Manipulation Documentation MAN-100px-whiteBG

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  • 1.MAN Installation
  • Download the MAN installation

    admin22-07-2016

    The MAN installation files are specific for each version of SYSPRO and are available for download from the Source IT website: http://www.source-it.co.za/product-category/software/man/

    You will be required to login using your once-off registered user account to perform the download.
    Simply add the required download file to the "cart" and follow the "checkout" process to complete the order.

    MANDownloadPage

     

    An email will be sent to your email address containing hyperlinks that will facilitate the download.

    Alternatively, these "orders" with the hyperlinks will also be available on "My Account" page once you are logged in.

    MyAccountPage

  • Load MAN programs onto SYSPRO server

    admin22-07-2016

    1.   Load Programs onto SYSPRO Server

    To install the MAN product, follow the same process as per a SYSPRO port upgrade.
    Simply unzip the downloaded file place the executable in the SYSPRO base upgrade directory on the Server.
    Once that is done, logon on to SYSPRO as an administrator and the following message will be displayed as per Figure 1.1.1

    1.1.1_Upgrade_1.1.1

     

     

     

     

    Figure 1.1.1

    Yesa screen as per Figure 1.1.2 will be displayed.
    Nothe installation will abort.

    1.1.2_Upgrade_SYSPRO_1.1.2

     

    Figure 1.1.2

    This screen will list all the MAN program files and will display the SYSPRO folder on the server into which they will be placed.

    Select the “Start Upgrade” button and the message as per Figure 1.1.3 will be displayed.

    1.1.1_Upgrade_1.1.1

     

     

     

     

    Figure 1.1.3

    Yesthe associated MAN program files will be loaded into their relevant SYSPRO folders on the SYSPRO server.
    Nothe installation will abort.

    Once the installation has completed successfully, a message as per Figure 1.1.4 will be displayed and it will automatically log you out of SYSPRO.

    1.1.4_LoggedOut_1.1.4

     

     

     

    Figure 1.1.4

  • Initialise the MAN system

    admin22-07-2016

    1.   Initialise the MAN System

    The MAN programs now reside in the relevant SYSPRO directories and need to be initialised.
    This program needs to be run straight after the MAN programs have been installed. It will set up the following:

    • MAN menu in SYSPRO
    • MAN programs security options in SYSPRO
    • MAN file re-indexing options in SYSPRO

    To run the initialisation process the following needs to be done:

    • Login into SYSPRO as an Administrator
    • From the SYSPRO menu, select File / Run and a screen as per Figure 1.2.1 will be displayed.

    1.2.1_Sitini_1.2.1

     

     

     

     

    Figure 1.2.1

     Next  to ‘Program to run:’ type in SITINI and press the “OK” button
    A screen as per Figure 1.2.2 will be displayed.

    1.2.2_Sitini_selections_1.2.2

     

     

     

     

     

     

     

    Figure 1.2.2

     The following options need to be ticked for MAN to be initialised successfully:

    • Create or remove menu
    • Create or remove security access
    • Create or remove re-indexing of files

    If any of the menu, security access or re-indexing of files already exist in the relevant files, this process will remove them.

    The Source IT initialisation process will always ascertain whether a custom programs directory has been set up and will use an existing one. If one has not been set up and the System administrator does not wish to manually create one, this program will automatically create one and update the relevant fields in SYSPRO. This directory will be created as a sub-directory within the main SYSPRO directory on the server and will be called ‘cusprog’. (See Figure 1.2.3)

    SystemSetup_new

     

     

     

     

     

     

     

     

     

     

     

     

    Figure 1.2.3

     Create or remove menu - this option will setup the MAN menu in SYSPRO as per Figure 1.2.4.

    Menu_new

     

     

     

     

     

     

     

     

     

     

     

     

     

    Figure 1.2.4

     If the MAN menu already exists, a warning message will be displayed to the user as per Figure 1.2.5.

    1.2.5_MenuExists_1.2.5

     

     

     

     

    Figure 1.2.5

    Create or remove security access - this option will setup the MAN programs into the SYSPRO security access menu. To deny/allow access to the various MAN programs the following steps need to be taken:

    From the SYSPRO menu select “Setup” > “Groups…” then select a group that will be using the MAN system and select “Edit” and “Change…” and a screen as per Figure 1.2.6 will be displayed.

    Operator_new

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

    Figure 1.2.6

    On the "Security Access" window, locate the "MAN Conversion System" module, tick the "Access Allowed" tickbox to give permissions to this Group.

    Create or remove re-indexing files - this option will add the MAN data files to the SYSPRO Data Dictionary so that they may be re-indexed in the same manner as the SYSPRO ISAM data files. Please note that if you are running SQL, all MAN files will still be created as C-ISAM and will reside in the SYSPRO data directory.

