System Manager User Manual pt 1intranet.theworkbench.com/dimenmanual/smdim11pt1.pdfSystem Manager Introduction Introduction The System Manager Manual contains vital information pertaining

SYSTEM MANAGER

User Manual

© 2002 Enterprise Computer Systems, Inc.

Dim11 (Rev. 11.0)

NOTICE This manual is designed to enhance your Dimensions system capabilities. It is your responsibility to determine that this information is in accordance with your own business procedures.

Enterprise Computer Systems, Inc. has prepared this document for use by Enterprise associates, customers, and prospective customers. The information herein shall not be reproduced in whole or part without the prior approval of Enterprise Computer Systems, Inc.

Enterprise Computer Systems, Inc. reserves the right to make changes in specifications and other information in this document without prior notice, and you should in all cases consult Enterprise Computer Systems, Inc. to determine if such changes have been made.

In no event shall Enterprise Computer Systems, Inc. be liable for any incidental, indirect, special or consequential damages whatsoever (including but not limited to lost profits) arising out of or related to this document or the information in it.

Enterprise Computer Systems, Inc. 4910 Amelia Earhart Drive, Suite. 100 Salt Lake City, UT 84116

Corporate Headquarters: Enterprise Computer Systems, Inc. PO Box 2383 Greenville, SC 29602-2383 www.ecs-inc.com

© Enterprise Computer Systems, Inc. 2002. Produced in the United States of America. All rights reserved.

SYSTEM MANAGER USER MANUAL DIM11 (Rev. 11.0) TABLE OF CONTENTS

Introduction....................................................................................1

SECTION 1: File Management ....................................................3

1. Create Files...........................................................................................................................4 Standard Dimensions Files .................................................................................................... 7

2. Reindex/Resize Index Files.............................................................................................25 3. Display File Status............................................................................................................29 4. Display Highest Used Record.........................................................................................32 5. Key Lookup.........................................................................................................................34

SECTION 2: System Manager Variable File...........................36

1. Basic Company Information ..........................................................................................37 2. Port Information ...............................................................................................................38

2-1. Port Options ................................................................................................................... 39 2-2. Printer Assignments ...................................................................................................... 40

3. Store Name & Address .....................................................................................................41 4. Special Maintenance ........................................................................................................42

4-1. Duplicate Records by Store ........................................................................................... 43 4-2. Delete Records by Store................................................................................................. 46 4-3. Duplicate Port Records .................................................................................................. 47 4-4. Delete Port Records ....................................................................................................... 48 4-5. Delete Sales Rep Descriptions by Range...................................................................... 49 4-6. Copy Sales Rep Descriptions by Range ........................................................................ 51

5. Printer Escape Sequences ..............................................................................................52 6. Reports.................................................................................................................................53

SECTION 3: Complete Variable File........................................54

SECTION 4: Projects ...................................................................81

1. Edit Jobs..............................................................................................................................82 2. Projects File Maintenance ..............................................................................................91 3. Print Projects.....................................................................................................................93 4. Begin Projects ..................................................................................................................100

Table of Contents

SECTION 5: System Functions............................................... 101

Part 1. System Utilities .....................................................................................................102 SuperDOS Utilities - 1. Fix Flip Screen ............................................................................ 103 SuperDOS Utilities - 2. Print CONFIG.P.......................................................................... 104 SuperDOS Utilities - 3. Print a Text File .......................................................................... 105 SuperDOS Utilities - 4. Port - Assign/Unassign ............................................................... 107 SuperDOS Utilities - 5. Port - Set Characteristics ........................................................... 109 SuperDOS Utilities - 6. Setup Modem Port for Modem.................................................... 111 SuperDOS Utilities - 7. Setup Modem Port for CRT ........................................................ 112 SuperDOS Utilities - 8. Print Test Lines........................................................................... 113 UNIX Utilities - 1. Display File Status.............................................................................. 114 UNIX Utilities - 2. Backup Utilities .................................................................................. 117 UNIX Utilities - 3. Display System Activities................................................................... 118 UNIX Utilities - 4. Manage Users on the System............................................................. 120 UNIX Utilities - 5. Print Login/Account List..................................................................... 122 UNIX Utilities - 6. Manage Signon Records...................................................................... 124 UNIX Utilities - 7. Lock Users OFF the System............................................................... 125 UNIX Utilities - 8. Unlock the System .............................................................................. 126 UNIX Utilities - 9. Force Users OFF the System.............................................................. 127 UNIX Utilities - 10. Install Dimensions Release .............................................................. 128 UNIX Utilities – 11. Print Test Lines................................................................................ 129 UNIX Utilities - 12. Print a Text File ................................................................................ 130 UNIX Utilities - 13. Manage the Print Spooler................................................................. 131

Part 2. Menu Maintenance...............................................................................................134 Part 2-1. Maintain Menu File............................................................................................ 135 Part 2-2. Print Menus ........................................................................................................ 142

Part 3. Convert Calendar/Julian Dates.........................................................................143

APPENDIX A. SuperDOS Utilities Used Most Often........ 146 BYE ...................................................................................................................................... 147 COPY.................................................................................................................................... 148 CRUNCH ............................................................................................................................. 151 DEL ...................................................................................................................................... 153 DIR ....................................................................................................................................... 155 DISKINIT ............................................................................................................................ 158 DKTEST............................................................................................................................... 160 DV......................................................................................................................................... 161 EDIT..................................................................................................................................... 162 EXEC.................................................................................................................................... 167 FIL........................................................................................................................................ 168 FREE.................................................................................................................................... 171 MMI...................................................................................................................................... 172 OFILES ................................................................................................................................ 175 PCDEL ................................................................................................................................. 176 PCDIR .................................................................................................................................. 178 PCFORMAT......................................................................................................................... 179 PCXFER............................................................................................................................... 180 REBOOT .............................................................................................................................. 183 REN...................................................................................................................................... 184 REV ...................................................................................................................................... 185 STAPE.................................................................................................................................. 187

Table of Contents

TYPE .................................................................................................................................... 192 DS09003 (Change Port Characteristics)............................................................................ 194

APPENDIX B. Unix Utilities Used Most Often ...................198 cat ......................................................................................................................................... 199 cd .......................................................................................................................................... 200 chgrp..................................................................................................................................... 201 chmod ................................................................................................................................... 202 chown ................................................................................................................................... 204 cp .......................................................................................................................................... 205 cron....................................................................................................................................... 206 df........................................................................................................................................... 213 disable .................................................................................................................................. 214 enable ................................................................................................................................... 215 find ....................................................................................................................................... 216 kill......................................................................................................................................... 217 ls ........................................................................................................................................... 218 man....................................................................................................................................... 220 mkdir .................................................................................................................................... 221 mv......................................................................................................................................... 222 pg .......................................................................................................................................... 223 pipe ....................................................................................................................................... 224 ps .......................................................................................................................................... 225 pwd ....................................................................................................................................... 226 redirection............................................................................................................................ 227 rm ......................................................................................................................................... 228 rmdir .................................................................................................................................... 230 shutdown.............................................................................................................................. 231 stty........................................................................................................................................ 232 what...................................................................................................................................... 233

APPENDIX C. Key Values .......................................................236

APPENDIX D. SuperDOS Passwords ...................................240 Password List ...................................................................................................................... 241 PASSWORDFM – How to Create a New Password.......................................................... 243 MG500 - How to Assign a Menu to a Password ................................................................ 246 Print a Password List.......................................................................................................... 248 Expand Password File ........................................................................................................ 249

APPENDIX E: Set Up a User - Unix ......................................252

APPENDIX F. Error Messages ................................................268

APPENDIX G. What to Do in Case of ...................................272

INDEX...........................................................................................275

Table of Contents

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System Manager Introduction

Introduction The System Manager Manual contains vital information pertaining to system

management of your Dimensions system not found elsewhere in Getting Started or the user manuals.

As the system manager, you are responsible for many tasks – some performed daily, weekly, monthly, yearly, or as needed. This manual is organized according to the System Manager Menu found on the Dimensions Main Menu as follows:

+----------------------------------------------------------------------------+ ¦ DIM11 DATA ¦ === SYSTEM MANAGER === ¦ 11.1¦ +----------------------------------------------------------------------------+ ¦ 1. File Management ¦ ¦ ¦ ¦ 2. System Manager Variable File ¦ ¦ ¦ ¦ 3. Complete Variable File ¦ ¦ ¦ ¦ 4. Projects ¦ ¦ ¦ ¦ 5. System Functions ¦ ¦ ¦ +-----------------------------------------+

In addition, there are several appendixes which provide additional information useful to a system manager:

Appendix A. SuperDOS Utilities Used Most Often If you are using a SuperDOS operating system, this appendix shows system

utilities such as copying files, deleting files, listing files, viewing users on the system, doing a tape backup, transferring files from SuperDOS to DOS, and so forth.

Appendix B. UNIX Utilities Used Most Often If you are using a UNIX operating system, this appendix shows system

utilities such as listing files, copying files, making directories, changing directories, deleting files, and so forth.

