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SBCEM CommonTools v3 PDF

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0% found this document useful (0 votes)

248 views

SBCEM CommonTools v3 PDF

Uploaded by

Teto Alvarez

We take content rights seriously. If you suspect this is your content, claim it here.

Available Formats

Download as PDF, TXT or read online on Scribd

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Common Tools

Version: December 2018 v3.0

Product Version: Enterprise Management v12.0.14
Important Notice
The course materials provided are the property of The Sage Group plc or its licensors (“Sage”). Please do
not copy, reproduce, modify, distribute or disburse without express consent from Sage.

This material is provided as a general guidance for informational purposes only. Accordingly, Sage does
not provide advice per the information included. The use of this material is not a substitute for the
guidance of a lawyer, tax, or compliance professional. When in doubt, please consult your lawyer, tax, or
compliance professional for counsel. This material is provided on an ”as is” basis. Sage makes no
representations or warranties of any kind, express or implied, about the completeness or accuracy of this
training materials. Whilst Sage may make changes to this training materials at any time without notice,
Sage makes no commitment to update the training materials every time Sage’s products are updated.

The Sage product(s) described herein is/are governed by the terms and conditions per the Sage End
User License Agreement ("EULA") or other agreement that is provided with or included in the Sage
product(s). Nothing in this document supplements, modifies, or amends those terms and conditions.

© 2018 The Sage Group plc or its licensors. All rights reserved. Sage, Sage logos, and Sage product and
service names mentioned herein are the trademarks of The Sage Group plc or its licensors. All other
trademarks are the property of their respective owners.
Common Tools

Table of Contents
1.0 WELCOME AND INTRODUCTION ....................................................................................... 4

2.0 INHERITANCE ....................................................................................................................... 6

UNDERSTANDING INHERITANCE CONCEPTS ........................................................................................ 7

3.0 GENERAL PARAMETERS.................................................................................................. 10

UNDERSTANDING PARAMETERS ....................................................................................................... 11
VIEWING AND EDITING PARAMETERS ................................................................................................ 13
EXPLORE WHAT YOU’VE LEARNED .................................................................................................... 20

4.0 ACTIVITY CODES ............................................................................................................... 21

UNDERSTANDING ACTIVITY CODES ................................................................................................... 22

CREATING ACTIVITY CODES ............................................................................................................. 24
EXPLORE WHAT YOU’VE LEARNED .................................................................................................... 27

5.0 LOCAL MENUS AND MISCELLANEOUS TABLES .......................................................... 28

UNDERSTANDING LOCAL MENUS AND MESSAGES .............................................................................. 29

LOCATING DESCRIPTIONS IN LOCAL MENUS ...................................................................................... 30
VIEWING AND EDITING LOCAL MENUS ............................................................................................... 31
DEFINING MISCELLANEOUS TABLES .................................................................................................. 34
MODIFYING MISCELLANEOUS TABLES ............................................................................................... 36
EXPLORE WHAT YOU’VE LEARNED .................................................................................................... 37

6.0 ENTRY TRANSACTIONS.................................................................................................... 38

SETTING UP AND USING ENTRY TRANSACTION WINDOWS ................................................................... 39

EXPLORE WHAT YOU’VE LEARNED .................................................................................................... 47

7.0 SEQUENCE NUMBERS ...................................................................................................... 48

UNDERSTANDING SEQUENCE NUMBERS ........................................................................................... 49
ASSIGNING SEQUENCE NUMBERS..................................................................................................... 53
RESETTING SEQUENCE NUMBERS .................................................................................................... 55
EXPLORE WHAT YOU’VE LEARNED .................................................................................................... 56

8.0 SELECTING RECORDS ...................................................................................................... 57

USING THE SELECTION OPTION........................................................................................................ 58

SEARCHING FOR CUSTOMER RECORDS ............................................................................................ 62
EXPLORE WHAT YOU’VE LEARNED .................................................................................................... 63

9.0 FORMULAS ......................................................................................................................... 64

UNDERSTANDING FORMULA CONCEPTS AND COMPONENTS ............................................................... 65
ENTERING FORMULAS ..................................................................................................................... 74
EXPLORE WHAT YOU’VE LEARNED .................................................................................................... 79

10.0 ATTACHMENT MANAGEMENT AND COMMENTS .......................................................... 80

ATTACHING DOCUMENTS AND GRAPHICS .......................................................................................... 81
ADDING COMMENTS ........................................................................................................................ 85
EXPLORE WHAT YOU’VE LEARNED .................................................................................................... 86

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11.0 MICROSOFT OFFICE INTEGRATION ................................................................................ 87

MICROSOFT OFFICE INTEGRATION WITH ENTERPRISE MANAGEMENT ................................................. 88

EXPORTING DATA TO MICROSOFT OFFICE ........................................................................................ 90
EXPORTING DATA TO MICROSOFT EXCEL ......................................................................................... 92
EXPORTING DATA TO MICROSOFT W ORD ....................................................................................... 100
EXPLORE WHAT YOU’VE LEARNED .................................................................................................. 111

12.0 IMPORTING AND EXPORTING DATA ............................................................................. 112

CONCEPTS FOR IMPORTING/EXPORTING TO A FILE .......................................................................... 113

SPECIFYING DIRECTORY PATHS ..................................................................................................... 115
TRANSCRIBING IMPORT/EXPORT DATA ............................................................................................ 116
DEFINING FILE FORMATS FOR IMPORT/EXPORT ............................................................................... 117
EXPORTING DATA TO A FILE ........................................................................................................... 129
IMPORTING DATA FROM A FILE ....................................................................................................... 131
CORRECTING REJECTED RECORDS ................................................................................................ 132
EXPLORE WHAT YOU’VE LEARNED .................................................................................................. 133

13.0 PRINTING .......................................................................................................................... 134

PRINTING IN ENTERPRISE MANAGEMENT........................................................................................ 135

CREATING AND MODIFYING REPORTS ............................................................................................. 141
EXPLORE WHAT YOU’VE LEARNED .................................................................................................. 142

14.0 WORKFLOW NOTIFICATIONS ........................................................................................ 143

UNDERSTANDING W ORKFLOW NOTIFICATIONS ................................................................................ 144

DEFINING W ORKFLOW RULES ........................................................................................................ 146
SETTING UP W ORKFLOW NOTIFICATIONS........................................................................................ 148
MONITORING W ORKFLOW NOTIFICATIONS ...................................................................................... 150
EXPLORE WHAT YOU’VE LEARNED .................................................................................................. 152

15.0 USER-DEFINED QUERIES ............................................................................................... 153

REQUESTER TOOLS ...................................................................................................................... 154

CREATING SIMPLE REQUESTERS ................................................................................................... 155
USING THE SQL QUERY TOOL ....................................................................................................... 159
USING THE GRAPHICAL QUERY TOOL ............................................................................................. 160
VIEWING QUERY REQUESTS.......................................................................................................... 161
EXPLORE WHAT YOU’VE LEARNED .................................................................................................. 162

16.0 WORKING WITH PROCESS FLOWS ............................................................................... 163

VIEWING A PROCESS FLOW ........................................................................................................... 164

DESIGNING A PROCESS FLOW ....................................................................................................... 165
EXPLORE WHAT YOU’VE LEARNED .................................................................................................. 168

17.0 DEFINING MENU ITEMS................................................................................................... 169

DEFINING MENU ITEM LINKS ........................................................................................................... 170

EXPLORE WHAT YOU’VE LEARNED .................................................................................................. 174

18.0 PERSONALIZING LANDING PAGES ............................................................................... 175

CREATING A LANDING PAGE ........................................................................................................... 176

MODIFYING A LANDING PAGE ......................................................................................................... 179
EXPLORE WHAT YOU’VE LEARNED .................................................................................................. 181

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19.0 CUSTOMIZING SCREENS ................................................................................................ 182

CUSTOMIZING SCREENS ................................................................................................................ 183
USING SCREEN CUSTOMIZER ........................................................................................................ 184
EXPLORE WHAT YOU’VE LEARNED .................................................................................................. 189

20.0 PERSONALIZING INQUIRIES AND OBJECTS ............................................................... 190

PERSONALIZING INQUIRY SCREENS ................................................................................................ 191
PERSONALIZING OBJECTS ............................................................................................................. 192
EXPLORE WHAT YOU’VE LEARNED .................................................................................................. 193
EXPLORE WHAT YOU’VE LEARNED .................................................................................................. 194
SUMMARY .................................................................................................................................... 195

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1.0 Welcome and introduction

Welcome to the Sage Business Cloud Enterprise Management Common tools training
class. This course is divided into discussion of concepts and Practices, and is intended to
provide you with a basic understanding of the functions and features of the many common
tools available in Enterprise Management. This course is designed to provide you with the
knowledge of:

• How to view and edit general parameters in the system.

