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SYSTEM ADMINISTRATION AND SYSTEM UTILITIES

Table of Contents

SYSTEM ADMINISTRATION AND SYSTEM UTILITIES................................................ 1

SYSTEM ADMINISTRATION AND SYSTEM UTILITIES INTRODUCTION ............................................ 4

SYSTEM ADMINISTRATORS FUNCTIONS ............................................................................................ 5 RESETTING THE DIAGNOSTIC OR FAX MODEM ............................................................................. 5 BACKUP RECOMMENDATIONS .......................................................................................................... 5

BACKUP LOG ARCHIVE & CONFIRMATION VIA EMAIL MESSAGE (BULOG) ............................. 6 SYSTEM REBOOT PROCEDURE ........................................................................................................ 8 PERIODIC PROCEDURES ................................................................................................................... 9 DAILY UPDATING REPORTS ............................................................................................................. 10 END OF MONTH PROCEDURES ....................................................................................................... 11 CREATING AND MAINTAINING USER RECORDS (LOGIN’S AND PASSWORDS) ........................ 12 ADDING USERS IN THE OPERATING SYSTEM – (STEP 1) ............................................................ 12 ADDING USERS TO THE APPLICATION SYSTEM – (STEP 2) ........................................................ 12 UIM- ......................USER/LOGIN INFORMATION MAINTENANCE ................................................. 13 UCM- ....................USER CATEGORY MAINTENANCE ................................................................... 17 UIM/UCM- .............SETTING UP HIERARCHIES FOR MANAGERS ................................................ 19 USM- ....................USER SHORTCUTS MAINTENANCE ................................................................ 22 MUSM- ..................MASTER USER SHORTCUTS MAINTENANCE ................................................ 22

CONTROLLING PROGRAMS AND MENUS ......................................................................................... 23 PGC-.....................PROGRAM ACCESS CONTROL ........................................................................ 23 PGCM- ..................PROGRAM MODULE MAINTENANCE ............................................................... 29 PGCR- ..................PROGRAM ACCESS CONTROL REPORT ........................................................ 30 MENUS- ................MENU MAINTENANCE ....................................................................................... 33

SECURITY FEATURES FOR APPLIICATION PROGRAMS ................................................................. 37 SSM- .....................SYSTEM SECURITY MAINTENANCE ................................................................ 38 SSM- .....................ADDING SECURITY FOR SESSION DATE ........................................................ 43

PRINTER MAINTENANCE PROGRAMS ............................................................................................... 44 PHS- .....................PRINTER HOLD SCHEDULER ........................................................................... 44 MPHS- ..................MASTER PRINTER HOLD SCHEDULER ........................................................... 47 PPM- .....................PROGRAM/PRINTER MAINTENANCE............................................................... 49 PTRM- ..................PRINTER MAINTENANCE PROGRAM............................................................... 51 PTRON- ................PRINTER ON UTILITY......................................................................................... 54

GENERATING KEYWORDS FOR PROGRAM NAMES AND ITEMS ................................................... 56

SYSTEM UTILITIES PROGRAMS.......................................................................................................... 58 ACF- .....................APPLICATION CONTROL FILES ........................................................................ 58 ATM- .....................AUDIT TRAIL MAINTENANCE ............................................................................ 64 CRON- ..................JOB SCHEDULING FEATURE ............................................................................ 68

CRONM- ............CRON JOB TABLE MAINTENANCE ................................................................... 68 MISCRON- .........CRON JOB MAINTENANCE ............................................................................... 77 MISCRON- .........STANDARD SYSTEM SCHEDULED JOBS ........................................................ 78

IKWM-...................ITEM KEYWORD MAINTENANCE ...................................................................... 84 MISDOCM- ............DOCUMENTATION MENU MAINTENANCE ...................................................... 86 MUTC- ..................MASTER USER/TERMINAL CONTROL PROGRAM .......................................... 88 OSM - ...................OPERATING SYSTEM MODE ............................................................................ 88

Next Generation® System Administration and System Utilities

Release NGS-6.40 SU-2

PROMPT- .............FILE MAINTENANCE PROMPT CONTROL ....................................................... 89 RMAIL- ..................RECEIVE MAIL FROM OTHER LOGINS ............................................................ 96 SAGATH- ..............SALES ANALYSIS GATHER PROGRAM ........................................................... 97 SMAIL- ..................SEND MAIL TO OTHER LOGINS ....................................................................... 99 UTC- .....................USER TERMINAL CONTROL ........................................................................... 100 UTIL- ....................INFORMIX INDEX REPAIR AND STATISTICS UTILITY .................................. 103 WHOSON- ............WHO’S ON ......................................................................................................... 105 ZACF- ...................USER APPLICATION CONTROL FILES ........................................................... 106 ZIPM- ....................ZIP CODE MAINTENANCE ............................................................................... 107

SYSTEM DIAGNOSTIC PROGRAMS .................................................................................................. 108 SYSTEM DIAGNOSTIC OVERVIEW ................................................................................................ 108 CRONS- ................CHECK SCHEDULED MISCRON JOBS ........................................................... 108 FXSTAT- ...............FAX STATUS ..................................................................................................... 109 SPACE-.................DISK SPACE PROGRAM .................................................................................. 110 UPTIME- ...............SYSTEM UP TIME PROGRAM ......................................................................... 113 SSLINFO-..............Check SSL Certificate Expiration Date .............................................................. 115

AUTOMATED ALERT SYSTEM ........................................................................................................... 117 AUTOMATED ALERT SYSTEM OVERVIEW ................................................................................... 117 SETTING UP ALERTS ...................................................................................................................... 119 ALERTM- ..............ALERT MAINTENANCE PROGRAM ................................................................. 119 AVAILABLE PROGRAMS THAT CAN BE SET UP IN THE AUTOMATED ALERT SYSTEM .......... 122

MISCELLANEOUS AND SPECIAL PROGRAMS ................................................................................ 123 SNAP- ...................SNAPSHOT OVERVIEW ................................................................................... 123 SNAP- ...................CHANGING THE SETTINGS ............................................................................ 125 UDF - ...................USER-DEFINED FILE CATEGORY MAINTENANCE ....................................... 132

USER-DEFINED FILE OVERVIEW ............................................................................................... 132 DE- ......................DATA EXPORT PROGRAM .............................................................................. 133

DATA EXPORT OVERVIEW ......................................................................................................... 133 CREATING A NEW DATA EXPORT REPORT ............................................................................. 133 EXPORTING THE REPORT .......................................................................................................... 136 DUPLICATING A REPORT ........................................................................................................... 138



Proprietary Notice

This manual contains information which is proprietary to Munics Information Systems, Inc. and all rights are reserved. No part of this manual or its contents may be used or reproduced by any means without the express written permission of Munics Information Systems, Inc.

Disclaimer of Warranty The material contained herein is subject to change without notice. Munics Information Systems, Inc. makes no warranty, express, implied or by description, regarding the information set forth herein. Munics Information Systems, Inc. does not guarantee, warrant or make any representation regarding the use of, or the results of the use of, the programs in terms of correctness, accuracy, reliability, currency or otherwise, and the purchaser relies on the programs and the results solely at his/her own risk. NEXT GENERATION® is a registered trademark of Munics Information Systems, Inc.

Copyright 1987-2006

Munics Information Systems, Inc.



SYSTEM ADMINISTRATION AND SYSTEM UTILITIES INTRODUCTION Munics Information Systems, Inc. would like to thank you for choosing our Next Generation Software® distribution system, as the primary software that will run your company’s business. This manual was written as a reference manual to assist the system administrator with the overall support of the software package. We have included phone numbers to aid you in calling the proper personnel if the need arises. (Phone numbers can change before a new manual is issued, so we suggest that you keep these numbers current at all times). Also included are recommendations on backing up and performing daily, weekly and monthly tasks and instructions on running many of the system utilities. HARDWARE SUPPORT: AIX (IBM) 1-800-426-7378 (1-800-ibm-serv)

End user must have their IBM Customer Number or machine type and serial number available before calling.

OPERATING SYSTEM SUPPORT: AIX 1-800-225-5249 (1-800-cal-laix)

End user must have contract number available before calling. NEXT GENERATION SUPPORT:

Munics Information Systems, Inc. Customer Support Department 1-973-778-7753 – Telephone 1-973-778-1759 – Fax support@munics – email address



SYSTEM ADMINISTRATORS FUNCTIONS RESETTING THE DIAGNOSTIC OR FAX MODEM On occasion, the external modem attached to Munics server will become inoperable and have to be reset. Storms, power surges, power interruptions, among other reasons cause phone line interference which in turn affect the modem. To reset the modem, locate the ON/OFF switch, located on the top or side of the modem and turn the modem off and on. BACKUP RECOMMENDATIONS Backup tapes are vital for a successful company. Every company must insure themselves against loss in productivity and important company information. When your computer needs to be restored from a backup, ask yourself when would you like that backup to have been taken, last month, last week, or last night? Backups are also important for archiving historical information. By storing detailed history information to tape prior to purges, you have the option to reload and have all prior information available. This is ideal for systems with limited disk space. We Recommend the Following Procedure: 1. Do a full system backup and verification every night. (This can be automated) 2. Keep a two week backup rotation, ten (10) tapes. (A backup tape From Monday will not be used for backup again until 2 weeks from Monday.) 3. Save all month end backups. (These should be prior to purges) 4. Store a tape off-site, rotate weekly. (Once a week, bring a Backup home or store in a safety deposit box. Remember to bring Last week’s tape back into backup rotation.) 5. Review your backup tape for readability on a monthly basis. 6. Replace the two-week backup tapes with new tapes every year.



BACKUP LOG ARCHIVE & CONFIRMATION VIA EMAIL MESSAGE (BULOG) You may also opt to have the system archive the backup logs and also send the system administrator an email with the results of the previous (nights) backup. An ACF option is used to define the directory location (i.e. the path) where the backup log resides on the system (option: sys023). The backup log normally resides in directory /usr4/mis/utils though it may be different on your system. The actual file name of the backup log is called sysbk; this file name should not be included in the contents of the ACF option. A second ACF option (ACF sys022) contains the user ID of the system administrator, or the proper person, to receive system emails. You may set up additional email addresses by using sys022a, sys022b, sys022c, etc. The actual email address of the system administrator is kept in his or her corresponding UIM record (as defined in ACF option sys022) which conforms to the rest of the email functions in the system. Note that you must have Email Communications implemented on the system to use this feature. If you do not have email communications, you must leave ACF sys022 blank. A third ACF option (ACF sys029) contains the sender's email address when sending emails to the system administrator(s) defined in ACF option series sys022. This particular acf option is used when sending the backup logs (in conjunction with acf option sys023) or fax transmission statuses (in conjunction with acf option fx023). NOTE: If you do not have email communications implemented on your Unix System and Next Generation System, you CANNOT utilize the sendmail capability and must leave this option BLANK. An MISCRON program (BULOG) can be scheduled to be executed at a time when it is expected that the backup is completed. This program has two main functions. First, the program will email the backup log file from the location defined in the new sys023 acf option to the system administrator defined in the new sys022 acf option. The email will only be generated if a valid user id is defined in the option and an email address exists in the UIM Record for that user. Note that if you do not have email communications implemented on your system, you cannot use this feature and must leave ACF sys022 blank. The second function of the program is to save a copy of the backup log to a new archive directory. This is accomplished by copying the backup log file to a subdirectory (Directory name: backup_log) which will consist of directories by month and year (similar to the way the mis_errors directory is structured). It will rename the file to include the date and time of the backup. For example, if a backup was done on October 27, 2006, the filename would be called, sysbk-2006-10-27. Once this copy of the log file is saved, the original file will be deleted. When the new Backup Log (BULOG) program is run from menu, the program will provide the ability to access the backup_log subdirectory and display the backup logs in descending (newest to oldest) sequence. If you want to use the feature(s), it is strongly recommended that you contact the Munics Customer Service Department. They can assist you in implementing this. NOTE THE FOLLOWING: ONCE THIS FEATURE IS IMPLEMENTED, THE ORIGINAL SYSBK WILL BE DELETED SO CHECKBU WILL NO LONGER BE APPLICABLE; THIS PROGRAM ESSENTIALLY REPLACES CHECKBU. THE MISCRON PROGRAM SHOULD ONLY BE IMPLEMENTED IN ONE OF THE DATABASES ON YOUR SYSTEM. IT SHOULD NOT BE SETUP IN THE TRAINING DATABASE OR IN MULTIPLE LIVE DATABASES. THE USER ID WHO IMPLEMENTS THE MISCRON MUST HAVE PERMISSION TO CREATE SUB-DIRECTORIES IN THE DIRECTORY. THE "MIS" USER WILL NORMALLY HAVE THIS CAPABILITY.



IN ANY EVENT, ONCE YOU HAVE IMPLEMENTED THIS, THE BEGIN_JOB_NOW OPTION OF MISCRON SHOULD BE USED TO VERIFY THAT EVERYTHING WORKS PROPERLY. THE MISCRON SHOULD BE SCHEDULED TO BE EXECUTED AT LEAST 1 TO 2 HOURS AFTER THE BACKUP IS NORMALLY COMPLETED. IF YOU DO NOT WISH TO SET UP AND USE THIS FEATURE, THEN SIMPLY LEAVE ACF OPTION SYS023 BLANK AND DO NOT SETUP THE MISCRON. IF YOU WANT TO USE THE ARCHIVE FEATURE BUT DO NOT HAVE EMAIL CAPABILITY, SET ACF OPTION SYS023 BUT LEAVE ACF OPTION SYS022 BLANK; ALSO SETUP THE MISCRON. IN ADDITION TO THE DAILY EMAIL NOTIFICATION, A SEPARATE ALERT/EMAIL CAN ALSO BE SET UP TO NOTIFY A USER THAT THE BACKUP FAILED. (SEE ALERTM DOCUMENTATION FOR SET UP PROCEDURES). Sample of the BULOG program when running from the menu. The program will provide the ability to access the backup_log subdirectory and display the backup logs in descending (newest to oldest) sequence.



SYSTEM REBOOT PROCEDURE Computers that run the UNIX operating system perform best when they are rebooted regularly, regardless of the database and software products they operate. We recommend every system to be rebooted on a weekly basis. A reboot performs important "house -keeping" functions that stop and properly restart processes and services. Please refer to your hardware manual or your support representative for proper reboot procedures. (AIX SYSTEMS) The following is the procedure to reboot your system. Please note that you will need to have access to root (and therefore you will need to know the root password) in order to perform the reboot. Procedure to Reboot an AIX System.

1. Have everyone logoff the system. 2. EJECT the backup tape. 3. At the system console. Login as root <click OK> Enter the root password <click OK> 4. Wait about 20 seconds for the next screen (CDE- Common Desktop Environment) to finish. On the bottom of the screen, approx 4 icons from the left, look for the pencil and paper icon. Just above the pencil and paper there is a little arrow / drop down box. Click on that and then Click on the “Terminal” icon this will bring up a black screen with a # (Pound Sign) 5. Type the following command shutdown –Fr and press enter.

The above command will do an automatic reboot once the system is brought down. If it is desired to physically turn the machine off, omit the "r" portion of the command (shutdown –F).

6. Please wait about 10 -15 minutes for the system to be completely booted. When the original Login screen appears you should be ready to let everyone back on the system.

7. Put the backup tape back in the drive.



PERIODIC PROCEDURES If you are a systems administrator, here is a list of some of the important items you need to be reviewing on a daily or weekly basis, along with your other tasks. Daily: Backups should be performed every day. This can be automated so you only need to change the tape. It is also important to read root’s mail for the status of each backup and report any errors. Failure to backup will make a company vulnerable to loss of data in the unlikely event of needing to restore. If your system needs to be restored from a backup tape, you have to manually enter all the data since the previous back up. Read your mail and root’s mail. Log-in as root and type ‘mail’. Each day root should get mail regarding the status of last night's backup. Your mail provides timely information. You need to be aware of errors or operating system messages when they occur. After you read the mail, it is important to remove the messages to free up disk space. Check the system disk space. The disk space should display each time you log-in to the system. You can view the disk space from the operating system prompt by typing the word "space". If a file system size is below 10%, call support. If a file system ever reaches 0-disk space, system errors will occur and processing can be halted until disk space is restored. Check the spooler queue. The easiest way to check the spooler queue for a down queue or a hung print job is the ‘ptron’ program. Go to ‘ptron’ and use the ‘CHECK’ functions on the Options Menu option. Use ‘Job-Cancel’ to remove any hung print jobs or ‘Printer-On’ to start any down queues. Not clearing a hung print job will keep other print jobs from printing. Weekly: RE-Boot the computer once a week or as needed. A reboot performs important "house-keeping" functions that stop and properly restart operating system processes and services. The system will suffer performance and speed if it is not rebooted regularly. It can even lead to possible data errors. Refer to Issue 1 of Munics Tips for proper rebooting procedures. Exchange your off-site backup tape with a current backup tape. Store a backup tape off-site and rotate weekly. (Once a week, bring a backup tape home or store in a safety deposit box. Remember to bring last weeks tape back into backup rotation.) In the unlikely event that something happens to the complete system or the office, your important data and programs are still safeguarded. Check the cron jobs in the ‘miscron’ program. Go to the ‘miscron’ program. Query all the records. Review each cron’s "Last Date Completed" field. If any do not fall within the select days to be run, call Munics Support. (Example: If a cron is to be run on Saturdays, and the last date completed is before the previous Saturday, the cron did not run on time.) These crons perform important updating and purging routines. They keep disk space efficient; enhance system performance and data accuracy. By checking them each week, you may catch a potential problem before it becomes an error that can cause poor system performance or poor data integrity.