Appendix C. Key Values Used in Managing Your Data Shows how certain key inventory fields are calculated and stored. This is

useful as you interpret inventory reports.

Dimensions11 1

System Manager Introduction

2 Dimensions11

Appendix D. SuperDOS Passwords For SuperDOS users, shows the passwords being used for access into the

Dimensions system. The standard passwords come set up already. However, you may feel it necessary or desirable to change these standard passwords. The information in this handbook will help you maintain the password file. You can change and add passwords with the understanding that you are responsible for knowing what they are and how to recreate them if necessary. However, there are certain passwords that should never be changed or accessed under any circumstance. Please read the password section carefully.

Appendix E. Set Up a User - UNIX For UNIX users, this section shows how to set up a new user on the system.

It provides instructions for AIX and SCO systems.

Appendix F. Error Messages This section lists common error messages: system failures, exception errors,

Basic and SuperDOS errors, and program errors giving the probable cause and any comments to help you alleviate the problem.

Appendix G. What To Do In Case Of… This section contains information on what to do in case of a power failure or

electrical storm. Even though it is rare you will experience a power outage or electrical storm, you should know what to do to protect your computer system and the data it contains. It is wise to train all personnel what to do in case or a power failure. It could save you time in recreating data and money in computer repairs and downtime.

One last word, since this handbook contains system security information, it is up to you to keep tabs on it. Make it available only to those authorized and responsible for system management. Your computer is a powerful tool. Protect your investment.

File Management

SECTION 1: File Management

Overview This section contains file management functions. When you select File

Management from the System Manager Menu, the computer displays another menu:

+-------- ------------------------------------------------------------------+ ¦ DIM11 DATA ¦ === FILE MANAGEMENT SYSTEM === ¦ 11.1¦ +----------------------------------------------------------------------------+ ¦ 1. Create Files ¦ ¦ ¦ ¦ 2. Reindex/Resize Index Files ¦ ¦ ¦ ¦ 3. Display File Status ¦ ¦ ¦ ¦ 4. Display Highest Used Record ¦ ¦ ¦ ¦ 5. Key Lookup ¦ ¦ ¦ +-----------------------------------------+

The following section is organized according to this menu. Each function is described, its purpose is defined, and the screen is displayed.

It is assumed you have read Getting Started and know how to move through menus. Review Chapter 2, System Training.

Purpose of File Management File Management allows you to perform functions on files used throughout

the Dimensions system. You can create, expand, and contract files as well as rebuild indexes, display file status, display the highest used record in a data file, and look up keys in an index file.

Dimensions11 3

File Management

1. Create Files

PURPOSE: This option allows you to create new empty files used in the Dimensions system. Your system comes with the files built already. You would only need to perform this function under special circumstances.

IF YOU HAVE ANY QUESTIONS, CONTACT A SUPPORT ANALYST BEFORE CONTINUING.

PROCEDURE:

1 From the File Management Menu, select 1 for Create Files.

2 The computer displays:

DS08911 Create Data Files DIM11 DATA Date mm/dd/yy Rev10.0.4 ZFILE Rev: 10.0.2 Port 42 Select File : ___________ Search : <Esc>= End Program

If you know the filename you wish to create, enter it at Select File. Files in the Dimensions system usually contain 2 capital letters followed by a number. See the table “Standard Dimensions Files” at the end of this procedure for a list of filenames. If you need to search for the desired filename, press Enter to go to Search.

3 To display a list of files, enter the first letter of the filename you wish to see at Search. For example, enter A to begin with the first available filename. The computer displays a list of up to 30 files. For example:

DS08911 Create Data Files DIM11 DATA Date mm/dd/yy Rev10.0.4 ZFILE Rev: 10.0.2 Port 42 Select File : Search : ECS_________ 1. AM1 VENDOR MASTER FILE 16. CM3 CUSTOMER TRANSACTION FILE 2. AM2 VENDOR MESSAGE/FAX FILE 17. CM4 CASH RECEIPTS TRANSACTION 3. AM3 A/P INVOICE FILE 18. CM4H CASH RECEIPTS TRANSACTION 4. AM4 A/P CHECK FILE 19. CM5 OPEN ITEMS APPLIED 5. AM5 VENDOR INFORMATION FILE 20. CM5H OPEN ITEMS APPLIED HISTOR 6. AM7 VENDOR COMMUNICATIONS FIL 21. CM6 BAD CHECK FILE 7. BC1 BAR CODE FILE 22. CM7 A/R POSTING FILE 8. BD0 SPIFF/BID/MATRIX DETAIL 23. CM8 CUSTOMER LIEN FILE 9. BH0 SPIFF/BID/MATRIX HEADER 24. CM9 A/R CREDIT FILE 10. CM1 CUSTOMER MASTER FILE 25. CS1 CASH SETTLEMENT FILE 11. CM10 CUSTOMER CREDIT FILE 26. DM1 DOCUMENT MANAGEMENT FILE 12. CM14 CUSTOMER SIGNATURE FILE 27. ECD E-COMMERCE DOCUMENT TABLE 13. CM15 CASH RECEIPTS BATCH FILE 28. ECP E-COMMERCE PARTNER TABLE 14. CM16 CREDIT NOTE FILE 29. ECR E-COMMERCE REMITTANCE BAT 15. CM2 CUSTOMER MISC DATA 30. ECS E-COMMERCE STATUS TBL

You have the following options:

Press Enter to go back to Select File. Then enter the filename as displayed in the list. Go to Step 4.

4 Dimensions11

File Management

Press the up arrow and the computer asks Enter Line (1-30). Enter the line number corresponding to the filename you wish to create. Go to Step 4.

Press Esc twice to end this procedure and return to the previous menu.

4 The computer checks XDAT.D and XDAT.I1 (the file and index that hold all valid filenames in the system). If your entry is not found, the computer displays:

LK1.D Does Not Exist!

Press Enter to acknowledge this message and return to Step 2 (Select File).

5 If the filename is found and it exists already, the computer displays some statistics about it. For example:

DS08911 Create Data Files DIM11 DATA Date mm/dd/yy Rev10.0.4 ZFILE Rev: 10.0.2 Port 42 Select File : CM1 CUSTOMER MASTER FILE Filename : CM1.D Date of Creation : 10/22/99 Maximum Records : 150 Last Activity Date: 12/31/01 # Records in Use : 127 File Size in Bytes: 79360 # Available Records : 23 Percent Used : 84 % Data file already exists. Do you wish to create a new file (Y/N):

CAUTION!! Enter Y if you wish to delete the current file and replace it with a new blank one. Continue to Step 6. You will lose all data currently in the file. Or enter N if you do not wish to delete it. Return to Step 2 to select another file or end this procedure.

6 If you answered Y above to delete the current file or if you are creating the file for the first time, the computer asks:

DS08911 Create Data Files DIM11 DATA Date mm/dd/yy Rev10.0.4 ZFILE Rev: 10.0.2 Port 37 Select File : LH1 LOT HEADER RECORD Enter Number of Records to Build File for : 0 <Esc>= Back to Select Filename

Enter the number of records for which to build this file. For information on file sizes, refer to Table 1. Standard Dimensions Files, at the end of this procedure. Or press Esc to go back to Select File.

7 The computer begins immediately to build the selected file and its indexes (if any) and displays the results. When done, the computer displays:

Dimensions11 5

File Management

Completed. <Ent>= Continue


NOTES:

6 Dimensions11

File Management

Standard Dimensions Files

ACCOUNTS PAYABLE FILES (Dim11)

Filename Title Indexes Description How Added How Deleted

AM1.D Vendor Master File

.I1

.J1 Holds a list of Accounts Payable vendors and corresponding vendor information such as vendor name and address, terms discounts, balances, etc.

A/P File Maintenance, Add New Vendors

A/P File Maintenance, Delete Vendors

AM2.D Vendor Message/Fax File

.I1

Holds a 3-line message that is displayed during invoice entry, purchasing, and receiving. Also holds the vendor’s fax number.

A/P File Maintenance, Add New Vendors. Messages can also be added at invoice entry, pur-chasing, and receiving.

A/P File Maintenance, Delete Vendors

AM3.D A/P Invoice File

.I1

.I2

.I3

.I4

.I5

Holds all invoices and corres-ponding information such as amounts, discounts, and G/L distributions for each vendor. This includes invoices to be paid, paid, and on hold. These invoices will remain in the file after they are paid until you purge them. This enables you to keep invoice information available through the computer for any length of time after the invoice is paid. The file, however, can become quite large so you must periodically purge the paid invoices through a date you select.

A/P Invoice Entry

A/P File Maintenance, A/P Purge Options, Purge Paid Invoices when 90% full through a specified date

AM4.D A/P Check File

.I1

.I2

.I3

Holds a list of checks written for A/P. There is one record per check. This file must also be purged of cleared checks periodically to keep the file size under control.

A/P Check Writing

A/P File Maintenance, A/P Purge Options, Purge Cleared Checks when 90% full through a specified date

AM5.D Vendor Information File

.I1

Holds additional customized fields of vendor information which are not defined in AM1.D. There can be up to 20 additional fields such as an 800 phone number, sales rep name, A/P contact name, Internet address, and additional message lines. The descriptions of the fields are user-defined in the Variable File. The information can be viewed in A/P File Inquiry and when entering A/P invoices.

