user’s workstation, setup is fairly straightforward.

Windows™ Start-Settings-Printers displays the Printers window on the right. Right-click the icon for your printer, then select “Properties” from the resulting drop-down.

Click the “Details” (NT4:“General”, Windows 2000:“Advanced”) tab in Properties. An important setting,

“Scaling”, is available only for PostScript drivers. Select the PostScript driver for the printer from the “Print using the following driver” (NT: “Driver”) drop-down. Next, click the “Graphics” tab. (Windows 2000: “Printing Defaults” button, then “Advanced”). (NT4:click . Highlight the printer again in Printers, then select File-Document Defaults-Advanced-Scaling.)

Set “Scaling” to 100%, either with the increment buttons or by direct entry, then .

ptrpostscr95.tif Win 95/98

ptrscaling95.tif Win 95/98

ptrprops95.tif Win NT/98/95

ptrNTprinters.tif NT 4

ptrNTpostscr.tif NT 4

ptrNTscaling.tif NT 4

ptrNT2Kpostscr.tif Windows 2000

ptrNT2Kscaling.tif Windows 2000


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“NOTES” DISTRIBUTION SETUP

“Notes”, entered using in a number of SMARTsoft Activity windows, can be sent to other users on the internal network as Microsoft Outlook™ e-mail messages, “Tasks” or “Appointments”, through Profile-Name and Address-Notes.

The Notes distribution functions are available only amongst users with Microsoft Outlook installed. Other e-mail applications, including Outlook Express™, are not supported. To enable these functions, a free-of-charge file, redemption.dll, must be obtained from dbcSMARTsoftware Support and copied to a folder on each user’s PC or on the network server, then registered, on each PC, using a RUN command such as:

regsvr32.exe "[path]\redemption.dll"

or its equivalent. Replace [path] with the specification for the folder containing redemption.dll. Once enabled as above, M/S Outlook fields appear in a Vendor or Customer’s Profile-Name and Address-Notes window when a previously-entered Note is selected.

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SMARTsoft ERROR LOG

PURPOSE Abnormal terminations/errors result in the automatic generation of diagnostic entries which are appended to a text file, smartsoft_error.log. These are of use to dbcSMARTsoftware personnel in resolving the problem. OPERATION A message appears when an error log entry is created.

These entries can be viewed, Printed or

E-mailed from within SMARTsoft, via File-SMARTsoft Error Log.

An explanatory message appears if this function is accessed when no error entries exist.

Each new log entry is appended to any others in smartsoft_error.log.

The file is located in the SMARTsoft programs folder by default, but its location can be changed by editing “ErrorLogPath=” under [Menu] in smartwat.ini. To clear the log, delete the smartsoft_error.log file, through Windows Explorer. It will automatically be created again, if another error occurs.

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SMARTsoft ADMINISTRATION CUSTOMIZING SMARTsoft …

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CUSTOMIZING SMARTsoft

LOGO BITMAP SMARTsoft can print a Location-sensitive bitmap (.BMP format graphics file) logo above the printed Location name on Contracts, Confirmations of Pricing/Contract Amendments, Settlement sheets, Debit/Credit Memos, Deferred Payment documents, orders and invoices.

Your logo can be copied into a bitmap file from letterhead or other artwork using an optical scanner, or Save-As from a website. The filename and path for the file is specified in SMARTsoft for each Location, in Profile-Name and Address-Location Options. Nothing is printed in the assigned area of any of the documents listed above, for Locations without a specified bitmap.

SMARTsoft automatically re-sizes both dimensions of your graphic to fill the assigned area in the document. White areas are treated as transparent.

ADJUSTING AN EXISTING LOGO GRAPHIC

It is usually necessary to adjust the amount of background in your logo graphic to avoid distortion (squashing/stretching) by the re-sizing. Add white space to your bitmap as required to give it the same width-to-height proportion (3.57 : 1) as in the illustration above (for standard documents). The actual dimensions do not matter.

To add white space, the following instructions are for Windows™ Start-Programs-Accessories-Paint. Use a similar approach and the same calculations with other graphics editor programs.

1. Start by opening Paint, then (File-Open) the existing logo file. The file can be in any data format acceptable to the graphics editor. Paint accepts .BMP, .JPG and .GIF formats. The final file format will be changed to .BMP, as required for SMARTsoft, when it is Saved after adjustment.

2. SMARTsoft treats white areas as transparent. Set the background to white, by right(If no Colors window is visible, click View-Color Box first.)

-clicking the white box in the Colors window.

3. Trim any excess space surrounding the logo, as follows:

a. Click the tool button, then carefully left-click close to a corner of the actual logo. While continuing to hold the left mouse-button, drag the cursor to the diagonally opposite corner. Release the button. A dotted rectangle outline is displayed.

| 0.84” (21mm)

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3“ (75 mm)

SMARTsoft ADMINISTRATION CUSTOMIZING SMARTsoft –LOGO BITMAP…

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b. Edit-Cut. c. File-New (No, do not Save). d. Edit-Paste. e. Drag each side of the white area to again

just outline the logo.

4. In the menubar, click Image-Attributes.

Calculate the Ratio = WidthHeight

using the displayed values.

(The Units are irrelevant, but “Pixels” is more precise.) If Ratio equals 3.57, no adjustment is necessary. Click

and proceed to step 6.

5. If Ratio is greater than 3.57, calculate the new Height = WidthOtherwise, 3.57

. Enter it in “Height”.

If Ratio is less than 3.57, calculate the new Width = Height x 3.57. Enter it in “Width”.

After entering the new value, click . The adjusted graphic is displayed. This illustration is for a logo with a Ratio less than 3.57 (Width had to be increased).

6. Save the adjusted graphic as a BMP file: a. File-Save As: b. Set “Save in” to display the directory in

which you wish the file saved. c. Enter the name you desire in “File

name”, with no file extension. d. Important

“24-bit Bitmap”. : Set “Save as type” to

e.

7. Close Paint. Open SMARTsoft.

8. For each Location: Profile-Name and Address-Location Options:

For each row in “Location Logo Path and Name”, Click to open Find Bitmap File,

then select the “Look In” folder where you have Saved the logo bitmap, then select the logo “File name” to be used for the Location’s documents.

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9. To test your work: Activity-Contracts-Contract Entry: Print any contract. Query-Settlement/Advance/Void: Print any row. The Printed logo should be undistorted. Depending on monitor characteristics, logos may appear slightly stretched in Preview.

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SMARTsoft ADMINISTRATION CUSTOMIZING SMARTSOFT-OTHER BITMAPS …

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DELIVERY SHEET LOGO

If a bitmap named “dslogo.bmp” exists in the SMARTsoft program directory, it will appear in the upper right corner of printed Report-Unload/Loadout-Delivery Sheet. “dslogo.bmp” should have the same proportions as the logo bitmap above.

SIGNATURE BITMAPS

To create a signature bitmap, an actual signature on paper must be scanned and saved in “.BMP” format. Use of a pen with a somewhat heavy stroke is recommended. SMARTsoft will adjust the image to fit in a space 2 5/16” (59 mm) wide by 3/16” (5 mm) high. The bitmap, with whitespace “padding”, must have a 11.8 : 1 (59 : 5) width-to-height proportion, to avoid distortion.

Eliminate as much white space as possible around the border of the signature to maximize the size of the printed signature, then use the same sizing procedure as for logos but compare Ratio with 11.8.

CONTRACTS, CONFIRMATIONS/AMENDMENTS Traders may choose to have contracts and confirmations of pricing/contract amendments signed automatically during printing, using their “signature bitmap” file specified in Table-Daily Activity-Trader/Salesrep/Buyer/Authorized and enabled by checking “Sign” in row 9 of Activity-Contracts-Contract Entry.

TICKETS and BOL The operator’s signature will automatically appear on the printed Standard Bill of Lading and Tickets, if the filepath to the bitmap is entered in Admin-Security Entry-User (page 23) and is checked in Profile-Name and Address-Location Options.

CHECKS If is selected in the bank’s Profile-Name and Address-Electronic Communications, checks can be printed with an automatically-added signature.

The check-printing method is specified for each individual Location in Profile-Name and Address-Location Options.

• Checks printed by “GrainSMART” are automatically ”signed” using a signature bitmap named “check.bmp”, if that file is found in the SMARTsoft program files directory.

• Checks printed through dbcSMARTsoft A/P are automatically ”signed” with the signature contained in “ap_check.bmp”, if that file exists in the SMARTsoft program files directory.


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fileclopt.tif

CUSTOMIZING FAST LOOKUP

The purpose and operation of “Fast Lookup” fields are described in the “SMARTsoft Features” chapter of the Tables and Profiles manual.

File-Select Client Options permits changing the number of characters which must be entered before records are retrieved from the database for the associated drop-down. Name/City/Commodity/Product Description Search - number of characters to enter: Specify the number of characters which must be entered in the associated field before database retrieval occurs. The default number is 3.

If this number is decreased, retrieval will occur with the entry of fewer characters, but the number of records retrieved may be larger, placing a greater load on the network and potentially slowing response time. (When the the setting in File-Select Client Options is 1, use of the wildcard character “?” is not recommended, since that defeats the purpose of fast lookup fields.)

If this number is increased, a larger number of characters must be entered, but retrieval will be more precise and network loading will decrease.

For Commodity/Product Description, zero can be entered. This disables the appearance of Multi-Field Entry pop-ups, in favor of a simple Id. drop-down.

Saves the entered values. Note: “Origin” and “Destination” entry fields (e.g. Profile-Name and Address, Ticket Entry) are enabled for 3-character Fast Lookup. No option is provided to change this value.


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admteststart.tif

DATABASE=TEST

The “Database=TEST” setting in smartwat.ini enables selection of one of multiple SMARTsoft databases during user login. This can be useful during a period when setup of the Tables and Profiles is in progress while users are experimenting with other temporary databases.

To enable this option, set the “Database” variable in the [Printers] section of smartwat.ini as follows: Database=TEST

When a user opens SMARTsoft with this setting in smartwat.ini, the Please Make A Choice window appears:

1. Select the type of database by checking the appropriate box.

2. Then, select the specific database from the associated drop-down, which lists the available database Data Source Names (DSN) set up in Control Panel-ODBC (Windows 9x) or Control Panel-Administrative Tools-Data Sources (ODBC) (Windows 2000, XP).

3. proceeds to open SMARTsoft, connected to the selected database.


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17

SMARTsoft SECURITY

SMARTsoft restricts access using multiple methods: Login Passwords: • The requirement for a Login Password is enabled by a

ManualLogin=TRUE entry in smartwat.ini. • The passwords are entered and assigned to specific users, in

Admin-Password Maintenance-User (page 49), which appears only when ManualLogin=TRUE.

• Database passwords for Oracle and MS SQL Server are created in a utility program, encrypt10.exe, which stores them in encrypted form in smartwat.ini. The database password for Sybase SQLAnywhere is entered when creating the necessary ODBC entry.

Menu Access: • The Admin-Security Entry submenu and the Admin-Password Maintenance-System, -Purge

and -Initialize items are enabled only for Users with the “Administrator” Role. • As established in Admin-Security Entry-Role and Menu (page 28), each Role designates a

collection of SMARTsoft main menu items, which then appear to all Users assigned the Role (page 27). Users assigned multiple Roles see all of the menu items allowed for each of their Roles.