DAILY UPDATING REPORTS The NEXT GENERATION™ Software product requires users to run and clear Report registers that update the General Ledger module on a daily basis. General Ledger transactions that are not used every day should be updated each day they are used. The transactions that update the General Ledger create a temporary file. The temporary file is cleared when the registers are printed and updated. Even if a user is not using the General Ledger module, the temporary files get created and need to be cleared. You must run and clear the following reports. INVR Invoice Register ARMPR A/R Memo Invoice Register CASH Cash Receipts Entry FC Finance Charge Processing APVR A/P Voucher Register APFCR Final Check Register APCVR Check Void Register APFEP Fixed Expense Processing GLAJP Allocating Journal Processing GLRJP Recurring Journal Processing GLJEP G/L Journal Processing POR Purchase Order Receipts BMEXR BOM Explosion Entry Register ICRAR Item Cost Rollover Audit Register ITR Inventory Transaction Register PIDJ Deviation Journal and Actual Cycle Count Final Update NOTE: The INVR, Invoice Register, is the Sales Journal that records each day’s transactions from the BILL program. The INVR should be printed and cleared every day.



END OF MONTH PROCEDURES General Ledger - ARME must be run before GL Period Close. - APME must be run before GL Period Close - ICME may be run before GL Period Close ( optional) - IVR should be run to value inventory ( Run after all billing for month is done) - GIU make should program is set up and is running as cronm. - Check ACF option glauto =Y Several weeks after end of month. - Make sure all transactions are entered into the system for the month. - Run GLTB or GLQ View to check the data. - Run Income Statement. - Run Balance Sheet – Check totals. Totals will be off by the amount of the net income from the

Income Statement. - After all transactions are entered and statements rerun if necessary prepare to do end of month. - Close Month by running GLPC. This will prevent any transactions from being entered for that period

and purge GL. Files according to options set in ACF file. ONCE A PERIOD IS CLOSED IT MAY NOT BE REOPENED!!!!!



CREATING AND MAINTAINING USER RECORDS (LOGIN’S AND PASSWORDS) ADDING USERS IN THE OPERATING SYSTEM – (STEP 1) When adding new users to the system, it requires a two step process. First, you have to add the user’s record in the Operating System then add the user’s record to the Next Generation Software Application. From the menu, type OSM. (AT THIS POINT, ANOTHER WINDOW WILL APPEAR, ALLOWING

ACCESS TO THE AIX OPERATING SYSTEM WHERE YOU WILL DO THE FOLLOWING :) At the prompt, type su and return. It will prompt for the root password. Type the password in and hit return. It should come back to a prompt.

At the prompt, type: mkuser xxxxxxxx At the next prompt, type Passwd xxxxxxxx {xxxxxxxx = login name from above – i.e. type It will prompt you to enter a password. Enter the password and return. It will prompt you again for the password. Enter it again and return. Type exit and return and then another exit and return to get back to the menu. You are done. When the new user logs in for the first time, it will prompt them to change their password again. At

this point, they can enter their own unique password. ADDING USERS TO THE APPLICATION SYSTEM – (STEP 2) The Second step in adding users is to add the user’s record to the Next Generation Software Application. This is done through the UIM program. From the menu, call up uim program. In the ADD mode, add new user’s login name. It must be no

more than 8 characters and in lower case. The type of user field is for security purposes. (SEE UIM DOCUMENTATION FOR MORE DETAILED INSTRUCTIONS ON THE PROGRAM.)

Enter "E" for exclude user type Enter "I" for include user type Enter "M" for master user type The user type is used in conjunction with program SSM, System Security Maintenance. When

adding security through SSM, the security type "U" for user security works in conjunction with this file. UIM defines what type of user is logging in. SSM allows the system administrator to define those programs to either INCLUDE" or "EXCLUDE" for that user login. (SEE SSM DOCUMENTATION FOR MORE DETAILED INSTRUCTIONS ON THE PROGRAM.)

The first and last name of user is optional. The menu to run refers to what menu the user initially goes to when they login.



UIM- USER/LOGIN INFORMATION MAINTENANCE The purpose of the User/Login Information Maintenance program is: 1. To establish and maintain USER ID records for users that will be utilizing the programs. Each USER ID is

synonymous with a LOGIN name established using the system administration utilities program. 2. To establish which menu to enter upon logging in. (default = main) 3. To assign each user a security code that determines whether or not the user has access to various

programs. 4. A user will not be permitted to login and run "MENU" unless a record is created in this file for that login.

When removing a user's record, if any individual security records for the user exists (i.e. set up through the SSM program), a prompt will appear asking you if you wish to remove the security records for the deleted user. From the menu, enter "UIM":



USER/LOGIN NAME

The login name. This must match the user login name set up in the operating system.

TYPE OF USER Enter the "TYPE" of user that is logging on: Enter "E" for exclude user type Enter "I" for include user type Enter "M" for master user type The user type is used in conjunction with program SSM, System Security Maintenance. When adding security through SSM, the security type "U" for user security works in conjunction with this file. UIM defines what type of user is logging in. SSM allows the system administrator to define those programs to either "INCLUDE" or "EXCLUDE" for that user login. A "MASTER" user logging in is not subject to this security check and should be utilized by only the administrator's login.

LAST NAME USER

The user last name may contain up to 20 characters.

FIRST NAME USER

The user first name may contain up to 20 characters.

MENU TO RUN

This field allows the administrator to define what menu this user will enter upon logging into the system. If left blank, the user will default into the main menu.

BRANCH

This field allows the administrator to define what the default BRANCH will be for this user. There are several programs that will use the defined default BRANCH. Order Entry Purchase Order Receipt, Quote Entry, Billing Entry and Item Price/Availability Query. (ORDER/POR/QUOTE/BILL/IPAI)

DIVISION This field allows the administrator to define what the default DIVISION will be for this user. There are several programs that will use this defined default DIVISION. Order Entry, Purchase Order Receipt, Quote Entry, Billing Entry and Purchase Order Receipt Wireless Entry. (ORDER/POR/QUOTE/BILL/PORWE) ACF option oe035 controls the initialization of the DIVISION field in the header record when adding a new order. The Order program will set the DIVISION equal to the customer master/shipto Division. If ACF option oe035 is set to a "1", then it will use the default DIVISION defined in UIM. ACF option ar085 controls the initialization of the DIVISION field in the header record when adding a new BILL transaction. The BILL program will set the DIVISION to customer master/shipto DIVISION. If ACF option ar085 is set to "1", then it will use the default DIVISION defined in UIM.

DEPARTMENT This field allows the administrator to define what the default DEPARTMENT will be for this user. There are several programs that will use this defined default DEPARTMENT. Order Entry, Quote Entry, Purchase Order Receipt, Billing Entry and Purchase Order Receipt Wireless Entry. (ORDER/QUOTE/POR/BILL/PORWE)

POINT OF SALE USER

This field will determine a user's access to the Point of Sale Payment Window. N - User may not access Point of Sale Window Y - User may access Point of Sale Window from Order and Bill A - User may access Point of Sale Window from Order, Ship and Bill S - User may access Point of Sale Window from Ship and Bill W - Display Point of Sale Credit Card information in Ship only. User may not update any information. Option is to accept transaction or cancel payment window, in which case user should REMOVE the shipping confirmation



record. If the record is not removed, it will be billed as an open accounts receivable record. C - Counter user. This type of user will function like a "Y" type in order entry and a "W" type in SHIP. NOTE: To enter security on the Cancel option use program SSM: Select Ring Menu security option. Program Name will be "ship". Sub Window will be "posw". Ring Menu option will be "P". Value will be [Password user has selected].

XROE Customer ID

SCANBILL Customer ID

This field is used to enter a default customer that the scanbill program will use when you enter a return. This is useful if you have a point of sale operation where you might have many walk-in customers. You could set up a customer called Walk-in or Registerone or CashSales in the CM table then use that as the default. Save on having to enter the customer each and every time.

E-MAIL Enter an email address for the user. This will appear in the from address on any email correspondence going out of the next generation system when emailing forms or PHS reports. Note that the email address and name that appear on outgoing email is determined by the various acf options for each form. For example, the acf option that controls this for the statement program (ars), is ars005 for the invoice program (invp), the acf is invp005. Depending on how the acf option is set, the system will get the email address and name from one of these tables. The options are: Use the email address as specified below as the sender's email address. 0 - Use email system address. (user@hostname) 1 - Use email address in UIM. 2 - Use email address in DVM. 3 - Use email address in BRM. 4 - Use email address in DM. (Not to be confused with any other email address books you may be using such as Microsoft Outlook®.)

Name Enter the user name for the email address that was entered above. This will appear in the from name on any email correspondence going out of the next generation system when emailing forms or PHS reports. Note that the email address and name that appear on outgoing email is determined by the various acf options for each form. For example, the acf option that controls this for the statement program (ars), is ars005 for the invoice program (invp), the acf is invp005. Depending on how the acf option is set, the system will get the email address and name from one of these tables. The options are: Use the email address as specified below as the sender's email address. 0 - Use email system address. (user@hostname) 1 - Use email address in UIM. 2 - Use email address in DVM. 3 - Use email address in BRM. 4 - Use email address in DM.



(Not to be confused with any other email address books you may be using such as Microsoft Outlook®.)

SAVE COPY When emailing forms, the user can save a copy of the email that they are sending. The Save Copy question appears in each email window and allows the user to select whether or not they wish to save a copy of the email they are sending. In this UIM record, this field is the default of whether or not to have that selection turned on all the time or turned off all the time when the email window appears. Note: If an email address exists in a UIM record and the save copy box is checked, the system will send the copy to that address. If no email address exists in the UIM record and the save copy box is checked, the system will send a copy to whatever address is in the "FROM" line.

UCV Division Enter a valid UCM category type 1 code if desired (see UCM section of manual for further information,

UCV Department Enter a valid UCM category type 2 code if desired (see UCM section of manual for further information,

UCV Branch Enter a valid UCM category type 3 code if desired (see UCM section of manual for further information,

UCV Sales Agent Enter a valid UCM category type 4 code if desired (see UCM section of manual for further information,

SCREEN PROCESSOR CODE

This field may be used to define which screen processor mode should display for an end user. Valid entries are 1 through 5. Code 2 has been reserved for future use. Example: End user may have modified screen forms to change wording or

language unique to a user. This code can be used to point to the correct directory from which forms should be displayed. The default screens will appear if no other screen can be found. Provides the ability for the systems administrator to define the screen processor mode for this user.

USER TYPE This field is utilized to determine which users may see the Gross Profit % on Sales

History reports on the web. Users of type "M","C","A" have access to Gross Profit information. Users of type "U" do not have access to gross profit information. This field is also utilized to determine which users may see the PO cost, cost uom, extension and total on the web when the user chooses to display a purchase order. Users of type "M","C","A" have access to this information. Users of type "U" do not have access to this information. Note: If you want to give a type "U" user the ability to see the PO cost, cost uom, extension and total but prevent them from seeing the Gross Profit % on the Sales History reports on the web you may set acf option WEBVS to a value Of 1.

PHONE EXT. Enter the phone extension for a buyer.

BUYER Enter a valid Buyer ID Use the drop down window to display a list of valid Buyer ID's.



UCM- USER CATEGORY MAINTENANCE Introduction The UCM program was designed to allow the administrator to restrict users to only process data for specified divisions / departments / branches in certain and specific programs (listed below). The records that are established in this program then work in conjunction with the User Category Validation section of the UIM program. This will establish a link between a user and the divisions/departments/ and or branches they may process information for: Category types 1 – 3 are utilized in the following programs only; Category type 4 is used for PRM only. Category type 3 is utilized by IPMB and ICMB. APCVM APIP *APQ APSP APTB APVE ARMP *ARQ ARTB ARTBC ARTBH ARTOAP CASH CASHJ CCM FC GLAG GLAJ GLAJP GLBM GLBS GLIS GLJE GLJEP GLRJ GLRJP *GLQ GLTB INVR ITE ITR POE POR *NOTE: ACF option sys026 controls whether or not UCM security is active in the APQ/ARQ/GLQ programs. Category Code ID

This field is user defined and a maximum of 4 positions.

Category Type:

Valid Category Type’s are as follows: 1 = Division 2 = Department 3 = Branch 4 = Sales Agent (code 4 for PRM only)

Description:

This field is user defined and may be used to describe this Category Code

Default Detail:

Enter a valid value for the Category Type, click on the lookup button or press ctrl g.

Detail Value: The first entry on this screen will be automatically populated to the Default Detail value. If this record is being set up for more than 1 Division /Department/Branch enter the value on the subsequent lines.

Procedure



From the menu, enter "UCM":



UIM/UCM- SETTING UP HIERARCHIES FOR MANAGERS Category type 4 is utilized in the PRM module and Sales Direct Web Modules only. How to set up a sales hierarchy for managers to see sales info for all of their sales reps. The way the system works to determine what can be displayed, is as follows, the browser programs first read the user id field that was entered in the WSPM program, it looks up the UIM file using that field, checks to see if there is a code in the Sales Agent field in the UIM table and if so looks for a UCM Record. If it finds a match that is how the program determines what customers/salesreps information can be displayed. If there is no UCM record for that user id, then the program will use the Sales ID field that was entered in the WSPM program and determine what customers can be displayed. In other words, it only shows the salesrep customer and sales information for their own accounts (i.e. the browser programs will match the Sales ID in the login record to salesrep id in the customer and sales files in the standard Next Gen system). If you want managers to view more that just their own records, for instance, a district sales manager may wish to see data for salesreps that report to them, user category records (UCM records) must be established to control that structure. In the example below, assume that myron400 is a regional sales manager and has access to all of his salesrep information. To set up this type of structure, do the following: First, establish a UCM record for Category Type "4" (Sales Agent) that contains a list of all the sales id’s that this manager would have access to. Enter these ids in the Detail Value field. Next, establish a link between the UIM record and the UCM record (see below).



In the UIM program, select the user, (in this example, myron400), that you want to allow access to the UCM record you entered above (i.e. 9999) and enter this code in the Sales Agent field. In this example, you would enter "9999" in the Sales Agent field.

That establishes a link between the two tables and now Myron400 has access to all the salesreps that are listed in the UCM record 9999.



How to set up a hierarchy for senior managers and designated personnel, to see all records for the entire company. If you wish to have your senior management or other designated personnel have access to view data for everyone in the entire company, a user category must be established to control that structure. In the example below, rob has access to everyone. First, establish a UCM record for Category Type "4" (Sales Agent) with the word "ALL" in the Detail Value field. Next, establish a link between the UIM record and the UCM record (see below).

In the UIM program, select the user that you want to allow access to everyone’s data and enter (in the Sales Agent field) the code in the User Category Record table that has "ALL" in the detail value field. In this example, you would enter "VALL" in the Sales Agent field.



USM- USER SHORTCUTS MAINTENANCE On the Main Menu Page, the user may have their own Shortcuts to programs within the Next Generation System, or any executable program such as MS Word, MS Excel, EMAIL, etc. Shortcuts to web pages and other documents can also be added. If the programs are outside of the Next Generation System, the executable programs must reside on the users PC or if on a network, within the users security access (i.e. they must me able to get to the directories where the programs or documents are stored). To set up these User Shortcuts, use either USM or MUSM. You may chose to allow the individuals to set up their own shortcuts, or you may chose to allow the Systems Administrator be responsible for setting up and maintaining them. If you allow an individual to set up their own, they would use the program USM which is limited to changing the records for only the user that is currently logged in (i.e. his own record). If you only allow the System Administrator to control and setup Shortcuts for users, they would use the program MUSM (Master User Shortcuts Maintenance Program). This program allows for changes to all valid users records. MUSM- MASTER USER SHORTCUTS MAINTENANCE The Master User Shortcuts Maintenance program works exactly like the USM program. The only difference is that USM is for a single user and only allows changes to the record of the user that is currently logged in. MUSM is for the systems administrator and allows changes to any user’s record. From the Menu enter USM or MUSM. Click on the UPDATE button and add, update or delete entries. Click the OK button when finished. At the bottom of the window, the Shortcut buttons will appear. You can test them out in this window to ensure that the links are working properly. From the Menu, enter USM:



CONTROLLING PROGRAMS AND MENUS PGC- PROGRAM ACCESS CONTROL Introduction This program works in conjunction with the MENUS program. When in a menu, the user may type in a command or program name to be executed directly from a menu. The PGC program is used to define exactly what should be run upon execution of the menu command. This approach offers such capabilities as running standard application software, third party packages, utilities, shell scripts, etc. directly from the menu system. All the features of the security system may be applied to these items on the menu. The primary functions of this program are as follows: 1.

To define what to execute when a program is to be run from the menu system. The menu system is set up through the MENUS program.

2.

To define the path where the program resides and may be accessed.

3.

To allow the user to define special program parameters to be associated with a program.

4.

To inform the user how many users are currently using a program. The zero counters routine will set all programs in use back to zero. This is used to overcome program "conflicts" if for some reason a user was disconnected from the system or did not logoff the system and has a program tied up and unusable.

5. The priority determines how much CPU time the Operating System will allocate to the program when determining the scheduling of programs to run. "0" is the highest priority and "19" is the lowest.

6. To Generate a Keyword Table that can be accessed by the Find Program by Keyword Option.



Procedure From the menu, enter "PGC":

The following fields may be entered: PROGRAM NAME ON MENU

This field contains the program name as defined in the Menus Maintenance program.

PROGRAM DESCRIPTION

This field contains the program description as defined in the Menus Maintenance program.

PROGRAM MODULE

This field contains the program module that this program belongs to. Select the proper module for the drop down window.. Example: AP - (Accts Paybable) AR - (Accts Receivable) OM - (Order Management)

STANDARD PROGRAM (Y/N/S/P/U)

Select from the drop down window, either Y, N, S, P or U. A detailed explanation is included following this brief description of each option. Y = STANDARD = Standard Next Generation application software. N = NOT STANDARD = Third party software. S = SPECIALS = Used to change path and run program. P = PARAMETER = Program name plus the parameter to be passed to Program. While similar to standard, this allows for passing parameters To a standard program. U = UTILS = Miscellaneous utilities or shell scripts.