A/P File Maintenance, Change Vendors, Misc. Vendor Info AM5.D

A/P File Maintenance, Change Vendors, Misc. Vendor Info AM5.D

Dimensions11 7

File Management

ACCOUNTS RECEIVABLE FILES (Dim11)


CM1.D Customer Master File .I1 .J1

Holds a list of A/R customers and their balances. There is one record for every active and inactive customer. File size should be 30% larger than the total number of customers to allow for future expansion.

File Maintenance, Add New Customers

File Maintenance, Delete Customer from CM1 & CM2

CM2.D Customer Misc. File .I1

Additional information about A/R customers in CM1.D such as ship to address, email address, cell phone number, and Dispatch & Delivery settings.

File Maintenance, Add New Customers. Messages can also be added at POS.

File Maintenance, Delete Customer from CM1 & CM2

CM3.D Customer Transaction File

.I1

.I2

.I3

Holds all open transactions against customer accounts including all outstanding invoices, returns, and unapplied payments. There is one record per open transaction.

POS, Transaction Entry. Also Invoice Posting.

A/R Month End Update deletes paid invoices when invoice balance=0

CM4.D Cash Receipts Transactions)

.I1

.J1 Holds all payments and adjustments made by A/R customers per month. There is one record per payment (cash receipt) and adjustment.

Cash Receipts and Cash Receipts by Batch

A/R Month End Update deletes all detail

CM4H.D Cash Receipts Transaction History)

.I1

.I2

.J1

Similar to CM4.D, Cash Receipts Transactions. It keeps a history of customer payments.

A/R Month End Update

A/R Month End Update purges based on number of months to keep history (found in A/R Variable File, Misc. Codes)

CM5.D Open Items Applied File)

.J1

.J2 Holds activity against a customer charge, credit memo used, payment made, etc. for the month.

Cash Receipts and Cash Receipts by Batch


CM5H.D Open Items Applied History)

.J1

.J2

.J3

Similar to CM5.D, Open Items Applied. It keeps a history of how customer payments were applied to invoices.


A/R Month End Update, same as CM4H.D

CM6.D Bad Check File .I1 .I2

Holds an identification for bad checks such as a driver’s license or social security number. There is one record per bad check per year. If a match is found at POS, a message will be displayed.

A/R File Maintenance, Bad Check Files CM6, Maintain Bad Check File

Same as adding records

cont.

8 Dimensions11

File Management


CM7.D A/R Posting File .I1 .I2 .I3

Used only in A/R batch invoice posting. Holds A/R invoice information entered in batches, which can then be edited before posting to the customer accounts.

Invoice Posting


CM8.D Customer Lien File .I1 .I2

Used only in pre-lien system (optional software). Holds pre-lien information for each customer to be printed on forms for preliminary notice of work, services, equipment, or materials, which may become subject to mechanics’ lien. In some states it is required by law that a pre-lien notice be filed as soon as a customer purchases materials for a job which gives you the right to file a lien later if necessary. Contains information such as customer number, names and addresses of the property owner, original contractor, and construction lender. You must be saving sales history in order to use the pre-lien system.

Maintain Pre-lien Information

Maintain Pre-lien Information

CM9.D Credit History File .I1

Holds one record per customer per month of activity up to any number of months. Used in A/R File Inquiry, Credit Options, to show a history recap of sales activity by month. Also used on the Credit History Report.


A/R Month End Update, automatic purge (A/R Variable File, Misc. Codes, field 3. Num-ber Months Credit and Payment History, de-termines how many months of history to keep)

CM10.D Customer Credit File .I1 .I2

Holds one record per customer showing credit notes such as high balance since account was opened, credit hold detail (when put on and taken off and by whom), and follow up detail. This is used on the Credit Note Report. The actual comments are entered in CM16.D.

A/R File Inquiry

A/R File Inquiry

CM14.D Extra Signature File .I1

Holds unlimited number of extra signatures (authorized names of buyers) for each customer.

File Maintenance, Add Extra Signatures

File Maintenance, Add Extra Signatures

cont.

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File Management


CM15.D Cash Receipts by Batch File

.I1

.I2

.I3

Holds all payments and adjustments made by batch for A/R customers per month. There is one record per payment (cash receipt). These payments can be edited before updating the batch to customers’ accounts and General Ledger.

Cash Receipts by Batch

A/R Month End Update deletes all detail. All batches must be updated before doing month end.

CM16.D Multiple Credit Note File

.I1

.I2

Holds credit notes (comments) entered through A/R File Inquiry.

A/R File Inquiry, Credit Options (5=Credit Notes/ History)

A/R File Inquiry, Credit Options (5=Credit Notes/ History). Or Purge Credit Notes by Date found on the A/R File Maintenance Menu.

CMC.D Customer Change File

.I1

.I2

Used in Change Customer Numbers by Batch. Contains the customer number changes as a batch and allows you to edit the changes before updating them throughout the A/R and sales files. Holds the old and new customer numbers, one record for each customer needing to be changed.

A/R File Maintenance, Change Customers, Change Customers by Batch


10 Dimensions11

File Management

GENERAL LEDGER FILES (Dim11)


GM1.D G/L Master File .I1 Holds General Ledger chart of accounts with balances and budgets for current and previous years. There is one record per account.

G/L File Maintenance, Master File GM1.D

G/L File Maintenance, Master File GM1.D

GM2.D G/L Format Master .I1 Controls printing formats for all financial statements - P&L and Balance Sheet. Includes headings and totals. There is one record per account plus one record for each heading and total account.

G/L File Maintenance, Format Master GM2.D or Create G/L Formats

G/L File Maintenance, Format Master GM2.D

GM3.D G/L Transactions (GPOST)

.I1

.J1

Holds all transactions from automatic postings (sales, cash receipts, accounts payable, cash disbursements, payroll) and manual journal entries. This file will save detail for all unupdated (unmerged) journals. There is one record per journal entry (one each for debit and credit).

Any GPOST update throughout the system and manual journal entries

Merge GPOST (GM3.D) to Master. Or G/L Journal Entries, Delete Entries. Or delete specific entries using G/L Special Maintenance, Delete GM3 by Batch or by Range.

GM4.D G/L Yearly Transactions

.I1

.J1

.J2

.J3

Holds all G/L transactions updated (merged) from GM3.D for the entire year. There is one record per journal entry (one each for debit and credit). The financial statements are printed from this file.

Merge GPOST (GM3.D) to Master

Never let this file fill up. Expand as it nears 90% full. A new one is built at fiscal year end. Or delete specific entries using G/L Special Maintenance, Delete Entries by Range - use with caution.

GM5.D G/L Allocation Table File

.I1 Holds tables of G/L numbers and percentages to allocate expenses in the General Ledger based on standard percentages on a monthly basis

G/L File Maintenance, Maintain Allocation Tables

G/L File Maintenance, Maintain Allocation Tables

CS1.D Cash Settlement File .I1

Used in Bank Deposit Reconciliation system. Sales information from the Day End reports is entered in this file along with the deposit information from the actual deposit slips. All information in this file is manually entered. The minimum size of this file should allows for 4-6 weeks of information (# of days x # of stores).

Reconcilia-tion, Bank Deposit Reconcilia-tion, Add/ Maintain Bank Deposits

Purge Bank Deposit Records

Dimensions11 11

File Management

INVENTORY FILES (Dim11)


IM1.D Inventory Static Data

.I1

.I2

.I3

.J1

Holds information that remains constant for each inventory item which will not change from store to store such as item number, item description, conversion factor, price basis, and unit description. There is one record per item. As items are entered in this file, a record is also added in IM2.D for each store.

Inventory File Maintenance - Add New Inventory Items

Inventory File Maintenance - Delete Inventory Items

IM2.D Inventory Store Data

.I1 Holds information, which constantly changes from store to store such as costs, prices, and quantities. There is one record per inventory item per store. For single store operations, this is the same size as IM1.D. For multiple store operations, it is the size of IM1.D x the number of store sharing the inventory files.

Inventory File Maintenance - Add New Inventory Items

Inventory File Maintenance - Delete Inventory Items

IM3.D 13-Month History File

.I1 Holds 13-month history for units sold and purchased or 26-month history for units sold for each inventory item that has been specified to save. This file should be as large as IM2.D.

Month End Inventory Update

Inventory File Maintenance - Delete Inventory Items. Also Inventory Special Maintenance - 13 Month History IM3 and Delete IM3 Records Not in IM1.

IM4.D Fabrication Production Master File

.I1

.J1 Holds components of fabricated items produced (fab type C items) as a batch. These components are reduced from stock when the item is produced, not when it is sold like fab types A and B.

Produce Finished Fab Items - Fab Production Update

Purge Fab Items Produced when 90% full through a specified date. Or Fab Special Maintenance. Use with caution.

cont.

12 Dimensions11

File Management


IM5.D Fabrication Master File

.I1 Holds inventory items, which are the components of a product (fab types A and B). These com-ponents are reduced from stock when the fab item is sold.