• How to work with activity codes.
• How to locate and edit local menus.
• How to set up entry transaction screens to simplify data entry.
• How to set up and reset sequence numbers.
• How to select various data in the system.
• How to enter formulas to enhance your business needs.
• How to integrate with and export data to Microsoft Word, Excel, and PowerPoint.
• How to attach documents and graphics to business documents such as sales orders.
• How to import and export data to Microsoft Excel or to a file.
• How to print documents throughout the system.
• How to work with workflow notifications.
• How to run user-defined inquiries.
• How to access, view, and design process views.
• How to personalize inquiry screens and objects.

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Welcome and Introduction (continued)

Training image
During this course, you will have access to a training image for hands-on exercises. On
the training image, you will find everything you need to install the product.

Sage course curriculum - Version 3.0 Page 5

2.0 Inheritance

In the following topic, you will learn about the principle of inheritance and how it affects
working in the program.

The topics in this lesson include:

• Understanding inheritance concepts

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Understanding inheritance concepts

• What is a folder in Enterprise Management?
– A folder in Enterprise Management contains the rules, parameters, dictionaries,
specific developments, and data for several companies. This means that one folder
contains a Customers table, a Suppliers table, a Product table etc. common to all
companies managed by that folder.
– A folder can also contain general parameters (attached to a company or a facility,
or common to all companies), transactions (invoices, inventory movements, etc.)
and management rules.
– A folder can only be created with reference to another folder which:
– Exists on the same server
– Contains all the needed modules
– Becomes the reference folder for object inheritance
– When the software is installed on a system, the X3 folder is automatically created.
The X3 folder is the top reference for all other folders.
– The reference folder is an existing folder whose dictionary data is used during
folder initiation. A permanent parent link exists between a folder and the reference
folder.

• You can also place Crystal Reports in these folders. Crystal Reports may be in more
than one folder.

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Understanding Inheritance Concepts (continued)

– An endpoint is created for each folder and users are granted access to specific
endpoints. You can change the endpoint by clicking Folder option and Endpoint
details in the Upper bar, then from List of endpoints as shown below.

• The folders comprising the Enterprise Management system use the principle of
inheritance. This means when a folder is created, it can inherit software components,
reports, and settings from the parent folder.
– System: Enterprise Management folders inherit and rely on software components
and settings from the parent. If a folder requires a program or setting that does not
exist in the folder, the parent folder is searched in order to find the program or
setting.
– Reports: Enterprise Management comes installed with many reports and uses
Crystal Reports. The reports also share the same principle of inheritance. When a
new folder is created, the original reports are copied from the X3 folder to the new
folder environment. From that point, you should be aware of report codes/names
and understand report inheritance.

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Understanding inheritance concepts (continued)

• The following depicts a possible Enterprise Management solution. The solution has
multiple folders and each folder serves as a parent, a child, or both. This diagram
shows the X3 folder environment and the purpose for the various folders.
– The two-tier environment is the most commonly-used solution.

– The Test folder is sometimes called the “SEED” folder and contains demonstration
data that you can practice with.
– The Pilot folder is where you start setting up your system.
– The Live folder is the production environment.

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3.0 General parameters

In the following topics, you will learn about general parameters used to configure the
software, as well as how to view and edit parameters.

The topics in this lesson include:

• Understanding parameters
• Viewing and editing parameters
• Explore what you’ve learned

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Understanding parameters
The program is configured by many parameter settings. A parameter is a value influencing
the operation of the software independently from the database structure.

• These parameters allow an implementation team to tailor the program to the needs of
their customers.
• Each module has a set of parameters that govern its behavior.
• You can use parameters for activating and deactivating functionality in the software,
set conditions on a process decision, or influence interface operations.
• Parameters can have the following types:
– Alphanumeric: A series of characters are entered. If the value is controlled by a
table, the selection window is available.
– Numeric: Numbers are entered.
– Date: Enter a date.
– Local menu: A choice is made from a list of options, such as Yes/No. A local menu
is a table identified by a number.
• A parameter is characterized by an internal code, such as ADMUSER, a descriptive
title, and a localization level.
• Parameters available for the supervisor include:
– A default administrator code
– A maximum number of failed attempts at entering the password before locking
– A question relating to the operation trace
• Certain parameters must be defined for the whole folder, while other parameters can
be defined by company or site.
– When a parameter is not defined for a given site, the value for the company that it
is part of is used.
– When no value is defined at this level, the default folder value is used.
– In this way, even if a parameter can be defined by site, it is possible to give a
global value for the folder and then only define the exceptions for certain
companies and/or sites.

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Understanding parameters (continued)

• The most significant value for a parameter is always the one at the lowest level.
Priority is given to the user level, then to the site level, the company, and then to the
folder.

• Most of the parameters defined on a global level and at a user level have an
associated global variable.
– If there is not a global variable, the developer can access its value using a sub-
program.
• You can change some parameter settings for users (Setup > Users > Users, then click
Parameter definition).

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Viewing and editing parameters

Use Parameter values (ADPVAL) in the Setup > General parameters block to view and
edit the different parameters used in all the modules.

• In the Left list, select a folder to display the parameters for a particular module.
• The folder you choose is important because each folder can have its parameters set
differently.
– If a site is entered, only the parameters that can be defined at site level can be
modified. If a company code is entered, the parameters that can be defined at
company and site levels can be modified.
– The Folder column indicates the lowest definition level of a parameter group. At the
folder level, all the parameters can be modified, making it possible to assign default
values.
– Some parameters are defined at the user level. In general, the parameters can be
modified, because a default value can be assigned to the site level. On the other
hand, if the value needs to be modified for a given user, these modifications need
to be carried out in the user record.

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Viewing and editing parameters (continued)

Changing parameters
You can access the options available for a parameter group by clicking Actions for the
group in the Parameter values grid and then selecting Detail.

• You can then change a value by clicking the Selection icon in the field to choose a
new parameter value.

• After changing the value, click OK and then click Save in the Parameter values
function to save your changes.

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Viewing and editing parameters (continued)

Viewing parameters by group
You can also view parameters within a group listing. In Parameter values, after selecting a
module, select Parameters per group in the Left list.

• By expanding a group, you can see the individual parameter settings.

Sage course curriculum - Version 3.0 Page 15

Viewing and editing parameters (continued)

Viewing parameter definitions
You can access parameter definitions by developers and advanced users using other
tools, such as the Parameter definitions function. Select Parameter definitions under
Development setup in the Development > Data and parameters block.

Parameters are defined in the data dictionary and are organized into modules and by
group. As previously mentioned, the definition of general parameters is a development
function.

• This function controls the values of parameters and allows for the setup of a parameter
as a numeric, alphanumeric, date, or local menu.
– You can define the level, such as folder, company, site, user or Legislation.
– You can also specify how or when a parameter is modified.

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Viewing and editing parameters (continued)

• During setup, you may need to know which parameters have an impact on a particular
function.
– The Help index provides information about how parameters work. You can use
Setup > General parameters help accessed from the question mark icon on the
menu bar to display a list of parameters the function uses.

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Viewing and editing parameters (continued)

• Next, select General parameters to find parameters by their module and group.

Page 18 Sage course curriculum - Version 3.0

Viewing and editing parameters (continued)

• Use the Properties option in the Right panel of a function window to identify the path
and view when the parameter definition was created and/or modified.

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Explore what you’ve learned

Complete the exercises for Lab 1 in the Common Tools - Exercises booklet.

Page 20 Sage course curriculum - Version 3.0

4.0 Activity codes

In the following topic, you will learn about activity codes and how to create them.

The topics in this lesson include:

• Understanding activity codes

• Creating activity codes
• Explore what you’ve learned

Sage course curriculum - Version 3.0 Page 21

Understanding activity codes

Activity codes are character signature codes used to perform a variety of functions, such
as protecting and identifying specific developments, and activating/de-activating tables,
screens, fields, etc. For example, the LOT activity code is used to activate the
management of lots in Inventory.

• Activity codes are assigned at the folder level and influence the behavior of screen
structures and the database structure.
• When changing an activity code, the following is required:
– The modification of the activity code, in the folder record, from the parent folder.
– The validation of the child folder.
• An activity code can contain up to 5 characters.
• Specific activity codes that are customized or belong to verticals start with
• X, Y, or Z, indicating they are considered non-standard and are not affected by
patching.