The following provides the user with an in depth example of how the various parameter codes may be utilized to achieve the correct results: STANDARD PROGRAM

The standard option instructs the menu system to change directory based on the environmental variable defined in the program path field. The correct path for this



environmental variable is defined in the UTILS directory. Example:/usr/mis/utils) The environmental variables are defined in an ASCII file called ‘progctl’ in UTILS directory. This option will run from the proper directory as follows: ‘progs/xxxxxxxx’ where ‘xxxxxxxx’ is the program name to run from the ‘progs’ directory. Enter the Flag to indicate if STANDARD / NON-STANDARD / SPECIAL MIS program. "Y" - Standard MIS program run from one of the mis progs directories. Program path is ALLPROGS,SAPROGS,ARPROGS, etc. Program Name on Menu : [arq ] Program Description : [Accounts Receivable Inquiry ] Program Module : [AR ] Standard Program (Y/N/S): [Y] Modify User Base (Y/N) [ ] Program Path : [ARPROGS ] Actual Program Name : [arq ] Special Program Path : [ ] Special Program Parameters : [ ] "Q" - Standard MIS program run from one of the mis qc directories. Program path is ALLPROGS,SAPROGS,ARPROGS, etc. "N" - Non-standard MIS program to be run from another area of the system such as SQL, etc. Program Name on Menu : [sql ] Program Description : [Standard Query Language ] Program Module : [ ] Modify User Base (Y/N) [ ] Standard Program (Y/N/S): [N] Program Path : [/usr2/mis ] Actual Program Name : [sql ] Special Program Path : [ ] Special Program Parameters : [ ] "U" - Standard MIS program run from the $UTILS directory. Program path is UTILS. "S" - Special program to be run from another area of the system requiring special parameters to be passed, changing of directories, etc. Program Name on Menu : [divlist ] Standard Program (Y/N/S): [S] Program Path : [/usr2/mis/sqlforms ] Actual Program Name : [divlist ] Special Program Path : [/usr/informix/bin ] Special Program Parameters : [sacego divlist ] Program Name on Menu : [word ] Standard Program (Y/N/S): [S] Program Path : [/usr/user1 ] Actual Program Name : [crystal ]



Special Program Path : [/usr/bin ] Special Program Parameters : [crystal -c ]

NON-STANDARD

The non standard option will go directly to the fields defined in the special program path and special program parameters on the screen. It will run the special program path concatenated with the special program parameters.

SPECIAL PROGRAM PATH

The special program path option is very similar to the NON STANDARD option. In this option, it will change directory based on what is defined in the program path field. It will then execute the special program path concatenated with the special program parameter field. Enter the special program path. EXAMPLE: /usr/bin

PARAMETER PROGRAM PATH

This option is very similar to the STANDARD program except that it will run what is defined in the special program parameter field with additional parameters appended to the program name. It will run ‘progs/xxxxxxxx yyyyyyyy’ where ‘xxxxxxxx’ is the program and ‘yyyyyyyy’ is the parameter required to run that program. Enter the special program parameters. EXAMPLE: crystal -c

UTILS PATH

"UTILS" will change directory to the environmental variable defined for UTILS. It will directly run the program defined in the actual program name field.



MODIFY USER BASE (Y/N)

If set to yes, during an upgrade, the system scripts will modify this pgc record. If set to no, the upgrade script will do nothing.

PROGRAM PATH The path where the program resides.

ACTUAL PROGRAM NAME

The name of the program that will be executed.

IN USE COUNTER

The IN USE COUNTER field in this program contains the number of terminals currently utilizing a program. Every time a user enters a program, the counter is increased by 1. Upon exiting a program, the counter is decreased by 1. The security system utilizes this field to see if running a certain program is allowed or is in conflict with another program being run by another user. It checks the IN USE counter of that program to see if it is in use. If needed, the ZERO COUNTERS option allows the user to zero out all in use flags. This corrective procedure may be required if the machine were to abnormally stop processing due to power or hardware failure and the user needs to reset all the in use counters back to zero.

PRIORITY

This field can be used to lower the priority of CPU and I/O intensive applications. Enter the priority for this program. 0 = Highest priority. 19 = Lowest Priority.

PRIMARY DOCUMENT

This field stores the Primary word document name of the manual that the program is documented in, if any exists. On our internal systems, when the "edit" button is selected, the actual word document will automatically open; the directory path for where the word documents are maintained, is stored in acf options sys025, sys025a and sys025b. On clients systems, when the "edit" button is selected, the pdf file will appear, not the word document file; the sys025 acf's are not used. The path that stores the web pdf files is used.

SECONDARY DOCUMENT

This field stores the Secondary word document name of the manual that the program is documented in, if any exists. On our internal systems, when the "edit" button is selected, the actual word document will automatically open; the directory path for where the word documents are maintained, is stored in acf options sys025, sys025a and sys025b. On clients systems, when the "edit" button is selected, the pdf file will appear, not the word document file; the sys025 acf's are not used. The path that stores the web pdf files is used.

From the Options Menu, the user may ADD, UPDATE, and REMOVE, QUERY, VIEW, ZERO COUNTER, PRIORITY, GENERATE HELP, RUN or EXIT PROGRAM. If the user Chooses the ZERO ZERO COUNTERS from the options menu will allow you to clear ALL programs.



PRIOITY from the options menu will allow you to set the priority on ALL programs.

GENERATE from the options menu will build keywords for program names that can be used in the main menu to find a program by looking for a key word in the program name.

LIST from the options menu will display a list of the records that were selected from your search criteria. Click on the Excel button to download the window to an Excel spreadsheet.



PGCM- PROGRAM MODULE MAINTENANCE The PGCM program is the program that is used to maintain a list of Program Modules. This list is used to validate against when entering records in the PGC program and associates programs with their corresponding modules. The user may use this program to query or print out the various modules within in the system if desired by using the QUERY and VIEW options. This is a program that is normally maintained by Next Generation Personnel; therefore entries should not be Added or Removed unless requested by Next Generation Personnel. From the menu, enter "PGCM:



PGCR- PROGRAM ACCESS CONTROL REPORT The PGCR program is a report that runs off of the PGC Audit (pgcaudit) records. PGC audit records are records that are captured every time a user executes a program from the Menu. The Menu program captures certain information such as the user id, the time the program was started, the time it finished, if there were any calls to other programs while in the main program. It is an audit trail of what user called up what program and when. The report displays the program name, the calling program, user, terminal, date and the starting and ending time of program access. From the menu, enter "PGCR and enter your selection criteria. When finished, click the "OK" button. .

To limit the records selected to programs that were running during a specific time or time frame Enter 'Y' at the “Limit To Programs Running During A Specific Time Range” prompt. Enter the start and end time. This will select all records where the start time is less than or equal to the ending time entered and all records where the ending time is greater than or equal to the starting time entered. Example 1: ---------- See everything running for week of 4/18/2010-4/24/2010 between midnight and 4:00 AM. Start Date From 4/18/2010 Time: Start Date Thru 4/24/2010 Time: Limit To Programs Run During a Specific Time Range: Y Starting Time: 00:00:00



Ending Time: 04:00:00 Program will report all programs started from 12:00:00 AM through 4:00:00 AM. Example 2: ---------- See everything running on 4/19/2010 between 11:00 AM and 11:10 AM because a problem occurred where you need to know the programs running. Start Date From 4/19/2010 Time: Start Date Thru 4/19/2010 Time: Limit To Programs Run During a Specific Time Range: Y Starting Time: 11:00:00 Ending Time: 11:10:00 Program will report all programs started from 12:00 AM through 11:10:00 AM that ended from 11:00:00 on. Example 3: ---------- See everything running on 4/19/2010 between 11:00 AM and 11:01 AM because an mis error occurred at 11:00 AM (i.e. with no program name): Start Date From 4/19/2010 Time: Start Date Thru 4/19/2010 Time: Limit To Programs Run During a Specific Time Range: Y Starting Time: 11:00:00 Ending Time: 11:01:00 Program will report all programs started from 12:00 AM through 11:01:00 AM that ended from 11:00:00 on.



"PGCR output



MENUS- MENU MAINTENANCE Introduction The purpose of the Menu Maintenance program is to maintain and design the layout of various menus. Menus may be added or tailored to meet end users needs. By building new menus for various departments or individuals within your company, you can limit the number of programs that a user sees, to only those necessary to do their particular jobs. For instance, you could set up a special menu for your customer service personnel with the order entry program, the customer service program, and perhaps the partner relationship program. You could have a special menu for your warehouse personnel with inventory control programs, or your purchasing department with the purchasing program. Any newly created or existing menus can be linked to a user so that when the user logs into the system, it is the menu that appears on their display. The Menu to Run field, in the UIM program is used to specify which menu a user is brought into upon logging in. The default menu is called "main" (if nothing is specified in that field of the users UIM record), and is usually the starting point of the system. The MENU program works in conjunction with records defined in the PGC program. The MENU program allows the user to specify the program names and their appropriate descriptions. These descriptions will come from the PGC description. The PGC program tells the system what to execute when a program name is entered from the menu system. If a user has a special menu set up that appears when they log into the system and that special menu does not contain "main" as one of its option, the user will be denied access to the main menu. This is also true for any other menu that is not listed in the users special menu. If the special menu contains "main" as one of its entries, the user will have access to all the menus contained on the "main" menu. Users may still type in a program name directly in the "Program Name" box, regardless of whether or not it is contained in the menu. Program security through the ssm program will either allow or disallow individual access. In addition to the normal ADD, UPDATE, REMOVE, QUERY, and VIEW functions on the menu options, there is also a QMENU button. This button is used to maintain special Query Menus, which are utilized in the ORDER, SHIP, BILL and QUOTE programs. If you have these menus built, when you are in the ORDER, SHIP, BILL or QUOTE program, a QUERY MENU button on the options menu will appear. When you click on that button, whatever you maintained in these Query Menus, will appear. The user can then click on the program and the current order information will be passed to theses programs and displayed automatically. The user can view the data and return to exactly the point where they left off.



Procedure From the menu, enter "MENUS":

The following fields may be entered: MENU NAME

The menu name to be assigned to a menu may contain up to 8 characters.

MENU TITLE

The title of the menu will appear in the menu heading at the top of the screen.

RETURN MENU

Specify the MENU NAME to return to when exiting the current menu in use.

MODIFY USERS

Used to define if this menu may be updated by application upgrade programs.

MAIN MENU The main Menu is the default menu that is called in when the user logs into the system. The Keyword feature appears in this menu to provide the user a means to locate a program in the Next Generation System, knowing only a portion of the program name or description. Enter a keyword to search on such as "purchase" or "order" and the click on the OK button. The search is NOT case sensitive. This will display a screen containing menu names and descriptions that matched your search criteria.



The starting point for the system is usually a menu call "Main". It is the default menu that will be called up when the user logs into the system. If you desire to have a different menu appear for certain users, enter the menu name in that users "UIM" record. See documentation on UIM.

Sample of the Main Menu record, maintained in the MENUS program.



QMENU The ORDER, BILL, SHIP and QUOTE programs, have a special query menu option, called the "Query Menu" button, built in the programs that allow you to access certain other programs when you are in these programs. To maintain that "special query menu" that appears in ORDER, BILL, SHIP and QUOTE, click on the "QMENU" button in the MENUS program. The following screen will appear. You maintain the list of those special query programs here. To maintain the Query Menus which are utilized in the ORDER and BILL programs select the QMENU button:



SECURITY FEATURES FOR APPLIICATION PROGRAMS There are several security options which may be set up when using the application software. The user may set up security by using program "SSM", System Security Maintenance, and optionally program "UIM", User/Login Information Maintenance. Upon entering program "SSM", the user may initialize security at two independent levels within the application software: 1.

Security By Program.

2.

Security By Program By Ring Menu Options.

Security By Program Options Password

Requires a password to enter a program. Use program "SSM" to implement this level of security.

Terminal

Prohibits a program from being run on a specific terminal. Use program "SSM" to implement this level of security.

User

Allows for specifying programs to either include or exclude a particular user. Use programs "SSM" and "UIM" to implement this level of security.

Query Only

Allows for query/view only privileges in a specific program for a user. Query privileges allow the user to see data but not maintain data. Use program "SSM" to implement this level of security.

Conflict

This level of security allows the user to define which programs are in conflict with other programs. Standard conflicts are provided with the system. Additional conflicts may be added, if necessary.

The System Administrator should establish the application software security as required. The Administrator should also implement security on the "SSM" and "UIM" programs so only authorized personnel may utilize the security programs. SECURITY BY PROGRAM BY RING MENU OPTIONS Password

Requires a password to perform a specific ring menu option within a program. Use program "SSM" to implement this level of security.

Terminal

Allows for a specific ring menu option not to be run on a specific terminal. Use program "SSM" to implement this level of security.

User

Allows for specifying which ring menu options to either include or exclude a particular user for. Use program "SSM" to implement this level of security.

Ring menu security allows the user to secure the specific option, such as REMOVE, UPDATE, ADD, etc. within each program.



SSM- SYSTEM SECURITY MAINTENANCE Introduction The purpose of the System Security Maintenance Program is to establish a security system to be associated with a program or user of the application software. Security may be established at two levels: 1.

Security By Program Name - To maintain security for specific programs with several levels of security available.

2.

Security By Program Name By Ring Menu Option -To apply security to specific ring menu options within a specific program.

Procedure From the menu, enter "SSM":

System Security By Program Name If the first option (Security by Program) is entered from the initial screen, the program name security screen will appear:

The following fields may be entered: PROGRAM NAME

The program name to which the user will assign security.



TYPEOF SECURITY

There are 5 types of security to assign to a program. Enter C, T, P, U or Q. Please refer to the following explanations:

CONFLICT The program specified in the PROGRAM NAME field may not run

simultaneously while the program specified in the VALUE field is running. Several standard conflicts are provided with the system. When adding a conflict, SSM will automatically add the opposite as a conflict.

Example: If program A is in conflict with program B, then the program will build program B in

conflict with program A. TERMINAL The terminal specified in the VALUE field may NOT be allowed access to the

program specified in the PROGRAM NAME field. PASSWORD Enter a password as specified in the VALUE field before being allowed access

to the program specified in the PROGRAM NAME field. USER ID This code is used in conjunction with any users that have been defined as and I or

E in the USER/LOGIN INFORMATION PROGRAM (UIM). Enter U if the user has include/exclude access to the program specified in the PROGRAM NAME field. Next, enter the user's login name in the VALUE field.

QUERY ONLY The user is only granted QUERY or VIEW privileges for the program as

specified in the PROGRAM NAME field.

VALUE

The VALUE field entry is dependent on the TYPE OF SECURITY field. The following describes the proper entries for the VALUE field.

C-Enter the name of the program where a conflict situation will exist. Example: Program A cannot run while Program B is in use. T-Enter the terminal device to be denied access. Example:/dev/tty13 P-Enter a password in the value field. No blanks or spaces are permitted in the password. U-Enter the login name as specified in the USER/LOGIN program. Q-Enter the login name as specified in the USER/LOGIN program. A program may be assigned multiple security codes. After setting up security as desired, logoff system and login to activate all security.

Duplicate Security records



If a "D" is entered or the Duplicate button is chosen from the Options Menu the following screen will appear:

The Duplicate Option will duplicate the security settings from one user to another. If you have multiple users with exact or similar program security, add all the records for only one user and duplicate them to all the other similar users. This feature works for duplicating UIM program User Types, Exclude and Include security settings for one User ID to another User ID. And for duplicating Query only user security from one User ID to another User ID.

Example: Users "mary" and "joe" are set as (I)nclude, from the UIM program. Add all the (U)ser type of security records for user "mary".

After adding all the program records the user, "mary" is included into, choose the Duplicate option. Enter the user to duplicate from, "mary", enter the Security Type to duplicate, "U", and enter the user to duplicate to, "joe".

If the users are "Query Only" for any programs, add the (Q) uery type of security records for user "mary". Repeat the duplicate option, using the Security Type to duplicate, "Q".

If you try to duplicate security records to a user that already has security records stored (either through Add or Duplicate), the system will prompt you, and "User/Type exists. Replace (Y/N)?" If you enter "Y", the system will remove the original records for the "User to duplicate to" and replace them with the same security records as the "User to duplicate from". If you enter "N", the system will not duplicate the records. The "User to duplicate to" will remain as is.



System Security By Program Name By Menu Option If the Security By Program By Menu option is chosen from the initial screen, the security screen by program by ring menu option will appear:


The program name to which the user will assign ring menu security.

TYPE OF SECURITY

There are 3 types of security to assign to a program ring menu option. Enter T, P, or U. TERMINAL Enter T if the terminal specified in the VALUE field may NOT Is allowed access to the ring menu option specified. PASSWORD Enter P if the user must enter a password as specified in the VALUE

field before being allowed access to the ring menu option. USER ID Enter U if security will allow the System Administrator to define whether

a user is (I)ncluded or (E)xcluded from running the specific ring menu option being secured. After entering U, user will be prompted for the Include/Exclude prompt which must be defined under this mode.

RING MENU OPTION

Enter the first letter of the ring menu option to be secured. Example: Enter A to secure ADD mode.

VALUE FIELD

VALUE field entries will vary depending on security type defined.

T - Enter the terminal device to be denied access. P - Enter a password in the value field. No blanks or spaces are permitted in the

password. U - Enter the user/login name to which security is being applied.

SUB WINDOW

Enter the Sub Window. This field is used in certain programs to allow the user to define security for a sub window within a given program. Example: Program ORDER offers an optional sub window called "po-opt" which



allows ORDER to integrate with purchasing. Within this sub window the user may have options such as A, B, C, or D. The user may apply security on these options. In this example the security set up would be as follows: Program Name: order Sub Window: po-opt Ring Menu Opt: enter A,B,C, or D The user may then apply whichever security type that is desired.