    If the MAN programs already exist in the SYSPRO security access files, a
    warning message will be displayed to the user as per Figure 1.2.7

    1.2.7_SecurityMenu_1.2.7

     

     

     

     

    Figure 1.2.7

    To re-index the MAN files the following needs to be done:
    From the SYSPRO menu, select “File” > “Re-index data files” and a list of all SYSPRO data files will be displayed. Go to the end of the list and the MAN files should be listed as per Figure 1.2.8

    Reindex_new

     

     

     

     

     

     

     

     

     

     

     

     

    Figure 1.2.8

    If the MAN files already exist in the SYSPRO data dictionary, a warning message will be displayed to the user as per Figure 1.2.9

    1.2.9_ReIndex_Exists_1.2.9

     

     

     

     

    Figure 1.2.9

    Once the Source IT initialisation program has successfully completed, the following message will be displayed as per Figure 1.2.10

    1.2.10_SITINI_Complete_1.2.10

     

     

     

    Figure 1.2.10

    OKwill automatically log the user out of the SYSPRO session.

    NOTE:
    When running SITINI, either to create or remove options from SYSPRO, please ensure that the correct version of SITPRG, SITMEN and SITFIL are sitting in SYSPRO’s programs directory. There are several Source IT packages using a generic installation, one overwrites the other.

  • MAN License Process

    admin22-07-2016

    1.   Licensing Process 

    Note that only the “Manipulation Conversion” process off the main menu will require a valid Source IT license code to proceed.
    The rest of the MAN processes may be utilised without the need for a license.

    If the user wishes to license MAN or re-license MAN, the program is found under the "Source IT MAN Conversion System" menu as per Figure 2.4.5

    MANRelicense_new

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

     

    Figure 2.4.5

    This process will show all the license details relating to the SYSPRO company that the selected manipulation module is currently running from.

    MANLIC_new

     

     

     

     

     

     

     

     

    Figure 2.4.5.1

    Moduleselect the associated module from the drop down will load any existing license information for the associated module.
    Licensingselecting this button will invoke the license entry screen (figure 2.4.5.3) where license details may be updated as supplied by the Source IT offices.

    If it’s the first time MAN is being run, Figure 2.4.5.2 will be displayed.

    2.4.5.4_MANNo_License_2.4.5.4

     

     

     

    Figure 2.4.5.2

    Contact your SYSPRO distributor or Source IT to obtain license codes.
    To contact Source IT, you may email your request to cotact us via the Source IT Contact page or alternatively phone +27 11 781 4000.

    By clicking on OK, Figure 2.4.5.3 will be displayed.

    SIT001_new

     

     

     

     

     

     

     

     

    Figure 2.4.5.3

    Expiry dateenter the license expiry date as. To ensure correct date format, make use of the date browser to select the expiry date.
    New Codeenter the license code as issued by the Source IT offices.
    Savewill validate the entered values and verify if the license code is valid for the expiry date based on specifics pertaining to the SYSPRO registered company currently logged into. If deemed valid, the information will be stored as entered.
    Closewill exit the program without validating the information on the screen. If the “Ignore warnings” tickbox status was modified, the new setting will be applied to the license validation process in the future.

    The license process is written to provide a warning message each time it is run in the expiry month indicating the number of days until the license expires (see figure 2.4.5.4).

    2.4.5.3_MANLicenseExp2Days_2.4.5.3

     

     

     

    Figure 2.4.5.4

    The following information needs to be relayed to the relevant person who will be obtaining your license codes with the exact spelling and case (upper/lower) as per the example in figure 1.3

    • Company
    • System
    • SYSPRO users
    • Platform (ISAM)
    • SYSPRO version (7.0)

    Ensure that both the “Ignore warnings” and “Evaluation License” tickboxes have been UNTICKED.
    The relevant “Expiry date” and “New Code” values must be entered and the “Save” button selected.

    The MAN User Manual will explain the detailed functioning of the various MAN processes.

  • 2.MAN Overview
  • Manipulation Description

    admin16-07-2016

    Please note that although the Source IT Manipulation Utility ultimately exists as a single utility to cater for all the relevant SYSPRO modules, as aspects of this functionality have not yet been merged into a single unit, this document will refer to the Stock Code Account Manipulation (SCAM) utility for example purposes. Any other module specific rules will be specifically referred to.

     

    1   System Description

     This Source IT Manipulation (MAN) utility will replace selected OLD master codes across SYSPRO with selected NEW master codes based on a predefined cross reference matrix. The user will be required to either:

    • capture the OLD and NEW master codes using the maintenance program
    • import a comma delimited file into the cross reference file using the Import program

    The utility takes full cognisance of shared files without the user having to cope with the complexity of knowing which files are shared and which are not.

     

    Please note:

    If you have upgraded from an earlier version you may need to delete the Audit trail file. This can be done using the Audit Report “Delete Audit File” button (See "Audit Report" ).

     

    2   System Overview

    The user will first set up the preferences which will govern the manipulation of the master codes, such as:

    • Option to validate the old X-ref code in the cross reference file
    • Option to have an Audit Trail either in summary or detail
    • Select the type of conversion i.e. whether to allow for merging of codes
    • Set the monitor mode refresh rate

    Once the preferences have been determined, the cross references file should be set up. The operator will capture the replacement data by entering OLD value and NEW value.