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Understanding activity codes (continued)

Type - Functional
• Protect and identify specific developments.
• Activate and de-activate Enterprise Management elements, such as tables, table
indexes, tabs, screen sections, or fields.
– For example, you can use activity codes to hide certain fields on a window.
– When a functional activity code is attached to dictionary elements, such as a
screen section, screen field, or table field, it is de-activated and the system acts as
if those dictionary elements do not exist. Screen fields no longer appear and are no
longer available in the [M] class. Table fields are no longer available in the [F] class
and are not present in the database. You will learn more about [M] and [F] classes
in the Formulas lesson.
• Protect from patches and upgrades.
• Used for identification of patch extraction and dictionary validation.
– Tables, table indexes, table fields
– Screens, screen blocks, screen fields
– Objects, individual object parameters
– Window tabs
Type – Dimension (Sizing)
• Attach a customizable dimension to array elements.
– Table fields
– Screen fields (lines)
• You can mark an activity code as a Sizing type and then use it to control, for example,
how many lines are available to add to a shipment.
• All elements attached to a dimension activity code take the same dimension. Modifying
the activity code dimension and revalidating the elements attached to it applies that
dimension to all the elements (mainly screen sections and screen and table fields).
Type - Localization
• Identify localizations.
– Localization activities start with the letter K
– Screen fields (lines)

Sage course curriculum - Version 3.0 Page 23

Creating activity codes

Use Activity codes (GESACV) under Development setup in the Development > Data and
parameters block to activate or de-activate elements in the dictionary, such as tables,
table indexes, tabs, screen sections, or fields. For example, you can activate or de-
activate certain fields on screens.

Note: You will learn more about creating and working with activity codes in the System
Administration course.

• The activity code influences the screen and database structures of the software.
• If the Active check box is cleared, any tables, screens, or fields that are dependent on
the activity code will not be available.
• Select the module that the activity code pertains to.
• At the Sequence field, you can determine the order in which the activity codes display
in folder management. Depending on the formula, activity codes are calculated in
ascending order.
• The options at the Type drop-down are used to classify the activity codes in the tabs.
– Functional: Activate or de-activate dictionary elements, depending on whether they
are active or inactive.
– Sizing: This type of activity code has a dimension and is linked to screen fields or
table-type screen sections allowing you to size them or define the maximum
number of possible lines.
– Localization: This type of activity code allows you to enable or disable sets of
elements linked to a given legislation. This type of activity code begins with the
letter K.

Page 24 Sage course curriculum - Version 3.0

Creating activity codes (continued)

• The following is an explanation of the Minimum dimension and Maximum dimension
fields:
– Minimum dimension: This value is always managed by the table. The reason for
using the minimum value is due to Crystal Reports. Although Enterprise
Management is able to manage optional fields in the base, a Crystal Reports status
that references a non-existent field on the base will not function. The minimum
values are programmed this way in order for the standard statuses to work in all
cases.
– Maximum dimension: This is the maximum possible size for the field. When
minimum and maximum values are identical (or not given, which means that there
is no impact on the base structure), the size only allows you to change the number
of columns or lines displayed on the screen. When the entered size is higher than
the minimum value, the entered size is used to define both the fields for the table
and the screens.
• At the Dependency field, you can determine if the value of an activity code is
automatically entered or not.
– None: The activity code is entered.
– Reverse: The activity code takes the inverse value of the activity code entered. In
other words, if the activity code is active, the corresponding activity code is
inactive.
• Sizing: The activity code is composed of a root followed by a number M (1 to 9), and if
associated with an activity code that can take the numeric values, 1 to N. The activity
code is active if the value of the associated code is greater than or equal to M;
otherwise, it is inactive.
• The Formula field is used to calculate the value of an activity code as a function of an
entry formula. This calculated expression can include constants, functions, and
variables in the form of other activity codes. These activity codes can be the entered
codes or previously calculated codes. The order of the calculation of the activity codes,
depending on the earlier codes, is defined by the rank. An activity code not acting on a
dimension is set to 1 if it is active and 0 if it is inactive.
– The formula field is used to enter a formula and indicate dependence on more than
one activity code. For example, activity code SLO depends on activity codes LOT
and SLT, and will be active only if both are active. The formula in this case is:
LOT<>0 & SLT<>0.

– At the Formula field, you can enter logical or numeric formulas:

o Logical formula: If a logical formula is true, the activity code will be active. If
not, it will be inactive.
o Numeric formula: A numeric formula returning a positive integer value (for
activity codes acting on a dimension).

Sage course curriculum - Version 3.0 Page 25

Creating activity codes (continued)

Activity code examples
• Example: The ANA activity code is used to define the number of dimension views
managed in a folder and can have values 0 to 9. It is used to define the structure of the
different tables containing the analytical dimension fields and screens. If the ANA
activity code is associated by the dimension links to the codes AX1 to AX9, and if ANA
is set to 5, the codes AX1 to AX5 will be active.
• Example: If the formula given for XXX is max(XAA,XAB), XXX will be active if one of
the two activity codes XAA or XAB is active. If these codes act on a dimension, the
dimension obtained will be the maximum of the two dimensions.

Page 26 Sage course curriculum - Version 3.0

Explore what you’ve learned

Complete the exercises for Lab 2 in the Common Tools - Exercises booklet.

Sage course curriculum - Version 3.0 Page 27

5.0 Local menus and miscellaneous tables

In the following topics, you will learn about finding and editing local menus. Local menus
use tables that hold choice information for radio buttons, check boxes, and drop-down
lists. You will also learn how to define and modify miscellaneous tables, which are used
for storing codes, such as payment methods.

The topics in this lesson include:

• Understanding local menus and messages

• Locating descriptions in local menus
• Viewing and editing local menus
• Defining miscellaneous tables
• Modifying miscellaneous tables
• Understanding local menus and messages
• Explore what you’ve learned

Page 28 Sage course curriculum - Version 3.0

Understanding local menus and messages

Database information can be displayed in the form of a list with restricted choices, such as
Yes / No. This information is available in a table that holds the limited choices. This type of
data is called a local menu and the table used is identified by a module number.

• For all the fields in the database storing data of this type, the title row is stored in a
corresponding table.
• For example, if the instance in local menu number 1, is composed of choices No and
Yes (in that order), what is actually stored in the database is 1 for the value No and 2
for the value Yes.
• Local menus are used for the following throughout the software:
– Check boxes
– Radio buttons
– Drop-down lists
• Physically, a local menu type field stores the text number (0-255) and not the text
itself.
• Messages are sets of texts, grouped by local menu, and used for drop-downs and
error/information messages etc.

Sage course curriculum - Version 3.0 Page 29

Locating descriptions in local menus

Use Message (RECHMESS) under Searches in the Development > Utilities block to
search for a string description in a message or local menu.

• For example, if you want to locate any local messages with the string description
“Yes”, enter Yes in the Message function to return a list of all local menus and
messages containing this string description.

• Enter the text you want to search for within the local menus and messages dictionary.
• You can also determine a string description using the mess(N,M,1) function in the
Calculator (Diagnosis > Calculator).
– For example, to determine the first description from local menu 704 (Stock
Transaction Types), enter mess(1,704,1) in the Calculator as shown below and
then press ENTER.
– In this case, the first string description for the local menu is “Miscellaneous
Receipt.”

Page 30 Sage course curriculum - Version 3.0

Viewing and editing local menus

Use Local menus – messages (TXT) under Tables in the Development > Data and
parameters block to view or modify local menus available in the program.

Note: Modifications of local menus may impose technical actions, such as re-validation
screens if the local menu is used as a radio button. After making a modification to a local
menu, the system automatically launches an update of the local menus.

• The Chapter field indicates the number assigned to the local menu or message.
• Select the Local menu check box to use the menu as a local menu.
• The Changeable check box allows you to indicate whether the local menu can be
modified.
• You can enter the maximum and minimum number of choices in the local menu as
well as the maximum length of the text of the local menu choices at the Length, Mini,
and Maxi fields.
– All local menus are numbered and placed in a range.
• Local menus store up to 254 values, but the code field (in the grid) only accepts
characters A to Z and 1 to 9; therefore, duplicates could occur. This code is only used
for import lookups if needed.

Sage course curriculum - Version 3.0 Page 31

Viewing and editing local menus (continued)

• The Left list displays all the local menus and messages available in the system.

Page 32 Sage course curriculum - Version 3.0

Viewing and editing local menus (continued)

• When entering a number at the Chapter field, it is important to note that certain ranges
are reserved for vertical developments and custom developments as shown below.

Validating local menus

• The validation process reloads the local menus when connecting to a folder.
• You can also update the local menus directly by using Local menu update
(GENMENULOC) under Dictionary in the Development > Utilities block.
• You would use this function, for example, if you responded No to the update message
in the Local menus – messages function and after performing mass modifications.

• Select the All languages check box to ensure all languages are taken into account by
the update process.
• After clicking OK, the update process begins.

Sage course curriculum - Version 3.0 Page 33

Defining miscellaneous tables

Use Definition (GESADV) under Miscellaneous Tables in the Development > Data and
parameters block to define the characteristics of miscellaneous tables or modify existing
tables.

• Miscellaneous tables are used in all areas of the software for storing codes. Examples
of miscellaneous tables include payment methods and freight terms.
• If you are creating a new miscellaneous table, you start by specifying its number, a
title, the information it will store, and the titles for the four fields that can be entered.

• The Table number field uniquely identifies the miscellaneous table.

• Select the Changeable check box to allow the contents of miscellaneous tables to be
modified.
• The Modifiable length allows you to modify the length using the setup menu. The
default value is 5.