USER INCLUDE / EXCLUDE

This field will set the USER INCLUDE/EXCLUDE security checking for this specific RING MENU option. The user may override the default. Enter 'I' if this security will use the USER INCLUDE option. Enter 'E' if this security will use the USER EXCLUDE option.

SECURITY DEFAULT BUTTON - You can add and maintain Security default records by clicking on the Security Default button. Then every time you add a new security record for a user, for the program that has a default record, the Security On/Off and Include/Exclude flags will be set accordingly. If a default record does not exist one is automatically created when you add the first security record for a user. SECURITY DEFAULT BUTTON:



SSM- ADDING SECURITY FOR SESSION DATE Security to prevent users from changing the terminal session date, thus avoid having them enter transactions with a date other than the system date can be set up. To implement this security, you need to setup Password or User Include/Exclude security for the MENU program's "termdate" subwindow in the System Security Maintenance (SSM) program option 2 (Security By Program, By Ring Menu) using the format defined below: Program Name: menu Sub Window: termdate Type of Security: P or U (Password or User) User Include/Exclude: I or E (Include or Exclude) Ring Menu Option: T Value: <Password> (If Type P). <User ID> (If Type U). Password Example (where password is date!ovr): Program Name: menu Sub Window: termdate Type of Security: P User Include/Exclude: E Ring Menu Option: T Value: date!ovr User Example (where user john is an exclude user and you want to prevent him from changing the date): Program Name: menu Sub Window: termdate Type of Security: U User Include/Exclude: E Ring Menu Option: T Value: john If you want to allow an include user to change the session date, this is how you would set it up for user john: Program Name: menu Sub Window: termdate Type of Security: U User Include/Exclude: I Ring Menu Option: T Value: john



PRINTER MAINTENANCE PROGRAMS PHS- PRINTER HOLD SCHEDULER Introduction The Printer Hold Scheduler Program contains the files which have been chosen through the (H)old option to be directed to the spooler. The purpose of the Printer Hold Scheduler is as follows: 1.

To temporarily store a report file for output until it is to be printed at a later time. The output may be activated manually or it may be set up to activate automatically.

2.

To print reports in full OR partially print by starting and ending page numbers.

3.

Provide detailed specifications about the output file such as the report title, when it was generated, how many pages will print and the user who generated it.

4. To specify number of copies needed for printing

Procedure From the menu, enter "PHS" To sort click on the sort button of the column you want it sorted by. By clicking twice, you can have the column sorted in descending or ascending order.

(NOTE: The selected report will be highlighted. You may double click the highlighted report or click the "OK" button to access the actual report itself. You may also Print or Remove several files at once by Marking the files you wish to Remove or Print. SCREEN Enter "S" or click on the Screen button to display all pages of report to screen

PRINT Enter "P" or click on the Print button to print current/selected report(s) to printer

Enter "C" to change current/selected report(s) settings



(i.e. pages to print)

REMOVE Enter "R" or click on the Remove button to remove current/selected report(s) from PHS

EMAIL Enter "M" or click on the Email button to Email this report. (note: This option requires a network internet access to email

FAX Enter "F" or click on the Fax button to selected report (note: This option requires the Munics Fax Module to fax.)( acf options phs002 and phs003 controls what the sender email Address should be.)

REFRESH Refreshes the screen with a current copy of the print spooler.

CLEAR MARKS Clears check marks you have previous marked for removal or printing.

EXIT PROGRAM Enter "E" or click on Exit Program button to exit from PHS

** NOTE ** The program will display a warning message if the number of reports in the spooler hold path directory is over 2000 records. If the number of pages in a report exceeds 2000 the following window will be displayed (Processing reports over 2000 pages would be memory intensive, take a significant amount of time and would use system resources to the extent that the result could be a significant degradation of overall system performance.)

When emailing or faxing reports, the following screens will be displayed.



If the user chooses either to Email or Fax the report, this screen will appear.

TO, CC, BCC The user may manually enter an e-mail address in this field or click on the Internal

Button. Internal Button:

This feature allows the user to send the report to a recipient internally. An “internal customer needs to be set up in the Customer Master file (CM) and that customer ID must be defined in acf option sys031. All internal user’s email addresses need to be entered in the PRM contacts section. If the PRM module is not installed the user may enter CEFM records for this “internal customer” . These records would be displayed when the user clicks on the internal button.

From: This field is controlled by acf options phs002 and phs003. Save Copy When emailing the user can save a copy of the email that they are sending. The Save

Copy question appears in each email window and allows the user to select whether or not they wish to save a copy of the email they are sending. The save copy field in the users UIM record controls whether or not to have that selection turned on all the time or turned off all the time when the email window displays. Note: If an email address exists in a UIM record and the save copy box is checked, the system will send the copy to that address. If no email address exists in the UIM record and the save copy box is checked, the system will send a copy to whatever address is in the "FROM" line.

Subject: This field will contain the literal “Report” followed by the report name that is being sent. The user may override this field.

Message:

The user may enter any message they wish to contain in the body of the e-mail.

Press OK button and then the send button when complete to send the e-mail. User may add security on this option through the SSM/Security by Program by Ring Menu Option as follows:

Program Name: phs Type of Security: P or U (Password or User) User Include/Exclude: I or E (Include or Exclude) Ring Menu Option: F Value: <Password> (If Type P). <User ID> (If Type U).



MPHS- MASTER PRINTER HOLD SCHEDULER Introduction The Master Printer Hold Scheduler Program can does exactly what the PHS program can do with one additional feature. It will allow the system administrator, or designated persons, to move selected files from one spool directory to another. MPHS should be set up with security and not given to the general user population. ACF PHS004 should be set up with the proper spooler directory path. From the menu, enter "MPHS" This program has the same features as the PHS program with the additional function of moving selected files from one spool directory to another.

To Transfer files, first select the spool directory that you are going to move files FROM: Do this by clicking on the Change button or by typing a C and select the FROM directory from the drop down list.



Next Select the files you want to Move and click on the Xfer Button, or type in X for Xfer.

Select the spool directory that you are going to move files TO, and click the OK button.

Either Click on the Accept button, or Re-Select the TO spool directory. Once Accept is selected, the files will automatically be moved.



PPM- PROGRAM/PRINTER MAINTENANCE Introduction The PPM - Program/Printer Maintenance program is utilized in selected programs for the purpose of defining what programs or printers to execute upon exiting the program the user is in. For example, if the user is in the ORDER program and wants to trigger the printing of a Sales Order immediately after the order is entered, they could set up a PPM record that tells the ORDER program to initiate the SOP program after the transaction is complete. Or if the user is in the BILL program and wants to trigger the printing of an Invoice, they could set up a PPM record that tells the BILL program to initiate the program INVP immediately after the transaction is completed. In the PPM record, the user would define which printer the Invoices or Sales Orders would print on. The user will have the option to manually prompt for program to run or have program automatically triggered. Procedure From the menu, enter "PPM":

The duplicate option provides a user with a method of duplicating printer records. This is helpful for those users that have different PPM records based upon a user or a branch. The following fields may be entered: CALLING PROGRAM NAME

Enter the calling program name.

BRANCH CODE

Enter the branch code or enter ALL for all branches, or select from the dorp down list.

USER/LOGIN ID

Enter the user/login ID or enter ALL for all user/login IDs.

CALLING DEVICE

Enter the calling device or enter ALL for all devices. Example:/dev/ttyb13

PROGRAM TO RUN 1, 2, 3

Enter the program name to be run.



AUTO PRINT CODE 1, 2, 3

Select from the drop down list: Enter "1" for Printing Prompt Message before printing. The prompt message allows user to override printer. Enter "2" for Auto Printing. This indicates job will begin Automatically with no user prompting. Enter "3" for Printing Prompt Message before printing and After executing customer programs from acf. The prompt message allows user to override printer. (ORDER and BILL only) Enter "4" for Auto Printing after executing customer program From acf. This indicates job will begin automatically With no user prompting. (ORDER and BILL only)

PRINTER 1, 2, 3 Enter the printer name on which the report is to be printed. Example:lp1 User may enter "FAX" here if fax module is utilized

TRAN TYPE

Enter the Transaction Types. This field stores transaction types that this program should be executed for. User may enter ‘ALL’ to indicate all transactions to apply. When entering transaction types separate entries with a comma. Example: OR,DS



PTRM- PRINTER MAINTENANCE PROGRAM Introduction When requesting reports or views from various programs throughout the system, the user will be asked for an Output Option (i.e. output to the Screen, output to a Printer, output to the Hold file, and several reports/views have an option to output to a Cron Job). The PTRM program is used to maintain which printers will be displayed throughout the system, on the drop down list, when the Printer option is chosen as your output. The printer must be set up as a virtual printer in the AIX operation system before it can be recognized. If there are no records in the table initially, use the GENERATE button to create the table. You can also use the GENERATE button to update the list at any time, it will not overlay any existing printers that are already in the table. Once the list has been generated, you can use the UPDATE button to edit the printers individually, assigning meaningful printer descriptions. Check or uncheck the SHOW ON SELECT LIST checkbox to have the printer appear or not appear as desired. The user may also use the LIST UPDATE button to edit all the records in the table, as opposed to one at a time. The ADD button, is only used when and if the user is going to set up a printer prior to setting up the printer in the system. Options are also available to REMOVE, QUERY, VIEW and DUPLICATE printers. In the Printer Setup Section there are two areas; the Printer Command (All printers) area and the Barcode Setup (Dot Matrix) area. The Printer Command will have the Default Font and Positioning Command of the printer automatically generated from AIX when the record was created. The Barcode Setup (Dot Matrix) section is including here for the older style printers on systems that have the Forced Commands and Device Names. IT IS SUGGESTED THAT THE END USER SHOULD NOT USE THESE AREAS. The user can define various fonts, bar codes and other printer commands by using the FONT button. These defined fonts, are used in conjunction with the LABEL print programs (i.e.; clp, ilbl, mlbl, mlp, olab, pipt, shipl, slp and vlp) to define various styles of fonts to be used when creating LABEL FORMATS. For example: Suppose you wanted to create a label and have your Company Logo print out with the Arial Font, Size 26, Bold. First, in this PTRM program, define that font by selecting the FONT button for the printer that the labels will be printing to. Assign an ID to the Font such as LOGO-26B, and enter the Description. From the drop down list, chose the Font you want, the Size, and click on the B for Bold checkbox (you may also use the I for Italic checkbox as well). The command string will automatically be generated using HP standard printer commands. Once this Font ID is assigned to the printer, it becomes available for you to use in all the LABEL FORMAT programs when you are entering the font to use field. The PTRM program creates two tables, the first is the fontdef table which contains the font-id and the description, the second is the lblfont table which contains the actual special commands for the particular printer used. This program only creates special commands for the Hewlett Packard printers. If you are using any other type printer, such as Brother Printers or IBM printers, ECT. you must lookup the special commands in that printer manufacturer’s technical manual, and enter those commands in this field.



Example of a program requesting you to enter your output option.

If the user selects P for the Printer option, you can hit return for the default printer, enter a valid printer name, or use the drop down list and the number of copies.

Example of a list of printers that appear when the user clicks on the Printer button. Double click on the desired printer.



PTRM: Use this program to maintain a list of printers that will appear when the user chooses the Printer option in various reports and views throughout the system.

PTRM: In the update mode, you can assign and create Font ID’s to be used in conjunction with the label formatting programs.



PTRON- PRINTER ON UTILITY Introduction The purpose of the Printer On Utility (PTRON) is to allow the user to check the status of printers, to enable a printer for use, to disable a printer, to cancel a job from the spooler, to list jobs created by through PHS or Cron Jobs and to stop the printing of PHS and Cron Jobs. Procedure From the menu, enter "PTRON":

The options menu options offer the following features: CHECK The CHECK option is used to list the status of all printing devices. This routine

also advises administrator that the scheduler is running. It displays all the printers and their status, along with any jobs that are currently queued for printing. If the user wishes to cancel a job currently being printed, the user should run this "CHECK" option to ascertain the printer and job number. The "CHECK" routine will provide information about existing print jobs. After determining the printer and job, the user should go into the "OPTIONS MENU" and select "JOB-CANCEL" At this point user would enter the job number to cancel.

PRINTER-ON The PRINTER-ON option is used to enable a printer that was disabled. Upon entering this option user should enter the name of the printer that is to be enabled. Example; enter "lp1" at the prompt to enable printer lp1. This program will then attempt to enable the printer, however if the system can not enable it for whatever reason, it will remain disabled.

JOB-CANCEL The JOB-CANCEL option allows the user to cancel a job that has been queued for printing. If the job is already started, the printer will continue printing until the print buffer has been completed (usually 1 page). The user should run the "CHECK" option to ascertain the printer and the job number needed to be canceled. An example of a job to be canceled would be: "1234" printing on lp1. The user should enter this printer/job number and the print job will be terminated.

LIST_AT_JOBS The LIST_AT_JOBS option will list all "atjobs" created thru either the PHS program or a separate cron job (i.e. ORDR). This function will list only those "atjobs" owned and created by the current user. An "atjob" is a one time print job that is scheduled to run at a future time and/or date.

KILL_AT_JOB The KILL_AT_JOB option will allow the user to "kill" an ATJOB, which means to stop it from running.



Printer Names Printer names are defined in the operating system administration utilities programs. The suggested naming conventions are to assign printer 1 the device name ‘lp1’, printer 2 to be assigned to device ‘lp2’, etc. For every printer device established, such as lp1, the user is required to have an ‘lp1x’ printer device also which is set up the same as the primary printer device name. When printing out special forms such as sales order forms, invoice forms, checks or statements, the system requires that 2 device names be set up for every printer. Example: If lp1 was the device name, then lp1x would also be required. Following this procedure helps to prevent another user from sending a print job to the printer when special forms have been inserted to produce orders, invoices, statements, purchase orders, checks, labels, etc. When clicking on the Printer On or Disable Printer buttons, the system will ask you for the printer name.



GENERATING KEYWORDS FOR PROGRAM NAMES AND ITEMS Use the program PGC to Generate a keyword table that contains key words of program names. Use the program IKWM to Generate a keyword table that contains key words of item names, descriptions, etc. See individual write up on each program in the System Utilities Section of this manual. PGC- GENERATE: To Generate a keyword list to be used to find program names, use the program PGC and click on the GENERATE button. This automatically creates the list of keywords.

IKWM-GENERATE: To Generate a keyword list to be used to find items in such programs as order entry, use the program IKWM and click on the GENERATE button. This automatically creates the list of keywords.





SYSTEM UTILITIES PROGRAMS ACF- APPLICATION CONTROL FILES Introduction The Application Control File contains numerous options which control the application software and how it will react based on the defined values for the particular ACF option. These options are normally maintained at installation time and should be thoroughly reviewed prior to the start of any processing. Any change made to the records in this file may affect the processing of the application software. The System Administrator should implement security control features on this program to prevent users from modifying the ACF control records. This program is protected by an automatic password on the initial "Warning" screen. The user may create their own password in program SSM to replace the automatic password. This password will be made available to the System Administrator. An explanation of each ACF option can be obtained by looking at the comments for the option in a Query, Update or View selection. Only authorized personnel should access this program.

Procedure From the menu, enter "ACF": Type in the program password to access the program:



Maintain the ACF options by use of this screen:

The following fields may be entered: OPTION KEY

This field contains the unique record ID.

OPTION DESCRIPTIONS

These two fields each contain a 30-character description of the option.

OPTION VALUE

This field contains the parameter assigned to the option key.



Select the VIEW option and enter your selection criteria and click the "OK" button. The sort by criteria Screen will appear. Enter your sort criteria by clicking on the radio buttons, and choose your output method (i.e. -Screen, Printer , Hold file or Excel file), then click on the "OK" button.

The ACF file may be viewed to the printer, screen, hold file or excel.. Click on the check box next to "Print Comments" in order to see the comments and receive an explanation of the ACF option keys.



Select the FIND option to search on key word(s) in the comments and/or description fields. Enter your selection criteria and click the "OK" button. The search by criteria Screen will appear. Select your method (i.e. - Single word search or Regular Search) then click the "OK" button.

User may also opt to narrow down the search to a specific application by typing in a portion of the Option Key (i.e. ap*). Select Option 1 for a single word search that IS NOT case sensitive. Select Option 2 for regular word search function that IS case sensitive. System will execute the search and display the number of where that word(s) is found in the description and also the number of records where that word(s) is found in the comments. Click the "OK" button and a screen will then display the first record found. User may then enter (N)ext or (P)revious or use the side Next/Previous buttons to the review the ACF options

ADD – to add a new ACF, click on the ADD button, enter the information and click the "OK" button. UPDATE – to update an existing ACF option, click on the UPDATE button, enter the ACF selection criteria, then click on the "OK" button, click the "UPDATE" button when you find the record you want to update, and then click the "OK" button to save the changes. Wherever possible, the system will validate that only proper option values are inserted for the associated option key. The valid option values are maintained by clicking on the "Validation" button. A window will be display titled "Application Control Validation Maintenance." The user may query the valid options allowed for a particular option key at this point.



Click on the "Validation" button for accessing the Application Control Validation Maintenance screen:

The following fields may be entered: OPTION KEY

Enter the valid option key.

OPTION VALUE TYPE

Enter the type of checking required for this option. N - Numeric only (ranges from 0 to 9999999999) C - Character (User enters a Valid Value which ACF will check against.) D1- Date in format of mm/dd/yyyy D2- Date in format mm/yyyy D3- Date in format yyyy D4- Date in format yy only (ranges from 00 to 99) D5- Date in format pp only (ranges from 01 to 13 - GL periods) D6- Date in format mm only (ranges from 01 to 12)

OPTION VALUE

Enter the appropriate validation value for the selected validation type. Example: If the option allows a (Y)es or (N)o setting, then you must enter 2 validation records, 1 for a Y and 1 for an N.

