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Queries Alerts Management

Content

Queries and Alerts Management

SAP AG 2003

Create queries using the Query Wizard or the Query Generator

Use and manage predefined alerts and define your own alerts

At the conclusion of this unit, you will be able to:

Queries and Alerts Management: Unit Objectives

SAP AG 2003

The managing director wants to use the various options available with SAP Business One to create a comprehensive information system for himself and his company. The information system should also be able to create ad-hoc reports.

The purchasing manager wants to be informed automatically as soon as the stock level of an item falls below the minimum stock quantity.

Queries and Alerts Management: Business Scenario

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QueryGenerator

Tools for Creating Queries

Query Wizard

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Elements of a Query

Select tables and their relations

Select fields Table fields (adjust headings, if necessary) Calculation fields (select heading and formula) (optional)

Define sorting (optional) Direction (ascending order, descending order) Sequence (first sort field, second sort field, and so on)

Define grouping (optional) Fields according to which rows are grouped Grouping type (total records, total distinct records,

amount, average, minimum, maximum)

Define conditions (optional) Fixed conditions Variables

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Query Wizard (1) Query Wizard

Cancel < Back Next

Query Wizard The Query Wizard is a tool which enables an easy access to the DB and an easy way of building user-defined reports.This wizard will guide you step-by-step through the definition of parameters required for a query.

1

Select tables

Select fields • Table fields • Calculation fields

Query Wizard 2

Cancel < Back

Select Tables for the report. Select the tables from which you would like to retrieve data. After choosing a table, you can choose its linked tables. These are displayed at the bottom part of the window.

Table Description ORDR OCRD

Order Business Partner

Tables related to

3

Cancel < Back Next Undo selection Select All

Select Fields & Sort Orders Select the fields which will be displayed as column titles, create sub-totals, rename fields and more. You can also define computation fields at this stage.

Query Wizard

Define grouping

Define sorting

Heading Customer/vendor Customer/vendor Group Code Total

Sort Type Group

Yes Yes Yes

Comp.

Amount

Sort OrderField

CardCode CardName GroupCode DocTotal

Table ORDR ORDR OCRD ORDR ORDR

3

Ascen AscenAscenAscenAscen

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Query Wizard (2)

Define conditions

Select relations between the tables

Generated SQL statement

4 Conditions and relations

Define the conditions for filtering the query results.In addition, you can define relations between the tables.

Query Wizard

Display Conditions Display Relations

Cancel < Back Next

Field DocDate DateDate

Condition greater smaller

Table Field/Value And/Or Table ORDR ORDR

5 Query Wizard

Cancel < Back Finish

Query Wizard completed All required information for the query has been entered. Review the SQL statement below and click Finish to execute. Summary:

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Query Generator

Execute Close Conditions

Query Generator

Name Description Select

From

Where

Sort by

Group by

Conditions Variables

Document Number Document Type Canceled Manual Numbering Printed Document Status WH Status Transfer Year Object Type Posting Date Value Date Customer/Vendor Code Customer/Vendor Name Bill To Customer/Vendor Ref. No. Tax Percentage Tax Total Tax sum (FC)

DocNum Doctype Canceled Handwritten Printed DocStatus Invnt.Status Transfered ObjType DocDate DocDueDate CardCode CardName Address NumAtCard VatPercent VatSum VatSumFC

Equal Greater Than Smaller than Greater or Equal Smaller or Equal Not equal Contains Does not contain Starts with Ends with IS NULL IS NOT NULL

Select tables and their relations

Define sorting Fields to be used

for grouping Define conditions using the display frame to the right

Type of grouping (enter manually)

Select fields Table fields by Drag&Drop Manual computation fields

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Executing and Managing Queries

Execute Cancel Reverse Table Save Open

CardName GroupCode Total CardCode Neumann Matratzen GmbH Heinz Mayer Thomas Maurer

Möbel & Mehr

C00001 C00002

C00003 C00006

Queries

Execute query again

Display query as a graph

Save in categories

Open other query

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Alerts Management

All alerts

User-defined alerts based on

queries

Who receives an alert and how? Set priorities

Specify parameters (for example max. deviation)

Select documents the system should check

Set alert to active

Specify query

Specify frequency (how often the system should execute the query)

Predefined alerts

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You are now able to:

Queries and Alerts Management: Unit Summary

Create queries using the Query Wizard or the Query Interface

Use and manage predefined alerts and define your own alerts