    A utility has been provided to allow the user to import cross references from a Comma Separated Value (.CSV) file to avoid manual capture. (See "Maintain Cross References Codes")

    Other facilities offered to the user from the MAN utility will be

    • to clear all cross references entries
    • to copy cross references from a different SYSPRO company on the same server to the current company

    Once the user is satisfied that the preferences and cross references are set up correctly, the manipulation process may be started.

    The manipulation program will step through all the associated SYSPRO tables, whether residing in the associated Microsoft SQL database or SYSPRO’s Data and Work folder on the server and will replace all the specified OLD codes with the NEW codes.

    If the table being altered has the Old Code as a key and the NEW code already exists in SYSPRO, the program will merge the records with the data of the existing master transaction along with quantities, balances, budgets etc. may need to be added together. If the file being updated has the OLD Code outside of the key, the program will replace the OLD Code with the NEW code.

    Audit trail reports will be available for the user to print as required.

  • MAN SYSPRO Manipulation Rules

    admin16-07-2016

    IMPORTANT: The user will be required to do an ENTIRE backup of the SYSPRO directories and if necessary the associated SQL database BEFORE running this manipulation utility. Source IT will NOT be responsible for damaged or missing data. (For C-ISAM platforms - After the user has run this Manipulation Utility, they will need to Re-index ALL SYSPRO files before continuing with SYSPRO.) The system must be thoroughly checked after this utility has been run, to ensure the data is correct, BEFORE continuing to use SYSPRO.

    Snapshot directory - the files that reside in the Snapshot directory WILL NOT be converted. The system administrator will have to re-run the Requirements Calculation from the Requirements Planning to re-create these tables.

    Balance function and re-index - it is vital that both a Balance function, and in the case of ISAM versions of SYSPRO, a Re-index of files be run before and after the MAN utility is run.

    Temporary files - NO Temporary files will be converted

    Shared companies - It is important to note that in the case of companies using shared files (Inventory OR General Ledger), if the user is logged into the main company only the main company’s data will be modified. To modify the sub-companies details, log into the sub-company and repeat the process for the sub-company. If the user is working in a sub-company, the shared files will be affected in the main company and not the sub-company. Only the sub-company’s data will be changed in the shared files.

    Validations - If the preferences have been configured with the validation of the OLD X-ref Code set to “Yes”, then the OLD code captured in the XREF file MUST appear in SYSPRO

    Validations - The FROM and TO code may not be the same in an XREF entry

    Validations - The FROM code may not appear in any other record as the TO code and VISA-VERSA

    Validations – An import CSV file with the cross reference information may not contain the same NEW code more than once.

    Code merging - When replacing a FROM code with a TO code that already exists in SYSPRO, the static information of the FROM record will be lost and this same information of the TO code will remain in SYSPRO. Examples of these are: Dates, Addresses, Names, Rates, Prices, Credit Limits etc. Other than this static information, where at all possible, the information from both records will be merged. It is therefore assumed that when a merge manipulation occurs, the two records being merged have the same unit of measure, rate, price, currency, etc.

    Other SYSPRO users - ensure that no other users are logged into any SYSPRO modules before commencing the manipulation phase of the MAN utility. During this phase, the utility could alter master tables shared by other SYSPRO companies and the Integration tables of other modules. It is therefore imperative that no users are allowed access during the running of this phase. It is quite safe, however, to capture Control/Preferences or cross references with other users busy in SYSPRO.

    Incomplete manipulation - If the manipulation is incomplete or the Replacement Process gets cancelled by an operator, the associated temporary folders in both the Data and Work directories of SYSPRO, together with the copies of files within these directories will not be removed and will have to be removed by the administrator.

    Note for SQL platforms - This process makes use of SYSPRO’s bulk copy routines to migrate specific SQL tables to temporary C-ISAM-based files for faster manipulation. It is therefore necessary that the associated SYSPRO configurations are in place to allow the bulk copy routines to function. Insure that the “Temporary folder:” entry (See figure 1) refers to a location that has adequate permissions and sufficient free space available.

    MANSQLServerTab_1.3.1

     

     

     

     

     

     

     

     

     

     

     

     

    Figure 1

    The following are the error messages returned by the test bulk copy routine utilised by the Manipulation Conversion process (See "Manipulation Conversion Execution") just prior to beginning the manipulation of the data. These messages indicate problems with the above configuration.

    MANSQLLoginFail_1.3.2

     

     

     

     

    Figure 2

    MANSQLTempFolder_1.3.3

     

     

     

     

    Figure 3

    MANSQLBulkSQLIsam_1.3.4

     

     

     

     

    Figure 4

    MANSQLBulkIsamSQL_1.3.5

     

     

     

    Figure 5

  • SCAM Specific Rules and Aspects

    admin16-07-2016

    Stocked only - Only Stocked codes will be converted. Non-Stocked codes will be ignored.

    No merging for LIFO or Last Cost - This manipulation does NOT support the merging functionality if the inventory costing setup is LIFO or Last Cost

    Costing Methods in the Inventory Setup in SYSPRO in the case of two merged records will be handled as follows:

    Average -  The Quantities will be accumulated. The two costs will be accumulated. The Total Cost will be divided by the Total Quantities and the result will be the Cost in the New record.