Any option value you put in here will be allowed in the ACF option entry. If you put in an INVALID entry, you could cause the system to default incorrectly within certain programs.

ALLOW REMOVE (Y/N)

Enter N if this option validation record cannot be removed. Enter Y if this option validation record can be removed.

Removal of ACF option records can cause serious problems in daily processing.



LIST from the options menu will display a list of the records that were selected from your search criteria. Example: Select Update and then enter in OE* in the option key field. Press OK This will display the first record. Press List button to see all records selected in a List format.The user may highlight a record and select update from this screen.



ATM- AUDIT TRAIL MAINTENANCE Introduction The Audit Trail Maintenance program is used to access audit change records that track changes made to several key master files. Activation of records in this file is optional and is controlled by the AUDIT ON/OFF option in the Options menu. The user may obtain information on changes made to a file or several files, depending on which files were activated. This program is a key auditing tool used to provide information to management on who made the change, what was changed and when it was changed. It is recommended that this feature is deactivated when building files in the initial conversion, but it may be reactivated upon completion of the conversion. Upon entering the AUDIT ON/OFF option, the program will display the files that the user may need to activate for audit changes. IT IS HIGHLY RECOMMENDED THAT YOU DO NOT SWITCH OFF ANY OF THESE AUDITS AND THAT THEY BE KEPT FOR AT LEAST 365 DAYS. Audit records should be kept for each application for the maximum amount of time you would need to verify that a record was added, deleted or changed for the applicable file. The Audit On/Off button controls which programs will write out records to the atm table. Each entry in the On/Off window corresponds to a series of acf options named aduit*. (i.e. audit01 controls the CM program, audit02 control the IM program, audit03 controls the STM program, etc.) The user may set the switch to be on or off here, or they could be set by accessing the proper ACF option in the ACF program and setting them there. There is also a corresponding series of acf options named delaud* that defines for each program, the number of days that records are keep in the atm table before purging. (i.e. delaud01 for the CM program, delaud02 control the IM program, delaud03 controls the STM program, etc.) The program listed below DOES NOT have an audit on/off flag. Any changes made to a field(s) in this program will always have an audit trail record written. BANK



Procedure: From the menu, enter "ATM":

The following fields will be stored in order to provide the proper audit trails for changes made to the files. PROGRAM NAME

Program in which the change was made.

USER NAME

User who made the change.

TERMINAL

Terminal Device ID where the change was made.

TRANSACTION TYPE

Transaction type entered.

TRANSACTION DATE

System date the change was made.

TRANSACTION TIME

System time the change was made.

FIELD NUMBER

Field number that was changed.

ORIGINAL DATA

Original data prior to change.

NEW DATA

New data after the change was made.

RECORD KEY 1

Main key to accessing the record.

RECORD KEY 2

Supplemental access key.

RECORD KEY 3


RECORD KEY 4




The AUDIT ON/OFF option controls which programs ATM is active for. The following files may be activated for audit trail purpose through ATM:



Example of the report from the View option, sending the output to the screen:

Example of the List option, available once the selection is entered.



CRON- JOB SCHEDULING FEATURE Introduction The definition of "cron" is a time-based scheduling service in UNIX and Unix-like operating systems. It is driven by a configuration file named crontab that specifies shell commands to run periodically on a given schedule. The crontab command is used to schedule commands to be executed periodically. It reads a series of commands from standard input and collects them into a file also known as a "crontab" which is later read and whose instructions are carried out. Generally, the schedules modified by crontab are enacted by a daemon, crond, which runs constantly in the background and checks once a minute to see if any of the scheduled jobs need to be executed. If so, it executes them. These jobs are generally referred to as cron jobs. Your Next Generation™ system uses these cron jobs throughout the system and has integrated this technique into the package in two distinct areas: (1) User defined crons and (2) System defined crons. User defined crons are initially set up directly in the specific programs that have output to cron capability. Once defined, the scheduling of the jobs can be maintained using the CRONM program. For example, you may be running an Aged Trial Balance (ARTB) and select the output option of "C" for Cron. The CRONM program is then automatically called in to allow you to set up the parameters you want to use to execute the report. These User Crons are normally used for generating reports or running programs that need to be run periodically without any interaction from a user, such as setting up an Aging report to run every Friday night at 8 PM. Prompting capabilities are allowed in this type of cron so that you can define specific selection criteria, sort options, etc., which will be used whenever the cron is executed. System defined crons are set up and maintained in the program MISCRON and are normally used to execute purges or removal of data, movement of data such as history, recalculation of data such as aging buckets, or checking statuses of various system functions to ensure data integrity. These System Crons, do not allow for prompting and are pre-defined when your system is delivered. The MISCRONS do not use the UNIX cron technique, but instead have their own simulation of the UNIX cron... MISCRON will set up what are referred to as "at" jobs internally which create "at" commands. The 'at' command will execute a command once in background. There is an ‘at’ job for the MISCRON program that runs just after midnight, which sets up itself and the other miscron at jobs for the new day. Note that whenever you add a new program to run as an MISCRON job, it will not be executed until the following day (after the miscron ‘at’ job is executed).

CRONM- CRON JOB TABLE MAINTENANCE Introduction The operating system allows jobs to be created and placed into a cron utility file to be run automatically unattended by the operating system cron utility. The CRONM application software program is designed to allow users an easy way to maintain user established cron jobs. Cron Jobs CANNOT be created in the CRONM program, new cron jobs are created in the actual program that you are setting up the cron for. CRONM is an interface to application software generated jobs present in the operating system cron utility files. Several application software output reports across various application modules currently allow the user to direct output to the operating system cron utility file. In these specific application output programs the user may define the parameters cron requires to activate jobs to process automatically and unattended. Jobs may be created as one time only jobs or to run many times as defined by the user. Any application software program using this feature may have an unlimited number of cron jobs established.



A key feature of the CRONM program is that it allows the user to have previously defined output report parameters by creating a cron job for the output needed. The user may then utilize the CRONM application program on demand. Select the BEGIN_JOB_NOW option to process now without having to redefine the parameters previously defined for that specific application software output program. The ability to send output reports to cron exists in many of the software application output programs. The user can ascertain if cron is available in an output report by simply running the output program. If the user wishes to set up a cron job, simply click on the "Cron" button.

The (C)ron option in the prompt indicates this program uses cron-scheduling capability. When creating cron job records, the user may manually assign job descriptions to each cron record to easily identify the job with a user-defined description. The CRONM application software program is also an excellent tool for processing job reports in a background process mode to free up the terminal while the job is processing. To begin, enter the software application program to be set up for cron and answer all the prompted questions. When prompted for where to send the output the user would indicate C, for cron, or click on the "Cron button, whenever the cron output option is available. At this point the CRONM screen will appear. To run a ONE TIME ONLY job type, the user may select a P from the One Time Only Drop down window, to indicate this job will be processed later on demand using the CRONM program to initialize the job. When ready to output the defined job, select the CRONM program and enter the program name wanted. Next, the CRONM screen where the appropriate job may be selected will appear. The options menu offers a BEGIN_JOB_NOW option that will process this job now, but leaves the job in the cron files so it may be repeated on demand. Processing jobs in cron background utilizes memory and system resources as if the job was running directly from a terminal. The use of this feature assumes there are the necessary memory and system resources for cron to function. They recommend that cron jobs be scheduled in such a way as to minimize the load on the processor. Spreading several cron jobs over different time frames helps accomplish this goal. When using the cron feature, the user can send jobs to a printer device, the HOLD file or e-mail the job to a recipient. When directing output to the print hold scheduler the CRONM program will generate only 1 copy regardless of how many copies were requested. If multiple copies are needed multiple cron jobs can be set up in the print hold file. When e-mailing the report to a recipient the user need only enter the word "email" in the output device field, then enter the correct e-mail address for the recipient. The output will be directed to that person via e-mail. Procedure Generally, the user will have previously entered an application software output program that allows for cron output to be generated prior to coming into CRONM utility. The user creates the initial cron record in the specific programs, but then can trigger or maintain these cron records through CRONM for all programs assuming the user has proper security for accessing these programs. It is possible for a user other than the original ‘owner’ of the CRON job to make minor changes to the CRONM. The other user may modify the output device, the number of copies to print and the job description.



From the menu, enter "CRONM". Enter the program name to be maintained.

After the name of the program to be output is entered, full application software security is applied to insure only appropriate users may access secured programs. The following fields may be entered: JOB NUMBER

Job number is assigned by the system and is not maintainable.

PROGRAM NAME

This field stores the program name for this cron job record.

USER NAME

This field stores the login name that generated this cron job record.

TERMINAL

This field stores the device name that created this record.

DATE CREATED

Date record was created.

OUTPUT DEVICE

User may enter output device to direct job to. Typically, enter the printer device desired. User may also opt to enter HOLD to direct output to the disk to be accessed by the print hold scheduler program. (For standard SAR and SAY jobs, the output can be e-mailed.) When e-mailing the report to a recipient the user need only enter the word "email" in the output device field, then enter the correct e-mail address for the recipient. The output will be directed to that person via e-mail.

EMAIL If the output device of this Cron is to be emailed, enter a valid email address. You may email the report output to 2 distinct email addressees.

PATH If the output device was entered as “hold” the user may either: 1. Leave this field blank and the output will be directed to the print hold

spooler directory that the user would normally go to. 2. Enter a valid print hold spooler directory path and the output will be sent to

the designated print hold spooler.



# OF COPIES

Enter number of copies of output to be processed.

JOB DESCRIPTION

A job description may be assigned to this cron record to easily identify the content of this cron record.

ONE-TIME ONLY

From the drop down list: Y if job is a one time only job. N if job will be scheduled automatically unattended. P to indicate user will process this job on demand.

DAYS OF WEEK

From the drop down list, select: Y if the user will define which days of the week job should be activated and enter the specific days desired. N if the day of the week option is not required.

SPECIFIC DAYS

From the drop down list, select Y to indicate user will define the specific day of the month the job should be activated. Then enter the number corresponding to the calendar day of the month the job should be activated. N if the specific day of the month option is not required.

TIME TO PRINT

The time of day job should be activated may be defined. From the drop down list, select the Time in HH:MM format. Select AM or PM.

The user may maintain the cron job schedules for jobs previously directed to the cron utility file. Cron jobs are originally created in many of the application software modules output reports. Once created, CRONM may be used to maintain the cron schedule. The following options are available: UPDATE

To update an existing cron job record.

REMOVE

To remove an existing cron job record.

QUERY

To query existing cron job records.

VIEW

To output and view cron jobs for this program.

HELP

To access online help for this program.

BEGIN_JOB_NOW

Allows user to begin processing the cron job now.

SETUP_USER

Allows user to recreate their crons. User will be prompted to recreate cronjobs and then will be prompted to remove cronjobs. User must answer "Y" to both questions. If you have multiple databases, answer ‘Y’ for the first database; answer 'N' for succeeding databases.

LIST Allows the user to view all records on one screen Within the List option the user may display miscron records, cronm records or both.

EXIT

Allows user to exit program.



Sample cron job record:



The following sample selection screens assist in determining the date parameters when output is generated through cron. The selection screens may vary depending on the specific output program and its needs, but the concept is basically the same which is to allow the user to affect the dating selection criteria for the output. This screen describes cron options for reports that are normally run by entering a From Date and Thru Date.

In the first prompt, if user specifies that output is not variable, the report will use the from and thru dates as fixed date parameters for the output. If user specifies that the date parameters are variable, the output will be based on the start date of the report. The start date will be a calculated date based on the system date. Output will take the system date at the time the output is generated and add days (plus or minus) to the system date to arrive at the start date. This start date is then passed to one of the five techniques offered to control data being output. The five options for controlling the variable output are as follows: OPTION 1

The system date at the time output is generated will add days (plus or minus) to it to arrive at a start date. The start date will be used to look up the appropriate calendar established for that output. There are three calendars utilized depending on the output desired: OBPM - Order Booking Period Maintenance SAPM - Sales Analysis Period Maintenance GLPM - General Ledger Period Maintenance All data with dates falling throughout the entire period defined will be output under this option.

OPTION 2

The system date at the time output is generated will add days (plus or minus) to it to arrive at a start date. The start date will be used to look up the appropriate calendar established for that output. There are three calendars utilized depending on the output desired: OBPM - Order Booking Period Maintenance



SAPM - Sales Analysis Period Maintenance GLPM - General Ledger Period Maintenance All data with dates falling from the first date of the period through the calculated start date will be output under this option.

OPTION 3

The system date at the time output is generated will add days (plus or minus) to it to arrive at a start date. The start date will be used to establish the calendar month. With this option, user will have defined the From and Thru Date for this calendar month. Only data falling into the From and Thru dates will be output under this option.

OPTION 4

The system date at the time output is generated will add days (plus or minus) to it to arrive at a start date. The start date will be used to establish the calendar month. With this option, user will have defined the From Date for this calendar month. Only data falling into the From and Calculated Start Date will be output under this option.

OPTION 5

The system date at the time output is generated will add days (plus or minus) to it to arrive at a start date. With this option, user will have defined a parameter called DAYS. If DAYS are negative, then output will take the start date and subtract the days to arrive at a From date for the report. The THRU date will be the start date. If DAYS are positive, then output will take the start date and add days to arrive at a Thru date for the report. The FROM date will be the start date.

In addition to automatic cron scheduling of user-specified reports in background processing, CRONM also allows the user to actually create a program record for a particular cron job. A program record is normally maintained in the PGC program where records created allow for defining what programs may be run directly from the menu. This offers several advantages such as: 1.

The user can assign a function name for the cron job and execute the function name from any menu eliminating the need to search for a particular cron job in the CRONM program.

2.

The user can add the function name to a standard Next Generation Software menu or a user designed menu.

3.

The user can restrict the use of any particular cron job with the use of security.



The following selection screen applies to the standard SAR and SAY sales reports only. This screen describes cron options for reports that are normally run by entering a From Date and Thru Date.

Use Current Period

If the user selects option ‘N’, the program will use the sales analysis year and From / Thru periods to execute the report.

+/- Days for Thru Period

If the user selects option ‘Y’ in the parameter above, the program will ask for the number of days +/- for the Thru period. Enter a value to be used to calculate the Thru period that will used for the report. Example, if the report is to be run thru the current month and you want the report to run on the first of the month enter a value of -1. If you want the report to run on the fourth of a month enter a value of -4.

No. of periods back for From Period

If the user selects option ‘Y’ in the parameter above, the program will ask for the No. of Periods back for From Period. Enter a value to be used to calculate how many periods back the program should start with.



The system will inquire if the user wants to create a program record to run from the menu. If the response is yes:

MENU PROGRAM NAME

Enter the program name to appear on a menu. It is suggested that program names assigned begin with the letter "x".

CREATE MENU

Enter A to automatically create a new menu in which this program can reside or update an existing menu to include this program.

If A is chosen:

MENU NAME Enter the menu name where the program will reside. If the user enters a menu that already exists, the new program will be inserted into the menu in the first blank space Available in that menu. If the user enters a new menu name, then the menu will be created with the new program as the first entry.

MENU TITLE This title will be displayed in the menu heading. If an existing menu is selected the default menu title will display.

PROGRAM This will appear next to the program name on the DESCRIPTION menu.

Enter M to go into the MENUS program to add this program to a menu manually. If M is chosen, the system will display the MENUS screen so the user can add the menu manually. Please refer to the MENUS program in the Systems Utilities Section. By entering P, a program record will be created that will not appear on any menu. The program can still be run by typing in the function name from any menu and the user can add it to a menu at a later time through MENUS.



MISCRON- CRON JOB MAINTENANCE Introduction In addition to User defined crons (CRONM), there are System defined crons which are set up and maintained in the program MISCRON and are usually used to execute purges or removal of data, movement of data such as history, recalculation of data such as aging buckets, or checking statuses of various system functions to ensure data integrity. End users would not normally setup or maintain these special system crons unless instructed by someone from the support center. These System Crons do not allow for prompting and are pre-defined when your system is delivered. The miscrons do not use the UNIX cron technique, but instead has its own simulation of the UNIX cron. MISCRON will set up what are referred to as ‘at’ jobs internally which creates ‘at’ commands. The 'at' command will execute a command once in background. There is an ‘at’ job for the MISCRON program that runs just after midnight, which sets up itself and the other miscron at jobs for the new day. Note that whenever you add a new program to run as an MISCRON job, it will not be executed until the following day (after the miscron ‘at’ job is executed). MISCRON: example of a miscron job set up to gather information.



MISCRON- STANDARD SYSTEM SCHEDULED JOBS The following list describes standard miscron records that should be processed periodically by the cron utility in order to keep the database in order: RECORD ID DESCRIPTION ACTION alert This program checks to see if the alert demon is

running and will re-start if necessary. When a new system is installed or when upgrading to the latest version through the upgrade scripts, an MISCRON job for the ALERT program should be loaded onto your system. The name of the MISCRON should be called "alert". Initially, when an MISCRON job is loaded onto a system, the job is set NOT TO RUN (i.e. the Daily Job Flag and all Days to run are set to NO). When you are ready to begin using this feature you should activate this MISCRON by entering the days and times you want this to run (see documentation on MISCRONS if more information is needed). This can be done by your system administrator or by calling our support center.

apmeage This program is run on a periodic basis to re-age the

vendor A/P balances. A/P Aging is controlled by ACF options ap011 – ap015.

armeage This program is run on a periodic basis to re-age the

customer A/R balances. A/R Aging is controlled by ACF options ar065 – ar072.

Files Purged: custcred, divdptr

armpr This program is run on a periodic basis to purge

records in the ARMP output files that are older than the number of days that the user has opted to save the data. This is controlled by ACF option ‘ar033’.