Generate Fabs - Add/Change a Fab or Create a Fab from a Fab

Generate Fabs - Delete a Fab

IM7H.D Inventory Count History File

.J1 The file contains the same information as IM7.D as well as a date of the count update for count history purposes. The size of this file should be one record per item times the number of counts you wish to keep. For example, if you have 1,000 items that are counted 3 times a year and you wish to keep 2 years of count history, build it for 6000 records ([1000 x 3] 2 = 6000). Used for the Count History Report and Stock Movement Report.

Inventory Count Update

Purge Count History

IM7ss.D Inventory Count Transactions (count by sheet) ss = store

.I1

.J1 Holds count figures taken during physical count by count sheet. Contains information such as cost method, quantity, count value, and update status. One record per counted item. Should be at least as large as IM2.D.

Enter Physical Count. (The file is created during the physical count process - Create IM7.D Batch File.)

A new file is created at the beginning of each count process, deleting the old information. Or Special Maintenance - Count by Sheet Batch File IM7.

IM8ss.D Inventory Rank File ss = store

.I1 Holds ranking information by item number in terms of average margin, sales, GMROI, etc.

Inventory Management - Calculate Item Ranks

New file is created each time you calculate item ranks, deleting the old information.

IM9.D

Multiple Location File

.I1

.I2 Holds multiple location codes by item number.

Other Inventory Options, Multiple Locations - Add Location by Item or Add Location by Range

Other Inventory Options, Multiple Locations - Delete Location by Item or by Range

IM10.D

Associated Inventory Item File

.I1 Holds a list of items, which can be displayed at POS when certain items are selected on a ticket.

Inventory File Maintenance, Maintain Associated Items

Inventory File Maintenance, Maintain Associated Items

cont.

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File Management


IM12.D 13 Month Transfer History File

.I1 Used in inventory transfers. Holds one record for each store/item transferred at POS.

POS transaction update. Inventory Month End update shifts data to previous period.

Inventory Year End update zeroes out YTD Units Trans-ferred, YTD Cost Transferred, and YTD Sales Trans-ferred amounts.

IM13.D Multiple Units of Measure File

.I1 Holds one record for each item that can be sold in multiple units of measure.

Inventory File Maintenance, Maintain Mult Units of Measure

Inventory File Maintenance, Maintain Mult Units of Measure

IMC.D Item Number Change File

.I1

.I2 Used in Change Items by Batch. Contains the item number changes as a batch and allows you to edit the changes before updating the item numbers throughout the inventory and sales files. Holds the old and new item numbers, on record for each item needing to be changed.

Inventory File Maintenance, Change Inventory Items, Change Items by Batch-Add/Delete Item Number Changes


IMD.D Delete Items by Batch File

.I1 Holds items numbers to be deleted through Delete Items by Batch.

Add Items to Batch

Update Batch to Delete Items

IMH.D Revolving History File (Inventory Trending File)

.I1 Holds the last 16 months of sales, cost of sales, and average inventory value for each item. For sales/ cost, each month reflects the YTD value at month end. For average inventory value, the current monthly average inventory is calculated and accumulated each month in the current period. This informa-tion is found on the revolving history reports. There is one record per inventory item in each store.

Inventory Month End Update

Inventory Special Maintenance - Revolving History IMH

ISM.D Stock Movement File

.I1 Tracks the movement of inventory stock by holding a record for each item per trans-action that will show the quantity, cost, and value that was added to or subtracted from inventory.

Batch updates affecting inventory -- POS, inventory receipts, adjustments, counts, fab production

Inventory File Maintenance, Purge Stock Movement File

cont.

14 Dimensions11

File Management


OM3.D Inventory Adjustments File

.I1

.J1 Holds adjustments processed through Inventory Adjust-ments. Contains information such as store number, batch number, card number, item number, quantity adjustment, and value adjustment. There is one record per line item and one record per heading per batch of adjustments.

Enter Inventory Adjustments

Purge Adjustment Transactions

OM7.D Price Maintenance by Batch File (New Prices/ Adjustments)

.I1 Holds future changes to List/Base and Price Adjustment levels with an effective date. Used in Price Maintenance by Batch. Changes IM2.D.

Pricing, Price Maintenance, Price Maint by Batch, - Add/ Change Prices by Item or by Range

Delete Price Change Batches

TM2ss.D Inventory Count by Tag File ss = store

.I1

.I2

.I3

.J1

Holds counts figures taken during physical count by tags - one record per counted item. Information includes tally by length, cost, and location.

Enter Count by Tags

A new file is created at the beginning of every count process, deleting the old information. Or Special Maint - Count by Tags Batch File TM2.

RELATED INVENTORY FILES


BC1.D Bar Code File .I1 .I2

Holds bar code information by item number. You can enter up to 2 bar codes at the time you add an item. However, there can be unlimited bar codes for each item.

Inventory File Maintenance - Add New Inven-tory Items. Or Inventory Other Options, Bar Codes - Add Bar Codes or Add Bar Codes by Range.

Maintain Bar Codes or Delete Bar Codes by Range

BD0.D Bid/Spiff/Matrix Detail

.I1

.I2 Holds items on sale (spiff) and items quoted a special price to a customer on a bid. It also stores matrix pricing for price levels 10-99 (normal price levels are 1-9). There is one record per each line item.

Matrix – Add/ Change/ Delete in Matrix. Bid – Create Bid from Quote, Create Bid from Another Bid, Add Items to a Bid Spiff -- Create Spiff from Quote, Create Spiff by Item Range, Create/Copy Spiff by Store.

Matrix – Add/ Change/Delete in Matrix Bid – Delete Bid Spiff – Delete Spiff, Delete Spiff Detail by Range.

cont.

Dimensions11 15

File Management


BH0.D Bid/Spiff/Matrix Header

.I1 Holds heading information for all bids, spiffs, and matrix pricing such as sale dates, bid expiration dates, etc. There is one record per heading.

Same as BD1.D. Same as BD1.D.

FL1.D Fineline Class - Group Section File

.I1

.I2 Holds templates of inventory item set ups to be used by defaults when adding new items.

Inventory File Maintenance, Add Inventory Items, New Item Add Defaults


OM9.D Remanufacturing Transaction File

.I1

.I2

.I3

Holds transactions from the reman system (inbound goods, processes, and out-bound goods). Posts to the Inventory Adjust-ments File (OM3.D) when the reman trans-actions are complete so the accounting has a chance to get to the General Ledger.

Enter/Edit Reman Transactions

Purge Reman Transactions

SN0.D Serial Number File

.I1

.I2

.I3

.I4

.J1

Holds detail for serial number items with tracking information for when it is received and sold. There is one record per serial number.

Other Inventory Options, Serial Numbers, Serial Number Main-tenance - Add/ Change/Delete Serial #


TR0.D Tag Header File .I1 .I2 .I3 .I4 .I5

Holds heading information for tag items. There is one record for each tag item.

Receiving tag items through P.O. & Receipts and Maintain Tags.

Purge Completed Tags

TR1.D Tag Detail File .I1 Holds tallies and quantities for each tag items.

Receiving tag items through P.O. & Receipts and Maintain Tags.


TS0.D Sold or Reman/ Committed Tag Header File

.I1

.I2

.I3

Holds heading information for sold tags and tags committed for Order Entry or remanu-facturing. There is one record for each sold/committed tag.

Selling a tag at POS, committing a tag at Order Entry, or committing a tag to the reman process.


TS1.D Sold or Reman/ Committed Tag Detail File

.I1 Holds tallies and quantities for each sold and committed tag item.

Selling a tag at POS, committing a tag at Order Entry, or committing a tag to the reman process.


16 Dimensions11

File Management

PAYROLL FILES (Dim11)


PM1.D Payroll Master Data (also known as Employee Master File)

.I1

.I2 Holds employee information for payroll such as employee name and address, Social Security number, number of exemptions, salary/wage, and deduction information. It also contains quarterly and yearly figures for gross pay, tax withholdings, deductions, and so forth. There is one record for every active and terminated employee.

Payroll File Maintenance, Maintain Employee File (PM1)

Using Main-tain Employee File (PM1) in Payroll File Maintenance, mark the employee as terminated. It is kept in the file until the payroll year end update is performed. Terminated employees are deleted automatically during year end.

PM2.D Payroll Detail Transaction File

.I1

.I2

.J1

Holds timecard and check detail for each pay period. Records are organized by batch number and sequence number. Most payroll reports use data from this file. There is one record for each timecard entry for each employee.

Process Payroll, Enter Payroll Data

Records are saved for a calendar year. At payroll year end, records are purged through a purge date specified by the operator. The purge date can be used for the check date or the paid thru date.

PM3.D Payroll Yearly Transactions

.I1

.I2

.J1

Holds yearly check detail as updated from PM2.D. This saves the pay detail for each pay period for every employee for worker’s compensation purposes as well as a yearly history. Records are organized by store number, employee number, check date, and check number. There is one record for every check for every employee.

Process Payroll, Enter Payroll Data, Update Payroll and G/L to GPOST

Records are saved for a calendar year. At payroll year end, records are purged through the same purge date specified for PM2.D.

cont.