• Admin-Security Entry-Role and Action (page 29) establishes the Action-menu items available to Users when using the main menu windows assigned to their Roles.

Location and G/L Id Center Access: While Users are given access to specific menu items through the Roles assigned, the scope of such access is limited in two ways:

1. A User can perform the assigned menu item operations only if they are related to the Locations to which the User has access, as established in Admin-Security Entry-User and Location (page 32).

2. Since multiple Locations may share a section (Id. Center) of the General Ledger, a User can assign G/L Accounts only for the Id. Centers to which they are granted access in Admin-Security Entry-User and G/L Id. Center (page 34).

Restricted Functions: Access to certain operations, such as overriding Credit Holds, is limited through the use of administrative “System” passwords, which are created/encrypted as described in Admin-Password Maintenance-System (page 46), and subject to the format and longevity specified in Admin-Security Entry-System Password Restrictions (page 39).

These passwords must be made known to the responsible staff, outside SMARTsoft. Pricing: Pricing in Ticket Application programs, and Cost/Profitability in Sales Order Processing, can be made invisible to specific Users, in Admin-Security Entry-Users (page 23).

admininvalidpwdmsg.tif

SMARTsoft ADMINISTRATION SMARTsoft SECURITY …

18

admcitrixlogin.tif

admcitrixpwd.tif

MANUAL LOGIN

PURPOSE This function provides a password-protected login for users opening SMARTsoft, rather than depending upon the computer’s network name. SETUP If no login is desired, set ManualLogin=FALSE in the [MENU] section of smartwat.ini. SMARTsoft will use the computer network name. To enable manual login, set ManualLogin=TRUE.

When SMARTsoft is next started with ManualLogin=TRUE:

1. Each user is required to login with his/her User name and a password, to give SMARTsoft the name by which to differentiate users. Validation is not case-sensitive.

2. Auto-registered Users (Admin-Security Entry-Turn

Autoregistration ON (page 29) and Users enteredAdmin-Security Entry-User (page

in 23) initially receive the

password: "password".

3. Password Maintenance-User (page 49) becomes visible in the Admin menu when ManualLogin=TRUE, to permit the Administrator to set up and maintain unique User passwords.

General characteristics for login passwords must first be entered in Admin-Security Entry-Password Restrictions (page 39).

SMARTsoft ADMINISTRATION SMARTsoft SECURITY …

19

ENCRYPT11.EXE.

PURPOSE The password required to log into the SMARTsoft database can be entered and changed with this utility program. OPERATION This file is normally found in the SMARTsoft program folder. The window is initially disabled, with the exception of

. Click, to open the INI Files browse window. Navigate to highlight smartwat.ini in your SMARTsoft application folder, then . If the smartwat.ini on the client has never been converted, and the client is using Windows NT or later, is enabled.

Click, to begin the necessary conversion of the file to Unicode, from the original ANSI format. An explanatory message appears.

proceeds to complete the conversion. After conversion, select the type of database in use, in the area at the left of the window. This enables the password-changing function.

displays the current password, in unencrypted form, in the adjacent field. To change the database password: Password, Repeat Password: Enter the new password in each field. Only plain text letters and

digits can be used. At least 3 characters are required for a valid password. The following button is enabled only if the two entries are identical.

Click, to cause the new password to be entered,

encrypted, into smartwat.ini. A message appears when the process completes normally. If desired, can again be clicked to confirm that the new password is the current password.

cncryptini.tif

Inibrowse.tif

convertiniokmsg.tif

inidbsel.tif

encryptpwddone.tif


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21

THE “ADMIN” MENU

The Admin menu provides access to SMARTsoft’s security, maintenance and diagnostic tools.

Security Entry, Password Maintenance-System, Purge and Initialize Admin menu-items are enabled only for users who have been assigned the “ADMIN” Role (Admin-Security-Entry-Role and User page 27).

Some of the Admin functions require that no more than one user be logged in. While multiple users are present on the system, the single-user function menu items are disabled to prevent use, as shown on the right.

SECURITY-ENTRY

The SMARTsoft security design permits each User to be assigned one or more Roles. Each Role is given access to a specific selection of SMARTsoft menus and menu items. A menu item is visible only to Users whose Role has access to it.

admsecmnu.tif

adm1usermnu.tif

admmultiusermnu.tif

SMARTsoft ADMINISTRATION ADMIN-SECURITY ENTRY-ROLE

22

admsecdelmsg.tif

admsecpw.tif

adminauthfailmsg.tif

admsecuserdupemsg.tif

In addition to the restrictions imposed by Role, Users are also restricted to performing their Role functions only for specific Locations (page 32), G/L Id Centers (page 34) and Brokers (page 36). The opening of functions from this menu is preceded by the appearance of a response window requesting the password.

submits the entered password, and the selected function opens if the password is valid.

returns to the menu bar without submitting the password. If the user attempts to Delete a row in a Security window, the message at the right will appear if the data in the row is referenced elsewhere in SMARTsoft.

returns to the original window without deleting the data.

ROLE

PURPOSE The names for Roles are specified and activated. NOTES Each User will be assigned to one or more Roles in the Security-Role User window. Each Role will be assigned access to one or more programs in Security-Role and Menu. SETUP “ADMIN” is built into SMARTsoft and is the Role which has access to all

menus and menu items. Its name cannot be changed.

New Roles have access to all Actions by default. Access can be limited using Admin-Security Entry-Role and Action (page 29).

Insert a new row for each additional Role which will be used.

Role Id.: Enter a name for the Role. The entry is automatically converted to uppercase.

Description: Enter a longer description of the Role, to differentiate it from the others.

Inactive: Check, to temporarily deny access to functions specified for this Role in Security-Role Menu. Access is restored when this box is later un-checked.

Delete erases the selected row, if its data is not used elsewhere.

admsecrol.tif

SMARTsoft ADMINISTRATION ADMIN-SECURITY-ENTRY …

23

admsecuser.tif


USER

PURPOSE The "network names" of users authorized to use SMARTsoft are specified, together with their signature bitmap filepath and internal E-mail address. NOTES SMARTsoft receives the User Id. from the network at login time. The User Id. entered here must be exactly the same as the network Id.

The Users currently logged into SMARTsoft at any time are listed for viewing in Admin-Security Entry-Users In System (page 37). SETUP When Autoregistration (page 29) is “ON”, the network Id.s of Users will automatically be entered as User Id. in this table, when they log in for the first time. To manually add an additional name:

Insert a new row for each new User Id. to be entered. User Id.

provided by the network. Special characters and restricted words are not allowed.

: Enter a unique user’s network Id., exactly as

Full Name: Enter the user’s actual name,

to permit easier recognition in later drop-downs.

admsecuserinvalidIDmsg.tif

SMARTsoft ADMINISTRATION ADMIN-SECURITY ENTRY-USER …

24

Signature Bitmap Path and Name: Optionally, type to enter, or use Search to “Browse” for

and select (as described under Table-Daily Activity-Trader in the Tables and Profiles manual), the complete path\filename for the User’s signature bitmap graphic file. Signature bitmap creation is discussed on page 13 of this manual.

If the file exists as specified here, and is checked in Profile-Name and Address-Location Options, the current operator’s signature will automatically appear on the “Operator” line of Printed/Previewed tickets.

Inactive: Check, to prevent the User from logging into SMARTsoft. This is useful during

vacations, etc. If is checked in Table-Purchase Order-Options, the User is not displayed in Table-Daily Activity-Trader/Salesrep/Buyer/Authorizer while Inactive.

Un-checking restores the use of the User name. E-Mail: Enter the User’s e-mail address, for use by the SMARTsoft “Notes” facility, to send

internal Notes by e-mail via Microsoft Outlook. “Notes” are described in detail in the “Table & Profile” manual, under Profile-Name and Address-Notes.

Last Login Date: displays the last date and time of login to SMARTsoft by the User.

Delete erases the selected row, if its data is not linked elsewhere in the database.


25

USER PRIVILEGES

PURPOSE Special privileges and the preferred language for SMARTsoft windows can be specified for each user. NOTES Other access restrictions can be set in Admin-Security Entry

-Role and Menu (page 28), -Role and Action (page 29), -User and Location (page 32) and -User and G/L Id Center (page 34).

SETUP

User Id., Full Name: display the values for each name from Admin-Security Entry-User.

Ticket Application Hide Price: Check, to prevent the display of pricing to the user in Unload/Loadout-Ticket Entry Application and Report windows. Un-check, to enable the display to the User.

Override I/V Cost: Check, to authorize the User to override the product cost during the Application of Inbound tickets to Purchase/Terminal Storage contracts. Un-check, to disable cost override by the User.

S.O.P. Cost/Profit: Check, to enable the display of profitability to the user in Sales Order Processing windows. Un-check, to disable the Profitability display for the User.

P.O. Rec. Cost: Check, to permit the user to edit the Received cost of Products purchased by Purchase Order.

Access to Scale/Grain Analysis Computer: Check, to enable weight scales and Grain Analysis Computers attached to the User’s workstation in Ticket Entry.

admsecuserpriv.tif

SMARTsoft ADMINISTRATION ADMIN-SECURITY ENTRY-USER …

26

Default Workstation: Select the default workstation used by the User. Language

messages and reports/queries will be displayed on the User’s workstation in the language selected, if the translation has been entered via the Admin-Language programs (page

: Select the language preferred by the User. SMARTsoft window titles, field labels,

68). Where no translation has been entered, “English” is automatically used.

If the optional Multi-Language permission is not enabled, the drop-down lists only “English” and “Alternate English”. Note: The language used for Printed customer and vendor documents (contracts, orders, tickets, settlements, invoices, DR/CR memos and statements) is determined by the “Language” selection in the customer/vendor entity’s Profile-Name and Address, without regard to the selection for the User’s language.

S.O.P. Credit Limit: Select the largest Base Currency credit transaction which the User is

allowed to Approve. The drop-down lists the contents of Table-General Setup-Credit/Variance Dollar Limit. The default for new Users is “Unlimited”.


27


ROLE AND USER

PURPOSE Users are assigned Roles in this window. NOTES A User can be assigned more than one Role. Such Users will be able to access all functions specified by each of their Roles.

While Autoregistration is ON, each new User is automatically entered in Security-User and given the ADMINistrator Role in this window, during his/her first login. Each is able to access all SMARTsoft functions. Later, when security is implemented following setup, most of the Users should be Deleted from the ADMIN table and assigned to Roles which relate to their responsibilities. SETUP Select each Role Id. from the dropdown, which lists all of the Roles from Security-Role.

Insert a row for each user to be assigned to the selected Role.

User Id.: Select the user network name from the dropdown, which lists all of the names from Security-User.

Full Name: is displayed from the information in Security-User.

Delete erases the selected User row, if its data is not referenced elsewhere. If the previous ADMINistrator is to be Deleted, enter the new ADMINistrator first. SMARTsoft does not permit deletion of the sole remaining ADMINistrator name. ROLE AND USER ACTION Selecting this Action assigns the current Role to all “Active” Users. The Action menu is enabled if at least one User has been manually assigned this Role.

Action- INSERT ALL USERS

All currently existing Users are added to the window, giving all the current Role.

admsecroluser.tif

admsecrolusera.tif


28

ROLE AND MENU

PURPOSE The Main menu item access provided to Users with each Role, is specified in this window. NOTES Other access restrictions can be set in Admin-Security Entry

-User Privileges (page 25). -Role and Action (page 29), -User and Location (page 32) and -User and G/L Id Center (page 34).