Page 34 Sage course curriculum - Version 3.0

Defining miscellaneous tables (continued)

• Select the Filter company check box if you want to display the Company column in the
miscellaneous table.
• Use the Dependency table field to make the values in the miscellaneous table
dependent on the values entered in another field in the same screen (which is also
controlled by another miscellaneous table).
– A column titled Dependence displays in the miscellaneous table. It is in this column
that the values of the code coming from the dependent table are entered.
• Use the fields in the grid to define additional fields that are alphanumeric and numeric.
You can enter a maximum of 15 each for alphanumeric and numeric.

Sage course curriculum - Version 3.0 Page 35

Modifying miscellaneous tables

Use Data under Miscellaneous tables in the Development > Data and parameters block to
edit miscellaneous tables.

• The table code identifies the miscellaneous table.

– A certain number of codes are predefined in the software, but you can add a code
using number ranges reserved for this purpose.
• The Dependency column must have a code that is in the Code column of the
dependent table.

Page 36 Sage course curriculum - Version 3.0

Explore what you’ve learned

Complete the exercises for Lab 3 in the Common Tools - Exercises booklet.

Sage course curriculum - Version 3.0 Page 37

6.0 Entry transactions

In the following topic, you will learn how to set up and use entry transaction windows to
streamline frequently-used data entry processes in your system.

The topics in this lesson include:

• Setting up and using entry transaction windows

Page 38 Sage course curriculum - Version 3.0

Setting up and using entry transaction windows

Use Entry transactions under a module’s Setup menu to define how your data entry
windows for transactions display. For example, you may need to hide a price or limit the
entry fields to speed up the entry process. The path to an entry transaction window varies
based on the transaction.

The following paths show how to access the entry transaction windows for various
modules in Enterprise Management.

– Setup > Purchasing > Entry transactions

– Setup > Sales > Entry transactions
– Setup > Stock > Entry transactions
– Setup > Manufacturing > Entry transactions
– Setup > Financials > Journal entry transactions
– Setup > Financials > Budgets > Budget entry transactions
– Setup > A/P-A/R Accounting > Payment entry types

• The Transaction field is used to identify the transaction you are setting up. You can
also modify or delete an existing transaction code.
• It is not recommended that entry transactions be deleted, especially those delivered
with Enterprise Management; however, the Active check box can be used to hide entry
transactions from the list that is displayed for the user.
• Use the Access code field to restrict access to certain users.

Sage course curriculum - Version 3.0 Page 39

Setting up and using entry transaction windows (continued)

• The group of companies or sites entered at the Group field is used to filter the records.
• Most fields on entry transaction screens can be hidden completely, displayed, allow for
visibility with no changes made, or allow for both visibility and changes to be made.
For example, the ship-to address in the Orders function can be hidden and filled in
automatically when the customer is selected.
• The program allows the display of tabular data on an entry form for easy editing and
display. The entry transactions also control which fields display on a table, form, or
both. The following shows an example of table mode.

• Good practice is to limit the information on the table entry portion of the business
document to promote speed of entry and ease of use.
• Additional information, usually set automatically, can be set to be edited or viewed only
in form mode. This makes information available if needed but keeps it hidden until
needed. The following shows an example of a form mode window.

Page 40 Sage course curriculum - Version 3.0

Setting up and using entry transaction windows (continued)

• Entry transactions can control other aspects of the entry process (depending on the
function), such as accounting codes, document sequence numbers, invoicing
elements, and printing options.
– For example, the choice of the entry transaction when using the miscellaneous
receipt or issue process can affect automatic journal entry.
– A function can have many entry transactions designed for a particular purpose.
When a user enters a function with a single entry transaction, it is displayed
immediately. If more than one possible transaction exists, the user is prompted to
select the transaction when entering the function.
– Entry transactions can be used to control the screen available to a user by placing
the transaction on the Users menu. They can also be controlled by access code.
Parameter definition
Use the Parameter definition to define several elements, such as the automatic printing of
the order acknowledgement, the automatic printing of the prepayment document, and the
display of some specific fields.

• The Document fields allow you to print a Crystal Report. Enter a code to automatically
print a Crystal Report.

Sage course curriculum - Version 3.0 Page 41

Setting up and using entry transaction windows (continued)

Display tab
Use the Display tab to select the columns that will be displayed on the business document
(such as a sales order).

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Setting up and using entry transaction windows (continued)

Header tab
Use the Header tab to specify the management mode (Entered, Displayed, or Hidden) of
some fields in the header of the entry transaction window.

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Setting Up and Using Entry Transaction Windows (continued)

Line tabs (1 to 3)
Use the Line tabs (1 to 3) to specify the management mode (Entered, Displayed, or
Hidden) for fields in lines of the entry transaction window.

• Determine the entry mode for each field, such as whether they will be hidden,
displayed or if data can be entered.
• At the Form and table drop-down fields, select whether to view the field on the form,
tabular format, or both.
Analytical tab
Use the Analytical tab to define whether fields in the document should be entered,
displayed, or hidden, including the dimensions and stock movement fields. You can also
select the type of line dimension entry mode to use for the entry transaction (form table,
form, or table).

Page 44 Sage course curriculum - Version 3.0

Setting up and using entry transaction windows (continued)

Accessing and using the new entry transaction window
• After defining the settings you want in the entry transaction function and validating it,
you can then access the new entry transaction screen from the module and function it
was designed for.
– In our example, we set up a new entry transaction for a sales order, so we will
select Orders from the Sales > Orders block. Notice your new transaction code
displays in the Transaction Selection window.
– Only active transactions are displayed in the Transaction Selection window (by
selecting the Active check box in Entry Transactions).

• You can also force a user to see/trigger a transaction using the Menu profile function
in the Setup > Users block.

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Setting up and using entry transaction windows (continued)

• At the Option drop-down in the Right panel, select Transaction. The entry transaction
window displays allowing you to determine the setup of the transaction. Edits and
changes are not allowed.
– This allows you to view the limits that have been set for a user.

Page 46 Sage course curriculum - Version 3.0

Explore what you’ve learned

Complete the exercises for Lab 4 in the Common Tools booklet.

Sage course curriculum - Version 3.0 Page 47

7.0 Sequence numbers

In the following topics, you will learn how to define and assign sequence numbers
associated with business documents.

The topics in this lesson include:

• Understanding sequence numbers

• Defining sequence numbers
• Assigning sequence numbers
• Explore what you’ve learned

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Understanding sequence numbers

Sequence numbers are codes that are associated with business documents within the
software, such as invoices, orders, and entries. Sequence numbers can also be
associated with records allowing you to define assignment rules of identifiers and/or
access keys.

• When a sequence number counter is created, or when the counter has never issued a
number, the first number is 1 by default.
• All sequence numbers contain an automatic number that is increased for each
occurrence.
• Sequence numbers are composed of several parts that can be constants or variables
set automatically by the program.
– Sequence number counters contain an incremental numeric segment. The current
value of this segment can be unique or depend on a site, company, month, period,
an additional code, or a combination of these elements depending on the situation.
• A counter always produces alphanumeric keys, but if the type declared is numeric, the
header zeros are deleted when the value is returned.
– For example, if a counter has been declared numeric with six numbers, it will start
with the value “1”; whereas, an alphanumeric counter with six characters starts with
“000001”.

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Understanding sequence numbers (continued)

Use Structures (GESANM) under Sequence number definition in the Setup > General
parameters block to define sequence numbers to use at the folder, company, or site level.

• The Sequence counter identifies a counter, which can be used for automatic
numbering of documents in the system.
– A counter is an alphanumeric field with 1 to 20 characters.
– It is composed of a concatenation of sub-fields that can be of different types, and
which are concatenated from left to right to form the counter value.
• You can choose to set the sequence number for use at the folder, company, or site
level.

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Understanding sequence numbers (continued)

Return to zero (RTZ) level
The RTZ Level section determines if there is a unique value in the counter at a particular
time, or by month, year, financial year, or accounting period.

• The combination of this setting with the definition level and additional components
defines how many numbering sequences will be assigned to the sequence number
counter.
• If the sequence number contains a year component, the automatic number can be
reset to zero every year.
Sequence type
The Sequence Type section defines the manner in which multi-users’ contentions are
managed on assignment of the number.

• Normal is the standard operating mode. Only one transaction at a time can create a
number by using a sequence number. With this principle, numbers are never lost.
• When a counter is set to Database Sequence, the code of the table used to manage
the sequence number is specified.
– In principle, the numbered documents can be found in the main table.
– This method is efficient if there is no locking involved.
– The numbers assigned are consecutive, but if the transaction is abandoned, there
is a significant risk that gaps may be created.
• The Grouped option defines the number of simultaneously assigned numbers.
– The numbers are assigned by groups of N. N users can then simultaneously obtain
a number without encountering locking problems.
– If the transaction is abandoned, the number is recovered so that they are not lost.
– However, as a result, there may be un-used numbers at the end of the numbering
period. Additionally, gaps may occur because numbers are not assigned in a
strictly sequential manner.