Files Purged: armpreg and armpmth

atm This program is run on a periodic basis to purge

records in the AUDITS file that are older than the number of days that the user has opted to save the data. This is controlled by ACF options specific to each program which writes to the AUDIT file. Example: ACF option ‘delaud01’ controls CM audits

Files Purged: audits

boxprg This program is run on a periodic basis to purge

Package Box records that are older than the number of days the user has opted to save the data. This is controlled by ACF options AR159 and AR159A

Files Purged: boxh, boxd, boxs

bmexr This program is run on a periodic basis to purge

records in the BOM explosion register file that are older than the number of days that the user has opted to save the data. This is controlled by ACF option ‘bm004’.

Files Purged: bomexpr

bulog This program enables the system to send an e-mail



of the backup log and / or fax status notifications . cashj This program is run on a periodic basis to purge

records in the CASH files that are older than the number of days that the user has opted to save the data. This is controlled by ACF option ‘ar032’.

Files Purged: cashdep and cashrcpt

cashwd This program is run on a periodic basis to purge Cash

Withdrawal header and detail records that are older than the number of days the user has opted to save the data. This is controlled by ACF option CASHWD02

Files Purged: posswph, posswpd

clearob This program is used to unload the stranded order(s)

to a directory file and then remove the problem order(s) from the booking table if and when the system writes a negative booking and not the corresponding positive booking.

Records removed from ordbookh, ordbookd

cpm This program is run on a periodic basis to purge

Contract Price records that are older than the number of days the user has opted to save the data. This is controlled by ACF option AR148.

Files Purged: matrix.

cpp This program is run on a periodic basis to purge

Customer Purchase Profile records that are older than the number of days the user has opted to save the data. This is controlled by ZACF option XCPP005.

Files Purged: xcpphdr, xcppdet

exr This program is run on a periodic basis to purge

records in the Exception Register files that are older than the number of days that the user has opted to save the data. This is controlled by ACF option ‘ar028’.

Files Purged: excpreg

fmi This program is run on a periodic basis to purge FMI

Upload records that are older than the number of days the user has opted to save the data. This is controlled by ACF option FMI010

Files Purged: shipf

fmmprg This program is run on a periodic basis to purge

obsolete freight management tables that are older than the number of days user has opted to save the data. This is controlled by ACF option ‘fm011’.

fxam This program is run on a periodic basis to purge

records in the fax audit that are older than the number of days that user has opted to save the data. This is controlled by ACF option ‘fx010’.

Files Purged: fax audit

fxqm This program is run a periodic basis to purge records

in the fax queue table that are older than the number of days that user has opted to save the data. This is controlled by ACF option ‘fx011’.

Files Purged: faxq

gaiv This program is run on a periodic basis to purge Item

Average Inventory Value records that are older than Files Purged: iavgval



the number of periods the user has opted to save the data. This is controlled by ACF option INV048.

glcap This program consolidates G/L Files into 1 file for

ease of moving or using G/L data in other third party products. Program combines glchart, glhist and glbudg files into the glcap files.

glprg This program is run on a periodic basis to purge

General Ledger Detail 2 records that are older than the number of days the user has opted to save the data. This is controlled by ACF option GL016

Files Purged: gldetail2

ibtm This program is run on a periodic basis to purge zero

balance intransit records. Files Purged: intransit

icrar This program is run on a periodic basis to purge

records in the Item Future Cost files that are older than the number of days that the user has opted to save the data. This is controlled by ACF option ‘inv022’.

Files Purged: icrar

ikwm This program is run on a periodic basis to rebuild item

key words. The records that were previously generated will be deleted and replaced by the newly generated records.

itq This program is run on a periodic basis to purge

records in the Item Transaction Detail file that are older than the number of days the user has opted to save the data. This is controlled by ACF option ‘inv020’.

Files Purged: itemtran

itr This program is run on a periodic basis to purge

records in the Item Transaction Register file that are older than the number of days the user has opted to save the data. This is controlled by ACF option ‘inv020’.

Files Purged: itreg

iuts This program is run on a periodic basis to purge Item

Replenishment Usage History (IUHM) records that are older than the number of days the user has opted to save the data. This is controlled by ACF option INV028.

Files Purged: itu

lsm This program is run on a periodic basis to purge Lost

Sales records that are older than the number of days the user has opted to save the data. This is controlled by ACF option OE043A

Files Purged: lostsale

miscron This program is run on a periodic basis to purge

records in the mis_errors directory which tracks fatal messages that were generated.

molm This program is run on a periodic basis to purge

Blanket Order records where the detail quantities are zero and are older than the number of days the user

Files Purged: Normal order files



has opted to save the data. This is controlled by ACF option OE053

note This program is run on a periodic basis to purge

Customer, Item, Vendor Notes, Prospect (cnote, inote vnote,pnote) records where the purge flag = Y and the end date is older than the number of days the user has opted to save the data. This is controlled by ACF option DELNOTE

Files Purged: notes.

nreqr This program is run on a periodic basis to purge

Purchase Order Requisition Register records that are older than the number of days the user has opted to save the data. This is controlled by ACF option PO007.

Files Purged: poreqr

obr This program is run on a periodic basis to purge

records in the order bookings files. Booking data older than “X” days are purged. “X” is defined in ACF option ‘oe005’.

Files Purged: ordbookh, ordbookd

order This program should be run daily. Parameter 1

passes “FORELEASE” to program. This routine will search order detail records for future order transaction type and release these orders as scheduled.

pordsu This program is run on a periodic basis to purge

Purchase Order Receipts Direct Ship Processing records where the date is the records is older than the current system date minus the number of days the user has opted to save the data is . This is controlled by ACF option PO084.

Files Purged: pords.

pgc This program is run on a periodic basis to purge

Program Audit Trail records ( Used by PGCR) that are older than the number of days the user has opted to save the data. This is controlled by ACF option DELAUD00

Files Purged: pgcaudit

phs This program is run to purge forms records from PHS

(Emails generate records in the SPOOL1 directory though these are not accessible through PHS). The program selects all records from the PHS table with no .h record which are less than the current date less the number of days defined in ACF option phs005 and removes them. If phs005 is not valued, 0 or missing, nothing will be deleted.

Files Purged: spool1 (if other spoolers are set up in acf options phs005a, b, c, etc., then other files such as spool2, spool3, etc. will also be purged.

pisi This program is run on a periodic basis to purge

records in the Physical Inventory file that are older than the number of days the user has opted to save the data. This is controlled by ACF option ‘pi002’.

Files Purged: physh physd physf physhcomt physdcomt

pomr This program is run on a periodic basis to purge

records in the Purchase Order Maintenance file that are older than the number of days the user has opted to save the data. This is controlled by ACF

Files Purged: pohmaint pohmaint2 podmaint podmaint2



option ‘po008’. poprg This program is run on a periodic basis to purge

records in the Purchase Order files that are older than the number of days the user has opted to save the data. This is controlled by ACF option ‘po014’ and ‘po015’.

Files Purged: pohdr pohdr2 podet podet2 pohcomt podcomt porctl porctlh porctld porctld2 pordetl porhcomt pordcomt

pospcm This program is run on a periodic basis to purge Point

of Sale / Credit Card Interface records that are older than the number of days the user has opted to save the data. This is controlled by ACF option CCI005

Files Purged: poscci

scpr This program is run on a periodic basis to purge

Commissions to be Paid records where the control date is older than the number of days the user has opted to save the data. This is controlled by ACF option SA026.

Files Purged: compay

somr This program is run on a periodic basis to purge

records in the Sales Order Maintenance file that are older than the number of days the user has opted to save the data. This is controlled by ACF option ‘oe007’.

Files Purged: ordmaint

sosr This program is run on a periodic basis to purge

records in the Sales Order Register file that are older than the number of days the user has opted to save the data. This is controlled by ACF option ‘oe006’.

Files Purged: ordreg (ordera orderb orddet if ‘FF’ or ‘XX’ trans type).

sq This program is run on a periodic basis to purge

records in the Sales analysis file that are older than the number of days user has opted to save the data. This is controlled by ACF option ‘sa003’.

Files Purged: sahdr, sadet, sahdra, sadeta

tax This program is run to purge tax records. Program

purges tax records which have the purge flag set. Prior to purging, this routine will verify that this code is not in use on existing data. If in use, it will not purge.

tcm This program is run on a periodic basis. It’s purpose

is to check the A/R file for records with special A/R terms and split the A/R up as defined in the special terms code.

unm This program is run on a periodic basis to purge fully

closed Un-Invoiced Purchase Order Receipt records that are older than the number of days the user has opted to save the data. This is controlled by ACF option PO023A

Files Purged: uninrct.

util This program is run on a periodic basis to check ALL

file indexes and repair any indexes that are out of sync with the data records. All database files indexes are checked for continuity.

vfm (qprg) This program is run on a periodic basis to purge Files Purged: for quote



records in the Quotation files that are older than the number of days the user has opted to save quote data. This is controlled by ACF option ‘qo006’.

trantypes, ordera, orderb, orddet

vfm (invhprg) This program is run on a periodic basis to purge

records in the Invoice History files that are older than the number of days the user has opted to save Invoice History data. This controlled by ACF option ‘ar074’.

Files Purged: inva, invb, invd, invs, invhc, invdc

vra This program is run on a periodic basis to purge

records in the Vendor Receipts Analysis file that are older than the number of days the user has opted to save the data. This is controlled by ACF option ‘po013’.

Files Purged: portran

webcatre This program is run on a periodic basis to purge Web

Catalog Request records after they have been exported to an ASCII file and are older than the number of days the user has opted to save the data. This is controlled by ACF option WEB033 (B2C Module only)

Files Purged: webcatconf



IKWM- ITEM KEYWORD MAINTENANCE Introduction The IKWM program is used for maintaining a table consisting of keywords that can be used to look up item numbers in the Quote, Order Entry and Bill programs. The user can automatically create this table from the item descriptions and cross reference fields that are stored in the Item Master Table, by using the GENERATE button on the menu options in this program. Note that every time the GENERATE button is used; the records that were previously generated will be deleted and replaced by the newly generated records. The user may add items manually to this table by using the ADD button and may also import an outside pre-built file by clicking on the IMPORT button. The IMPORT option allows the user to upload records from a specified directory and file name to generate records in the Web Item Keyword Table. The user may pre-build this file having two columns, the first column being the item id, the second column being the keyword. The IMPORT function assumes a "|" or "," separator between fields. These manually added items, (i.e. any that were IMPORTED or ADDED) will not be removed when the GENERATE feature is executed. They can be removed by the REMOVE button. The user may also UPDATE, QUERY or VIEW any records in the table. Keywords are NOT case sensitive. When searching, multiple keywords can be entered to narrow the search. IKWM: The Item Keyword Maintenance program is used to maintain keywords that can be used to lookup items in the Order Entry Program.



The user may import a file of keywords by defining what the file is named and where the file is located. Type PROCEED and click on the OK button when ready to import the file.



MISDOCM- DOCUMENTATION MENU MAINTENANCE Introduction This program will allow the user to maintain what documents appear in the Documentation window, when the Documentation button is selected from the main menu window. You can define what documentation appears in the documentation window down to a user level if desired. There is one main User ID record that contains all the Next Generation™ manuals defined in the system with the User ID "munics". The hierarchy of the program that reads these records to determine what to display is: 1 - search for a user specific record, if none is found then 2 - search for a user record defined as "all" if none is found then 3 - search for a user record defined as "munics" Only the user record "munics" will be updated when new releases are loaded onto your system. The table that these records are stored in is called "misdoc". This table is maintained through the MISDOCM program. Within that table, a documentation type field called "doctype_misdoc" contains the code "munics", this is the way of distinguishing Munics documentation from User documentation. ACF options sys015 through sys015d, control the default location (i.e. the directory path or URL location) of where the actual documents reside (i.e. the PDF files). When entering in or pasting the path you would like to setup for ACF option sys015 and the value field is unable to hold the entire path. You can use, sys015a, sys015b, sys015c, sys015d. These additional ACF options enable you to string together the Entire Path / URL. If the user wants a document to use the default location, click on the "Use Dflt" check box next to the specific entry. To manually enter the directory/URL path, type the FULL path in the URL field. The default location ACF option (sys015-sys015d) may be updated in this program by "clicking" on the "Dflt URL" button. Two programs, (misdocm and manual) must be set up in the PGC program. The "misdocm" program is the edit program where changes can be made and the program that actually calls up the window to display the documentation is called "manual". Both programs access the table called "misdoc". A duplicate function exists to allow you to easily create your own "all" record or individual user records. To duplicate a record, click on the Duplicate button, enter the user you are going to duplicate from into the user ID field (i.e. munics for example), then click on the Duplicate button again, enter the user ID that you are going to duplicate to, then click the OK button. Once you have the record duplicated, you can then add, change or remove records to tailor what appears in the documentation window for that particular user. If you wish to update a user's record with the latest Munics Manuals, you may use the duplicate feature. The system will inform you that a record already exists, and allow you to either “Cancel”, “Replace All” the entire users entries (i.e. all entries), or just replace the “Munics” Manuals in the users record.



The "Documentation" can be the same for all users or defined by each user if desired. Use the program misdocm to maintain this list of documents, URL, pictures, etc. that will be displayed when the button is selected.

The user may Add, Update, Remove, Query, Duplicate or View entries in this table. If you want to change the default directory path, click on the Dflt URL button. Check the box next to the entries you wish to use the default location. Use the sequence number to rearrange the display. Use the Show button to either show or hide the entry.



MUTC- MASTER USER/TERMINAL CONTROL PROGRAM The Master User/Terminal Control program works exactly like the UTC program (see section on UTC). The only difference is that UTC is for a single user and only allows changes to the record of the user that is currently logged in. MUSM is for the systems administrator and allows changes to any user’s record. OSM - OPERATING SYSTEM MODE Introduction This utility allows a user to access the operating system mode directly from the menu system. To return to the menu system from the operating system mode the user may type exit or press <CTRL- D>. The System Administrator should implement appropriate security on this utility. Operating System Mode allows the user to access files, directories, and system components. Access to this feature should be limited to System Administrators only.



PROMPT- FILE MAINTENANCE PROMPT CONTROL Introduction The PROMPT program is used to control what fields the user will be prompted for when adding new records and in what sequence these fields will appear. The following records may be maintained through this program.

PROMPT RECORD KEY ID

USED TO CONTROL PROMPTS IN USED IN MODULE

apvehdr APVE program - A/P Voucher Entry AP customer CM program - Customer Maintenance AR fammatx FMT program - Family Matrix Table Maintenance IC ipmb IPMB program - Item Planning Maintenance - Branch IC item IM program - Item Maintenance IC podet POE program - P. O. Detail Line Item Entry - Stock PO podetn POE program - P. O. Detail Line Item Entry-Nonstock PO pohdr POE program - Purchase Order Header Entry PO vendor VM program - Vendor Maintenance PO, AP

This program controls the file maintenance programs in several application modules. Use the appropriate Prompt Record Key ID to define the fields to be prompted for in the program selected.



Procedure From the menu, enter "PROMPT":

If the user selects Prompt Control for Programs with Fixed Field Sequence, Screen 1:



Screen 2:

______________________________________________________________________________ Enter the KEY ID for this prompt record. Example: Enter "customer" to define the prompt fields when maintaining the customer master. Example: Enter "item" to define the prompt fields when maintaining the item master. This program is designed to control the fields a user is prompted for in several maintenance or entry program. There are three options available to turn a prompt field on: Enter 'Y' next to the corresponding field number to prompt this field when a user is adding a record. Enter 'M' next to the corresponding field number to prompt this field when a user is adding a record. A value of 'M' next to a field will make an entry into this field MANDATORY. For fields designated as 'M', the system will validate that there is a valid entry in the field. Enter 'N' next to the corresponding field number to indicate this field will not be prompted for when a user is adding a record. NOTE: The CM, IM and VM programs have a special exit at the end of the ADD Mode only. This exit is used to run one or more additional programs after the main program data has been entered. To chain into another program in the system, there must be a prompt record inserted with a corresponding PGC record with the program to run named the same as the prompt record. If the PGC record is missing, the program will not be processed. Each correct entry will be processed one at a time sequentially from 1 through 999. See the PGC program to create the program that is required. The following are examples of how this function works: ITEM file (IM program) PROMPT record 'File Name' must be item-1 through item-999 PGC record must also be named item-1 through item-999 (matching names).



CUSTOMER file (CM program) PROMPT record 'File Name' must be cust-1 through cust-999 PGC record must also be named cust-1 through cust-999 (matching names). VENDOR file (VM program) PROMPT record 'File Name' must be vend-1 through vend-999 PGC record must also be named vend-1 through vend-999 (matching names). If user selects the Flexible Prompt Field Sequence option:

If user selects the Flexible Prompt Field Sequence option:

If the user selects option 1:


Enter program name for which to define prompts.

SCREEN TYPE

Enter the screen type. 1-Header 2-Detail



3-Non-stock Detail 4-Summary

SEQ. PRIORITY

Sequence will default to zero.

AUTO DISPLAY HEADER

This field is used in the ORDER Management programs to control whether to open the header window or not. The header window is optional and offers several header fields to display after customer is selected. Enter Y, N, or leave NULL.

PRMPT1 FIELDS

Enter prompt fields separated by a comma: Example:12,44,5 User may opt to enter 999 as the last field number to indicate to automatically proceed to item ID prompt without stopping at Header Options prompt.

PRMPT2 FIELDS

Additional fields for entering prompts separated by a comma: Example:12,44,5 User may opt to enter 999 as the last field number to indicate to automatically proceed to item ID prompt without stopping at Header Options prompt.