Dimensions11 17

File Management


PM6.D Employee Time Clock File

.I1

.I2

.I3

Holds time punches for employees using the Time & Attendance system. The minimum size of the file should allow for 12 months of time punch information. There is one record created for each paired time punch per employee.

Time Punch program

Purge PM6.D in Time & Attend Special Maintenance

PM7.D Pay Thru Table File .I1 Holds the pay through dates for the Time & Attendance system. There is one record for each set of paid through dates per year. Each employee is assigned a Pay Thru Table number in their PM1.D record.

Time & Attendance, Table Maintenance, Pay Thru Tables

Time & Attendance, Table Maintenance, Pay Thru Tables

PM8.D Employee Direct Deposit Info File

.I1 Holds information for each employee participating in the direct deposit system such as deduction code, bank routing number, and account number.

Direct Deposit, Employee Maintenance, Emp. Direct Deposit

Direct Deposit, Employee Maintenance, Employee Direct Deposit

PM9.D Employee Misc. Data File

.I1 Holds one record per hourly employee participating in the Time & Attendance system. Provides additional fields for the Time & Attendance system such as employee level (for security purposes), overtime table number, grace table number, and forced lunch information.

Time & Attendance, Employee Maintenance, Maintain Employee PM1/PM9

When an employee is terminated and a term-ination date is entered in PM1.D, the Payroll year end update will delete the PM9.D record.

PM10.D Grace Tables File .I1 Holds the grace tables for the Time & Attendance system. There is one record for each grace table needed. This is an optional file. It is used for establishing a grace period before and after clocking in/out. Each employee can be assigned a grace table number in their PM9.D record.

Time & Attendance, Table Maintenance, Grace Tables

Time & Attendance, Table Maintenance, Grace Tables

PM11.D Overtime Tables File .I1 Holds the overtime tables for the Time & Attendance system. There is one record for each line on each overtime table. It is used for calculating overtime. Each employee can be assigned an overtime table number in their PM9.D record.

Time & Attendance, Table Maintenance, Overtime Tables

Time & Attendance, Table Maintenance, Overtime Tables

PM12.D Employee Swipecard Cross Reference File

.I1 Holds one record for each employee using a swipe card. This is an optional feature of the Time & Attendance system. Swipe cards are used whenever an employee clocks in or out. It bypasses their typing in their employee number/password.

Time & Attendance, Table Maintenance, Maintain Swipe Card Table

Time & Attendance Special Maintenance, Swipe Card Table PM12

18 Dimensions11

File Management

PURCHASING & RECEIVING FILES (Dim11)


OM1.D Purchase Order Master File

.I1

.I2

.I3

.I4

.I5

Holds all outstanding and completed purchase orders that have not been deleted. There is one record for each line item on the purchase order and five for each heading.

P.O. & Receipts Entry, Enter Purchase Order

P.O. & Receipts Purge Options, Purge Pur-chase Orders through a specified date

OM2.D Inventory Receipt Master File

.I1

.I2

.I3

.I4

.J1

Holds all receipt transactions, purchase order as well as non-purchase order receipts. There is one record per line item and one record per heading for one batch of P.O. receipts.

P.O. & Receipts Entry, Receive Purchase Orders and Enter Receipt (Non PO)

P.O. & Receipts Purge Options, Purge Receipts through a specified date

OM4.D Multiple Vendor File .I1 .I2 .I3 .J1

Holds up to 1 primary and 9 secondary vendors per inventory item. There can be up to as many records as inventory items. Stores general information such as vendor catalog number, minimum units to order, units per pack, etc.

Multiple Vendors, Add Vendors by Range or Add Vendors by Item

Change/ Delete Vendors by Item or P.O. & Receipts Special Maintenance, Delete Vendor by Item Range

OM4S.D Multiple Vendor by Store

.I1 Stores information by store/ item for the multiple vendor system such as lead time, safety factor, ordering cost, last cost, last price, etc.

Multiple Vendors, Add Vendors by Range or Add Vendors by Item

Change/ Delete Vendors by Item or Delete Vendor by Item Range

OM5.D Suggested Order File .I1 .I2

Holds a calculated and/or entered list of inventory items suggested to order according to input parameters in the suggested order process.

Calculate Suggested Orders

Delete Suggested Order/Item, Delete Suggested Order/Batch

OM5S.D Suggested Order Store File

.I1 Holds suggested order infor-mation by store.

Calculate Suggested Orders

Delete Suggested Order/Item, Delete Suggest Order/Batch

OM10.D Purchasing - Multiple Spread File

.I1

.I2

.I3

Allows up to 6 different spread amounts (addons) on a purchase order or receipt. This allows addons to be payable to a different vendor, such as a freight company.

Enter Purchase Order, Receive Pur-chase Order, or Enter Receipt (Non PO)

Purge Purchase Orders or Purge Receipts

cont.

Dimensions11 19

File Management


SP0.D Special Order Master File

.I1

.I2

.I3

.I4

.I5

Use in Special Order system to track related sales and purchasing information for special order items. Holds general information about the special order number.

A special order number is assigned when a special order is created at POS or on a purchase order, depending on which side is entered first.

Purge Special Orders

SP1.D Special Order Transaction File

.I1

.I2 Contains the details of each transaction relating to a special order number.

Same as SP0.D

Purge Special Orders

20 Dimensions11

File Management

SALES FILES (Dim11)


SM0.D *Subfiles SM1.D SM2.D SM3. D SM4.D SM5.D

Sales Master File Header Misc. Descriptions Line Detail Tally Totals

.I1

.I2

.I3

.I4

Holds all transactions run through Point of Sale (i.e., invoices, returns, quotes, orders) and their line item detail. It also holds invoices entered through invoice posting. There is one record per each line item on the transaction. During normal day end processing, the sales and returns are cleared out and the quotes and orders are retained.

POS update (end of ticket), Order Entry, Invoice Posting

Deleted automati-cally. Day End up-date deletes current day’s charge and cash transactions except for quotes, orders, and temp quotes. Quotes, orders and temp quotes are deleted using Delete Quotes & Orders on the Day End menu if they have been flagged for deletion during Recall Quote and Recall Order. Or Special Mainten-ance - Sales Master, however exercise caution when using Special Mainten-ance on this file as there are 5 different record types in 5 different programs tied together by the transaction number. Deleting one record type without deleting the others will cause discrepancies in data.

SH0.D Subfiles Same as Sales Master File

Sales History File .I1 .I3 .J1 ssSH0.J2 SH0.J3

Holds a history of transactions created through Point of Sale, which can be recalled. (ss=store). Created during Day End update. Used to print the report Daily Sales by Item. Used to print the report Sales by Customer by Item.

POS Day End update

Deleted through purge programs. If saving sales history, use Manage Sales History Size on the Day End menu or File Management menu. Purge when 90% full. Or use Purge Cash Sales Only SH0 on the File Management Menu.

OEC.D Completed Orders/Quotes

.I1

.I2

.J3

Holds one record per order to be marked as complete. Orders are created in POS, which are later recalled and marked as completed. Completed orders/ quotes are then printed and updated as a batch, making them invoices.

Marking orders as complete (Order Completion)

Deleted automati-cally when orders are printed/ updated in Order Completion. Or Special Mainten-ance.

cont.

Dimensions11 21

File Management


LD1.D Lot Detail File .I1 Holds quotes to be included in the lot. There is one record per quote.

Create Lots Delete Lots (also deletes corres-ponding header records from LH1.D), Lot Detail Maintenance.

LH1.D Lot Header File .I1 Holds heading information for all lots such as dates, comments, and multiplier. There is one record per header.

Create Lots Delete Lots (also deletes corres-ponding detail records from LD1.D), Lot Header Maintenance.

QS1.D Quote/Order Select File

.I1 Holds one record per quote/order to be recalled, repriced, and/or printed and updated as a batch. This will speed up recalling quotes one at a time, repricing, and reprinting them since they are all done in a batch.

Select Quote/ Order

Print/Update Quotes/ Orders. Or Special Maintenance - Quote Selection.

QS2.D Quote/Order Recap File

.I1 Holds one record per line item of quotes/orders selected. Will then sort the items and produce a materials requirement report.

Select Quote/ Order

Print Recap Report - Delete Batch from Recap File.

TOTG0.D Subfiles TOTG1.D TOTG2.D TOTG3.D TOTG4.D

Sales Analysis Totals File

.I1 Holds inventory sales totals by inventory group by: - Customer Class - Assigned Salesman - Written By - Customer This file can get quite large depending on what and how many types of sales analysis you choose. Normally this file is built for 5,000 records but if you plan on keeping sales analysis by customer by inventory group, you must add the number of customers times the number of inventory groups.

POS Day End update

Deleted automati-cally when a new file is built at fiscal Year End. Never let this file fill up. Expand as it nears 90% full.

cont.

22 Dimensions11

File Management


T2ssyy.D Totals #2 File (ss=store, yy=year)

Holds all daily, monthly, and yearly totals by store number by year for taxable and non-taxable sales, cost, addons, groups, etc.