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Understanding sequence numbers (continued)

Components
The Components grid describes the data to be used to make up the sequence number.
Components can include constants, automatic components, customizable fields,
complements, etc. For example, the Complement component can be used to display the
module name in the sequence number.

• The following rules apply:

– A constant has a maximum of 10 characters
– The year is defined with 1, 2, or 4 characters
– The week is defined with 2 characters
– The month is defined with 2 to 3 characters (in this case, English abbreviation of
the month and 3 letters are used)
– The day is defined with 1, 2, or 3 characters (1 character for the day of the week, 2
characters for the day of the month, and 3 characters for the day of the year)
– The company is defined using 1 to 5 characters
– The site is defined using 1 to 3 characters
• Use the Formula field to evaluate a constant without dependence on the numbering.
Miscellaneous
• Use the Chronological control check box to activate the sequential control of
documents. You can also determine the length of the number created by the sequence
control number at the Length field.
• The Length field displays the total length of the number created by the sequence
control number.
• The Reset to zero check box allows you to set the counter to zero manually.

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Assigning sequence numbers

Use Assignment (GESTCA) under Sequence number definition in the Setup > General
parameters block to assign a sequence number to each type of document or object used
in the software. Sequence numbers are assigned to the different documents by module.
They can also be set manually. Some documents have more complex sequence number
assignment methods (such as sales invoices).

• At the Module field, select the functional module for which you want to define the
sequence number assignment.
• The Document type field defines the document type to be numbered.
• Enter the sequence number associated with the document defined in the Document
Type field.
• If the Manual field is set to Yes, the number can be entered manually. In this case,
automatic assignment is not attempted by the system. However, the sequence number
will be automatically assigned when the transaction is created if the document number
is not entered (that is, if the field is left blank).

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Assigning sequence numbers (continued)

• If the Manual field is set to No, the sequence number can only be automatically
assigned by the system and never entered or modified.
– Note: If you allow users to manually assign sequence numbers, you could lose the
integrity and chronological coherence of the series for the particular document or
transaction.
– It is recommended that sequence numbers always be assigned by the system
unless there is a compelling reason not to do so.
Applying sequence numbers
You can also apply sequence numbers in various function windows. For example, in the
Product category window shown below, you can select the product sequence number that
you created previously in the Structures function.

• The product sequence is a code defined in the Structures function under Sequence
Number Definition in the Setup > General Parameters block.

Page 54 Sage course curriculum - Version 3.0

Resetting sequence numbers

Use Sequence number values (MODCPT) under Miscellaneous in the Development >
Utilities block to reset the initial value of the numbering sequence. You can also use this
function in case of data recovery to restart the number sequence with the number after the
last one used.

Note: The modification of the sequence number must be locked to other users and only
used in the initial phase of recovery.

• The Counter field identifies a counter, which can be used for the automatic numbering
of documents.
• When a sequence number counter is defined by company or site, the company or site
code is part of the key that determines the record of the table where the current
sequence number is stored.
• This function is not necessarily the only place you can assign sequence numbers - in
some cases, sequence numbers are defined directly in the database records.
• Note: It is important to increment higher than the number being used to prevent key
failures.
• The Next value field determines the next value of the counter.

Sage course curriculum - Version 3.0 Page 55

Explore what you’ve learned

Complete the exercises for Lab 5 in the Common Tools - Exercises booklet.

Page 56 Sage course curriculum - Version 3.0

8.0 Selecting records

In the following topics, you will learn about the various selection processes available for
searching for and selecting records within the program.

The topics in this lesson include:

• Using the Selection option

• Searching for customer records
• Explore what you’ve learned

Sage course curriculum - Version 3.0 Page 57

Using the Selection option

Use Selection in the Right panel to filter on advanced selection criteria or to filter on a
specific item. You can search a large list of documents making it easier to find information
or view only documents pertaining to the function at hand. For example, you may want to
see only products within a chosen category or planned by a particular buyer.

• Under Selection in the Right panel, you can choose an advanced search or keyword
search.

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Using the Selection option (continued)

• When you select Advanced selection, the following Object selection window appears
allowing you to filter items to narrow your search.
– You can add multiple lines to filter on using the And / Or options. In the example
below only records with an invoice status of Not Invoiced and an order status of
Closed will display.
– Selecting the Memo parameters check boxes allows you to change the parameters
before each search is performed.

• You can also click the Selection icon in the field to select a specific item to filter on.

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Using the Selection option (continued)

• After entering all the needed filters, click OK. The Left list redisplays with the filtered
information.

• You can also save a selection by clicking Memo in the Right panel of the Object
selection window to save the filter for future use and to access any previously saved
filters.
– Selecting the Global check box makes the selection available to all users when it is
saved.
– Entering the STD code causes the selection to run every time the user reenters the
function. This can make the selection display in a particular order or based on a
particular attribute of the object.
– Click OK to save the memo settings.

– After adding the selection menu, you must close out of the current function and
return in order to see the new code on the Selection drop-down menu.

– Selecting All shows everything in the screen, similar to not having any filters set.

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Using the Selection option (continued)

Advanced object selection
Use Advanced object selection to use advanced search capabilities when searching for
specific objects in a field.

• For example, when entering a sales order, you can use the Advanced object selection
to search for specific products.
• It is accessed by clicking the Actions icon and selecting Advanced selection.

• Default settings automatically display for fields and operator based on the object;
however, you can remove and add fields.
• You can also define sort criteria for the list displayed and define the number of records
listed.

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Searching for customer records

Use Customer search (FUNCUSSEA) in the Common data > BPs block to quickly and
easily locate existing customers or prospects. This is especially helpful in high-volume and
call center environments.

• From the Right panel, you can create a new customer, access inquiries such as
Quotes and Orders, and even create a CRM appointment, function, or project.
• Click Clear in the Right panel to clear all selection criteria in order to start a new
search.
• When entering a customer or prospect number, all addresses for that customer or
prospect display in the grid.
• As information is entered into fields, the results display dynamically within the grid.
– Selection criteria are combined using “and” logic. Only records that meet all the
criteria are displayed.
• The ship-to customer and contact tables are searched at the same time.

Page 62 Sage course curriculum - Version 3.0

Explore what you’ve learned

Complete the exercises for Lab 6 in the Common Tools - Exercises booklet.

Sage course curriculum - Version 3.0 Page 63

9.0 Formulas

In the following topics, you will learn about the language used to develop the Enterprise
Management environment. You will also learn about the components used in the
Enterprise Management language, as well as how to create formulas.

The topics in this lesson include:

• Understanding formula concepts and components

• Entering formulas

Page 64 Sage course curriculum - Version 3.0

Understanding formula concepts and components

Enterprise Management provides a way to use formulas or expressions that allow for
setup, parameterization, and personalization that relate directly to a company’s business
needs. The syntax used for these formulas and expressions is the same as used by
developers. Not all functions can be accessed and used by non-developers. The following
table lists some of the components available in the Enterprise Management language.

Components Types Examples

Constants Signed / Un-signed numerical 5, -238, 3.14150
Character string “Test”
Dates [10/01/2010]
Data fields Table – belongs to class [F]
[F:Abr]FieldName [F:BPC]BPCNUM
Screen – belongs to class [M]
[M:Abr]FieldName [M:SOH]ITMREF
Variables Local – belongs to class [L]
System – belongs to class [S] date$
datesyst
nomap
Global – belongs to class [V] GUSER
GFONCTION
GOLDETAT
Functions Arithmetics Absolute value ‘abs(nbr)’
Strings Left part ‘left$(str,nbr)’
Dates Returns the year ‘year(date)’
Miscellaneous Formatting ‘format$(str,str)’
Functions Value of an Activity Code
‘func AFNC.ACTIV(COD)’
Operators Numeric +-*/^=
Comparison Different from ‘< >’
Logical And ‘&’
Or ‘|’
Not ‘!’
Or exclusive ‘?’

Sage course curriculum - Version 3.0 Page 65

Understanding formula concepts and components (continued)

• You can view the names of fields and screens by pressing ESC+F6 in any field in the
software. As shown below, the field and screen name displays.

• Examples of data fields:

– [F:BPC]BPCNUM matches the key of the Customer form (BPC is the abbreviation
for the BPCUSTOMER table).
– [M:BPC0]BPCNUM matches the value entered or displayed in the BPC object
header, which manages the customers.
– For an object named XXX, the screens are represented with [M:XXX0] for the
header and [M:XXXi] for the tabs.

• Note: The header is usually represented with 0 (zero) and tabs are represented with
1,2,3, etc.; however, if a screen does not have any tabs, the header is represented
with a 1. For example, [M:ABC1] uses a 1 for the header instead of a zero.