When new menu items are added to SMARTsoft, they will initially be visible only to Administrators. They can be made available to other Roles using this window, and Copy Menus From One Role To Another (page 30). SETUP Role Id.: Select the Role to be defined, from the dropdown.

The Top Level

table appears when a Role Id. is selected, listing all of the menu names from the SMARTsoft menu bar.

Allow: Un-check, to deny access to the menu by this Role. Check, to permit access. The Second Level

table appears when a Top Level menu is “Allow”(ed), listing the selected menu’s items. Check "Allow" for each menu item to be accessible by this Role. If a Third Level display appears, it is recommended that checking there be completed before checking another Second Level item, to avoid confusion.

The Third Level

table displaying the submenu items, appears when a Second Level menu item with a submenu is “Allow”(ed). Check "Allow" for each submenu item to be accessible by this Role.

Menu items not permitted because of selections in Table-Software Interfaces, are displayed with red lettering. The Allow checkboxes for these are unchecked, and disabled. “Allow”(ing) a Main menu function automatically enables all of the Action-menu items associated with the function, for the Role. Access to individual Action-menu items can be denied, by Role, in Role and Actions, as described on page 29.

admsecrolmnu.tif


29

ROLE AND ACTION

PURPOSE Access to specific Profile and Activity Action-menu items can be denied/granted by Role. NOTES Other access restrictions can be set in Admin-Security Entry -User Privileges (page 25). -Role and Menu (page 28), -User and Location (page 32) and -User and G/L Id Center (page 34). When new Action-menu items are added to SMARTsoft, they will initially be visible only to system “Administrators”. They can be made available to other Roles using this window, and Copy Menus From One Role To Another on page 30.

New Roles have access to all Actions by default. This can be selectively limited here. SETUP The fields in the upper row must initially be selected in left-to-right order: Role

: Select the Role whose Action-menu accesses are to be specified.

Menuhave Action-menus are listed in the drop-down.

: Select the main SMARTsoft Menubar menu to be specified. Only menus with items which

Window/Programdisplayed. When selected, all of the available Actions are automatically displayed in the table below.

: Select the main Menu’s item whose Action-menu accesses are to be

Discriminant: Select the distinguishing characteristic for the window being specified. If Discriminants exist for the window, a default appears in the field when the Window/Program is selected,. Otherwise, the field is disabled. As an example, the Action-Pricing window in Contracts-Contract Entry could be allowed to a Role for Discriminant “Purchase”, but denied for “Sales”, contracts.

Enable: Un-check, to deny access to the Action-menu item, for the selected Discriminant, by

this Role. Check, to permit access. When opened for the Role and Discriminant for the first time, all of the boxes are checked.

If desired, Select All / Deselect All can be used to check/un-check all of the displayed checkboxes with one click. The button toggles to the complementary function each time it is clicked.

admsecroleaction.tif

SMARTsoft ADMINISTRATION THE ADMIN MENU-SECURITY-ROLE AND MENU

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COPY MENUS FROM ONE ROLE TO ANOTHER

PURPOSE All of the Menus assigned to one Role in Role and Menu can be cumulatively copied to another Role. NOTES Access by Role is limited to Locations and G/L Id Centers to which the User has access (User and Location, G/L Id Center).

When new menu items are added to SMARTsoft, they will initially be visible only to Users with the Administrator Role. The new items must be made available to other Roles using Role and Menu and/or this window. SETUP

From Role Id: Select the Role whose menus are to be added to the To Role.

To Role Id: Select the Role to receive the additional menus. The drop-down does not include to the From Role Id.

adds all of the From Role’s non-duplicating menus to those already authorized for the To Role. When the operation is completed, the User is returned to the window, with disabled. The button is re-enabled if the From/To Role Id selections are changed in preparation for another Copy operation.

returns the user to the SMARTsoft desktop.

admseccopymenus.tifpwd

admseccopymenus.tif


31

TURN AUTOREGISTRATION ON/OFF

PURPOSE The automatic entry of User names in the Security-User table is toggled ON and OFF. NOTES Autoregistration is enabled when SMARTsoft is first installed.

The Autoregistration menu item specifies the action which will occur

if the menu item is selected. Each time this command is selected, the menu item toggles to its opposite wording.

“Turn Autoregistration OFF”: Autoregistration is currently enabled but will be turned OFF if the menu item is selected.

“Turn Autoregistration ON” : Autoregistration is currently disabled but will be turned ON if the menu item is selected. OPERATION When SMARTsoft is first installed, it is normal to permit Autoregistration for a period. When each user first logs in, his/her network name is automatically added (User Id.) to Security-Users and to Security-Roles and Users as ADMINistrator, so that he/she has access to all functions. This is a convenience, and also minimizes misspelling of network names.

When implementing security, disable Autoregistration to prevent further names from being automatically included. An ADMINistrator can manually add additional names.


32

USER AND LOCATION

PURPOSE The Locations which each User is permitted to access, are specified. NOTES Only Locations for which a User has been given access in this window, appear in SMARTsoft Location drop-downs for that User.

The User who enters a Location’s Name and Address profile is automatically given permission for that Location.

Other access restrictions can be set in Admin-Security Entry -User Privileges (page 25). -Role and Menu (page 28), -Role and Action (page 29), and -User and G/L Id Center (page 34), -User and Broker (page 36).

SETUP To create a specification for a User:

User: Select the User from the drop-down which lists all Users.

Insert a blank row for each Location to which this User is to have access.

ID: Select the new Location from the drop-down, which lists all Locations.

Short Name and Full Name automatically fill when ID is selected.

Delete any Location row for which the User is to be prevented from accessing/entering information. USER AND LOCATION ACTIONS

admsecuserloc.tif

admsecuserlocdd.tif

admsecuserlocuserdd.tif

admsecuserloca.tif

The following column appears if is checked in Table-SMARTsoft Options:

Auto-Add to New N&A Id’s: Un-check, to prevent the Location from being automatically added to the “Restrict ..to ..” Location list for each non-“Location” Profile-Name and Address created by the User after this entry.

SMARTsoft ADMINISTRATION ADMIN-SECURITY-ENTRY-USER AND LOCATION …

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admsecuserlocacopy.tif

Actions- COPY LOCATIONS

PURPOSE The Location accesses granted to one User can be copied to other Users. OPERATION Copy From User: Select

the User name whose Location access permissions are to be copied.

Location: When the Copy From User is selected, their Location access permissions are listed. Copy: Un-check the Locations which should not be copied.

Deselect All un-checks all of the Copy boxes, then toggles to

Select All, which checks all of the boxes, then toggles back to Deselect All. Copy To Users:

Insert a row for each User who will receive the copied Location access permissions. In each row, select the name of a User.

Save adds the checked Location accesses to the Admin-Security-Entry-User and Location table for each of the selected Users. Existing Location accesses are not deleted in the process.


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admsecuserglida.tif

admsecuserglidddn.tif

USER AND G/L ID CENTER

PURPOSE The dbcSMARTsoft General Ledger Id Centers to which each User is permitted access, are specified. NOTES A General Ledger profile will be entirely grayed out to any User without the access permission for the profile’s Id Center which is granted in this window.

The User who enters an Id Center in Profile-General Ledger-Id Center is automatically given permission for that Id Center. NOTES Other access restrictions can be set in Admin-Security Entry

-User Privileges (page 25). -Role and Menu (page 28), -Role and Action (page 29), and -User and Location (page 32).

SETUP Initially, the lower section of the window is blank. To create a specification for a User:

User: Select the User from the drop-down which lists all Users. To permit the User to use a new Id Center:

Insert a blank row.

ID Center: Select the new Id Center from the drop- down, which lists all Id Centers.

Name automatically fills when ID is selected.

Delete each Id Center row for which the User is to be prevented from changing information. USER AND G/L ID CENTER ACTIONS

admsecuserglid.tif

admsecuserlocuserdd.tif

SMARTsoft ADMINISTRATION ADMIN-SECURITY-ENTRY-USER AND G/L ID CENTER …

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admsecuserglidacopy.tif

Actions- COPY G/L ID CENTERS

PURPOSE The G/L Id Center accesses granted to one User can be copied to other Users. SETUP

Copy From User: Select the User name whose Id Center access permissions are to be copied. Location: When the Copy From User is selected, their access permissions are listed in the lower

left table. Copy: Un-check the Locations which should not be copied.

Deselect All un-checks all of the boxes, then toggles to

Select All, which checks all of the boxes. Copy To Users:

Insert a row for each User who is to receive the copied Id Center access permissions. In each row, select the name of a User.

Save copies the checked Location accesses to each of the selected Copy To Users’ Admin-Security-Entry-User and Location table.


36

USER AND BROKER

PURPOSE Access to specific Futures Brokers can be granted to Users, for use in Activity-Futures/Options-Trade Blotter. SETUP To create a specification for a User:

User: Select the User from the drop-down which lists all Users.

Insert a blank row for each Futures Broker with whom this User can place Futures/Options trades.

ID: Select the new Futures Broker from the drop-down, which lists all Vendors checked as “Vendor Type: Futures Broker” in Profile-Name and Address-Vendor.

Short Name and Full Name automatically fill when ID is selected.

Deletes the currently selected Broker row. USER AND BROKER ACTIONS

Action- COPY BROKERS

PURPOSE The Broker entries for one User can be selectively copied to other User’s tables. OPERATION Copy From User: Select the User

whose Brokers are to be copied.

Insert a blank row into the Copy To Users section.

Copy To Users: Select the User to whom the checked Brokers are to be copied. Multiple Copy To Users can be Inserted before copying.

Copy: Un-check the Brokers which are not to be copied.

Save copies the checked Brokers to the User and Broker tables for each Copy To User.

admsecUserBrokera.tif

admsecUserBroker.tif

admsecUserBrokeracopy.tif


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USERS IN SYSTEM

PURPOSE The names of users currently logged into SMARTsoft can be viewed. This is primarily useful to the System Administrator, as a prelude to performing activities which require all users to be logged out. Such activities include version upgrade, system maintenance and Position Reconciliation. OPERATION After entry of the correct password, the names of all users currently logged into SMARTsoft are listed in a read-only table. Currently-running Scheduler “Jobs” are also included in the list.

causes the display to be updated, both the names and the User Count. admsysusers.tif

admsysuserspwd.tif


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diagnosticmsg.tif

diagonoff.tif

admsecauditsel.tif

TURN DIAGNOSTIC ON/OFF

PURPOSE Turning Diagnostic On expands termination error messages, to provide detailed diagnostic information for use by a programmer.

OPERATION Since the diagnostic messages are of no use to the user, this function should be turned “On” only when requested by dbc Customer Support.

The Admin-Security-Entry menu item toggles between “On” and “Off” with each use. The displayed menu item indicates the action which will occur if it is selected.

TURN CONTRACT AUDIT ON/OFF

PURPOSE A record of every change to contracts can be stored with the User name in a group of “audit_” database tables for viewing/ printing using Report-Contract Other-Contract Changes Audit.

OPERATION The Admin-Security-Entry menu item toggles between “On” and “Off” with each use. The displayed menu item indicates the action which will occur if it is selected.

While Contract Audit is turned “On”, a record is added to the audit tables whenever a user changes a SMARTsoft contract. Audit is disabled during Activity-Position Reconciliation. Selecting “Turn Contract Audit Off” stops the recording of contract changes.

