Activant Acclaim

Understanding Acclaim Databases

Overview

Activant Acclaim databasesFile Layout BrowseCommon Questions

What tables to useHow do these tables relate to each other –linking tablesHandling unexpected outputEnumerated values

This course will NOT cover…

Querying tools

MS Office products

Acclaim Navigation

Elements of Report Writing

You MUST know…Exactly what you want on the report

Elements of Report Writing

You MUST know…Exactly what you want on the reportHow the data is stored

Elements of Report Writing

You MUST know…Exactly what you want on the reportHow the data is storedHow to use the selected querying tool(i.e. CorVu, ODBC, Crystal Reports)

Understanding Databases

Where is my data?XL files

ItemCustomerOrder Processing

Progress data (gl or dyn)Real Time Sales HistoryGeneral LedgerAccounting

File Layout Browse

Helpful in finding information for your analysisThree main components

DatabasesTablesFields

File Layout Browse

Accessing the File Layout Browse[F7] – ToolboxBrowseFile Layouts

File Layout Browse

A Database must be selected first

File Layout Browse (Tables)

Once you choose a database, the tables in that database are listed

File Layout Browse (Fields)

Once you choose a table, you will see all of the fields in that table

Enumerated Values

Field names and Descriptions are listed

Additional information is available at bottom of screen[Enter] to viewthe enumeratedvalues

Enumerated Values

Searching the File Layout Browse

If you don’t know the table in which a field is held, or the field name, you can search for the field.

[Tab] to re-index the browse, and select Keyword or Field Search

Keyword - Searches File Names and File Descriptions

Field Search - Searches ALL fields in each table (displays tables for selection)

Examples…

You have been asked to come up with a list of items that have free stock and have NOT sold in the last year

Examples…

Showing a value of this “slow stock” will help in determining which items to attack first (Purchase Std Cost * Free Stock)

Examples…

In this example, we will discuss:Which tables to useLinking those tablesWhat criteria to setWhat to show on reportHandling unexpected outputEnumerated data fields

Tables

What tables will we need? Why?

Table (file name) Why???

p21.item Purchase Standard Cost

p21.item_status Free Stock informationDate of Last Sale

Linking Tables

So, how do these tables link together?