Page 66 Sage course curriculum - Version 3.0

Understanding formula concepts and components (continued)

Understanding variables
• A variable in programming is a symbolic name associated with a value. Some
variables can be changed and some cannot such as date$, time$, and datesyst.
• You can view all the system variables and functions in the Enterprise Management
Help system.
• Some global variables control various aspects of the behavior of the software and can
be viewed and changed.
– GNBGAUCHE: Controls the number of lines displayed in the QuickSelect left list.
– GNBSEL: Controls the number of lines displayed in an F12 selection window.
– GUSER: Gives the code of the connected user.
– GFONCTION: Gives the code of the function currently in use.
• Global variables usually start with the letter G, but can start with X, Y, or Z depending
on specific modifications.
– You can associate a parameter or process with a global variable. For example,
when used by a supervisor, you can load the global variable with the value of the
parameter during connection to a folder or when a user is changed.
– Global variables can be viewed and maintained in the Global variable (GESAGB)
function under Development setup in the Development > Data and parameters
block. The screen below shows a global variable (GDATEDEB) with a parameter
and process associated with it.

• The Parameter field on the Initialization tab is used to link the variable to a parameter.
• The Script field on the Generation tab shows the process in which the variable will be
declared.

Sage course curriculum - Version 3.0 Page 67

Understanding formula concepts and components (continued)

Understanding functions
• A function is a block of code that performs a certain function and can correspond to a
menu or a process.
• Standard functions are defined in the Enterprise Management library.
• You can view the standard functions in Subprograms (GESASU) under Scripts in the
Development > Script dictionary block.

• The Subprograms field displays the sub-program or function that can be re-used and
accessed from the dictionary.
• Select the Function field to distinguish between functions and sub-programs and then
select the argument at the Argument type field. For example, you can select
Character, Date, or Integer.
• Use the Parameter definition section to identify each parameter (10 character code)
using uppercase letters and numbers. There is no dictionary for these parameters.

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Understanding formula concepts and components (continued)

• Use Functions (GESAFC) in the Development > Script dictionary block to view a list of
all functions in the software database that are called from a menu.

• At the Code field, enter a code to identity the function. Codes starting with GES are
automatically generated.
• Use the Options grid to define the option codes.
• Use the Variables grid to define a list of global variables that must be assigned in order
to give a calling process more specific context.
• Use the General tab to enter general characteristics of the function.
• Use the Action tab to identify the action to be executed.

Sage course curriculum - Version 3.0 Page 69

Understanding formula concepts and components (continued)

• The following are examples of the CPTANUSIM (Simulation Cancellation) and
FUNDBENCH (Planning Workbench) functions. Notice the options and variables
defined for these functions.

• Many functions are available to apply to formulas. The following tables show
numerical, date, string, arithmetic, and miscellaneous functions that are available.
– N = numeric argument
– C = character string argument
– D = date argument
– X = any type of argument.

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Understanding formula concepts and components (continued)

Numerical functions:

Numerical Functions Description

pi =3.14159265358
abs (N) =absolute value
mod (N,M) =modulation
rou (N,N) =rounding
rou2 (N) =rounding
Val © Converts string into a numerical value
day (D) Extracts the day from a date
month (D) Extracts the month from a date
year (D) Extracts the year from a date
ascii Returns the ASCII code of the first
character of a string
Instr (N,C,C) Searches a sub-string in a string

Date functions:

Date Functions Description

addmonth (D,N) Adds a number of months to a day
eomonth (D) The last day of the month
gdat$ (N,M,P) Date as day, month, year
date$ Current date

String functions:

String Functions Description

string$(N,C) Repeats a string N times
num$(N) Transforms a number into a string
chr$(N) Creates a string from an ASCII code
left$(C,N) Extracts sub-strings from a string based
on position
right$(C,N) Extracts sub-strings from a string based
on position
seg$(C,N,M) Extracts sub-strings from a string based
on position
mid$(C,N,M) Extracts sub-strings from a string based
on position
format$(C,X) Formats any expression to a character
string
space$(N) Builds a string of N spaces
vireblc(C,N) Deletes spaces from a string (several
options)
ctrans(C,C,C) Translates strings

Sage course curriculum - Version 3.0 Page 71

Understanding formula concepts and components (continued)

Arithmetic functions:

Arithmetic Functions Description

find(X,X…) Searches the first argument in the list of
values
sum(N…) Adds a series of numerical values or
concatenates a series of alphanumeric
variables
min(X…) Searches from Minimum in a series of
values
max(X…) Searches from Maximum in a series of
values
avg(N…) Calculates the average of a series of
values
prd(N…) Calculates the product of a sequence of
numerical values
Uni(X…) Searches the uniqueness of a value in a
table of variables
Miscellaneous functions:

Miscellaneous Functions Description

Sigma (N,N,N) Used to find the sum of a sequence of
numerical expressions or the
concatenation of a sequence of
alphanumeric expressions depending
on an index. The index varies between
two ranges with an increment of 1.
evalue© Evaluates a formula contained in a
character string.
parse© Syntax analysis of an expression
contained in a character string.
filpath(C,C,C,C) Used to build the access path to a file,
based on the reference and current
applications.

• The following examples provide important information when working with

concatenations.
Example Result
“ABCD”+“EFGH” “ABCDEFGH”
Concatenation with no space
“ABCD” - “EFGH” “ABCD EFGH”
Concatenation with space
“ABCD” + “EFGH” “ABCD EFGH”
Concatenation with spaces
“ABCD” - “EFGH” “ABCD EFGH”
Concatenation with single space
date – date Gives a number of days
date +/- number Gives a date

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Understanding formula concepts and components (continued)

• Notes about grids:
– Indexes begin at 0 and lines begin at 1.
– In a grid of N lines, there is a system variable named nolign that gives the number
of the current line (from 1 to N), and an index system variable that gives the index
value (from 0 to N-1). These variables should be used with caution.
– All grids have an associated variable (declared in the definition of the ABS type
block in the screen) which contains the number of lines currently entered. The F6
key is used to find out its name when “focus” is on the grid without being in entry
mode.
• Notes about arguments:
– If an argument is followed by “…”, there may be a finite list of others following the
argument.
– If the argument is an array variable, the following syntax is valid:
CHAP (N..M) signifies that indexes from N to M are inclusive. N and M can also be
calculated.

CHAMP signifies the entire table.

Example: If NBLIG is the variable associated to a table, it may be possible to use

the following to obtain the minimum in the quantity column for all the invoice lines.

min([M:SOH3]QTY(0..[M:SOH3]NBLIG-1)

Sage course curriculum - Version 3.0 Page 73

Entering formulas
Many windows within Enterprise Management provide the capability for entering formulas
or expressions for the purpose of defining default values, specifying conditions, and
constructing messages.

Using the Calculator

Use the Calculator to evaluate formulas and ensure they conform with the Enterprise
Management language. The Calculator is typically used by developers.

• You can access the Calculator by clicking Help > Diagnosis in the Right panel.

– The Calculator window appears.

• You can enter up to 240 characters in your formula.

• After entering a formula, press the ENTER key to evaluate the formula. The results
display below the formula.

Page 74 Sage course curriculum - Version 3.0

Entering formulas (continued)

• Click the Actions icon in the Calculation field and select Variable class to view
information about the variable.
– In the Debugger window that displays, enter the variable at the Class field, and
then press ENTER.

Accessing the Formula Wizard

The main way to add formulas or expressions is to use the Formula wizard. To access the
Formula wizard, click the Actions icon in any field in which you can enter a formula and
then select Formula wizard.

Sage course curriculum - Version 3.0 Page 75

Entering formulas (continued)

Using the Formula Wizard
Use the Formula wizard to build a formula by selecting the existing fields, variables,
operators, and functions that are available.

• The Formula wizard is context sensitive and displays the appropriate open mask and
file classes. You can then select from the fields, functions, and operators that display.
• Use the Fields and Variables section to select fields and variables for your formula.
• Use the Formula section to build the formula
• Comparison operators allow you to determine if a variable is equal to, different from,
less than, or greater than another value.
• Click Verify to validate the formula.

Page 76 Sage course curriculum - Version 3.0

Entering formulas (continued)

• If you select the New table/view or New screen options, a selection window displays
allowing you to select a table, view, or screen. The variable then becomes available in
the Fields and Variables section of the Formula wizard window. You can then use the
variable when building a formula.

Sage course curriculum - Version 3.0 Page 77

Entering formulas (continued)

Adding variables and functions to the Formula wizard
Use Formula wizard setup (GESAVR) under Development setup in the Development >
Data and Parameters block to add local and global variables and functions to the Formula
wizard.

• The Function field defines the code for the function. This code is mandatory for local
variables.
• The Type field identifies the category for the elements that can be selected in the
Formula Assistant.
• In the grid, enter the function you want to add to the Function list. You select the
function or build the function using the Formula Assistant.

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Explore what you’ve learned

Complete the exercises for Lab 7 in the Common Tools - Exercises booklet.

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10.0 Attachment management and

Comments

In the following topic, you will learn about attaching documents and graphics to your
current function window and business document (such as an order or product). You will
also learn how to add comments to a page.