    Standard - The user must run the Inventory Valuation Report (See section 2.3.3) before and after the SCAM procedure. The Cost of the record will remain as the TO stock code. The manipulation will generate a variance report, showing any difference in the costing.

    FIFO - There is no cost in the warehouse for this costing method. The INVIFO table will be re-sequenced as per standard SYSPRO based on the RECDAT field.

    Last Cost - This costing method will NOT be supported in the SCAM Product. A many to one manipulation will be disallowed if the Inventory Costing is set to Last Cost.

    LIFO - This costing method will NOT be supported in the SCAM Product. A many to one manipulation will be disallowed if the Inventory Costing is set to LIFO.

  • GLAM Specific Rules and Aspects

    admin16-07-2016

    Complete normal G/L processing – ensure that the printing of Journals, Registers and Distribution reports are completed and fully posted in ALL SYSPRO modules. This is particularly important where integration with G/L from other modules is in place.

    Group Entries - it is important to ensure that ALL Group entries have been successfully posted to the G/L. Failure to do this can result in G/L codes in such Group entries being invalid after manipulation.

    Account types - the user must ensure that if merging accounts takes place, that the account types of merged accounts are the same.

    GLAM addresses all SYSPRO tables that contains a field defined as a “GlCode” in the Data Dictionary. the SYSPRO Financial report writer does not store the General Ledger codes in this manner and is therefore NOT included in GLAM.

  • ARAM Specific Rules and Aspects

    admin16-07-2016

    Recreate A/R Master/Sub Account File – The A/R Master/Sub-account Index (ARSSUB) will NOT be converted. The user will have to select CREATE MASTER/SUB ACCOUNT FILE on the Re-index Data file screen.

    MAN_ARsub_1.3.6

     

     

     

    Figure 1.3.6

  • MAN Failure Consideration

    admin16-07-2016

    IMPORTANT

    If the user sees a failure error while processing the manipulation, the SYSPRO tables will have been partially updated and the administrator will have to restore SYSPRO from the full backup done prior to the manipulation.

    If the user cancelled the processing using the available system options, the manipulation process will be incomplete but the user may simply restart the process to complete the manipulation of the remainder of the incomplete tables.

    Two temporary “MAN” directories will have been created by the manipulation program and will reside in the SYSPRO Data and Work directories. If the manipulation process is UNSUCCESSFUL, these directories together with the files within created by the manipulation will need to be manually removed by the Administrator.

    If the manipulation program completes successfully, the files created by the program, as well as the associated “MAN” directories themselves will be deleted.

    The user may have to remove this directory if a previous manipulation run was not successful.

    If the user wishes to re-run any of the MAN products that have failed previously, and they receive a message as per Figure 1

    MANManres_new_unused

     

     

     

     

    Figure 1

    When maintaining the Control/Preferences of a MAN module that has previously failed and has not been reset, you should see a screen as per Figure 2

    MANPRF_Reset_new

     

     

     

     

     

     

     

     

     

     

     

     

     

    Figure 2

    The "Reset Status" button on the toolbar will allow you to reset the module. Selecting this will bring up the message as per Figure 3

    Reset_quest_new

     

     

     

     

    Figure 3

    No – will return the focus back to the Manipulation Control/Preference screen as per Figure 2

    Yes – will bring up the following Manipulation reset program as per Figure 4

    MANRES_new

     

     

     

     

     

    Figure 4

    Cancel – will return the focus back to the Manipulation Control/Preference screen as per Figure 2

    Yes – will reset the module in question. Manipulation of this module can continue as per normal

    The resetting of a module can also be done from the "Manipulation Conversion" program. If the user attempts to run this program and the module was previously attempted and failed, the user will see the screen as per Figure 5

    manbeg_reset_mess

     

     

     

     

     

    Figure 5

    No – will return the focus back to the Manipulation Conversion screen

    Yes – will bring up the Manipulation reset program as per Figure 4

    If the user is attempting to run a Manipulation module, but there are other Manipulation modules that are "In Progress", the user will not be able to continue with the MAN conversion until this module in question is either reset or allowed to finish.

  • MAN on the SYSPRO App Store

    admin16-07-2016

    SYSPRO App Store - The fact that our MAN products are now also available from the SYSPRO App Store means that some of the programs may make representation to the SYSPRO APP Store. The entire product has been altered to allow it to function seamlessly whether purchased and licensed from either the SYSPRO App Store or from Source IT directly.

  • Runtime Email Notifications

    admin16-07-2016

    From SYSPRO 6.1 SP1 onwards, an email notification function has been added. This will enable the user running the process to request that status notification emails are sent to predefined email addresses while the manipulation module is running. This allows the user to continue working on other tasks and will be notified of the manipulation run progress via emails.

    This change has brought about a MAN file modification which is ONLY affected for clients using the MAN product prior to SYSPRO 6.1 SP1 and who are now upgrading to SYSPRO 6.1 SP1 or later.

    A message as per figure 1.4.1 will be shown when some of the programs are run.