If user selects the Flexible Prompt Field Sequence option:


Enter program name for which to define prompts. Valid entries are: Bill Order Quote Ship

SCREEN TYPE

Enter the screen type: 1-Header 2-Detail 3-Non-stock Detail 4-Summary

KEY TYPE

Enter the optional key type. 1-Division 2-Tr Type 3-Branch 4-Customer ID 5-Item ID

KEY VALUE

Enter key value based on key type. The key type controls which flexible variables will control the prompts.

SEQ. PRIORITY

Enter unique priority sequence for this key type.

ADD/REPLACE CD

Enter A to add or R to replace existing prompts.

AUTO DISPLAY HEADER

This field is used in the ORDER and QUOTE Management programs to control whether to open the header window or not. The header window is optional and offers several header fields to display after customer is selected. Enter Y, N, or leave NULL.

PROMPT FIELDS

Enter prompt fields separated by a comma. Example:12,44,5 After the last prompt field the user may opt to insert 999 as the last field number. If 999 are found, it will serve to automatically move the cursor forward. If in the header area, the 999 will place user directly in the item 10 field. If in the detail



area, the 999 will place the user in the next Item ID field after the last prompt. If 999 mode is active, the user may force the options prompt by pressing ESC anytime before the 999 prompt is invoked. User may wish to run a special program or process when in ADD mode automatically. This can be accomplished by inserting the following: [XXXX] Example: If prompts were 9, 2, [OMRD] would prompt user for field 9, then 2, then program OMRD would run.

Default Records Default records may be established in several file maintenance programs. The purpose of the DEFAULT record is to automatically initialize data fields to values desired by a specific end user in a record when user is in ADD mode. The following programs have this feature built into the program. To ADD a default record for one of these programs the user should go into the program and ADD a record where the ID of the record in most programs, is ‘DEFAULT’.

PROGRAM DESCRIPTION DEFAULT ID FIELD TO INPUT DEFAULT ID

BOMM Bill of Material Maintenance DEFAULT BOM ID BOMM Bill of Material Maintenance DEFAULT Component ID CCM Customer Credit Maintenance DEFAULT Customer ID CM Customer Maintenance DEFAULT Customer ID FMHME Hundredweight Manifest Entry DEFAULT Shipment Number FMSME Standard Manifest Entry DEFAULT Shipment Number FMT Family Matrix Table Maintenance DEFAULT Item Family Class and

Customer Family Class GLC G/L Chart of Accounts Maintenance

- Divisions/Departments DFLT Division ID

GCC G/L Chart of Accounts Maintenance - Corporations and Divisions

DFLT Corporation ID

IM Item Maintenance DEFAULT Item ID IAMB Item Branch Planning Maintenance DEFAULT Item ID PMT Price Matrix Maintenance DEFAULT Item Matrix Class VM Vendor maintenance DEFAULT Vendor ID KITM Kit Maintenance DEFAULT Kit ID KITM Kit Maintenance DEFAULT Component ID

The user may enter any default data fields desired to be automated when adding new records into the system. To UPDATE an existing DEFAULT record, simply press SHIFT+Z simultaneously when in the ring menu and the default record will display. The user may now modify the default data



RMAIL- RECEIVE MAIL FROM OTHER LOGINS Introduction The RMAIL program is an interface to the UNIX sendmail utility which is a mail transfer agent that resides on the UNIX system. It will allow the user to view messages appearing in their UNIX mailbox that have been sent by other users through the UNIX sendmail utility as well as UNIX system generated messages. The sendmail utility sends a message to one or more people, routing the message over whatever networks are necessary. sendmail does internetwork forwarding as necessary to deliver the message to the correct place. sendmail is not intended as a user interface routine. Other programs provide user-friendly front ends. Procedure From the menu, enter "RMAIL" : To read a mail message, highlight the desired message.

New Mail Calls in the SMAIL program to allow the user to send a new UNIX Message. Reply Copies the current message and opens SMAIL to allow the user to send a reply to the user who

initially sent the mail. Reply All Copies the current message and opens SMAIL to allow the user to send a reply to all users listed on

the original mail. Forward Copies the current message and opens SMAIL to allow the user to forward a copy of the message

to another user. Delete Select the message by marking the check box then click delete. Or use the select all button in the

upper part of the window to mass delete more than one message at a time. Get Mail Looks for new messages and refreshes the window.



SAGATH- SALES ANALYSIS GATHER PROGRAM Introduction CAUTION: SAGATH is a Systems Utility program that is not normally run by customers without instructions and/or guidance from a Support Representative. This program is used when initially creating specific smaller sales analysis tables used by the CSA and ISA sales analysis reports, or it may be used to repair these tables should they become damaged due to any hardware or software problems. Examples of these smaller tables would be SACUSTA, SACUSTB, SACUSTC or SAITEMA, SAITEMB, SAITEMC and so on. These smaller tables are usually created as the user requests them. The function of this program is to gather sales information from the master tables, into smaller, more compact tables that are used by the various reports. The way the system works is when orders are billed through the billing update program, it creates sales history records in the master sales tables called SAHDR and SADET. (The update program would also create records in any of the smaller tables if they already exist). If a user has been running the system for awhile and decides that they would like to see a sales report by Division, Customer, Product Group, State, Salesperson, and no other smaller table contains those fields, a programmer would create a new table containing them. Once the table is established, they would run the sagath program to collect the history from the main SAHDR and SADET tables into this newly created table. After the table has been populated, the billing update program would then continue to write any new records to the new table. Procedure Enter the sales analysis "from year" and "from period" and the "thru year" and "thru period" for gathering s/a data. Then enter the tables that you are going to gather. ***************** SA GATHER PROGRAM ***************** Program will allow user to select an S/A period that needs to be gathered. Program will allow user to pick the table(s) to be regathered. Program will zero data fields for the selected periods and then begin re-gathering data from the existing sahdr and sadet tables. Program provides an option to either delete or keep records that were re-gathered where all the fields in a re-gathered record are zero.



From the menu, enter "SAGATH":



SMAIL- SEND MAIL TO OTHER LOGINS Introduction The SMAIL program is an interface to the UNIX sendmail utility which is a mail transfer agent that resides on the UNIX system. It will allow the user to send messages to other logins through UNIX and can be read by the RMAIL program. The sendmail utility sends a message to one or more people, routing the message over whatever networks are necessary. sendmail does internetwork forwarding as necessary to deliver the message to the correct place. sendmail is not intended as a user interface routine. Other programs provide user-friendly front ends. Procedure From the menu, enter "SMAIL":

Use the All button from the drop down window to send a message to all users. Use the clear button to clear the entry.

1.

To send a mail message, type in the user login to send the mail to and press RETURN. To send a mail message to all users, click on the drop down button and the click on the all button.

2.

Enter the message to be sent and press RETURN.



UTC- USER TERMINAL CONTROL USER DEFAULT RECORDS When logging into (accessing) the Next Generation system, the printer name, spooler hold file path, company name, monitor type, default division, default department and default branch are set for a user based on either the TTY device (terminal name) they are using or the user name they use to login. The method that is used depends on whether users log into the system through a network or accesses the system through a direct connection via an asyncronous/serial/rs232 connection. When accessing the system through a direct connection, the Terminal Control Maintenance (TC) program is used to set the defaults on a TTY device basis. Each time a user logs in using the device, the defaults are set based on the terminal name, regardless of the user who logs in. The User Terminal Control program (UTC) was developed specifically for users who access Next Generation software through a PC network. On a PC network, the TTY device (terminal name) will vary each time a user logs into the system. Therefore, the defaults cannot be set on a device basis. UTC is used in place of the TC program. Unlike the TC program, which uses the terminal name (TTY) as the key, UTC uses the user login name from the User Login Information Maintenance program (UIM) as the key. UTC enables the user to maintain their default printer, spooler hold file path, company name, monitor type, default branch, default division and default department, regardless of when and where they log in. UTC and TC work in conjunction with ACF option 'sys002'. The ACF option should be set to "0" if the defaults are based on the device name (i.e. TC). The ACF option should be set to "1" if the defaults are based on the user id (i.e. UTC). If a user attempts to access the UTC program and the value of ACF option is not set to "1", the program will display a warning that the system is not setup to be controlled on a user basis. If you wish to set up default records for a user in a network environment, do the following:

1. In program ACF, change the option value of acf option "sys002" to a "1", to use the user name as Defined in the UIM record to determine the printer and spooler. 2. In program UIM, set up the default branch, division, department, menu to call, etc. for the user You desire. 3. In program UTC, set up the default branch, division, department, printer name, etc. for the user You desire.

Note that when ACF option ‘sys002’ is set to "1", the Terminal Control (TC) records are ignored. Note that the default branch, division and department utilized will depend on the setting of other ACF options and the logic used by different programs. For example, the default division id used by Order Entry will be based on the setting of ACF option ‘oe035’. If the option is set to "1", it will default to the division defined in the user’s UIM record. If the option is set to "2", it will default to the division defined in the user’s UTC record or the device’s TC record. If a user attempts to access the UTC program and the value of ACF option is not set to "1", this message will appear.



By answering yes to 'Continue running program (Y/N)?’ UTC will allow you to modify the record, but the changes will not take effect until the ACF record has been changed. Procedure From the Menu enter 'UTC'



The following fields may be entered: USER NAME This field contains the user name of the person logged in. PRINTER NAME

This field contains the name of the assigned printer device normally utilized by this terminal device. Example:lp1

SPOOLER HOLD PATH

When the user chooses to (H)old a print job for output to the spooler, the spooler path must be specified. This field will contain the path for directing the output file to the spooler. The directory should be set up through the operating system prior to sending reports to the hold file. Also, an ACF record must be inserted for the name of the spool directory and the value in the ACF record will be the next sequential job number to be assigned for reports sent to that spooler file. Example:'/usr2/dcm/spool1' All files chosen from the (H)old option will be sent to spool1 directory under ‘/usr2/dcm.’

COMPANY NAME

The company name field may contain up to 30 characters. This name will display and print on many output documents.

MONITOR TYPE

Enter the monitor type. 1-Character monochrome 2-Character color 3-Console monochrome 4-Console color

BRANCH

This field contains the default branch code for this terminal.

DIVISION DEPARTMENT

This field contains the default division code for this terminal. This field contains the default department code for this terminal.



UTIL- INFORMIX INDEX REPAIR AND STATISTICS UTILITY Introduction CAUTION: UTIL is a Systems Utility program that is not normally run by customers without instructions and/or guidance from a Support Representative. The purpose of the Informix Index Repair/Statistics program is to check the integrity of the Informix Data Base, repair or rebuild indexes on tables that have encountered any problems and to report statistics on tables within the database. THE FOLLOWING OPTIONS ARE AVAILABLE in Menu Options: CHECK TABLE: The CHECK option is used to check the indexes belonging to a table. If any errors are

detected, the system will notify the user. If there are index errors present, the user must run the REPAIR option to correct the problem.

REPAIR TABLE: The REPAIR option is used to repair any index problems that may be encountered in

the system. The list of possible parameters to be used is as follows: "Y" Answer YES to all questions – if the program finds a bad index it will automatically repair the index. "N" Answer NO to all questions – if the program finds a bad index it will NOT repair the problem. "I" -Checks index file only – checks the status of the index file – no repair. "L" -List entries in B – Tree. "Q" -Suppress printing of the program banner. "S" -Re-size the index file node size. Examples of this are as follows: To check and repair any index problem in a file, type Y. To check and NOT repair any index problem in a file, type N. Combining Y and N will produce results depending on the first letter entered. Y and N are the common usages of this repair utility, and unless the user knows what they are reading, the other values listed will not be of any help.

STATISTICS: The STATISTICS option is used to report Table Statistics on user selected tables. It

will produce a report detailing the number of estimated bytes a table should be using versus the actual table disk size and show the estimated free megabytes available to the user file system if that space was to be returned.



From the menu, enter "UTIL"



WHOSON- WHO’S ON Introduction This program is used as a tool to find out what users are logged into the system and what programs they are currently running. It is useful in resolving "program conflicts" that might arise. It is also helpful in finding out who is still on the system if when you need to re-boot. The program will display the total number of users and will differentiate between WINGS users and character users. The Refresh Button refreshes the screen when accessed, displaying the User, the Device, the Machine address, the Date and Time they logged in. From the menu, enter "WHOSON"



ZACF- USER APPLICATION CONTROL FILES Introduction This program functions similarly to the ACF program. The records that may be created or used in the ZACF file are typically geared to any custom software that may be written for a user where an option control record is needed in order for that program to function properly. Procedure From the menu, enter "ZACF": The program will require a valid password.

Once the correct password is entered, you may add, update, remove, query, view, etc.

If the LIST option is selected :

The LIST option allows the user to enter their selection criteria and then view all the selected records, with the most important fields listed, on one screen. If the user "double clicks" on any of the records, or highlights a record and clicks the "OK" button, the ZACF main edit program is executed and gives the user access to all the fields in the ZACF table.



ZIPM- ZIP CODE MAINTENANCE Introduction The Zip Code maintenance program enables the user to establish and maintain the zip code/ city/ state relationship. Customer and Vendor related input call upon this file during the add mode. This provides the user with the ability to enter a zip code and have the corresponding city/state/country fields be automatically populated. Procedure From the menu enter "ZIPM": The following fields may be entered:

Zip Code This field may contain up to 10 characters City This field may contain up to 28 characters State This field may contain up to 4 characters Country This field may contain up to 10 characters

Populating Zip Code table The user may populate this table by to obtaining a zip code file. A source for this information may be found by logging on to the following internet site: http://www.zipinfo.com. When using the import function of zipm, the input file format should be a quote delimited, comma-separated ASCII text file. Field Definitions: Field Type Length Zip code Fixed length ASCII 5 numeric characters City Name Variable length ASCII 28 maximum State Code Fixed length ASCII 2 Sample Records: "00210","Portsmouth","NH" "



SYSTEM DIAGNOSTIC PROGRAMS SYSTEM DIAGNOSTIC OVERVIEW Several programs have been written to assist the system administrator in monitoring the system. For example, disk space should be monitored and the system should be rebooted ever 30 days. Your backup logs should be reviewed every day, the fax queues and cron jobs should be monitored to see that they are up and running. These tasks can be accomplished by periodically on demand calling up the individual diagnostic programs OR, they can be set up to run automatically and reported to you via an ALERT and/or an EMAIL notification (see AUTOMATED ALERT SYSTEM). The following describes these diagnostic programs. CRONS- CHECK SCHEDULED MISCRON JOBS Introduction The CRONS program is a diagnostic program that will check to see if various MISCRON JOBS have been run on their scheduled times. This program may be called on demand at any time and may also be included as part of the AUTOMATED ALERT SYSTEM. Procedure From the menu, enter "CRONS":

If you desire to have this program run automatically, through the AUTOMATED ALERT SYSTEM, you need to make sure a record exists in the alerth table by using the ALERTM program (see documentation on AUTOMATED ALERT SYSTEM). You should include the word ALERT in the Parameter 1 field.



ALERTM – If you wish to have his program set up as an automatic alert, set this record up in the ALERTM program.

FXSTAT- FAX STATUS Introduction The FXSTAT program is a diagnostic program that will check the status of the fax queue and fax server to see if it is up and running properly. It will also report to you, the status of each individual fax. This program may be called on demand at any time and may also be included as part of the AUTOMATED ALERT SYSTEM. Procedure



From the menu, enter "FXSTAT":

If you desire to have this program run automatically, through the AUTOMATED ALERT SYSTEM, you need to make sure a record exists in the alerth table by using the ALERTM program (see documentation on AUTOMATED ALERT SYSTEM). You should include the word ALERT in the Parameter 1 field. ALERTM –If you wish to have his program set up as an automatic alert, set this record up in the ALERTM program.

SPACE- DISK SPACE PROGRAM Introduction



The SPACE program is a diagnostic program that will check the available disk space on all file systems and report back to you the total number of bytes allocated, the number of free bytes available, the percentage of free space and any warning messages. The program will check the alert table (see AUTOMATED ALERT SYSTEM) and if it finds a record in the table for this program, it will use what ever is in parameter 2 and parameter 3 to check for the amount of free space that each file system should have. If no record is found in that table, the program will check to see if the file system is less than 1 gigabyte and has less than 10% free space left before giving a warning. A warning message will be displayed in red. If you see that the disk space is getting low, you should take action to prevent the file system from filling up. The file systems that are most likely to have these space issues are: /home - This file system contains all the directories and files associated with the user login. Whenever a user downloads files (For ex. Edi, ASCII), unless redirected somewhere else, always default to the /home/<login name> directory. /var - This file system contains ALL print spooling, AIX system mail and login history. Directories under this file system that experience this space problem are /var/adm. Under this directory there is a file called wtmp which tracks who logged into the system. This file is in binary format and could only be viewed with the "last" command. /var/spool contains all spooling information. Directories include mqueue and lpd. These directories usually grow because of print jobs that have had a problem printing and get caught in an endless loop. /var/spool/mail contains ALL AIX user mail. The "root" login is usually the file that causes the space problem. /tmp - This file system could contain print spool files, database related temporary files and user downloaded files. The 3 file systems mentioned above are ALL part of the AIX Operating System "root volume group" known as rootvg. The file systems mentioned below belong to Next Generation Software and WINGS applications. /usr4 - This file system usually contains the Informix and Next Generation Software applications. Typically this files system does not change in size unless there is a Next Generation, WINGS or Informix application upgrade. /usr6 and any other /usrXX (Where XX is a number) – These file systems contain the actual Database. These file systems will DEFINITELY change in size. Whenever you notice ANY file system being flagged by the automated alert system you should ALWAYS contact the support center so they could analyze and review the situation. Once the support center has completed their review and support person will contact you to discuss all options. Procedure



From the menu, enter "SPACE":

If you desire to have this program run automatically, through the AUTOMATED ALERT SYSTEM, you need to make sure a record exists in the alerth table by using the ALERTM program (see documentation on AUTOMATED ALERT SYSTEM). You should include the word ALERT in the Parameter 1. Parameter 2 contains the percentage and Parameter 3 contains the number of megabytes to compare against.