POS update (end of ticket)

Deleted automati-cally when a new file is built at fiscal Year End.

WSMpp.D Work File for Sales Master File (pp=port number)

Holds POS transaction until it is updated and printed at end of ticket.

POS - Enter Transaction (automatically created)

Deleted each time a transaction is finished (printed and updated) and a new transaction is started (Select Customer).

Dimensions11 23

File Management

MISCELLANEOUS FILES


HLPCUST.D Custom Help File .I1 Holds customized on-line help screens. The standard on-line help screens are kept in HLPSTND.D. You can add additional help to the HLPCUST file, which would be unique to your system. If you press <F1> at any field on a maintenance screen or in the Variable File, the custom on-line help is shown first. Then you can press Esc to display the standard on-line help.

Press <F1> when the cursor is on the selected field, then enter M to get the on-line help menu


JM1.D Job Master File (Job Stream Master)

.I1 Holds job listings for projects, 1 record per sequence for all combined.

System Manager, Projects, Projects File Maintenance

System Manager, Projects, Projects File Maintenance

VM0.D Variable Master File

.I1

Customizes your company policies such as terms, taxes, assigned salesman names and numbers, messages on statements, etc. It controls virtually every aspect of the software. For an average size company, it usually contains 800-1000 records.

Variable File Maintenance (separate for each module)

Variable File Maintenance (separate for each module)

XMENU Menu File .IX Holds one record for each option on each menu.

System Manager, System Functions, Menu Main-tenance


XSECUR XSECUR .IX Holds the signon names (account names) for passwords.

MG500, XECUR File Maintenance

MG500, XSECUR File Maintenance

24 Dimensions11

File Management

2. Reindex/Resize Index Files

PURPOSE: This option allows you to rebuild indexes for corrupted or full index files. You are notified on the File Status Report printed at day end of any need to rebuild the indexes of any file. It also allows you to change the size of data files by adding or deleting blank records. The File Status Report also notes when you need to expand any data files.

Data File vs. Index File

The system uses two different kinds of files – data files and index files. You can tell the difference between the two when listing files because the data files have “.D” as a suffix and the index files have .I# or .J# (where # represents the number of the index – .I1, .I2, .J1). Index files with .I indicate there are no duplicate records allowed whereas .J index files allow duplicates.

The following illustration shows the relationship between a data file (IM1.D, Inventory Static Data) and 2 of its indexes (IM1.I1 and IM1.I2).

IM1.D - INVENTORY STATIC DATA FILE IM1.I1 IM1.I2 (by item #) (by catalog #) REC # ITEM # CAT # DESCRIPTION TYPE etc. REC # ITEM # REC # CAT # 1 2 3 4 etc. 4750 23100011 11 A16R RIPPING HAMMER 0 4750 23100011 4750 11

You can select items by item number, catalog number, or manufacturer number. As an item number is requested such as at POS, a file inquiry, or entering an adjustment, the computer searches through IM1.I1 (index by item number) for it. When the item number is located in the index, the computer reads the corresponding record number, in this case 4750, and proceeds to the data file (IM1.D) to record 4750 to pull up the item. This way of retrieving information from data files is much more efficient than reading directly from the data file every time you need an inventory item. The second index, IM1.I2 by catalog number, works on the same principle. As you enter the catalog number, it uses the record number in the index to find the record number in the data file.

Occasionally, the record numbers in the index files are corrupted (the data is no longer accessible in the index file). This is when you should rebuild the indexes. Rebuilding indexes reorganizes the index files from existing data in the data file.

The terms “rebuild indexes” and “reindexing” refer to the same process.

IF YOU HAVE ANY QUESTIONS, CONTACT A SUPPORT ANALYST BEFORE CONTINUING.

Dimensions11 25

File Management

PROCEDURE:

1 From the File Management Menu, select 2 for Reindex/Resize Index Files.


DS08912 Rebuild Indexes Date 11mm/dd/yy Rev11.0.2 ZFILE Rev: 11.0.2 Port 36 Select File : ___________ Search : <Esc>=End Program

If you know the filename you wish to reindex or resize, enter it at Select File. Files in the Dimensions system usually contain 2 capital letters followed by a number. See the table at the end of the previous procedure (Create Files) for a list of filenames. If you need to search for the desired filename, press Enter to go to Search.

3 To display a list of files, enter the first letter of the filename you wish to see at Search. For example, enter A to begin with the first available filename. The computer displays a list of up to 30 files. For example:

DS08912 Rebuild Indexes Date MM/DD/YY Rev11.0.2 ZFILE Rev: 11.0.2 Port 36 Select File : Search : DM1_________ 1. AM1 VENDOR MASTER FILE 16. CM15 CASH RECEIPTS BATCH FILE 2. AM2 VENDOR MESSAGE/FAX FILE 17. CM16 CREDIT NOTE FILE 3. AM3 A/P INVOICE FILE 18. CM2 CUSTOMER MISC DATA 4. AM4 A/P CHECK FILE 19. CM3 CUSTOMER TRANSACTION FILE 5. AM5 VENDOR INFORMATION FILE 20. CM4 CASH RECEIPTS TRANSACTION 6. AM7 VENDOR COMMUNICATIONS FIL 21. CM4H CASH RECEIPTS TRANSACTION 7. AMC VENDOR NUMBER CHANGE FILE 22. CM5 OPEN ITEMS APPLIED 8. AND1 STOCKHOLDER MASTER FILE 23. CM5H OPEN ITEMS APPLIED HISTOR 9. AND2 DIVIDEND TRANSACTION FILE 24. CM6 BAD CHECK FILE 10. BC1 BAR CODE FILE 25. CM7 A/R POSTING FILE 11. BD0 SPIFF/BID/MATRIX DETAIL 26. CM8 CUSTOMER LIEN FILE 12. BH0 SPIFF/BID/MATRIX HEADER 27. CM9 A/R CREDIT FILE 13. CM1 CUSTOMER MASTER FILE 28. CMC CUSTOMER CHANGE FILE 14. CM10 CUSTOMER CREDIT FILE 29. CS1 CASH SETTLEMENT FILE 15. CM14 CUSTOMER SIGNATURE FILE 30. DM1 DOCUMENT MANAGEMENT FILE

You have the following options:

Press Enter to go back to Select File. Then enter the filename as displayed in the list. Go to Step 4.

Press the up arrow and the computer asks Enter Line (1-30). Enter the line number corresponding to the filename you wish to reindex/resize. Go to Step 4.

Press Esc twice to end this procedure and return to the previous menu.

26 Dimensions11

File Management

4 The computer checks XDAT.D (the file that holds all valid filenames in the system). If your entry is not found, the computer displays:

ZZ1 Not Found


5 If the filename is found, the computer displays some statistics about it. For example:

DS08912 Rebuild Indexes Date mm/dd/yy Rev11.0.2 ZFILE Rev: 11.0.2 Port 36 Select File : CM2 CUSTOMER MISC DATA File Name : CM2.D Date of Creation : 10/28/98 Maximum Records : 150 Last Activity Date: 08/29/02 # Records in Use : 79 File Size in Bytes: 51200 # Available Records : 71 Percent Used : 52 % Enter number of records to build file for : 150 <Esc>=Back to Select File Name

To change the size of the selected file, enter the new number of records for which to build this file. If you are reducing the file, make sure the smaller size will accommodate the number of active records currently contained in the file. If you are rebuilding indexes only, merely press Enter. Or press Esc to return to Step 2 (Select File) to select another file or end this procedure.

Some files have an added feature called extents. Extents are extensions to the file added automatically when the file is filled to capacity. If you select a file with extents, the screen displays:

DS08912 Rebuild Indexes Date mm/dd/yy Rev11.0.2 ZFILE Rev: 11.0.2 Port 36 Select File : CM3 CUSTOMER TRANSACTION FILE File Name : CM3.D Date of Creation : 08/16/00 Maximum Records W/Extents : 26841 Last Activity Date: 09/03/02 Number of Records in Base : 2521 # Records in Use : 277 File Size in Bytes: 353792 # Available Records : 26564 Percent Used : 1 % Enter number of records to build file for (Base Size): 2521 This file will be built with extents. If all available records in the file are used, then an extent will automatically be added. Each time an extent is added, the file size will increase by 10%. A maximum of 100 extents will be added if disk space exists. <Esc>=Back to Select File Name

NOTE: When you reindex files with extents in Unix, this program references a text file named ds08912.log that contains the file name and the number of records (prior to extents) for which the file was built. This way, when you rebuild the index on a file, the system uses the original number of records entered instead of the file size including extents. The maximum number of records is limited to 16777215 (largest 3-byte number).

Dimensions11 27

File Management

6 Depending on which file you selected, you may also be asked:

OK to Re-index AM1.D (Y/N):

Enter Y if this is OK and continue to Step 7. Or if it is not OK, enter N and return to Step 2.

NOTE: The program checks for descrepanices between the data file and index file for VM0.D to prevent errors during the rebuild/reindex. If the program finds any errors, it displays: “There is a discrepancy between the file and index. Please call Dimensions Support.” Call support for further assistance.