    MANControlChange_1.4.1

     

     

     

     

    Figure 1.4.1

    By simply selecting the ManipulationControl Preferences option off the main MAN Setup menu, the file will be automatically converted and this message will no longer be displayed.

  • 3.MAN Processes
  • Manipulation Menu

    admin16-07-2016

    Once the manipulation module has been installed using the procedure from the Installation Manual, the following menu (Figure 2.2.1) should have been added to the SYSPRO menu.

    MAN_Menu_2.1.1

     

     

     

     

     

     

     

     

     

     

     

     

     

    Figure 2.2.1

  • Manipulation Conversion Execution

    admin16-07-2016

    If it will be necessary to monitor the manipulation status on the same machine that the process will be running, then it is advisable to create a second SYSPRO session by either logging in again or alternatively using the “New SYSPRO Instance” option.

    In this fashion, the one SYSPRO session is used to run the actual manipulation process while the second SYSPRO session is used to run the Source IT Manipulation Status program (See section 2.2.2) to monitor the progress of the application.

    MAN_MANBEG_2.2.1.1

     

     

     

     

     

     

     

     

     

     

     

     

     

    Figure 2.2.1.1

    Moduleselect the associated module from the drop down.

    Accept Disclaimerthe user will be required to accept the disclaimer by changing this value to “Yes” before the “Begin Replacement” button may become active.

    Begin Replacementselecting this button will begin the associated manipulation for the selected module.

    Before the data manipulation begins, the associated Cross Reference file will be validated based on the configured preferences and should an error be encountered, a message as per figure 2.2.1.2 will be shown and the user may need to run the Cross Reference Details Report to determine and fix the errors.

    MANXrefValFail_2.2.1.2

     

     

     

    Figure 2.2.1.2

    OK - will exit the Manipulation Conversion process with no data having been modified and the user may investigate the errors with the associated cross reference.

    Evaluation license – if the MAN module being run is only licensed for evaluation purposes, the run will not be allowed to proceed if there are more than one entry (two entries for “Many to One”) in the Cross Reference (See "Maintain Cross Reference Codes").

    The following errors may be encountered causing the process to terminate when the “OK” prompt is selected:

    MANXrefNoMerge_30Day_2.2.1.3

     

     

     

    Figure 2.2.1.3

    MANMany1_30Day_2.2.1.4

     

     

     

    Figure 2.2.1.4

    MANAPPStore_2.2.1.5

     

     

     

    Figure 2.2.1.5

    If the user has the operator tickover set to less than 2 minutes, a message as per figure 2.2.1.6 will appear prompting the user to consider increasing the tickover to at least 2 minutes which has been tested as being optimal.

    tickover_2-2-1-6

     

     

     

    Figure 2.2.1.6

    The tickover value may be modified against the user logged in to the current session as per figure 2.2.1.7.

    OK - if the user chooses to proceed without modifying the tickover, the procedure will continue, albeit less efficiently and slower than necessary

    Cancel - the manipulation process will terminate so the user can change the operator tickover to optimal.

     Tickover_reset_new

     

     

     

     

     

     

     

     

    Figure 2.2.1.7

    For SQL platforms, a test routine is now performed which will attempt a dummy migration of a SYSPRO table (GENCTL for SYSPRO versions prior to 6.1 SP1 and SALDEP for SYSPRO versions from 6.1 SP1 onwards) into a C-ISAM format using the SYSPRO bulk copy routine. (See "MAN SYSPRO Manipulation Rules" for details on possible errors).

    All being well, the user will see the display screen as per figure 2.2.1.8 which will refresh itself every 2 minutes.

    Note that this display is not intended to clarify the status during the manipulation run and the Manipulation Status process (See "Monitoring Manipulation Status") should be used to get a detailed status update.

     MANSCAM_Progress_2.2.1.8

     

     

     

    Figure 2.2.1.8

    Cancel - Pressing this button will halt the manipulation processing after processing the current file being displayed, and bring up the screen as per figure 2.2.1.9, prompting the operator for a selection. Note that the process may also be halted by selecting the “Terminate” button in the Manipulation Status process (See "Monitoring Manipulation Status").

    MANInterrupt_2.2.1.9

     

     

     

     

    Figure 2.2.1.9

    Resume - Will continue the Manipulation Processing as before

    End - Will stop the processing and return the user to the Main menu.

     PLEASE NOTE: Pressing this END button will cause the manipulation process to be INCOMPLETE.

    This process will physically run through all the SYSPRO tables containing the associated master Codes, replacing all OLD codes in the Cross Reference Table with the NEW Codes captured as per the SYSPRO Manipulation Rules (See "MAN SYSPRO Manipulation Rules").

    When the replacement process completes successfully, the screen as per figure 2.2.1.10 will appear.

    MANSuccess_2.2.1.10

     

     

     

    Figure 2.2.1.10

    If the replacement process does not complete successfully, the error trapped will be seen on the screen. The user will be able to see this error reflected on the Audit Report (See "Audit Report").

    Finally, the user will see a message on the screen showing that the Manipulation was NOT SUCCESSFUL.

    The user will be able to view the audit report (See "Audit Report") or view a query style summary of the run using the Manipulation Status utility (See "Monitoring Manipulation Status").