This window controls the Contract Changes Audit function. It has no relation to the auto-creation of Contract Amendment documents, which is controlled through Profile-Name and Address-Location Options and Profile-Other-Contract Face Amendment Triggers-After Confirmation.

TURN NAME AND ADDRESS AUDIT ON/OFF

PURPOSE A record of every change to Profile-Name and Address can be stored with the User name in a group of “audit_” database tables for viewing/ printing using Admin-Security Listings/Reports-Name and Address Audit Report.

OPERATION Admin-Security-Entry menu item toggles between “On” and “Off” with each use. The displayed menu item indicates the action which will occur if it is selected. While Name and Address Audit is turned “On”, a record is added to the audit tables whenever a user changes a Name and Address profile.

Selecting “Turn Contract Audit Off” stops the recording of profile changes.

admsecn&aauditseln.tif


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admsecpwdrestrnspwd.tif

admsecpwdrestrns.tif

SYSTEM PASSWORD RESTRICTIONS

PURPOSE Characteristics for SMARTsoft passwords can be specified. OPERATION

The characteristics established here control the entry of new login passwords in Admin-Password Maintenance (page 46). The numerical value required in the following fields can be directly entered or selected/adjusted using the Increment/Decrement buttons.

Maximum Password Age: Select one of the following options.

• Password Never Expires: Select, if you wish to continue indefinitely using the same passwords.

• Expires in [ ] Days: Specify the maximum number of consecutive calendar days a login password can remain valid without being refreshed.

If a value less than 2 is entered, it is automatically changed to 2. Values greater than 999 are not accepted.

Notes: 1. A login password may contain any characters, not just alphanumeric. 2. The maximum length of a login password is permanently set to 30 characters.

Minimum Password Length:

At Least [ ] Character(s): Specify the number of characters in the shortest password allowed:

If a value less than 1 is entered, it is automatically changed to 1. If a value greater than 30 is entered, it is automatically changed to 30.

Password Uniqueness: Select one of the following options:

• Do Not Keep History: Permit consecutive renewal of the same password.

• Remember [ ] Password(s): Require that every new password selected be different than any of the last [n] passwords used by the User.

If a value less than 1 is entered, it is automatically changed to 1. If a value greater than 10 is entered, it is automatically changed to 10.

Saves the window data and closes the window.

Closes the window without Saving any data-changes.

SMARTsoft ADMINISTRATION ADMIN …

40

admseclistmnu.tif

admseclistuserole.tif

admseclistuserolerpt.tif

SECURITY-LISTINGS/REPORTS

The Security-Listings functions permit security settings to be examined/ documented.

USER LISTING-ASSIGNED ROLES

PURPOSE The Roles assigned to Users can be printed and displayed. OPERATION User Id.: Select the desired User whose assigned Roles are to be listed. If no selection is made,

the Roles of all Users will be displayed.

Print/Preview prints/displays the listing.

SMARTsoft ADMINISTRATION ADMIN-SECURITY-LISTINGS/REPORTS …

41

admseclistuserloc.tif

admseclistuseridctr.tif

USER LISTING-LOCATION ACCESS

PURPOSE The Location accesses assigned to selected Users can be printed/displayed. OPERATION User Id.: Select the desired User whose assigned Location accesses are to be listed. If no

selection is made, the assigned Locations for all Users will be displayed.


USER LISTING-G/L ID CENTER ACCESS

PURPOSE The dbcSMARTsoft® Id Center accesses assigned to selected Users can be printed/displayed. OPERATION User Id.: Select the desired User whose assigned Id Center accesses are to be listed. If no

selection is made, the assigned Id Centers for all Users will be displayed.


admseclistuserlocrpt.tif

admseclistuserlocrpt.tif


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admseclistlocuser.tif

admseclistlocuserrpt.tif

Admseclistroleuserrpt.tif

LOCATION LISTING-USER ACCESS

PURPOSE The Users assigned access to selected Locations can be printed/displayed. OPERATION Location Id.: Select the Location for which assigned Users are to be listed. If no selection is

made, the Users for all Locations will be displayed.


ROLE LISTING-USERS

PURPOSE The Users associated with selected Roles are printed/displayed. OPERATION Role: Select the desired Role for which assigned Users to

be listed. If no selection is made, the Users for all Roles will be displayed. Print/Preview prints/displays the listing.

admseclistroleuser.tif


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admseclistroleprogrpt.tif

admseclistroleprog.tif

ROLE LISTING-PROGRAMS

PROGRAM The programs which can be accessed by selected Roles are printed/displayed.

OPERATION Role: Select the desired Role for which program access is to be listed. If no selection is made,

the programs for all Roles will be displayed. Print/Preview prints/displays the listing.


44

NAME AND ADDRESS AUDIT REPORT

PURPOSE Changes made to Name and Address profiles, while Admin-Security Entry-Turn Name and Address Audit Report is “Turned On”, can be selectively viewed/ printed as a report and Exported as a file. NOTES Changes to Name and Address profiles are recorded only during periods when Name and Address Audit is “Turned On” (page 38) through Admin-Security Entry. Existing change records are retained when Name and Address Audit is “Turned Off”.

Changes include the automatic incrementing of “Check No.” and “Payment Advice No.” fields in Bank Account Electronic Communications profiles, which occur during payments to vendors.

The creation of new Name and Address profiles is also logged if is checked in Table-SMARTsoft Options.

OPERATION

SELECTION OPTIONS-RANGES From Date, Time:,To Date, Time

Enter the desired range of dates/times. The dates default to the system date. From Time defaults to the beginning of the day, while To Time defaults to the current system time.

:

SELECTION OPTIONS User: Enter (fast lookup) the specific User whose changes are to be retrieved.

Name: Enter (fast lookup) the entity, to limit the retrieved changes to those performed on a specific Name and Address profile.

New N&A Id’s Only: Check, to display only Name and Address profiles created within the Date From-To period, if is checked in Table-SMARTsoft Options.

admN&Aaudit.tif

SMARTsoft ADMINISTRATION ADMIN-SECURITY LISTINGS/REPORTS

45

Print/Preview: report the selected changes, on a selected printer or on-screen.

In the Preview window,

Export permits the data to be sent to a file, in a selected format, with or without the title and column titles.

PERMISSIONS

PURPOSE Optional functions enabled on this system are listed. OPERATION The listing is read-only.

returns the user to the SMARTsoft desktop. The last update date/time for Scheduler-maintained items (items prefixed by an asterisk “*”) is displayed in the associated window.

ACTIVE INTERFACES

PURPOSE The interfaces to external programs, which are currently importing/exporting data, are listed. OPERATION A message appears if no interfaces are importing/exporting data.

admseclistperm.tif

admN&Aauditrpt.tif

admseclistpermdateexample.tif

admseclistactifacenonemsg.tif


46

PASSWORD MAINTENANCE

“System” is disabled for non-“Administrator” users. “User” is displayed only on systems with “Manual Logon” enabled in smartwat.ini.

SYSTEM

PURPOSE SMARTsoft system passwords can be changed and viewed, by Administrators, in this window. NOTES The passwords set up in this window are used to gain access to restricted-access items in the Admin menus, and in SMARTsoft functions. For that reason, access is limited to “Administrator” users. Description Test Password Controls

…

• “BankAccountOverride” (BANKACCT) Changes to “Bank” and “Account” in Profile-Name and Address-Electronic Communications.

• “Bin Adjustment” (BIN001) Bin Maintenance-Bin Adjustments. • “CreditControl” (ONHOLD02) Credit Hold and Credit Limit override. • “TradeLimitControl” (TL830) Trade Limit override in Contract Entry. • “DisableIVCosting” (MOON02) Un-checking of “I/V Costing” in

Profile-Commodity/Product. • “EditSalesCost” (SAL001) Activity-Sales Analysis-Edit Sales Costs. • “Hold A/P Payment” (DBC) Activity-Accounts Payable-Payment Processing • “Hold Purchase Advance/Settlement” (DBC) Activity-Settlement • “Manual Override Scale Weights” (MANOVRSW) Activity-Unload/Loadout-Ticket Entry • “Security” (EARTH77) Admin-Security-Entry, Listings functions. • “Initialization/Purge” (STAR99) Admin-Initialize, Purge and G/L Diagnostic • “Reset” (SUN01) The remaining Admin functions. The test passwords shown in (brackets) are changed before being sent to new customers.

admpwdmaintmnu.tif

SMARTsoft ADMINISTRATION ADMIN-PASSWORD MAINTENANCE-SYSTEM …

47

OPERATION

After entering the “Security” Password,

the Maintenance window opens, displaying a row for each password, with its current Expiration Date based on “Maximum Password Age” in Admin-Security Entry-System Password Restrictions (page 39). Current Password:

causes the obscured Passwords to be displayed in plain text, when privacy is assured.

After use, the button label changes to

, which will return the passwords to “all asterisks”, preventing others from viewing them.

admpwdmaint.tif

admpwdmaintpwd.tif

admpwdmaintchange.tif

SMARTsoft ADMINISTRATION ADMIN-PASSWORD MAINTENANCE-SYSTEM …

48

To change a password, enter it in the New Password:Password column. The entry is masked by asterisks.

Each entry is checked against the restrictions established in Admin-Security Entry-System Password Restrictions (page 39).

Entry of the Current and recent Passwords may not be accepted, based on “Password Uniqeness” in that program.

Repeat the new entry in the Confirm New Password column. The entry must be identical to the entry in New Password: Password. If this message appears, delete the entry and re-enter. When all desired changes have been completed withour error, the New Password

button is enabled, to save the new passwords in encrypted form, then clear their entries. The new passwords appear immediately in the Current Password column. Click , to change the passwords to New and close the window. The previous password will be treated as any other incorrect password, from that moment. The message on the right will appear, and the function will not be executed.

admpwdmaintcharsmsg.tif

admpwdmaintnorepeatmsg.tif

admpwdmaintmatchpwdsmsg.tif

badpwd.tif

SMARTsoft ADMINISTRATION ADMIN-PASSWORD MAINTENANCE …

49

USER

PURPOSE Manual login passwords are assigned and changed in this window. This function is typically used for systems running CITRIX . NOTES This menu item is not present unless ManualLogin=TRUE in smartwat.ini.

Auto-registered Users (Admin-Security Entry-Turn Autoregistration ON (page 29) and Users entered 23 in Admin-Security Entry-User (page ) initially receive the password: "password".

To implement security for a CITRIX system, each User should be given a unique password using this program. OPERATION

“Administrator” Users must enter the “Security” password. Non-“Administrator” Users are permitted entry without a password, but are allowed to change only their own password. To change a User's password:

User: Select the User name from the drop-down list of existing Security Entry-Users. Users without an “ADMIN” Role can select only their own name.

Old Password: Enter the User’s current password. This field is enabled and mandatory only for Users without an “ADMIN” Role.

New Password

: Enter the new password to be used by the User, starting at the next login.

The new password must satisfy all of the requirements set up in Admin-Security Entry-Password Restrictions (page 39).

Confirm Password

This entry must be identical to the New Password entry.

: Re-enter the new password.