ALERTM –If you wish to have his program set up as an automatic alert, set this record up in the ALERTM program. Parameter #2 contains the percentage and Parameter #3 number of megabytes to check against.

UPTIME- SYSTEM UP TIME PROGRAM Introduction The UPTIME program is a diagnostic program that will check to see how long the system has been running since the last time it was rebooted. The program will check the alert table (see AUTOMATED ALERT SYSTEM) and if it finds a record in the table for this program, it will use what ever is in parameter 2 to determine the amount of days to check and see if a warning message should be displayed. In the event no record exists, 30 days is used for the comparison. This program may be called on demand at any time and may also be included as part of the AUTOMATED ALERT SYSTEM. Procedure From the menu, enter "UPTIME":



If you desire to have this program run automatically, through the AUTOMATED ALERT SYSTEM, you need to make sure a record exists in the alerth table by using the ALERTM program (see documentation on AUTOMATED ALERT SYSTEM). You should include the word ALERT in the Parameter 1 field. The number of days that the system date will be compared to should be entered in the Parameter 2 field. If this number is exceeded, an alert will be displayed. ALERTM – If you wish to have his program set up as an automatic alert, set this record up in the ALERTM program. Parameter #2 contains the number of days. If the program detects that the date exceeds this parameter, then an alert will be sent to the appropriate users as defined in this record.



SSLINFO- Check SSL Certificate Expiration Date Introduction The SSLINFO program is a diagnostic program that will check to see if the SSL Certificate is about to expire. The program will check the alert table (see AUTOMATED ALERT SYSTEM) and if it finds a record in the table for this program, it will use whatever is in parameter 2 to determine the number of days before the SSL certificate is to expire ( seen below ) based on the actual expiration date of the certificate as seen below. And if a warning message should be displayed. This program may be called on demand at any time and may also be included as part of the AUTOMATED ALERT SYSTEM. Procedure From the menu, enter “SSLINFO ": This window will able you to see the name of the server that is configured along with the SSL certificate expiration date.



ALERTM – To have his program set up as an automatic alert, update the program named sslinfo. For Parameter #2, enter the # of days before the SSL Certificate that you would like the alert to be sent. For Parameter #3 thru #5 enter the server / web server name that the program should check the SSL Certificate on.



AUTOMATED ALERT SYSTEM AUTOMATED ALERT SYSTEM OVERVIEW The Next Generation Automated Alert Management System will automatically notify users of various alerts during the day to day operation of your system if certain problems occur. These alerts are reported to the systems administrator, via an email or a warning message on the Menu Window, or both. You may optionally choose to notify all users who log into the system. When using email as the delivery mechanism for these alerts, the system administrator’s user ID must be defined in the specific alert that you are going to set up (i.e. in the program ALERTM). Up to four users can be designated to receive these alerts via email. Pre-defined Alerts such as checking for sufficient disk space, checking to see if Cron Jobs ran successfully, checking the backup from the previous day, and checking the fax demand to ensure that it is running properly should be set up on your system. The programs that comprise the Alert System are; (1) ALERTM the maintenance program that defines the alerts by entering the frequency and notification (this creates and maintains records in the alerth table). (2) ALERT, the actual program that runs in the background and reads the alerth table to check and see if it’s time to run any alerts. The MENU program re-cycles itself every 10 minutes to check the alerth table to see if there are any alerts that need to be displayed. When a new system is installed or when upgrading to the latest version through the upgrade scripts, an MISCRON job for the ALERT program should be loaded onto your system. The name of the MISCRON should be called "alert". Initially, when an MISCRON job is loaded onto a system, the job is set NOT TO RUN (i.e. the Daily Job Flag and all Days to run are set to NO). When you are ready to begin using this feature you should activate this MISCRON by entering the days and times you want this to run (see documentation on MISCRONS if more information is needed). This can be done by your system administrator or by calling our support center. If an alert occurs during the course of the working day, an alert warning can appear on the menu page of the system administrator or on all users’ screens. To view the alert, click on the ALERT! Warning message that appears in the menu window.



If you clicked on the ALERT! Warning message this window will appear describing what the system is alerting you about.

In the above window you have the option to Exit the window, View the Details of the alert by highlighting the alert and clicking on the View button or if you have the proper authorization, you can Clear the alert by clicking on the Clear button. If you clicked on the View button from the previous window, the detail window for the alert you chose, will appear. You can Clear the alert from this window as well, providing you have the proper authorization, by clicking on the Clear button.



SETTING UP ALERTS ALERTM- ALERT MAINTENANCE PROGRAM Introduction The Alert Management program is used to define and maintain system Alerts. Procedure From the main menu, enter "ALERTM" in the program name box.

The following Actions may be taken ADD To ADD a new alert to the Automated Alert System UPDATE To UPDATE an existing alert in the Automated Alert System REMOVE To REMOVE an existing alert in the Automated Alert System QUERY To QUERY an existing alert in the Automated Alert System VIEW To VIEW an existing alert in the Automated Alert System START ALERT Allows the user to Manually Start a particular Alert for processing STOP ALERT Allows the user to Manually Stop a particular Alert that is currently running



The following fields may be entered Program: The name of the program that runs to check for errors: Available Programs are:

CRONS Check the status of MISCRON JOBS. FXSTAT Check the status of the fax queue. SPACE Check file systems on the disk and reports any space issues. BULOG Check for an unsuccessful backup. UPTIME Check the last time that the system has been rebooted SSLINFO Check SSL certificate and alert before it expires.

Description: The description of the alert (example Check Disk Space for the space program)

Parameter1: ALERT This parameter must be passed to the program doing the actual checking (i.e. the space program). Since most if not all of these program that are doing the checking can be run stand alone, the passing of this parameter is necessary so that the program doing the checking knows that it must pass information back to the ALERT system.

Parameter2: This will vary from program to program. This is a method used to pass a parameter to a certain program so the program can perform a particular function. Example: In the SPACE program, parameter 2 contains the percentage and parameter 3 contains the number of megabytes to compare against. In the UPTIME program, parameter 2 to determine the amount of days to check. In the FAXSTAT program parameter 2 contains the maximum number of fax requests before issuing an alert. See the individual program for parameter definitions.




Active: Check off the days of the week that this program will run

Start Time: Enter the Starting time to run this program (for example – You can start running the program at 8AM)

End Time: Enter the Ending time for this program to end (example – You can stop the



program from running at 6PM)

Interval Min: Enter the Interval of the program in minutes (example – You can have the program run every 10 minutes during the time between the start time and the end time). Note: if you only want to run this program once, the interval will equal the end time - start time plus 1, in minutes (i.e. Start time 8:00, End time 9:00, Interval 61 minutes).

Show on Menu: Options: you can have the alert show on all users screen, or not show on any users screen, or only show on the screens that are defined in Admin1 through Admin4 below.

Send Email: Options: you can have the alert send an email to all users defined in Admin1 through Admin4 or don’t send an email to anyone.

Alert Msg: This is the message that will appear on the Menu window and in the email.

Admin 1: User ID (UIM record) of the person to receive email for an alert. Usually System Administrator.

Admin 2: Second User ID (UIM record) of the person to receive email for an alert. (Optional)

Admin 3: Third User ID (UIM record) of the person to receive email for an alert. (Optional)

Admin 4: Fourth User ID (UIM record) of the person to receive email for an alert. (Optional)

The following fields are non-editable fields (display only) Alert Flag This field is updated by the individual program that is checking for error (i.e. the

space program). If the program senses an error, it will update this flag to a 1. If an error has been corrected, the program will reset this flag to a 0. This flag is constantly checked by the menu program. When the menu program detects a 1 in this field, the emails are sent and messages are displayed.

Alert Date This is the date that the alert was discovered or corrected (set by the individual program and updated when the alert flag is updated.

Alert Time This is the time that the alert was discovered or corrected (set by the individual program and updated when the alert flag is updated.

Email Date This is the date that an email was sent when an alert was discovered

Email Time This is the time that an email was sent when an alert was discovered

Clear Date This is the date that an alert was cleared

Clear Time This is the Time that an alert was cleared

This is a field containing the User ID of the person that cleared the alert

Run Date This is the date of the last time that the alert was run

Run Time This is the time of the last time that the alert was run



AVAILABLE PROGRAMS THAT CAN BE SET UP IN THE AUTOMATED ALERT SYSTEM Several programs have been activated to allow you to set up these automated alerts. Each program can be called up as a standalone program or can be automatically run through this feature. They are: Parameter 2 Parameter 3 CRONS Check the status of MISCRON JOBS. FXSTAT Check the status of the fax queue. 30000 (Number of

Faxes)

SPACE Check file systems on the disk and reports any disk space issues.

10 (Percentage) 500 (Number of Megabytes)

BULOG Check for an unsuccessful backup. UPTIME Check the last time that the system has been

rebooted 30 (Number of days)

SSLINFO Check SSL certificate and alert before it expires.

30 (Number of days)

Enter the website that to check

For additional information and parameters used in these alerts, click on the help button from the alertm program.



MISCELLANEOUS AND SPECIAL PROGRAMS SNAP- SNAPSHOT OVERVIEW Introduction SNAP is a Dashboard that shows your current Financial and Sales Data for the Company in real time. It displays up to the minute Bookings and Invoicing for the current and previous day, plus working Capital, Sales, Administration Costs along with summary Sales Statistics. The parameters can be set up for each individual user and can differ depending on what the user wants to see. You can tailor what SNAP displays by changing one of the many options, which is located under >File and then Settings. Once changes are made, you can save them or revert back to the original settings buy clicking >File>Settings> and clicking on the Save Tab. Data can be refreshed manually by clicking on the Refresh button, or can be set up to automatically refresh by using the >File>Settings>Corp. /Misc. Tab and entering in a Refresh Interval in minutes. The MORE and Drill down buttons In the section where you have the Top Sales Groups assigned, if the number of records retrieved exceed the number of lines that you set up under >File>Settings>Top Sales Tab - No. of Items, a "MORE" button will be displayed. By clicking on the "MORE" button, a new window will appear with all the records that the program retrieved. Records in this window may be sorted by clicking on the column header. For Example; if you choose number of lines to be 10 and select customer under Group 1 and for this example select Item under Group 2, you will see the Top 10 customers along with the Top 10 Items but if there are more than 10 records for either the customers or Items, say 100, it will display the top 10 in the first window, then by clicking the "MORE" button, another window will open and display all 100. Drill down on G/L accounts: under the Working Capital and Sales/Admin Cost sections, arrows may appear next to each account that you have included, that will allow you to drill down to see all the sub accounts that make up that number. Displaying Specific Divisions or Corporations If you want to set up a user to just view one division and not allow them to change the corporation or division, set up a new PGC record with a new name for example: call it SNAPD2. In the PGC record for this new program, make sure that the Actual Program name is “snap”. In the Special Program Parameter field, enter the division that you want to allow them to view for example: “snap division=division2”. This will allow the user to only view that division. ACF option sys027 defines whether information displayed in the SNAP program will be based on the division selected. This would apply to all information displayed, with the exception of the Working Capital and Sales/Administrative Cost sections, as that information relates to General Ledger postings and will always display amounts for the selected division(s) only.



Procedure From the menu, Type in "SNAP" within the program box and press enter. You may then toggle between the Main Window and the A/R Budget Window to view various fields.

To Change the Settings, Click on >File then >Settings in the upper left hand corner of the window.



SNAP- CHANGING THE SETTINGS >File>Settings>SAQ tab Define here which Sales Analysis tables you wish to use for the Top Sales Data Display. Last Month figures can be set to display the Current Month Last year or the previous month. Last Year figures can be set to display Last Year - year to date or Last Year - total year.



>File>Settings>Corp. /Misc. tab Define here which Corporation you are going to view. You may also have the window refreshed automatically every so many minutes by entering in the number of minutes to refresh.

Number of A/R Aging Buckets can be defined in this window along with whether or not to show Departments if the A/R amount is zero. The Budget type defines which budget to use when displaying (the current budget or the base budget) and when comparing the budget amounts to the actual amounts, you may decide to view the difference, the percentage or variance dollars for month-to-date and year-to-date figures. If the Chart function is Active, the SNAP program will pass information from the Top Sales Categories to Google’s Chart API which dynamically generates charts. By clicking on the Chart Button as shown in the SNAP window, the Google Chart API will open a browser and returns a PNG-format image in response to a URL. The user can define the Chart Type and Chart Color if desired.



>File>Settings>Working Capital. Tab Set up or change the Working Capital General Ledger Numbers. The order in which the account number will appear on the main screen can be determined by highlighting the account and using the "move up/down" buttons located on the right side of the screen.



>File>Settings>Sales/Cost tab Set up or change the Sales/Cost General Ledger Numbers. The order in which the account number will appear on the main screen can be determined by highlighting the account and using the "move up/down" buttons located on the right side of the screen.



>File>Settings>Budget Accounts tab Set up or change the Budget General Ledger Numbers that you would like to see displayed on the AR/Budget Tab. The order in which the account number will appear on the main screen can be determined by highlighting the account and using the "move up/down" buttons located on the right side of the screen.



>File>Settings>Top Sales tab Top Sales - On this tab you can define 2 groups of Sales Statistics to be displayed and the number of lines to display for these groups. It will retrieve the information from the data that was entered in the SAQ tab. Set up the Top Sales Analysis Display. On this tab you can define 2 groups of sales statistics to be displayed and the number of lines to display for these groups. It will retrieve the information from the data that was entered in the SAQ tab. Last Year Value can be set to Last Year YTD or Last Year Totals The Group Key Value can be set to display the ID of the Group or the Description of the Group you select.



>File>Settings>Save tab The SAVE tab, you can save any changes you make as the Default and/or restore your display to the default that you have set up or reset the entire program back to where it was when delivered.



UDF - USER-DEFINED FILE CATEGORY MAINTENANCE

USER-DEFINED FILE OVERVIEW The User Defined File Category Maintenance program will identify relationships between tables that are going to be accessed by the Data Export Program (DE). Categories must be set up first before the DE (Data Export) program can be used. In order to set up these categories, run the program UDF. To set up a new category, use the ADD button, assign an ID and enter a description to describe the category. In the example below, an id of ITEST is being created with the description "Item Tables". Next, input the name of the main table that is going to be accessed. In the example below, the item master file is being used (item), then continue entering any other tables that are going to be accessed. In the example below, the item plan table and the item branch table (itemplan and itembrch) are defined. The next step is to define the relationship between the tables. This is usually done by defining the key to the tables and what condition to use when selecting the records. In the example below, id_item is the key to the item master table, and id_ipm is the key to the item plan table. The relationship between the two tables is defined by entering the condition, "if the id_item field in the table item is equal to the id_ipm field in the itemplan table, than select those records". The same is done for the item branch table. The key to that file is item_ibr, so to form a relationship between this table and the item table the logic would be "if the id_item in the item table is equal to the item_ibr in the item branch table, then select the record". In this example, a User defined file category has been created call "ITEST" it has defined a relationship between the Item table, the itemplan table and the itembrch table.



DE- DATA EXPORT PROGRAM

DATA EXPORT OVERVIEW In addition to being able to output certain existing reports to EXCEL™, the "DE - Data Export" program will allow the user to select a table or tables, then select any fields within those tables and output the contents of the fields to an EXCEL™ spreadsheet. Note: currently the maximum number of fields that may be exported is 128. Links, or joins, can be created between tables thus giving you access to the fields in several files. For example, if you wanted to output customers A/R open balances to an EXCEL™ spreadsheet, you can join the "customer" table to the "custcred" table and check off the appropriate fields you want to download. All table relationships must have a table category id assigned to them which are defined in the program UDF. The UDF program can be called up separately or can be accessible through this program by clicking on the New Button located next the Table Category ID box. After the excel download has been created and operates the way you want it to, you can save it as an executable program that can be run by other users without them having to call up the DE program. This adds another layer of security by allowing you to give access to other individuals to run export programs without giving them full access to the "DE" - Data Export program. This is accomplished by creating a "PGC" record for the program. A button located next to the Report ID is available for use in creating these "PGC" records automatically.

CREATING A NEW DATA EXPORT REPORT To create a new Data Export Report, click on the ADD button.



Enter a Report ID, a description and the Table category id that you are going to use, then click the OK button. A comment can be entered to describe what the report is used for. NOTE: The Table Category ID must be set up in the UDF program before creating any downloads. The UDF can be accessed here by clicking on the New Button.

Once the header information has been entered, the detail lines can be input. Start by using the TAB Key for moving from field to field There are two methods of entering detail lines. One is to enter them one by one and the second is to enter them by clicking on the Table List Button and selecting all the fields at once.



If the Table List button is selected, the user may simply select the Table, and then check off each field within the table and click the OK button. All fields selected will be brought back to the detail screen automatically.

Once all the fields are brought back, the user may rearrange the sequence, insert or delete fields. Check whether the field is going to be used in the selection criteria and whether or not the field will be output to Excel.



EXPORTING THE REPORT To Export the Data, click on the Export Data Button, then type in the name of the Report ID that is going to be exported.

In this example, the Report ID NEWREPORT1 will be used. Click on the Export Button and the Selection window will appear.

The selection screen is automatically built from the fields that have check next to them under the Selection Criteria column.



Click either Column Name or Description next to the Heading Radio buttons. This will output either the field name, or what was defined in the description field in the Report ID that was created.

NOTE: Before the last step can be completed. You must have a blank Excel file within the My Documents folder. Save the blank Excel file as de_output.xls.

A window will appear asking for the location and file name to output this report to. Select one and click on the Open Button.



The Report will then download.

DUPLICATING A REPORT The user may duplicate an existing report to a new report name and then make changes to the new report. Select Duplicate and enter the report to duplicate from enter the new report id and description and then click ok. .