7 The computer begins immediately to build the selected file and its indexes and displays the results. When done, the computer displays:

DS08912 Rebuild Indexes Date mm/dd/yy Rev11.0.2 ZFILE Rev: 11.0.2 Port 36 Select File : AM1 VENDOR MASTER FILE File Name : AM1.D Date of Creation : 03/16/01 Maximum Records : 300 Last Activity Date: 08/20/02 # Records in Use : 239 File Size in Bytes: 133120 # Available Records : 61 Percent Used : 79 % Enter number of records to build file for : 350 AM1.DT renamed to AM1.D AM1.I1T renamed to AM1.I1 AM1.J1T renamed to AM1.J1 Completed. <Ent>=Continue


NOTE: The process of reindexing or resizing creates a backup file of the original file by changing its name. The suffix “.SVS” is added to the filename. You will need to delete all “.SVS” files occasionally so they won’t occupy needed disk space. To delete files, use the procedure in Appendix A, SuperDOS Utilities Used Most Often or Appendix B, UNIX Utilities Used Most Often for deleting files.

NOTES:

28 Dimensions11

File Management

3. Display File Status

PURPOSE: This option allows you to print a list of all current files showing the following information:

Filename File description File size (sectors and bytes) Maximum number of records Number of records used % of file used Number of records available Last purge date Number of days of history kept

This program can also be found on the DAY END MENU. Print it each day before processing the day end update.

PROCEDURE:

1 From the File Management Menu, select 3 for Display File Status.


DS09025 Print File Status Report DIM11 DATA Date mm/dd/yy Rev10.0.2 Port 37 Store 00 Output Device (P,T,S,F,Port#): Port No <UpA> = Search Port No

This is the standard print routine Enter P for printer and press Enter. Or if you wish to print it to the terminal screen, enter T for terminal.

3 The computer prints the report and you return to Step 2 to end this process.

4 Press Esc to return to the previous menu.

5 Review the report. Any warnings printed next to the file indicates a problem with the file. For example:

*** WARNING ***

File is more than 90% full. If the file is a data file (for example, GM1.D or CM1.D), expand it using File Management, Reindex/Resize Index Files.

File Does Not Exist

The file has not been created on the system. Perhaps this indicates a new or optional software feature, which has not been implemented.

INDEX: SP1.I2 DOES NOT EXIST! PLEASE REBUILD INDEXES FOR SP1.D *** WARNING ***

The index file is missing. Rebuild the indexes for the specified data file using File Management, Reindex/Resize Index Files.

Dimensions11 29

File Management

SAMPLE FILE STATUS REPORT

mm/dd/yy PRINT FILE STATUS REPORT REV: 7.0.58 DIM11 DATA DS09025 13:42:18 PAGE 0001 FILE NAME ---- FILE SIZE --- MAXIMUM RECORDS % USED RECORDS LAST DAYS SECTORS BYTES RECORDS USED AVAIL PURGE HIST AM1.D VENDOR MASTER FILE 97 49664 100 34 34.00% 66 AM2.D VENDOR MESSAGE/FAX FILE 26 13312 51 19 37.25% 32 AM3.D A/P INVOICE FILE 91 46592 101 92 91.09% 9 01/01/96 919 *** WARNING *** AM

4.D A/P CHECK FILE 52 26624 102 15 14.71% 87 03/21/96 839

AM

5.D VENDOR INFORMATION FILE 188 96256 1000 7 .70% 993

A M7.D VENDOR COMMUNICATIONS FILE 10 5120 798 18 2.26% 780

B C1.D BAR CODE FILE 1209 619008 5017 5006 99.78% 11 *** WARNING ***

B D0.D SPIFF/BID/MATRIX DETAIL 214 109568 1000 437 43.70% 563

B H0.D SPIFF/BID/MATRIX HEADER 22 11264 51 13 25.49% 38

C M1.D CUSTOMER MASTER FILE 201 102912 200 83 41.50% 117

C M2.D CUSTOMER MISC DATA 130 66560 200 52 26.00% 148

CM3.D CUSTOMER TRANSACTION FILE 1362 697344 54924 218 .40% 54706 CM4.D CASH RECEIPTS TRANSACTIONS 1604 821248 61888 6 .01% 61882 CM4H.D CASH RECEIPTS TRANSACTION HIS 508 260096 1000 16 1.60% 984 10/01/96 645 CM5.D OPEN ITEMS APPLIED 638 326656 22487 9 .04% 22478 CM5H.D OPEN ITEMS APPLIED HISTORY 500 256000 1000 36 3.60% 964 01/01/95 1284 CM6.D BAD CHECK FILE 205 104960 500 500 CM7.D A/R POSTING FILE 311 159232 11246 11246 CM8.D CUSTOMER LIEN FILE 309 158208 200 24 12.00% 176 CM9.D A/R CREDIT FILE 1232 630784 5000 156 3.12% 4844 CM10.D CUSTOMER CREDIT NOTE FILE 1247 638464 2000 19 .95% 1981 CM14.D CUSTOMER SIGNATURE FILE 2091 1070592 15001 12577 83.84% 2424 CM15.D CASH RECEIPTS BATCH FILE 555 284160 11243 15 .13% 11228 CM16.D CREDIT NOTE FILE 341 174592 1003 12 1.20% 991 CMC.D CUSTOMER CHANGE FILE 25 12800 100 100 CS1.D CASH SETTLEMENT FILE 141 72192 500 10 2.00% 490 DP1.D DISPATCH TRUCK FILE 34 17408 200 3 1.50% 197 DP2.D DISPATCH TRASACTION FILE 361 184832 500 38 7.60% 462 E DX.D EDI CROSS-REFERENCE FILE 27 13824 12 10 83.33% 2

F AXSTAT.DFAX STATUS FOR FAX BY BATCH 38 19456 100 3 3.00% 97

F L1.D FINELINE CLASS - GROUP SECTIO 73 37376 100 1 1.00% 99

G M1.D GENERAL LEDGER MASTER DATA 227 116224 201 143 71.14% 58

G M2.D G/L FORMAT MASTER DATA 72 36864 301 183 60.80% 118

G M3.D G/L POSTING TRANSACTIONS 383 196096 10327 1043 10.10% 9284

G M4.D G/L YEARLY TRANSACTIONS 189 96768 10003 39 .39% 9964

H LPCUST.DCUSTOM HELP FILE 124 63488 102 26 25.49% 76

IM1.D INVENTORY STATIC DATA 3316 1697792 5000 4723 94.46% 277 *** WARNING *** IM2.D INVENTORY STORE DATA 2884 1476608 6002 4824 80.37% 1178 IM3.D 13 MONTH SALES HISTORY 1359 695808 5000 3996 79.92% 1004 IM4.D FABRICATION PRODUCTION MASTER 32 16384 109 81 74.31% 28 IM5.D FABRICATION MASTER FILE 80 40960 500 156 31.20% 344 IM6.D INVENTORY ONLINE VNDR MAINT 3762 1926144 5000 12 .24% 4988 IM7H.D COUNT HISTORY FILE 20 10240 50 1 2.00% 49 IM9.D INVENTORY ITEM LOCATION FILE 1094 560128 5029 2716 54.01% 2313 IM10.D ASSOCIATED INVENTORY ITEMS 26 13312 204 8 3.92% 196 IM11.D VENDORS ITEM INQUIRY FILE 2233 1143296 5000 2779 55.58% 2221 IM12.D 13 MONTH TRANSFER HISTORY 120 61440 500 14 2.80% 486 cont.

cont.

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IMC.D INVENTORY ITEM CHANGE FILE 89 45568 1000 1000 IMD.D BATCH FOR DELETED ITEMS 455 232960 5000 5000 IMH.D INVENTORY TRENDING FILE 4704 2408448 10000 4758 47.58% 5242 ISM.D STOCK MOVEMENT FILE 271 138752 1000 501 50.10% 499 11/01/97 249 JM1.D JOB STREAM FILE 48 24576 256 61 23.83% 195 KM1.D COMMISSIONS TRANSACTIONS FILE 284 145408 1000 1000 KM2.D COMMISSIONS ENTRY FILE 60 30720 100 100 LD1.D LOT DETAIL RECORD 16 8192 102 2 1.96% 100 LD2.D LOT TRANSACTION FILE 25 12800 100 100 L H1.D LOT HEADER RECORD 36 18432 102 3 2.94% 99