Save is activated when the New Password and Confirm Password entries are identical. Click, to change the User's password from Old to New. The Old password will no longer be recognized, from that moment.

admcitrixpwd.tif

admcitrixpwdlenmsg.tif

admcitrixpwdduplmsg.tif

admpwdmaintuserpwd.tif .tif


50

adminuse.tif

adminusecfmn.tif

adminuseuser.tif

RESET IN-USE RECORDS

One or all users’ database “locks” on contract/ticket/A/P invoices remaining after an abnormal termination, can be released. NOTE When a Client logs in, additional logic automatically releases any locks left in place by an abnormal previous termination by that Client. Having the user log off, then back onto SMARTsoft, may clear the locks without using the Reset In-Use Records program. OPERATION The “Reset” password is required. User: Select the user name whose record locks are to be released.

The drop-down lists current users.

opens a verification message window.

releases the selected User’s record locks.


51

QUEUES

In multi-user systems, several users may simultaneously attempt to access the same data. To maintain orderly access, SMARTsoft places each of these users in a “first come, first served” queue. When the first user completes use of the data, the second user is automatically given access, and so on. Both Queues programs require the entry of the “Reset” password.

RESET QUEUE LOCKS

PURPOSE If the system shuts down improperly, queues may not be released when the system is re-started. This program permits unlocking a user from a queue. OPERATION The “Reset” password is required.

The Queue Locks window displays all active Queued processes, the Users currently in each, and the Timestamp of their registration in the queue.

Lock: Uncheck, to release the User from the Queue.

releases all Users whose record is un-Locked in the display and closes the window.

DELETE PROCESS IN QUEUE

PURPOSE All users in a specific queue can be released and the queue cleared. The “Reset” password is required.

admqmnu.tif

admqlockpwd.tif

admqlock.tif

admqlockpwd.tif


52

admsyncsnerr.tif

SYNCHRONIZE SERIAL NUMBERS

PURPOSE Unused contract and ticket numbers in the automatic numbering system are located and recycled, to eliminate gaps resulting from abnormal terminations in client workstations or the database server. OPERATION The “Reset” password is required. Run this function when specifically requested (as at the right) by SMARTsoft programs which have detected a potential serial numbering problem. closes the message window, but does not initiate synchronization. This function can be performed only when no other operators are using SMARTsoft.

admsyncsnmsg.tif

admsyncsnpwd.tif


53

To improve performance by avoiding frequent re-processing of complex data, SMARTsoft extracts data from certain main tables and stores it in secondary tables. In the unlikely event that the data in the master and secondary tables become different, the following two programs can be used to rebuild the secondary table data from the master tables.

CORRECT UNAPPLIED TICKET BALANCE

PURPOSE The secondary Ticket balances table can be rebuilt from underlying data. OPERATION This function can be performed only when no other operators are using SMARTsoft. The “Reset” password is required. Tickets To Process:

Only Tickets With “Ticket Diagnostic” Errors: This selection reduces the execution time by rebuilding the secondary table only for the tickets found to have problems during the last run of Admin-Ticket Diagnostic.

All Selected Location Commodity Tickets: Select to completely rebuild the secondary ticket table for the selected Location and Commodity.

Rejected and Voided tickets are not processed by this program.

CORRECT CONTRACT PRICING

PURPOSE Rebuilds the secondary Contract Pricing table from the underlying data. OPERATION: The “Reset” password is required. This function can be performed only when no other operators are using SMARTsoft.

admcorctprcg.tif

admcorctprcfmn.tif

admcorunapltk.tif

admcorunapltktpwd.tif


54

REBUILD POSITION CALENDAR SPREAD

PURPOSE Rebuilds the time-phased breakout of the Position’s Cash Contracts section, based on release End Dates. The “Reset” password is required. This function can be performed only when no other operators are using SMARTsoft.

admrebposcal.tif

admrebposcalcfmn.tif


55

admarchnopkzipmsg.tif

admarchnobatsmsg.tif

qsetlmtarcnoprnmsg.tif

ARCHIVE SETTLEMENT FILES

A settlement must be printed before it is possible to void it or to reverse one of its tickets. If one of these actions occurs, the resulting settlement (stored in the database) will differ from the original settlement. In such cases SMARTsoft stores an "image" of the original settlement sheet(s) when the change is created, for future reference viewing.

Settlement "image" files, described below, can consume considerable server disk space. Regular use of the Archive program minimizes the disk space occupied by older, less frequently viewed "images". Archiving of settlement sheets might best be performed at the end of financial periods.

When requested to view a settlement sheet, SMARTsoft checks first whether the original has been archived. If true, a message appears requesting that the settlement be Restored (un-archived) if the original is to be viewed. If the user indicates ( )that the current version of the settlement is desired, that is displayed from the database.

For the Archive and Restore functions to operate properly, five files supplied with SMARTsoft must exist in the same folder as the other SMARTsoft application executables. • If PKZIP25.exe is missing, the message on the right will

appear. • If COMPRESS.BAT, EXTRACT.BAT, REM_ZIPS.BAT or SET_DIR.BAT is missing, a different message appears.

admarchmnu.tif

SMARTsoft ADMINISTRATION ADMIN-ARCHIVE SETTLEMENT FILES

56

Settlement “Image” Filenames The images are stored as a series of text (*.TXT) files, in the directory specified by the “ReportPath=” entry in the [Menu] section of smartwat.ini. Each file represents one “line” of the settlement sheet.

The text files for an image are numbered with an internal settlement number (which is nowhere visible within GS to the user. The internal settlement number is followed by the “line” sequence number, as follows: 12334_12 .

Appended to the sequence number is a settlement type indicator, made up of either one or two letters: A : advance S : settlement AV: advance void SV: settlement void

Example: 12334_12SV.TXT

If the settlement is subject to a “Payment Split”, multiple settlement sheets must be stored, one for each payment split participant. To differentiate the sheets, the participant’s Name and Address profile “Id.” precedes the basic file name: If two participants are splitting the settlement, there will be two files for each “line”, as in the following example:

A23841_12334_12SV.TXT KL771_12334_12SV.TXT “No User-Useful Data Inside” The format of the data for each line is beyond the scope of this manual, making the contents of these files incomprehensible to the user. If viewing with a text-editor program out of curiosity, be very careful not to alter or Save the file, since this can result in corrupted data which cannot be corrected.

SMARTsoft ADMINISTRATION ADMIN-ARCHIVE SETTLEMENT FILES …

57

admarchalreadymsg.tif

ARCHIVE

PURPOSE To reduce disk usage, Settlement/Advance/Void "image" files, dated prior to a specified date, can be combined and compressed into an archive file. OPERATION When "Archive" is selected from the menu, the user is required to enter the “Reset” password.

If the entered password is valid, Archive Settlement Files opens to permit entry of the settlement date before which unarchived settlement image files are to be archived on this occasion.

Archive Files Before: Enter the date following the last settlement date to be archived.

opens the confirming window on the right, if there are un-archived Settlements dated prior to the entered date.

Otherwise, an explanatory message blocks the operation.

The image files are automatically deleted after being compressed into a .ZIP archive file in the directory specified by the “ReportPath=” entry in the [Menu] section of smartwat.ini. This is the same directory in which the images are stored. To view the files in an archive, they must be "un-compressed” using Restore (page 58). The archive file is named with the Archive Files Before date: e.g. 20020401.zip.

admarchpwd.tif

admarchardate.tif


58

RESTORE

PURPOSE Previously Archived Settlement/Advance/Void "image" files are re-expanded, allowing them to be viewed in SMARTsoft. NOTES When users try to print/preview a settlement sheet which has been Archived, a message appears to explain that the sheet must first be "Restored". The user is also offered the settlement as it now exists - which, as discussed in Archive on the previous page, is not the same as the Archived original. OPERATION When "Restore" is selected from the menu, the user is required to enter the Administrator password.

submits the password.

If the entered password is valid, a window opens, listing all available archive files. Each is named with the "Archive Files Before" date used when it was created through Archive, in "yyyymmdd" format.

Select the archive to be Restored, by clicking its row to highlight it. Multiple archives can be selected for simultaneous expansion, by using Ctrl-click.

returns the user to the SMARTsoft desktop without restoring.

is activated by the selection of an archive. Clicking starts the Restore operation by opening the confirming window on the right.

expands the selected archives, then returns to the desktop.

cancels the operation, returning to the archive file selection window.

Restore does not erase the archive file; a copy of its contents is just re-expanded. During the next Archive operation, the expanded files will again be deleted.

admarchrspwd.tif

admarchrslst.tif

admarchrsokmsg.tif

admarchrsarchmsg.tif


59

COST UNCOSTED INVENTORY

PURPOSE These windows permit a unit cost to be applied to inventory posted to the Uncosted Receiving balance (Query-Inventory-Costing On Site and Offsite). They are enabled only for systems with the optional dbcSMARTsoft “I/V Cross-Application/Costing” enabled. From version 9.30 onward, Standard cost has been used when receiving tickets applied to contracts with incomplete pricing. No further postings to Uncosted Receiving have occurred. OPERATION: Location: Select the Location. Only Locations with Uncosted Receivings are available. Offsite

Receivings are listed. : (For Offsite only) Select the desired offsite storage facility. Only those with Uncosted

The uncosted inventory is automatically displayed when Location (and Offsite) have been selected. A separate row is displayed for each “bucket” for commodities set up for FIFO or Lot costing. A single row is displayed for the entire uncosted inventory for commodities with Weighted Average costing. Standard costed inventory never appears since Standard cost has a default value (zero).

Unit Cost: Enter the cost to be applied to the row’s inventory. Value: displays the automatically calculated extended value of the row’s inventory.

When Saved with a Value, the inventory is moved to the Costed Receiving balance.

OFFSITE

ON SITE

admCostUncostedIVmnu.tif

admCostUncostedIVoffsite.tif

admCostUncostedIVonsite.tif


60

REGENERATE ELECTRONIC ADVANCE/SETTLEMENTS/MEMOS

PURPOSE The payments on a selected Payment Register document can be created again, in case of a problem, eliminating the need to reverse the payments and reprocess them. NOTES This optional function is enabled by “Permissions”, which also enable the selection for “Electronic Advice/Settlements/Memos” in the Bank’s Profile-Name and Address-Electronic Communications. OPERATION After entry of the valid “Reset” password in the initial window,: Regenerate file from paying: Select the type of payment

to regenerate. Register No

register” displayed in Query-Accounts Payable-Payment for the payments which need to be regenerated.

.: Enter the number of the “payment

Entering the Register No. enables the Export toolbar button.

Export causes the re-creation of the payments, for processing through the associated Bank. A progress bar is displayed, to indicate the continued operation of the procedure.

If the Register number contains non-numeric characters, a message appears. If the Register No. entered was not found, a message notifies the user.

closes the message and returns to the Regenerate window, in either case.

admregeneaspwd.tif

admregeneaseln.tif

admregennorowsmsg.tif

admregeneas.tif

admregeneasposnbrmsg.tif


61

DELETE INCOMPLETE ADVANCES AND SETTLEMENTS

PURPOSE On occasion, system problems during settlement may result in the creation of a blank settlement record, which cannot be deleted and which continues to be displayed with a settlement number of “New” in various reports. This program searches for, and allows such records to be selectively deleted. OPERATION When a valid “Reset” password is entered in the initial window, the main window appears, listing any Location+Commodity for which “incomplete” settlements exist. Delete: Check, to specify that the row’s incomplete settlements

are to be deleted. The / button can be used to un-check /check all of the rows at once.