The topics in this lesson include:

• Attaching documents and graphics

• Adding comments
• Explore what you’ve learned

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Attaching documents and graphics

Use Attachments icon represented by a paperclip in the Right panel to view and attach a
document or graphic to the current business document (such as a sales order).

• The attachment window displays in a single grid with all the information related to an
attachment

• Attaching a Text entry (stored in database), an Input image, or a File selection link to
an external document is available from the right panel
• The window shows the list of attachments in a grid with associated keywords
• View shows the corresponding file
• The file can be downloaded with file viewer program and can be opened to display the
file content and with the possibility to edit

Sage course curriculum - Version 3.0 Page 81

Attaching documents and graphics (continued)

Text entry link
The text entry link allows you to enter text directly in a dedicated window which is stored in
the database

Input Image link

The Input image link allows you to select or drag and drop an image file to this dedicated
window

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Attaching documents and graphics (continued)

File selection link
The File selection link allows you open the following window to select a file in one of the
volumes available

• It can be filtered by the value entered on the criterion field. * example; typing doc in
the criterion field will display only files containing the “doc”. Wild cards (*,?)
• Clicking on a sub-directory lists the files inside and gives the list of the sub-directory.
• When a file list is longer than 20 lines, a -more- message is displayed. Clicking on this
line will read all the remaining files in the list
• Database attachment and print is also possible for texts and images stored in
database
• For other documents, the document viewer – Office for instance – must be launched to
view documents

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Attaching documents and graphics (continued)

File selection link
To attach files from your desktop or network, select action icon at the volume level to
Upload a file by Select file or Drag and drop.

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Adding comments
Use Comments (comment icon) in the Right panel to add a comment to the function
window.

• Enter and format text, images, and links in the drawing area.

Sage course curriculum - Version 3.0 Page 85

Explore what you’ve learned

Complete the exercises for Lab 8 in the Common Tools - Exercises booklet.

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11.0 Microsoft Office integration

In the following topics, you will learn how to export data to Microsoft Excel, Microsoft
Word, and Microsoft PowerPoint.

The topics in this lesson include:

• Microsoft Office integration with Enterprise Management

• Exporting data to Microsoft Office
• Exporting data to Microsoft Excel
• Exporting data to Microsoft Word
• Exporting data to Microsoft PowerPoint
• Explore what you’ve learned

Sage course curriculum - Version 3.0 Page 87

Microsoft Office integration with Enterprise Management

Microsoft Office tools are the most used professional tools for reporting, data presentation,
and document generation. Through the Enterprise Management Office integration:

• You have direct access from Microsoft Excel, Word, and PowerPoint to Enterprise
Management data sources.
• You can define templates for reuse.
• Documents can be refreshed at any time.
• Access and user rights are controlled by Enterprise Management, when creating and
refreshing documents.
As a result of the integration, data is secured, coherent, and up to date, and you can
benefit from all the Microsoft Office presentation features.

• Representation pages, such as List pages, View pages, and Edit pages, as well as
grids within pages allow you to export data quickly and easily into Microsoft Office
applications such as Excel, Word, and PowerPoint.

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Microsoft Office Integration with Enterprise Management (continued)

Enterprise Management Office add-in
A Enterprise Management Office add-in is used to connect to the Web Server to obtain
data. The add-in accesses the Web Server platform as a client while applying access and
user rights.

• To install the Enterprise Management Office add-in:

– In Administration > Utilities > Installation, select Install addins for Office
– Or, Click one of the Office links (Word mass mailing, Word, Excel, or PowerPoint)
in the program. If the add-in is not yet installed, a link is available in the user
interface to download the add-in.
– Or, use the dedicated function from the following link:
– http://server:serv/msoffice/lib/general/addIn/SyracuseAddinsSetup.msi?&format=ap
plication/x-msi
– Where "server" is the server address and "serv" is the service number. This link is
also available as an Office Add-in download menu item that can be used in a
dashboard.
– In both cases, an .MSI file is downloaded and installed. The installation process
can also be used to uninstall the file.

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Exporting data to Microsoft Office

The actual page displayed determines the links that are available to Microsoft Excel,
Word, and PowerPoint from within Enterprise Management.

• For example:
– List pages and View pages can export data to Excel, Word, as well as a Word
Mass mailing.
– Edit pages can export data to Excel and Word.
– Grids can export data to Excel.
– Grids can export data to PowerPoint if the grids display numbers.
• In various functions, the Right panel includes Microsoft Office links.

• When in a grid, click the Actions icon to access Excel export.

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Exporting data to Microsoft Office (continued)

What data is exported?
When clicking a specific Microsoft Office link, the currently-displayed data is what is
exported.

• For example, if you click Excel while on a Customer List page, the list of customers in
the table is exported to Excel.
– If a filter is defined, only the filtered data is exported.
• If you select the Excel export option while in a grid, only the data in the grid is exported
to Excel.
• When exporting from a grid, you are prompted for a title and name for the tab that will
be created in Excel prior to the actual export.
Connecting to the server
The system prompts you for your Enterprise Management login user and password, if
passwords are defined. The data being extracted into Microsoft Office is coming from the
same server you are logged into in your browser.

Data extraction
When the connection is completed, the data insertion automatically starts. The Office
client creates the column header and fetches the data in bulk mode.

• The server returns the data by blocks of 1,000 lines.

• A pop-up window displays the progress of the data insertion and can be stopped by
clicking the Stop button.

Sage course curriculum - Version 3.0 Page 91

Exporting data to Microsoft Excel

Integration with Microsoft Excel allows you to connect on any Web platform data source
(query page) and get and refresh multiple data grids while ensuring direct, fast and
secured access. You can export data from a List page, View page, Edit page, and a grid
to Microsoft Excel, as well as hyperlink from Excel to Enterprise Management.

Excel report
When exporting to Excel, you are given the option of using an existing template, creating
a template, modifying a template, or using no template at all.

• Select the Choose existing template option to create the report using an Excel
template.
– Click the Selection icon at the Template field. The List of templates window
appears, from which you can select a template.
– Only those templates matching the criteria defined for the template are available
for selection. For example, templates can be made available to only a specific
company.
– This is the only option that will extract data from the entity selected and prompt you
to connect with a valid user ID and password.
• Select the Create template option to create a new template in Excel using the data
from the entity (such as List).

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Exporting data to Microsoft Excel (continued)

• You can save the document created as a template and upload it using the Sage tab in
Excel.
– Select the Edit template option to modify a template that was previously uploaded
into Enterprise Management. The template to modify is selected at the Template
field.
– After accepting an option, you may be prompted to install the Enterprise
Management Excel Add-in if it is not already installed on your system.
– Follow the prompts in the Enterprise Management Excel Add-ins installation
wizard.
Enterprise Management ribbon - Excel
After the Enterprise Management Office add-in is installed, the Sage tab appears in the
ribbon for Microsoft Excel.

• Note: After installing Excel, you may need to click the Enable Editing button that
displays below the ribbon.
• When exporting directly to Excel, the server settings and connection are automatically
set based on your browser connection.
• When accessing Excel outside of Enterprise Management, you must define the server
settings before connecting.
– If you click Connect and a server setting is not defined, you are prompted for the
server settings before getting the connection window.
– The user ID and password entered are the same as those used when accessing
Enterprise Management and all security defined applies.

Sage course curriculum - Version 3.0 Page 93

Exporting data to Microsoft Excel (continued)

Data sources
Click the Data sources button on the Sage ribbon to view, edit, or add additional data
sources to the spreadsheet.

• The window that appears displays any filters or sorts that are defined.
Editing the current data source
To define filter and sort information for the current data source, click the Modify to edit.

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Exporting data to Microsoft Excel (continued)

The following window appears.

• You can define filter information for each of the columns in the spreadsheet.
– By clicking the Filter icon next to the column description, you can select the
operator and the values to define the filter.
• Clear the Fetch all check box to limit the number of records retrieved.
• In the Order bys section, you can define the extraction sorting order. You can select
multiple columns from the data source before selecting the ascending or descending
order option.
Adding data from a pre-defined data source
In the Workbook settings window, select Predefined data sources. The following window
appears

Sage course curriculum - Version 3.0 Page 95

Exporting data to Microsoft Excel (continued)

• The first step is to select the endpoint and the menu item at the Datasource field.
– You can either select an endpoint defined as a folder or the Enterprise
Management Web (Syracuse) administration endpoint for accessing administration
data.
– The data sources listed are based on menu items in Enterprise Management. For
example, the BPs function.

• After defining the information, click Apply in the Right panel to apply the new
rows/columns to the spreadsheet.

• The data from the data source selected is inserted at the current position of the cursor
in the Excel spreadsheet. This can be on the same tab or a new tab.

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Exporting data to Microsoft Excel (continued)

Adding data from a data source by entity
In the Workbook settings window, select Data model browse to add a data source by
entity.