Linking Tables

Item Stock Status Table

FRECNO ITEM_REC LOC

1 01230123

2345678

FREE

1 101 51 01 52 1002 502 302 20

Item TableFRECNO ITEM CODE

1 SHOES2 BOOTS3 SOCKS4 SHIRT5 PANTS

6 DRESS

Linking Tables

Item Stock Status Table

FRECNO ITEM_REC LOC

1 0

1

2

3

0

1

2

3

2

3

4

5

6

7

8

FREE

1 10

1 5

1 0

1 5

2 100

2 50

2 30

2 20

Item Table

FRECNO ITEM CODE

1 SHOES

2 BOOTS

3 SOCKS

4 SHIRT

5 PANTS

6 DRESS“Universal Communicator”

Linking Tables

Item Stock Status Table

FRECNO ITEM_REC LOC

1 01230123

2345678

FREE

1 101 51 01 52 1002 502 302 20

Item TableFRECNO ITEM CODE

1 SHOES2 BOOTS3 SOCKS4 SHIRT5 PANTS

6 DRESS

FRECNO = Free Record Number

Item Stock Status Table

FRECNO ITEM_REC LOC

1 0

1

2

3

0

1

2

3

2

3

4

5

6

7

8

FREE

1 10

1 5

1 0

1 5

2 100

2 50

2 30

2 20

Item Table

FRECNO ITEM CODE

1 SHOES

2 BOOTS

3 SOCKS

4 SHIRT

5 PANTS

6 DRESS

Link FRECNO

to FRECNO FRECNO ITEM CODE LOC FREE

3 SOCKS 2 0

6 DRESS 1 50

3

5 PANTS 0 100

4 SHIRT 5

Item Stock Status Table

FRECNO ITEM_REC LOC

1 0

1

2

3

0

1

2

3

2

3

4

5

6

7

8

FREE

1 10

1 5

1 0

1 5

2 100

2 50

2 30

2 20

Item Table

FRECNO ITEM CODE

1 SHOES

2 BOOTS

3 SOCKS

4 SHIRT

5 PANTS

6 DRESS

Link FRECNO

to ITEM_REC FRECNO ITEM CODE LOC FREE

2 BOOTS 0 100

2 BOOTS 1 50

2 BOOTS 2 30

2 BOOTS 3 20

LinkingTables

LinkingTables

No linksbetweentablesUnexpectedresults

LinkingTables

LinkingTables

IncorrectLinkIncorrectresults

LinkingTables

LinkingTables

CorrectlinkCorrectresults

Criteria

What criteria to set…item_status.loc_id = 0item_status.last_sale less than“date of choice”item_status.free greater than 0

Data

Show the informationItem

Item CodePurchase Standard CostUnit Size

Item StatusFree Stock

Results

Query results show all items that have a last sale date less than the date enteredThis information can be used to try to proactively sell the items on the list

Example

We need to create a report that shows us all of the items that have the Return to Stock flag set to NO

Example

We need to create a report that shows us all of the items that have the Return to Stock flag set to NOResulting in incorrect inventory countsCauses

Improper trainingEmployee Theft

Data

On this report we need to see the following:Item CodeDescription OneSalesRepOrder NumberCustomer Code

Tables

What tables will we need? Why?

Table (file name) Why???

p21.order Order Header Information (Sales Rep and Order Number)

p21.ord_line Line Item Information

Linking

How do they link together?

Linking

How do they link together?By Order Number

Criteria

What criteria do we need to set?RTS_flag = ‘NO’

Results

Results show all items that were returned and the person entering in the return replied “N” to the Return to Stock Flag

Results

Results show all items that were returned and the person entering in the return replied “N” to the Return to Stock FlagThese results can now be used to start an inquiry about the error in the system

Human error Training issueTheft

Example: Open A/R

You need to analyze your open receivables, to lessen you’re A/R days

Example: Open A/R

You need to analyze your open receivables, to lessen you’re A/R daysCreate query that shows all customers that have an open A/R balance

Example: Open A/R

You need to analyze your open receivables, to lessen you’re A/R daysCreate query that shows all customers that have an open A/R balanceDo not need to see the following:

Customers set to NO-LIMITService Charge Invoices

Tables

What tables do we need and Why??

Tables

Table (file name) Why???

p21.customer Customers Credit Type

dyn.ar Invoice number

dyn.ar_amount_bat Total amount of invoice, amount open and amount paid

ar to ar_amount_bat

How do you think these tables are linked?

ar to ar_amount_bat

ar_ikey

ar to customer

How do you think these tables are

linked?

ar to customer

customer_code

to

CUST_CODE

Criteria

What criteria do we need?Cred_type_desc <> ‘No credit limit’Amount_open >0ar_payment_acct_enum = 1

ar_payment_acct_enum

In the ar_amount_bat table, there is a listing for each invoice based upon the breakdown of the receivable

For invoice 1000590, there are 4 listings

ar_payment_acct_enum

Each one coincides with the ar_payment_acct_enum field and is broken down as follows:

A/RSalesState TaxDiscount

ar_payment_acct_enum

You can use the File Layout Browse to find

this information.

Criteria

What criteria do we need?Cred_type_desc <> ‘No credit limit’Amount_open >0ar_payment_acct_enum = 1

Criteria

What criteria do we need?Cred_type_desc <> ‘No credit limit’Amount_open >0ar_payment_acct_enum = 1Exclude service charge invoices

By order number<>1700000-1799999ar_receivable_type_enum <>4 -OR-

Data and Results

What do we want to see on this report?Customer code and nameInvoice numberInvoice DateTotal AmountAmount OpenAmount Paid

Summary

How to Use the File Layout BrowseTroubleshoot unexpected outputLinking tables together

For More Information…

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