When the desired rows are checked, initiates the removal of the checked records. A red

progress bar at the bottom of the window indicates the degree of completion of the operation. When the deletion operation ends, a message appears to indicate the operation’s success or failure.

admdelincadvstlmtpwd.tif

admdelincadvstlmt.tif

admdelincadvstlmtnodelmsg.tif

admdelincadvstlmtokmsg.tif


62

UPDATE F.E.C. CURRENCY BLOTTER DISTRIBUTION

PURPOSE OPERATION “Initialization/Purge” password cannot Distr

invalid no FEC

admupdatefecdistpwd.tif

admupdatefecdistupdateokmsg.tif

admupdatefecdist.tif

admupdatefecdistnodistmsg.tif

admupdatefecdistinvalidmsg.tif

admupdatefecdistnothingmsg.tif


63

done

admupdatefecdistdoneokmsg.tif


64

admourreptpwd.tif

MY APPLICATIONS

PURPOSE User-supplied applications/reports specified in this window, can be run from within SMARTsoft, through Report-My Applications. SETUP Select “All Applications” or “My Applications”, to specify which applications are to be displayed in the main window, and the classification of any new applications added during this session. • “All Applications” displays all applications. The “Reset” password is required. • “My Applications” displays only the applications for which the current user has been

“Allow”ed. No security password is required to open the main window.

When the required “Reset” password is entered, the main window appears, displaying the applications as selected.

Insert a new blank row for each new application to be added:

Name: Enter a unique code, of up to 10 characters, for the entry. This determines the order in which the reports/applications are listed.

Description: Enter a description of the report to appear as the menu item in Report-My Applications.

File Path: Enter the exact full path specification for the file to be opened, or Search opens the Windows “Browse” function, permitting the user to navigate to the

application, rather than typing its file path. <Tab> or <Enter> when entry is complete.

admMyApps.tif All Applications

admMyAppsAllMine.tif

admMyAppsuniqcodemsg.tif

The following are visible only if “All Applications” was selected during entry. Admin: Check, to specify that only “Administrators” can delete the application from the list.

All Users are listed in the lower table. When an application row is selected, the Allow checkboxes indicate the Users authorized to run the highlighted application. Allow: Check, to authorize use of the selected application by the row’s User.

can be used to check /un-check all of the boxes in the currently selected table.


65

admnacustupd.tif

NAME AND ADDRESS CUSTOMER UPDATES

PURPOSE “Charge Interest” and “Statement Required” are options in the Profile-Name and Address-Customer, used by the SMARTsoft Accounts Receivable programs. To save time and to ensure that these settings are all set correctly, this program can set each option to either “Yes” or “No” in all of the profiles in a single operation. OPERATION Enter the correct “Reset: password to open the main window. For each of the following two options, select “Yes”, “No” or “Not Applicable”, to specify how the option is to be set for all “Customer/Vendor” and “Customer” Name and Address-Customer profiles.

“Not Applicable” specifies that the current state of the profile option is not to be changed. Charge Interest: specifies whether the profile entity is to be charged interest on overdue A/R

charges. Statement Required: specifies whether A/R account statements are to be printed for the profile

entity.

aborts the process. Nothing is changed.

proceeds to change these options as specified for all Grain Customer and Customer entities. After this program is run, the option settings for the exceptional cases can be changed manually in Profile-Name and Address-Customer.

admnacustupdpwd.tif


66

CHANGE ORIGIN/DESTINATION

PURPOSE The Origin and Destination names entered in Table-Name and Address Profile-Origin/Destination cannot be edited. This window permits that action. OPERATION After entry of the correct “Initialization/Purge” password, the table is displayed. New Description: Enter the revised

Origin/Destination name desired. After <Tab>bing out of the entry field, the revisions can be Saved, changing the entries in the above Table, and also wherever else used in SMARTsoft. Note that this changes only the spelling of the Origin/Destination names.

admchgorigdest.tif

admchgorigdestpwd.tif


67

LANGUAGE TRANSLATIONS

The following two optional

25

windows permit an Administrator to translate/edit the text appearing in SMARTsoft windows, messages and Reports and Queries, into multiple languages. A User sees the text in the “Language” selected for them in Admin-Security Entry-User Priveleges (page ).

Note: For technical reasons, the translations for SMARTsoft menus

must be sent to dbcSMARTsoft for inclusion in the client’s distribution.

Print sends the currently highlighted (using the Windows multi-row selection feature) rows to a selected printing device. The button is enabled by selecting at least one row.

FORMATTING SYMBOLS In both Language Translations windows, three buttons appear, to permit inserting special text-formatting symbols. These are individually enabled when the edit cursor is in the entry field and only if the associated English contains formatting symbols which do not yet appear in the translation.

Save is disabled in both Language Translation windows until the translation contains exactly the same number and type of symbols as in the English.

enters <ARGn> at the location of the edit cursor. This marks the position at which data (usually a number) supplied by the program, is inserted. This symbol typically appears in Messages. “n” is a serial number, beginning at 1 for each English message, which is automatically supplied by the button function.

enters <BR> at the location of the edit cursor. This marks the position at which the remaining portion of the entry is placed on the line below. In Windows/Reports, this most often appears for translations used as column-titles.

enters <SP> at the location of the edit cursor. This marks the position at which a non-obvious space is required in the translation of a column-title, in order to maintain proper alignment of following titles.

Note: The symbols can be typed, if desired. Exclusive use of the buttons is recommended, however, to help prevent accidental entry/omission of symbols.

translationsrpt.tif

SMARTsoft ADMINISTRATION ADMIN-LANGUAGE TRANSLATIONS …

68

admseclangwinrep.tif

LANGUAGE TRANSLATIONS- WINDOWS/REPORTS

PURPOSE The translations for the title, field label and heading text appearing in SMARTsoft windows and Reports/Queries can be entered and edited for the selected language. OPERATION

Please also refer to the function overview on page 67.

The “Reset” password must be entered.

From Language: displays “English”.

To Language“Alternate English” is provided to permit entering changes to the standard English.

: Select the language to be entered/edited.

Wildcard Search: Enter the English Search criterion, using the wildcard character “*” if needed. If left blank, all rows are retrieved.

Search retrieves the entries in the To Language matching the Wildcard Search entry.

Id.: displays an internal key used by SMARTsoft to reference the language text.

The existing translations appear in the right-hand column. New translations and editing can be directly entered in that column, as desired.

In SMARTsoft windows, translations which are longer than the space allotted are displayed cut off at the maximum allowed length. To avoid truncation of the translation, the number of characters in the translation should not exceed the number used in the English. If the selected row contains formatting symbols in the English which do not appear in the righthand column, the appropriate symbol buttons are enabled. Please refer to the “Formatting Symbols” section on page 67 for a discussion of their use.

Save is disabled until the translation contains exactly the same number and type of formatting symbols as in the English.

admseclangpwd.tif

SMARTsoft ADMINISTRATION ADMIN-LANGUAGE TRANSLATIONS …

69

LANGUAGE TRANSLATIONS- MESSAGES

PURPOSE The translations for the text appearing in SMARTsoft pop-up dialogs and messages can be entered/edited for a selected language. NOTES The titles appearing on message windows and their associated buttons are not currently editable. The translations must be supplied to dbcSMARTsoftware inc. for development of database entry scripts. OPERATION

The “Reset” password must be entered.

From Language: displays “English”. Editing this base language is not currently supported.

To Language“Alternate English” is provided to permit entering changes to the standard English. The entries appear instead of the standard English, for the users whose “Language” is set to “Alternate English” in Admin-Security-Entry-User Privileges, page

: Select the language to be entered/edited.

25.

Wildcard Search: Enter the English Search criterion, using the wildcard character “*” if needed. If left blank, all rows are retrieved.

Search retrieves the entries in the From Language matching any Wildcard Search entry.

Error Code: displays the reference “number” which appears in the message window titlebar.

The existing translation in the To Language appears in the right-hand column. New translations and editing can be directly entered in that column, as desired.

Messages are limited to a maximum of 500 characters for each language.

If the selected row contains formatting symbols in the English which do not appear in the righthand column, the appropriate symbol buttons are enabled. Please refer to the “Formatting Symbols” section on page 67 for a discussion of their use.

Save is disabled until the translation contains exactly the same number and type of formatting symbols as in the English.

admseclangmsgs.tif

admseclangpwd.tif


70

GENERAL LEDGER CUTOFF DATE

PURPOSE For 3rd party General Ledger software, the date on and after which new G/L transactions cannot be dated can be entered. SETUP This function is enabled only if a G/L other than dbcSMARTsoft is specified in Table-Software Interfaces. This setup can be performed even if other operators are logged into SMARTsoft. The “Reset” password must be entered. “Allow G/L Transactions to be Backdated”:

Check, to allow new G/L transactions to be dated with dates prior to their date of creation. When checked, the following field is enabled. Cutoff Date: Enter the date on and after which

new G/L transactions cannot be dated.

admglcutoffpwd.tif

admglcutoff.tif


71

admeximpglexpokmsg.tif

admeximpglexp.tif

admeximpglexppwd.tif

admeximpglmnu.tif

EXPORT / IMPORT G/L SETUP

This pair of programs is for users who have set up their dbcSMARTsoft® G/L chart of accounts in a “test” database and wish to transfer the accounts to a new “live” database. The menu item is disabled if any Year End activity has been performed in the current database. These functions can be performed only when no other operators are using SMARTsoft.

EXPORT- ACCOUNTS / SUM-TO/BUDGETS

PURPOSE All existing dbcSMARTsoft® General Ledger accounts and Sum-To Relationships can be exported to transfer files. Export of Budget and Model balances is optional. OPERATION This function can be performed only when no other operators are using SMARTsoft.

This operation is not currently possible if Year End processing has been performed on the source database, even if all financial transactions have been deleted using Admin-Initialize-All Transactions. Export Budget and Model Data: Check, to cause the Budget and Model balances to be

exported for all applicable accounts, when the account structure is exported.

aborts the process. Nothing is exported.

proceeds to export the G/L accounts, relationships and, if checked, the Budget and Model account balances.

A message appears when the export process is completed.

SMARTsoft ADMINISTRATION ADMIN-EXPORT/IMPORT G/L SETUP …

72

admeximpglimppwd.tif

admeximpglimp.tif

IMPORT- ACCOUNTS/SUM-TO/BUDGETS

PURPOSE dbcSMARTsoft® General Ledger accounts, relationships and Budget/Model balances previously exported by the above program can be imported into a new database. OPERATION This function can be performed only when no other operators are using SMARTsoft.

Prior to performing this operation, all of the Id. Centers used in the exported accounts must be manually re-entered in the destination database. Clicking in the verification message which pops up, imports the General Ledger data from the transfer files.


73

G/L DIAGNOSTIC

admgldiagmnu.tif

SMARTsoft ADMINISTRATION ADMIN-G/L DIAGNOSTIC …

74

G/L POSTING ACCOUNTS CURRENT YEAR BALANCE CORRECTION

PURPOSE The current year G/L transactions are summed for each posting account. Each Income Statement account total replaces the current G/L balance. Balance Sheet account totals are added to the balances carried forward from the previous year, to arrive at the new balances. OPERATION Enter the “Initialization/Purge” password.

confirms that the operation is intentional. This opens the main window

causes the correction process to begin, with the progress bar indicating the degree of completion. A message appears when the operation ends. If the recalculated balances are all the same as the originals returns the user to the SMARTsoft menubar.