  • Monitoring Manipulation Status

    admin16-07-2016

    Selecting this option will open up a Manipulation Module Status screen as per figure 2.2.2.1 below. This process has two specific purposes:

    Monitor live run:

    Provides an improved mechanism for the user running the process to monitor the progress of the manipulation during the run which may last from minutes to hours. As any SYSPRO user will be aware, any batch process loses impetus if it spends too much time trying to communicate the details with the user at the same time. For this reason, the batch "crunching" process is separate from the status monitoring process. This requires that two instances of SYSPRO are utilised, one for the batch manipulation and one to monitor the details.

    View results from completed run:

    Interrogate the results of the last manipulation run in any of the available modules.

    MANStatus_2.2.2.1

     

     

     

     

     

     

     

     

     

     

     

    Figure 2.2.2.1

    Module Information - displays status of a specific module's run along with the relevant settings

    Table Details - lists all the tables being modified by the current module along with status icon flags
    Table Information - displays the specifics of the records processed based on the highlighted table in the Table Details list.

    Button functionality:

    Refresh - will refresh all active windows displaying revised information during an active run (dependent on the “Monitor refresh delay period” value recorded against the module – see section 2.4.2).

    Monitor - will only be active should an instance of the selected module be running and will enter into an auto-refresh mode which will effectively refresh all active windows based on the “Monitor refresh delay period” value recorded against the module (See section 2.4.2).

    Stop Monitor - will deactivate the monitor mode.

    Terminate - will initiate a terminate request through to the module running in the second instance. The associated module will receive the termination instruction based on the “Monitor refresh delay period” value recorded against the module and proceed to terminate the run at the end of that functional point.

    Preferences… - will invoke the Manipulation Preferences Maintenance screen (See section 2.4.2) allowing the user to view and modify relative preference criteria pertaining to the selected module.

  • Reconstructing Sale Tables after SPAM

    admin16-07-2016

    SPAM Reconstruct SALPRT/SALSLT

    Only for the Stock Code Product Class Account Manipulation (SPAM) module.

    Due to the fact that the SA Product Class Transaction Summary (SALPRT) and SA Salesperson Transaction Summary (SALSLT) tables only contain the SYSPRO Product Class and do not contain the SYSPRO Stock Code, they are not updated directly by the SPAM module.

    This routine will correctly rebuild these Sales Analysis tables using the SA Sales History Master (SALSHM) accordingly.

    Reconstruct_new

     

     

     

    Figure 2.2.3.1

    OK - Will proceed with the rebuild process

    Cancel - Will exit this process and return back to the main menu.

  • Cross Reference Details Report

    admin16-07-2016

    This report will read the records in the Cross Reference file that was captured using the Cross Reference Maintenance program.

    This report will show the NEW as well as the OLD Codes for Manipulation and may be configured to print either the valid or invalid Cross Reference entry pages or both.

    CrossRefReport_new

     

     

     

     

     

     

    Figure 2.3.1.1

    Moduleselect the associated module from the drop down.

    Show invalid entriesif this option is set to “Yes”, the report will include the pages showing the invalid cross reference entries along with all their associated errors.  (Refer to Appendix C)

    Show valid entriesif this option is set to “Yes”, the report will include the pages showing the valid cross reference entries  (Refer to Appendix B)

  • Audit Report

    admin16-07-2016

    This process will print all the audit records created by the associated manipulation runs and caters for date specification as well as reprinting. The user is also able to delete the audit file from within this process.

    Audit_new

     

     

     

     

     

     

     

     

    Figure 2.3.1.1

    Clear Audit File - this button will delete ALL the Audit File records for the selected module.

    Reprint records if set to “Yes”, the report will be produced for all records in the selected date range whether previously printed or not.

    Date selectionselecting “Single” will only allow entry of the “Date from” field. “Range” will allow entry of the “Date from” and “Date to” fields.  If “All” is selected, all the unprinted audit records will print in date and time sequence.

    Should the user have set the “Audit report setting” in the Manipulation Control/Preferences (Section 2.4.2) to “Detail”, then the Audit report will have one of four different types of Operations or Actions:

    U = Update

    The record being replaced does not have the NEW code as part of the key and the OLD code is replaced by the NEW code. The NEW record key on the report will NOT appear as the key is the same for both OLD and NEW.

    I = Insert

    The record being replaced has the NEW code as part of the key which does NOT already exist in SYSPRO. This NEW record is inserted.

    D = Delete

    The record being replaced has the NEW code as part of the key which already exists in SYSPRO. There are NO fields to accumulate so the OLD record is deleted.

    A = Accumulate

    The record being replaced has the NEW code as part of the key which already exists in SYSPRO. Where possible, fields of the OLD record are accumulated into the NEW record.

     

    The Audit Report will also display highlight characters making it easy to pick up specific types of messages:

    !! – denotes warning messages

    ** – denotes fatal error messages

    ii – denotes information messages

     

    It is advisable to run this report as Landscape, as Portrait may truncate some of the information. (Refer to Appendix A)

  • Standard Costing Variance Report (SCAM module only)

    admin16-07-2016

    This report has been specifically developed for SYSPRO environments using STANDARD costing and the information on this report may be used to account for the variances when balancing the Inventory module.