L H2.D LOT SUMMARY FILE 21 10752 100 1 1.00% 99

L M1.D CONTRUCTION LOAN MASTER 156 79872 100 1 1.00% 99

L M2.D CONSTRUCTION LOAN PHASE SUMMA 32 16384 100 100

L M3.D CONSTRUCTION LOAN DETAIL 29 14848 100 100

O EC.D COMPLETED ORDERS (ORDER ENTRY 40 20480 100 24 24.00% 76

O M1.D PURCHASE ORDER MASTER 1340 686080 2000 25 1.25% 1975 09/18/97 293

OM2.D INVENTORY RECEIPT MASTER 1239 634368 2000 919 45.95% 1081 09/18/97 293 OM3.D ADJUSTMENTS FILE 49 25088 101 14 13.86% 87 01/01/96 919 OM4.D MULTIPLE VENDOR FILE 2503 1281536 8000 471 5.89% 7529 OM4S.D MULTIPLE VENDOR BY STORE 2305 1180160 8000 8000 100.00% *** WARNING *** OM5.D SUGGESTED ORDER MASTER FILE 506 259072 700 206 29.43% 494 OM5S.D SUGGESTED ORDER STORE FILE 40 20480 200 199 99.50% 1 *** WARNING *** OM7.D NEW PRICES/ADJUSTMENTS 28 14336 102 3 2.94% 99 OM8.D RECEIPT BATCH FILE 5667 2901504 7000 22 .31% 6978 OM9.D REMANUFACTURING FILE 67 34304 101 5 4.95% 96 OM10.D PURCHASING MULTI-SPREAD FILE 43 22016 50 50 OX1.D OPEN TRANSFERS FILE 114 58368 512 25 4.88% 487 03/31/97 464 PM1.D PAYROLL MASTER STATIC DATA 38 19456 15 7 46.67% 8 PM2.D PAYROLL DETAIL TRANSACTIONS 178 91136 150 37 24.67% 113 PM3.D PAYROLL YEARLY TRANSACTIONS 69 35328 150 22 14.67% 128 PM7.D PAY THRU TABLE 61 31232 100 3 3.00% 97 PM8.D EMPLOYEE DIRECT DEPOSIT INFO 23 11776 100 100 QS1.D QUOTE SELECTION FILE 20 10240 113 113 QS2.D RECAP SELECTION FILE 18 9216 102 20 19.61% 82 R CM1.D RENTAL ADDITIONAL CM1 FILE 17 8704 20 20

R IM1.D RENTAL INVENTORY MASTER FILE 147 75264 200 1 .50% 199

R SH0.D RENTAL SALES HISTORY FILE 1557 797184 2000 2000

R SM0.D RENTAL SALES MASTER HDR1 REC 816 417792 1000 15 1.50% 985

S H0.D SALES HISTORY FILE 3066 1569792 5000 5000 10/30/96 616

S I0.D SALES INTERFACE MASTER 2840 1454080 5000 32 .64% 4968

S M0.D SALES MASTER HEADER DATA 1248 638976 2001 441 22.04% 1560

SN0.D ITEM/SERIAL NUMBER MASTER 299 153088 200 4 2.00% 196 SP0.D SPECIAL ORDER MASTER FILE 184 94208 200 25 12.50% 175 04/23/96 806 SP1.D SPECIAL ORDER TRANSACTION FIL 95 48640 200 43 21.50% 157 TOTG0.D DETAIL GROUP TOTALS 22 11264 102 54 52.94% 48 VM0.D VARIABLE MASTER FILE 490 250880 1600 1579 98.69% 21 *** WARNING *** XMENU MENU 1854 949248 500 339 67.80% 161 XSECUR XSECURE 51 26112 110 44 40.00% 66 YYY.D MAILING LABELS 28 14336 51 51 ZMODEL.D FILE MAINTENANCE SYSTEM 734 375808 2504 2039 81.43% 465

TOTAL SECTORS IN USE: 63785

TOTAL BYTES IN USE: 32657920

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File Management

4. Display Highest Used Record PURPOSE: This option allows you to display statistics about a specific file and index,

specifically the highest used record number in the file. Only SuperDOS users should use this program and only when directed by a support analyst. It is used as a diagnostic tool if a File Control Block (FCB) error shows up on the File Status Report (DS09025). It also allows the highest used record to be written to the File Control Block.

PROCEDURE:

1 From the File Management Menu, select 4 for Display Highest Used Record.


DS09110 FIND HIGHEST RECORD NUMBER USED DATE mm/dd/yy PORT 37 THIS PROGRAM WILL FIND THE HIGHEST RECORD NUMBER USED IN A DATA FILE BY FINDING THE HIGHEST RECORD NUMBER IN THE INDEXES ENTER THE DATA FILENAME :

Enter the filename you wish to view. See the table “Standard Dimensions Files” for a list of filenames. Make sure you enter “.D” at the end of the filename.

3 The computer displays the following information:

DS09110 FIND HIGHEST RECORD NUMBER USED DATE mm/dd/yy PORT 37 THIS PROGRAM WILL FIND THE HIGHEST RECORD NUMBER USED IN A DATA FILE BY FINDING THE HIGHEST RECORD NUMBER IN THE INDEXES ENTER THE DATA FILENAME : CM3.D ACTIVE MAXIMUM FIRST LAST RECORDS RECORDS DELETED RECORD 269 26841 0 269 ENTER INDEX NAMES :

Enter the entire filename of the desired index (for example, IM1.I1, CM3.I3).

4 Then the computer asks for the next index you wish to display. Enter the entire filename of the desired index. Repeat this step as many times as necessary. If you do not wish to display another index, press Esc or Enter and continue to Step 5.

5 After selecting the indexes, the computer asks:

OK TO PROCEED (Y/N)

Enter Y to proceed with displaying the information. Or enter N to return to the previous menu without displayed any file information.

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File Management

6 If you answered Y above, the computer displays:

HIGH RECORD HEX VALUE ENTER INDEX NAMES : CM3.I1 244 F4 NEXT INDEX : CM3.I2 244 F4 NEXT INDEX : CM3.I3 244 F4 DO YOU WISH TO WRITE THE HIGHEST RECORD (244) TO THE FCB BLOCK (Y/N)

CAUTION! Do not proceed without the assistance of a support analyst. They will direct you how to respond to this question.

If you enter Y, the computer displays “THE FCB HAS BEEN CHANGED”. Press Enter to acknowledge this message and return to the previous menu. If you enter N, the computer displays “FCB HAS NOT BEEN CHANGED” and you are returned to the previous menu.

NOTES:

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File Management

5. Key Lookup PURPOSE: This option is used as a diagnostic tool for corrupt index files. For example,

you might be able to look up an inventory item by catalog number but not by item number. Quite likely there is a problem with the index for item numbers. Use this program under the direction of a support analyst.

PROCEDURE:

1 From the File Management Menu, select 5 for Key Lookup.


DS08910 Index Look-Up DIM11 DATA Date mm/dd/yy Rev10.0.2 ZFILE Rev: 10.0.2 Port 37 Select File : ___________ Search :

Enter the filename you wish to view. See the table “Standard Dimensions Files” for a list of filenames. Or press Esc to return to the previous menu.

3 Then the computer displays all index files associated with the data file. For example:

DS08910 INDEX LOOK-UP DIM11 DATA DATE mm/dd/yy REV: 7.0.58 PORT 08 SELECT FILE : CM3 CM3.D CUSTOMER TRANSACTION FILE CM3.I1 KEY:CUST,STORE,TRANS NO CM3.I2 KEY:CUST,DATE,STORE,TRANS CM3.I3 KEY:STR,TRANS <CR>=ACCEPT USE UP ARROW OR DOWN ARROW TO SELECT

Select the index you wish to view by pressing the up or down arrow until the highlighted bar is on the desired index. Then press Enter to accept it.

4 After you select an index, it is displayed. For example:

DS08910 INDEX LOOK-UP DIM11 DATA DATE mm/dd/yy REV: 7.0.58 PORT 08 SELECT FILE : CM3 CM3.D CUSTOMER TRANSACTION FILE CM3.I1 KEY:CUST,STORE,TRANS NO REC # 500000 | 1 | 1248 | 121 500000 | 1 | 2900777 | 117 500000 | 1 | 2900778 | 119 500000 | 1 | 2900862 | 228 500000 | 2 | 2900625 | 142 500000 | 2 | 2900626 | 124 500000 | 2 | 2900627 | 158 1000000 | 1 | 2900815 | 186 1000000 | 1 | 2900816 | 187 1000000 | 1 | 2900818 | 190 1000000 | 1 | 2900820 | 193 1000000 | 1 | 2900824 | 197 1000000 | 1 | 2900830 | 203 1000000 | 1 | 2900831 | 204 1000000 | 1 | 2900832 | 205 1000000 | 1 | 2900833 | 206 NEXT: 1000000 | 1 | 2900834 | 207 UP ARROW = CONTINUE <CR> = NEXT FIELD ESC = SELECT NEW FILE

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Dimensions11 35

The key defines the information that is displayed. In this example, the key is customer number, store number, and transaction number. The first column displays the customer number (without any decimal points), the second displays the store number, the third displays the transaction number, and the last column shows what record number it occupies in this index. You have the following options:

UP ARROW=CONTINUE Press the up arrow to display the next screen of data.

<CR>=NEXT FIELD Press Enter to display the next field of data.

ESC=SELECT NEW FILE Press Esc to go back to Step 2 to select another file if desired.

Enter the key you wish In this example, you could enter the customer to view number (without a decimal point), then the store

number, then the transaction number you wish to view.

NOTES:

Documents

System Manager User Manual pt 1intranet.theworkbench.com/dimenmanual/smdim11pt1.pdfSystem Manager Introduction Introduction The System Manager Manual contains vital information pertaining