Otherwise, a report listing the instances of the re-calculated balance differing from the original balance is displayed in the Preview window, with Print Options overlaid.

prints the report to the selected printer, then returns to Preview.

repeats the report printing, if required, since the errors are corrected when the Preview window is Closed, and the report cannot be repeated thereafter.

corrects the errors, then returns the user to the SMARTsoft desktop.

admgldiagostingbalpwd.tif

admgldiagokmsg.tif

admgldiagostingbal.tif

admgldiagostingbalnoprobmsg.tif

admgldiagostingbalprv.tif

SMARTsoft ADMINISTRATION ADMIN-EXPORT/IMPORT G/L SETUP …

75

REBUILD SUM-TO BALANCES

PURPOSE The dbcSMARTsoft® General Ledger account balances which are the sum of other account balances, are zeroed, then recalculated. OPERATION This function can be performed only when no other operators are using SMARTsoft. The “Initialization/Purge” password must be entered, to access this function.

A message explaining the rebuilding and recommending a backup first, is displayed.

confirms that a backup has been created.

Confirmation that the program should actually proceed, is requested. Parent “Retained Earnings” balances are not updated by “children”.

A final message appears when the operation is finished, with the elapsed time.

GENERAL LEDGER TREE

PURPOSE The logical structure of dbcSMARTsoft® Financials’ “Sum-To Relationships” is tested and any errors are reported. OPERATION The “Reset” password must be entered, to access this function.

The results are displayed when the analysis is completed. 959 CTA (multi): The total number of Calculated Top Accounts is displayed. (multi) indicates that multiple node legs in the structure are counted as an additional Top Account.

If an error is discovered, the associated G/L account number will be listed. Otherwise, “No errors” is displayed.

regenerates the G/L logical hierarchy.

(EXPORT ADVANCE LEVIES/TAXES)

This program is for the exclusive use of dbc SMARTsoftware Support personnel, under special circumstances. It is permanently disabled in the menu.

admrebuildsumtospwd

admrebuildsumtosdonemsg.tif

admrebuildsumtosmsg.tif

admrebuildsumtosokmsg.tif

admdiagnosticgltreepwd.tif

admdiagnosticgltree.tif


76

admtoh.tif

TICKET/SETTLEMENT DIAGNOSTIC

TICKET

PURPOSE A report is created listing any Intransit or unloaded tickets which fail any of the following tests:

• On Hold Quantity is positive or zero. • Unapplied quantity is positive or zero. • Quantity Applied to contract = Ticket Applied Quantity • Split Quantity = Applied + Applied Shrink + Unapplied

NOTES Activity-Position Reconciliation checks for inconsistent data prior to performing a reconciliation. If data problems are found, the message on the right is displayed. This is the usual reason for running the Ticket Diagnostic program.

admtohapplmsg.tif

admTktStlmtdiagnosticmnu.tif

SMARTsoft ADMINISTRATION ADMIN-TICKET/SETTLEMENT DIAGNOSTIC-TICKET …

77

admtohnoerrmsg.tif

OPERATION Location: Select the specific Location whose tickets are to be checked, if desired.

Commodity: Select the specific ticket Commodity from the drop-down, if desired.

or Preview initiates the testing. “Act”ual values are tested, if available. Otherwise “Est”imate values are used. If no errors are found, the message on the right appears. If errors are found, the report below appears, listing the tickets with problems, details and an Error Code. An asterisk “*”appears beside the Ticket number if any of the first three tests fail.

ERROR CORRECTION In addition to creating the above report, ticket records found to have problems are “flagged”. If Admin-Correct Unapplied Ticket Balance is then performed, the “flagged” ticket records will normally be corrected.

If errors remain after running Correct Unapplied Ticket Balance and re-running Ticket Diagnostic, please Print the report and Fax it to dbcSMARTsoftware's Customer Support Department. They will help in completing the correction.

admtohrpt.tif

SMARTsoft ADMINISTRATION ADMIN-TICKET/SETTLEMENT DIAGNOSTIC …

78

The following three programs locate incomplete data. Contact SMARTsoft Support if any is found. If your data is complete, each of these programs displays the message on the right.

TICKET SETTLEMENT

PURPOSE Any settled tickets without “Settled” status are listed. OPERATION

SETTLEMENT EXPORT

PURPOSE Settlements, Advances and Voids with “Exported” status, but not found in the dbcSMARTsoft

Accounts Payable or Receivable, are listed. OPERATION

VOID SETTLEMENT

PURPOSE Void Settlements without a reference to the voided settlement/advance, are listed. OPERATION

admdiagnosticstlmtrpt.tif

admdiagnosticvoidstlmtrpt.tif

admdiagnostictktrpt.tif

admdiagnosticnoprobmsg.tif


79

PURGE

The “Purge” menu is enabled only when no other Users are logged into SMARTsoft. It also may not be selected if other SMARTsoft windows are open.

The Purge submenu functions each provide the ability to selectively remove old completed transactions from the SMARTsoft database once they cease to be of value, in order to control the growth of database size and to regain performance.

The removal of transactions leaves the current DPR, Inventory and Financial balances unchanged. Incomplete transactions, such as open contracts and tickets with un-Applied or un-Settled quantities, are also not disturbed.

The purging process is not reversible. Purged data can no longer be retrieved.

Notes: • Today’s transactions (i.e. with the current System Date) cannot be purged today. • Database size is not reduced by purging. The purged table rows are reused as new data is

entered. The size of the database actually grows slightly during the first purge, due to the creation of extra tables needed for the purging operation. The rows in these extra tables are also reused in subsequent purges.

admpurgemnu.tif

BACKUP IS RECOMMENDED BEFORE PURGING Because purging is complex and irreversible, it is strongly recommended that a database “backup” be performed by the system administrator, just prior to each purging operation. Power or hardware failure during a purge can result in the destruction of the remaining data.

SMARTsoft ADMINISTRATION ADMIN-PURGE …

80

DAILY POSITION BALANCES/TRANSACTIONS

PURPOSE All DPR transactions and balances up to a selected date can be deleted. SETUP The “Initialization/Purge” password must be entered, to access this function. A confirmation request appears first.

permits the program to continue. An explanatory panel opens, permitting the entry of

Commodity: Enter the specific commodity for the Position to be purged, if desired. Otherwise, all Positions will be purged.

Purge Date

: Enter the date after which transactions and balances are not to be purged.

The Purge Date must be at least one week prior to the system date.

Save proceeds with the operation, by opening a message recommending that the database be backed up first.

starts the actual purging, after which the program returns to the date-entry panel.

abandons the purge and returns to the commodity/date-entry panel.

admpurgedprpwd.tif

admpurgedprokmsg.tif

admpurgedprdatesel.tif

admpurgecommbkupmsg.tif

admpurgeivtx1wkdatemsg.tif


81

INVENTORY TRANSACTIONS

PURPOSE Inventory transactions dated on or before a selected date can be purged/deleted from the SMARTsoft database. This can be limited to a specific Commodity, if desired. OPERATION The “Initialization/Purge” password (in the [MENU] section of smartwat.ini) must be entered, to access this function. When the correct password is entered, a message appears requiring confirmation that Inventory Transactions are to be deleted.

closes the function, returning to the SMARTsoft desktop.

continues the process, opening the Purge Inventory Transactions window. Commodity: Select a specific

Commodity, if desired. Otherwise, Inventory transactions for all Commodities will be purged.

Purge To Date

date for transactions to be purged.

: Enter the most recent

The date entered must be at least one week prior to the current system date.

Close returns the user to the SMARTsoft desktop.

Save continues with the operation, opening a message recommending that the database be backed up first.

abandons the purge operation, returning to the Purge Inventory Transactions window.

starts the actual purging, displaying a progress message, after which the program returns to the Purge Inventory Transactions window.

admpurgeivtxpwd.tif

admpurgeivtxokmsg.tif

admpurgeivtx.tif

admpurgeivtx1wkdatemsg.tif



82

CONTRACTS/TICKETS AND ASSOCIATED TRANSACTIONS

PURPOSE Closed Contracts and fully Settled tickets dated on or before a selected date, and the transactions related to them, can be purged/deleted from the SMARTsoft database. These transactions include:

Advances Sales Analysis transactions Settlements Multi-Commodity Invoices DR/CR Memos Paid Accrual transactions Spot-priced tickets on Settlements containing only Spot-priced tickets Storage Charges Inventory transactions Order Log Orders Washes

OPERATION The “InitPassword=” password must be entered to access this function. When the correct password is entered, a message appears requiring confirmation that purging is desired. Purge To Date

be purged. : Enter the latest date of transactions to

Dates later than yesterday are not allowed.

Location: Select a specific Location whose transactions are to be purged, if desired.

Several methods are provided to select the Commodities whose transactions are to be purged. 1. Commodity defaults to the wildcard *,

which lists all Commodities for the Location(s) in the table below.

2. CommodityCommodity Id. whose transactions are to be purged, if desired. The list is reduced to display only that Commodity.

: Enter the specific

Selectedeach desired Commodity, or click

, to check all of

: Either check the box for

the displayed boxes.

aborts the operation and returns to the SMARTsoft desktop, if clicked before .

admpurgecttkpwd.tif

admpurgecttk.tif

admpurgecttkokmsg.tif

admpurgedatetodaymsg.tif

SMARTsoft ADMINISTRATION ADMIN-PURGE-CONTRACTS/TICKETS AND ASSOCIATED TRANSACTIONS …

83

The following button is enabled when at least one box is Selected.

proceeds with the purging operation. The red bar provides an indication of progress.

When the operation ends, the progress bar is solid red and “Purge Completed” appears at the top of the window.

• If no records were purged, a message appears to indicate that result.

• Otherwise, is enabled to open a Preview window listing the purged contracts.

creates an optional report on a selected printer.

returns to the SMARTsoft desktop.

displays a listing of the Spot Priced tickets purged in this session.

admpurgecttkend.tif

admpurgecttkprv.tif

Only “Closed” Contracts with End Dates prior to the Purge To Date, and fully Applied and Settled tickets for the Location and Commodity dated up to the Purge To date, are purged – and only if all of the related transactions are also complete and can be purged.

Contracts changed on the day of the purge operation, are not purged.

admpurgecttkdonemsg.tif


84

INACTIVE COMMODITIES WITH NO TRANSACTIONS

PURPOSE Commodities which are Inactive and for which no database transactions exist, can be purged. OPERATION The “InitPassword=” password (in the [MENU] section of smartwat.ini) must be entered, to access this function. To be eligible for deletion, the following must all be true for the Commodity: No Contracts or Tickets exist at any Location, No Futures/Options trades exist, No Orders exist in Order Logistics, The “Inactive” flag is checked in all of its Location Commodity profiles.

A confirmation request appears first. permits the program to continue.

All Commodity profiles eligible for purging are listed in the window on the right. Delete: Check, for each

Commodity profile to be purged. Commodities with no checkmark will not be purged.

Save proceeds with the operation by opening a message recommending that the database be backed up first.

starts the

actual purging of the Commodities for which Delete is checked in the listing, and any of that Commodity’s Products for which there are no transactions.