    VarianceRep_new

     

     

     

    Figure 2.3.3.1

    Refer to Appendix D for an example of the report.

    If the Costing Method in the Inventory Setup has NOT been set to STANDARD, the user will see the following screen in figure 2.3.3.2 and they will be unable to run the report

    NonStandard_new

     

     

     

    Figure 2.3.3.2

    The parameters for the SYSPRO Inventory Valuation Report must appear as per figure 2.3.3.3.

    InventoryValuation_new

     

     

     

     

     

     

     

     

     

     

     

     

     

     

    Figure 2.3.3.3

  • Maintain Cross Reference Codes

    admin16-07-2016

    A listview program as per figure 2.4.1.1 is available to maintain the OLD and NEW master code relationships. This Cross Reference entry program allows for the entry or import of BOTH valid and invalid entries. Indicator flags are in place to quickly show any errors and along with the ability to use any of the standard SYSPRO listview functionality (sort, filter, group etc.), finding and resolving any issues has been simplified.

    2.4.1.1_MANXref_2.4.1.1

    Figure 2.4.1.1

    Moduleselect the associated module from the drop down.

     – selecting this save button will save the associated transactions and the validation routine will run showing the user a summary of the recorded transactions Figure 2.4.1.2.

    Should the user have deleted more than half of the transaction prior to saving, a warning Figure 2.4.1.3 will be shown to the user.

     – will action the deletion of the highlighted entry in the Cross Reference Maintenance window.

    Preferenceswill invoke the Manipulation Control/Preferences program.

    Re-validatewill force the revalidation routine which will refresh the various status flags accordingly.

    Import Fileselecting this button will present an Import File Details window Figure 2.4.1.5. This import option caters for importing from a Comma Seperated Value (CSV) file or alternatively the cross reference from another SYSPRO company.

    Xref Reportselecting this button will invoke the Cross Reference Details Report

    Clear Entries - will bring up confirmation prompt Figure 7 before removing all entries from the listview.

    If the File/Exit option is selected to close the main window, a prompt as per figure 2.4.1.4 will be displayed.

    Transaction rules:

    • If in the preferences, the “Validate old X-ref code” parameter has been set to “Yes”, then the Old Code MUST already exist in SYSPRO.
    • If the New Code already exists, then the manipulation will MERGE the two into the New Code and the Old Code will be deleted.
    • If the New Code does not exist as a master entry, the Old Code will just be changed to the New Code.
    • If in the Preferences, the Code Merge parameter has been set to “No”, then the New Code may NOT already exist in SYSPRO.

    Status definitions:

    • Duplicate – OLD Code already exists as an OLD Code on another record
    • Circular – OLD Code already exists as an NEW Code on another record
    • Invalid – OLD Code is not found on the SYSPRO master
    • ManyToOne – NEW Code already exists on the SYSPRO master file OR more than once as a NEW Code and MERGES are not allowed (See “Validate old X-ref code” in section 2.4.2)
    • Blank – an OLD or NEW Code value has not been entered
    • Same – OLD Code and NEW Code contain the same value
    • Size – OLD or NEW Code exceeds the number of characters for this SYSPRO field

    MANRecords_Saved_2.4.1.2

     

     

     

     

    Figure 2.4.1.2

    2.4.1.3_MANXref_lesshalf_2.4.1.3

     

     

     

     

    Figure 2.4.1.3

    2.4.1.4_MANXref_Save_2.4.1.4

     

     

     

    Figure 2.4.1.4

    Yesall lines will be saved and the process will exit

    Nothe process will exit without saving any of the modifications made to the lines

    Cancelthe process will not exit and return the user to the entry process as per figure 2.4.1.1.

    The OLD and NEW Codes may be imported into the associated cross reference via an import process. This process allows for a Comma Separated Value (CSV) file containing both the OLD and NEW codes to be imported.

    The user may either enter the FULL PATH of the file required for Import or they may use the browse for the file they require. If this path has been entered before and the “OK” button was pressed then that file name will appear when re-opening.

    The user alternatively has the facility to copy the entries from a cross reference table previously captured for another SYSPRO company on the same server.

    Import_new

     

     

     

     

     

     

     

     

     

     

     

    Figure 2.4.1.5

    Import Fromselecting “CSV File” will allow for the info in the “CSV File” box to be entered. Selecting “Another Company” will allow for the “SYSPRO Company” code to be entered. This selection alternates the availability of the relevant fields.

    File location - If SYSPRO is being run on a stand-alone machine, the “Client” will be the only option available and the “Server” option will be disabled. If SYSPRO is being run as Client/Server, the user may select either the “Client” or the “Server” option depending on the location of the file.

    SYSPRO Companyenter the SYSPRO company from which the associated Cross Refrence transactions are to be copied. The standard SYSPRO company browse is catered for.

    Append Ruleselecting “Append” option will add the imported copied transactions onto the existing Cross Reference list. Selecting “Overwrite” will remove the existing list and replace it with the imported copied transactions.