When the purging operation ends, the listing window is again displayed, showing any remaining eligible Commodities. If desired, additional Commodity profiles can be purged by repeating the steps above.

admpurgecommpwd.tif


admpurgecommlist.tif 1

admpurgecommokmsg.tif

admpurgecommpostlist.tif


85

MATCHED FUTURES/OPTIONS TRADES

PURPOSE Matched Futures/Options transactions dated on or before a selected date can be purged/deleted from the SMARTsoft database. This can be limited to a specific Commodity, if desired. OPERATION The “InitPassword=” password must be entered to access this function.

When the correct password is entered, a message appears requiring confirmation that matched Futures/Options transactions are to be deleted.

opens the main window. Purge To Date: Enter the latest date for

the transactions to be purged. Commodity: Select the specific commodity

whose transactions are to be purged.

causes the purging process to begin, with the progress bar indicating the degree of completion. When the purges finishes,

produces a Preview listing of the trades which were purged. on a selected printer.

The listing can be Printed on a selected printer.

Admpurgematchedfopwd.tif

admpurgematchedfocfmmsg.tif

admpurgematchedfocfmmsg.tif

admpurgematchedforpt.tif


86

EXPIRED S.O.P. PRICE LISTS

PURPOSE Sales Order Processing Standard price lists which have expired, and are not attached to Open orders, can be purged/deleted from the SMARTsoft database. This can be limited to a specific Location, if desired. OPERATION The “Inititialization/Purge” password must be entered, to access this function.

When the correct password is entered, a message appears requiring confirmation that matched Futures/Options transactions are to be deleted.

opens the main window. Location: Select the specific Location

whose price lists are to be purged. Purge To Date: Enter the latest

Expiration date for the price lists to be purged.

causes the purging process to begin, with the progress bar indicating the degree of completion. A message appears when the purging ends.

admpurgesopplcfmmsg.tif

admpurgesoppl.tif

admpurgesopplpwd.tif

admpurgesopplendnodatamsg.tif

admpurgesopplendmsg.tif


87

SALES ANALYSIS TRANSACTIONS

PURPOSE Old Sales Analysis transactions can be purged/deleted from the SMARTsoft database. OPERATION The “Initialization/Purge” password must be entered, to access this function.

When the correct password is entered, a message appears requiring confirmation that Sales Analysis transactions are to be deleted.

opens the main window. Purge To Date: Enter the latest date for

the transactions to be purged. A message appears when the purging process ends.

PASSWORD AUTHENTICATION AUDIT

PURPOSE The tables, which are used to record failed logins and entry of system passwords, can be entirely purged of data in one operation by this program. These tables are not accessible via SMARTsoft. OPERATION The “Initialization/Purge” password must be entered, to access this function.

When the correct password is entered, a message appears requiring confirmation that Password Authentication failure transactions are to be deleted.

proceeds to purge the transactions. A message appears when the purging process ends.

a admpurgesacfmmsg.tif

admpurgesapwd.tif

admpurgesa.tif

admpurgesaendmsg.tif

Note: Purged Sales Analysis transactions cannot appear in Sales Analysis reports and queries.

It is strongly suggested that Sales Analysis transactions less than 2 years old be retained.

admpurgepwdauthpwd.tif

admpurgepwdauthokmsg.tif

admpurgepwdauthdonemsg.tif


88

RECONCILIATION HISTORY

PURPOSE Position Reconciliation records can be purged/deleted from the SMARTsoft database, for a selected Location and Commodity. OPERATION The “Initialization/Purge” password must be entered, to access this function. When the correct password is entered, a message appears requiring confirmation that Reconciliation records may to be deleted, since the results of the operation are not reversible.

opens the main window. Purge To Date: Enter the latest date

for the records to be purged. Location: If desired, select the specific

Location whose records are to be purged. Otherwise, the records for all Locations will be deleted.

Commodity: If desired, select the specific Commodity whose records are to be purged. Otherwise, the records for all Commodities will be deleted.

abandons the operation and closes the window. begins the purging operation.

A message appears when the purging process ends.

admpurgereconcilnpwd.tif

admpurgereconcilnokmsg.tif

admpurgereconciln.tif

admpurgereconcilndonemsg.tif


89

A/R CUSTOMER STATEMENT

PURPOSE Customer Statement archive records can be purged/deleted from the SMARTsoft database. OPERATION The “Initialization/Purge” password must be entered, to access this function. Confirmation is requested, since the results of the operation are not reversible. SMARTsoft checks whether statement archives exist. If none are found, as might happen if the archiving function has not been enabled in Table-A/R-Options, a message notifies the User.

abandons the purging operation. When the correct password is entered, confirmation is received and archives exist for purging, the main window opens. Purge To Date: Enter the latest date for the transactions to be purged.

abandons the operation and closes the window. launches the purging operation.


admpurgecuststmtpwd.tif

admpurgecuststmtokmsg.tif

admpurgecuststmtnonemsg.tif

admpurgecuststmt.tif

admpurgecuststmtdonemsg.tif


90

MICROSOFT DYNAMICS GP METADATA

PURPOSE Completed metadata, from the interface to Microsoft Dynamics GP, can be purged. SETUP The “Initialization/Purge” password must be entered, to access this function. completes the entry. When the correct password is entered, a message appears requiring confirmation that purging of metadata is truly desired, since the results of the operation are not reversible. The main window opens, with a notice explaining that only metadata records with a Status of “Imported” or “Cancelled” will be purged. Purge To Date: Enter the latest date of the metadata to be purged.

This enables .

abandons the operation and closes the window. launches the purging operation.


admpurgemsdyngppwd.tif

admpurgemsdyngpokmsg.tif

admpurgemsdyngp.tif

admpurgemsdyngp.tif


91

INITIALIZE

The Initialize functions can be performed only when no other operators are using SMARTsoft. With multiple users active, the Admin-Initialize menu is disabled.

RISK POSITION TRANSACTIONS

PURPOSE All Position transactions are deleted and the Daily Position Report balances are set to zero. OPERATION

If the entered password (“Initialization/Purge”) is valid, a confirmation message appears.

causes the deletion to proceed.

cancels the process.

adminitdprtxpwd.tif

initdprmsg.tif

initdprmsg.tif

adminitdprokmsg.tif

adminitmnu.tif

The actions of these programs are not reversible.

Before performing these functions, it is strongly recommended that you create a backup copy of the database.

SMARTsoft ADMINISTRATION ADMIN-INITIALIZE …

92

adminitsaokmsg.tif

adminitsapwd.tif

adminitivpwd.tif

adminitivokmsg.tif

SALES ANALYSIS TRANSACTIONS

PURPOSE All dbcSMARTsoft® Sales Analysis transactions are deleted and “Sales Analysis” is un-checked in all Profile-Commodity/Product. NOTES The effects of this function can be reversed by checking “Sales Analysis” in all appropriate Profile-Commodity/Product, then running Activity-Sales Analysis-Update Sales Analysis. OPERATION This option is enabled when “dbcSMARTsoft” is selected for Sales Analysis in Table-Software Interfaces.

If the entered password (“Initialization/Purge”) is correct, a confirmation message appears.



INVENTORY COST TRANSACTIONS

PURPOSE All dbcSMARTsoft inventory costing transactions are deleted. OPERATION This option is enabled when “dbcSMARTsoft” is selected for I/V Cross-Application/Costing in Table-Software Interfaces.

If the entered password (“Initialization/Purge”) is correct, a confirmation message appears.



initdprmsg.tif

initdprmsg.tif


93

adminitglaccttxokmsg.tif

adminitgltxpwd.tif

adminitglrelnpwd.tif

adminitglrelnsigokmsg.tif

The following three programs are activated when the dbcSMARTsoft® General Ledger is enabled. Use only on the advice of dbcSMARTsoftware Customer Support, since improper use could result in damage to the G/L chart of accounts and/or G/L transactions.

Each requires entry of the “Initialization/Purge” system password.

G/L, A/R, A/P TRANSACTIONS/ACCOUNT BALANCES

PURPOSE All existing dbcSMARTsoft® financial transactions and Journal audit trails can be deleted and the G/L account and customer balances, zeroed. G/L Id. Center and Accounts setup remains unchanged. OPERATION This program could be used to “clean out” a test setup prior to “going live” on the same database.



A warning opens to ensure that the operator understands the details of the operation.


deletes the transactions.

G/L SUM-TO RELATIONSHIPS

PURPOSE This program deletes all of the dbcSMARTsoft® G/L account Sum-To Relationship definitions and regenerates the hierarchy of all Posting accounts. OPERATION

causes the process to proceed.


adminitglaccttxglaparokmsg.tif


94

adminitglactsigpwd.tif

adminitglactsigokmsg.tif

G/L SUM-TO ACCOUNTS

PURPOSE This program regenerates the hierarchy and balances for all dbcSMARTsoft® G/L accounts whose balance is determined by a Sum-To Relationship. No accounts or data is deleted. OPERATION


causes the regeneration to proceed.

ALL TRANSACTIONS

PURPOSE All contracts, tickets, settlements (including archives), Debit/Credit Memos, DPR, inventory, G/L and Sales Analysis transactions, accruals and Purge audit trails are deleted. All DPR and G/L balances are set to zero.

All document “next numbers” are set to “1” for all Locations (Profile-Name and Address-Location Options-Serial Numbers and Profile-Contract Type). The data in all other Tables and Profiles is unaffected.

If the dbcSMARTsoft® General Ledger is active, all G/L (financial) transactions are also deleted, and the balance of all G/L accounts and all Customer (A/R) and Vendor (A/P) accounts are set to zero. OPERATION This function is normally used to initialize a new database. Enter the “Initialization/Purge” system password. A message requesting confirmation, appears.

cancels the process. causes the initialization to proceed.

adminittx.tif

admInitTxcfmsg.tif

USE WITH CARE – THE RESULTS ARE NOT REVERSIBLE.


95

TIME TEST

PURPOSE A standard test is run and the time duration is measured and logged. This permits tracking the system (client, network, database and server) responsiveness under various conditions. OPERATION

initiates a new test. During a test, the button toggles to to permit halting the test, if necessary. Aborted test results are neither recorded nor displayed.

When the test ends, its Start, End and Elapsed times are displayed in the fields to the left of the button. The User Id. of the workstation, the test date and start time (Test Date/Time) and the Elapsed Time are also automatically recorded in the database and displayed as a new row at the top of the table in the lower left of the window.

The more responsive (faster) the system, the shorter the Elapsed Time. If the system is slow, any applications running on the system, including SMARTsoft, will also be less reponsive. A graph of the stored test results can be viewed by right-clicking anywhere in the test data table.

The average response (Elapsed Time) for each half hour period tested

is plotted at the interval beginning time. For example, the average of the Elapsed Times for all recorded tests run between 9:00:00AM and 9:29:59AM is plotted at the “09” Interval mark.

If regular tests are run over time, the graph will display the typical responsiveness of the system at half hour intervals throughout the day, from 8AM to 6PM. To determine the effect of a change to the system or whether the system is operating normally, compare the Elapsed Time for a recent test to the same time of day on the graph.

Right-clicking anywhere on the graph returns the user to the test data listing.

returns the user to the SMARTsoft desktop.

admintt.tif

adminttgraph.tif


96

SYNTHETIC KEY USAGE

PURPOSE The current number of synthetic (composite) and primary database keys is graphed over time by SMARTsoft function category, as a percent of the largest number permitted, for diagnostic purposes. The permitted number of synthetic and primary keys is so large that no data will appear in the graphs except for extremely large databases.

admsynkeys.tif

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