    OK - This will validate the file and path. If it does not exist, the screen in figure 6 will appear. If the file is found successfully, the records on the file will be validated, and if correct, will be inserted into the associated Cross Reference table. The Control file will also be updated with this file name.

    The OLD Code must appear first and the NEW Code must appear second. Neither of these codes may exceed 30 characters. The file must be saved as a Comma Separated Value (.CSV) file. Once the file has been processed and validated, a confirmation prompt as per figure 2.4.1.8 will be shown to the user to make a final decision on whether to allow the import to proceed or not.

    Close - Will close the Import screen, returning the focus to the main menu

    2.4.1.6_MANImp_Xref_notexist_2.4.1.6

     

     

     

    Figure 2.4.1.6

    2.4.1.7_MANImp_Xref_Overwrite_2.4.1.7

     

     

     

    Figure 2.4.1.7

    Yes - will delete all records that have been captured in the Cross Reference Table

    Cancel - will ignore the delete and return the user to the entry process as per figure 2.4.1.1.

    MANXref_Imp_Stats_2.4.1.8

     

     

     

     

     

     

     

     

    Figure 2.4.1.8

    OK - will proceed with importing the validated cross reference entries into the Cross Reference Maintenance transaction list (Figure 2.4.1.1)

    Cancel - will abort the import process and no transactions will have been updated.

     

    Note that this procedure has an automatic version backup built into it.

    Each time the user enters a module to maintain the associated cross reference list, the process automatically exports the existing list into a Comma Seperated Value file in a folder residing off of the SYSPRO data folder on the server.

    The naming convention of these backup files is ??XR_YYMMDD_999.csv where:

    • ?? denotes the module (SC = SCAM, AR = ARAM etc.)
    • 999 denotes a sequence number beginning at 001

    Example: SCXR_120118_001.csv

    Location example: ..SYSPRO60DATAMANSCAM (for SCAM backup files).

     

    NOTE for Evaluation license – if the MAN module being run is only licensed for evaluation purposes, the run will not be allowed to proceed if there are more than one entry (two entries for “Many to One”) in the Cross Reference. If the license is for evaluation, the following rules apply:

    • If setup is “One to One”, only a single Cross Reference entry
    • If setup is “Many to One”, two entries are permitted BUT the NEW Code for both Cross Reference entries must be the same.
  • SPAM specific cross reference rules and aspects

    admin16-07-2016

    Display hidden Stock Code column – by default the additional column required by the SPAM product is not visible. To make the Stock Code column visible, right-click the Cross Reference Maintenance column headings and an option list as per figure 2.4.1.9 will appear.

    2.4.1.9_MANField_Choser_2.4.1.9

     

     

     

     

     

     

    Figure 2.4.1.9

    Select the “Field Chooser” option from the list and Field Chooser window will appear  (figure 2.4.1.10) showing the additional fields that may be added to the list view.

    2.4.1.10_MANField_Choser_2.4.1.10

     

     

     

     

     

     

     

    Figure 2.4.1.10

    Select and drag the Stock Code field into the Cross Reference Maintenance column headings, positioning the field as desired (Figure 2.4.1.11)

    If required, the “Stock Description” field may also be added.

    2.4.1.11_MANSPAM_2.4.1.11

    Figure 2.4.1.11

  • Manipulation Control/Preferences

    admin16-07-2016

    The initial Controls will have the defaults set as per the screen in figure 2.4.2.1 below.

    MANPreference_2.4.2.1

     

     

     

     

     

     

     

     

     

     

     

     

     Figure 2.4.2.1

    Validate old X-ref code - selecting Yes means that when the Cross Reference file is either maintained or imported, the OLD Code entered MUST appear in the SYSPRO Code Master file. Selecting “No” means that any Code may be entered, valid or invalid

    Audit report setting - selecting “Summary means that only the start and end of the different processes entered into while replacing records will be written to the Audit file to be reported on as required. Selecting Detail means that both the summary (above) and all details of each individual record changed will be written to the Audit file to be reported on as required. If there are going to be many changes, this option will create an extremely large file. Use this option only if necessary in this case.

    Code merging - selecting “No” means that the NEW Code entered in the cross reference table may NOT already exist in SYSPRO. Selecting Yes means that the NEW Code entered in the cross reference table may already exist is SYSPRO in which case the Replacement Process will merge these two records.

    Merging notes per module.

    SCAM:      

    The Merging option will be unavailable if the Costing Method in the Inventory Setup has been set to LIFO or Last Cost

    Monitor refresh delay period - this period specified is used by the manipulation process in determining how frequently to update the status information which is used by the Manipulation Status process (See section 2.2.2) for frequency refresh rate.

    E-mail indicatorthis indicator determines how many emails will be sent during the run. “Deactivated” will not attempt to send any emails. “Summary” will only send emails indicating that the run has begun and that is has completed as well as any controlled error conditions encountered. “Detail” will send emails as per “Summary” but will also send two emails per table converted, one indicating that the table conversion has started and the 2nd indicating total transactions processed for that table.

    E-mail addressesthe e-mail addresses that the associated run status’s are required to be sent to.