• The data from the data source selected is inserted at the current position of the cursor
in the Excel spreadsheet. This can be on the same tab or a new tab.
Publishing
After creating the spreadsheet, you can publish the document so that it can be viewed and
edited through Enterprise Management. To publish the document on a collaborative
space, click the Publish as button on the Sage ribbon and select to publish as a document
or an Excel report template.

Sage course curriculum - Version 3.0 Page 97

Exporting data to Microsoft Excel (continued)

• To publish as a document:

– Enter a description for the document.

– You can use the Teams field to assign the document to a specific team. Only users
assigned to the team can view the document.
– If the Read-only check box is selected, only the owner can edit the document.
– The owner automatically defaults to the current user’s ID.
• To publish as an Excel report template:

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Exporting data to Microsoft Excel (continued)

Exporting data to Excel from a grid
The process for exporting to Excel is slightly different than the process used when
exporting from a List, View, or Edit page. When exporting from a grid (using the Excel
export option from the Actions icon), you can give the spreadsheet a title as well as define
the name of the tab generated.

• When Export is selected in the Right panel, the data is collected and an Excel icon is
added to the Export excel window. Click the Excel icon to view the spreadsheet in
Microsoft Excel.
• After clicking the Excel icon to view the spreadsheet, all other options previously
discussed, such as adding data sources and connecting to a server are the same.

Sage course curriculum - Version 3.0 Page 99

Exporting data to Microsoft Word

There are two types of links that can export information to Word: Mass mailing and Word.

• Word: This allows you to create a document containing the elements on the page,
defined by a Microsoft Word report template.
– The report option will display as either Word report or just Word in the Right panel.
• Mass mailing: Only available in a List view. This allows you to generate a list of mailing
pages by repeating a mail merge template document for every record in the list.
– A mail merge assistant aids you in the creation of the mail merge document.
Defining templates
Regardless of whether you are creating a mail merge or a report, you must have a defined
template to use before actual data is populated into the template from Enterprise
Management.

Note: You can view a list of Microsoft Word templates already stored in Enterprise
Management using the Word templates function in the Administration dashboard view.

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Exporting data to Microsoft Word (continued)

Word report
When using the Word link from the Right panel, you are given the option of using an
existing template, creating a template, or modifying a template.

• Select the Choose existing template option to create the report using a Word mail
merge template that was previously uploaded into Enterprise Management through the
Word templates function.
– Click the Selection icon at the Description field. The List of template window
appears, from which you can select a template.
– Only those templates matching the criteria defined for the template are available
for selection. For example, templates can be made available to only a specific
company.
– This is the only option that will extract data from the entity selected and prompt you
to connect with a valid user ID and password.
• Select the Create template option to create a new template in Word using the data
from the entity (such as List).
– You can save the document created as a template and upload into Enterprise
Management through the Sage tab in Word.
• Select the Modify template option to modify a template that was previously uploaded
into Enterprise Management. The template to modify is selected at the Template field.

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Exporting data to Microsoft Word (continued)

Template layout
The layout of the template along with the field references is different based on the entity
from which you launch Word. The template is created based on all the fields present in the
page.

• When moving or deleting fields from the template, you must select the entire field
reference.

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Exporting data to Microsoft Word (continued)

Sage ribbon - Word
After the Office add-in is installed, the Enterprise Management tab appears in the ribbon
for Microsoft Word.

• The Locale field defines the locale code of the user that created the template.
Show fields
If the Show Fields check box is displayed, all the fields associated with the function are
available in the Template fields panel in the right side of the window.

• All the fields are available, grouped by blocks. Standard blocks and collections have
different symbols, and each type of field is also identified by a symbol.

• You can add fields to the document by double-clicking the field in the Template fields
list.

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Exporting data to Microsoft Word (continued)

Viewing data using a template
When using a template, you can view actual Enterprise Management data in the
document and save the document for future viewing.

• To view actual data using a template, click the appropriate Word link and select
Choose existing template. In the Template field, select an existing template.
• Clicking OK displays the document displays in Word showing the actual data.

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Exporting data to Microsoft Word (continued)

Publishing
After creating the actual document with data from Enterprise Management, you can
publish the document so that it can be viewed or edited through Enterprise Management.
Use the Publish as button to publish the document on the collaboration space, publish as
mail merge template, or publish as a word report template.

• To publish as a document:

– If the Read-only check box is selected, only the owner can edit the document. The
owner automatically defaults to the current users ID.
– At the Storage volume field, select the storage volume where the document will be
uploaded.
– After publishing the document, click the Save to ENTERPRISE MANAGEMENT
button again to resave the document to Enterprise Management.
– You can also limit the user of the template to team(s) under Tags and Teams.
Teams are groups of users.

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Exporting data to Microsoft Word (continued)

• To publish as a mail merge template or word template, the following windows appear
respectively:

• If you want to limit the use of the template to a specific endpoint, select the endpoint at
the Endpoint field.
– If an endpoint is selected, you can limit the use of the template to a specific
company, legislation, and activity code.
Mass mailing
When using Mass mailing, you are given the option of using an existing template, creating
a new empty document, or creating a new document using a defined template in Microsoft
Word.

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Exporting data to Microsoft Word (continued)

• Select the Use existing template option to create the mail merge using a Word mail
merge template that was previously uploaded into Enterprise Management through the
Word templates function.
– When selected, you can select the template at the Template field.
– Only those matching the criteria defined for the template are available for selection.
For example, templates can be made available to only a specific company.
• Select the New empty document option to create a new template in Word using the
data from the list.
– You can save the document created as a template and upload into Enterprise
Management through the Enterprise Management tab in Word.
• Select the New document by word template option to create the mail merge using a
predefined template available through Microsoft Word.
– When selected, you will be prompted for the Word template to use when the
application is launched.

Sage course curriculum - Version 3.0 Page 107

Exporting data to Microsoft PowerPoint

On pages or gadgets where an array of numbers is presented in a graph, the Actions icon
for the graph allows you to export the data and create a Microsoft PowerPoint slide. In the
following example, the Actions icon on the Sales Rep Forecast vs Ordered gadget
provides a link allowing you to create a Microsoft PowerPoint slide displaying the graph.

• The following message may appear: Click Yes if the Microsoft Office Integration addin
is already installed on your system. Click No if you need to install the addin.

• You are then given a choice to open or save the file.

• You may also be prompted to log onto the Web platform server.

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Exporting data to Microsoft PowerPoint (continued)

• One of the following may happen:
– If Microsoft PowerPoint is not yet opened, a new presentation opens automatically,
and a graph based on the current series of data is inserted on the first page.
– If Microsoft PowerPoint is already opened, the following window appears, and
displays the different presentations opened. You can then choose the presentation
in which you want to insert your presentation page, as well as the position (after
the current page, at the beginning, or at the end of the presentation):

• Microsoft PowerPoint opens with the graph displayed on a separate slide using the
data array from the original gadget.

Sage course curriculum - Version 3.0 Page 109

Exporting data to Microsoft PowerPoint (continued)

• You can right-click the graph to edit the data, format the data series, change the chart
type, along with other actions as shown below.

Enterprise Management ribbon - PowerPoint

After the Enterprise Management Office add-in is installed, the Enterprise Management
tab appears in the ribbon for Microsoft PowerPoint.

Saving the template for use in Enterprise Management

If you click the Publish as button on the Enterprise Management ribbon in PowerPoint, the
following window appears.

• Selecting to publish as a document allows you to enter the different parameters

associated with the document.

Page 110 Sage course curriculum - Version 3.0

Explore what you’ve learned

Complete the exercises for Lab 9 in the Common Tools - Exercises booklet.
1. .

Sage course curriculum - Version 3.0 Page 111

12.0 Importing and exporting data

In the following topics, you will learn about importing and exporting data in Enterprise
Management. You can export data to Excel, as well as export to a file.

The topics in this lesson include:

• Concepts for importing/exporting to a file

• Specifying directory paths
• Transcribing import/export data
• Defining file formats for import/export
• Exporting data to a file
• Importing data from a file
• Correcting rejected records
• Explore what you’ve learned

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Concepts for importing/exporting to a file

When an import/export template is defined (parameterized), it is important to keep the
following concepts in mind:

• The choice of the structure of the files to be imported or exported depends on the
extraction or integration capabilities of the external software.
– The data must be organized in logical groups of lines, which can be different types
(such as header, detail, or sub-detail) or a single type. The organization of these
groups is defined in the Import/export template function discussed in the next
section.
• The import process allows for the creation and modification of actions.
– To determine the action to be carried out on the imported record, the system
performs a test on the object to make sure it exists.
– This test is carried out by loading the primary key for the object with the information
in the imported record.
– As a result, if the primary key is not parameterized, all the records will switch to
creation mode and only function if the key for the object to be created can be
assigned automatically, for example by means of a sequence number counter.
• An import corresponds to an entry simulation for all the screens linked to the imported
object.
– It processes all the fields in the screen by carrying out the same checks as an
interactive entry.
– It does not take into account the fields that cannot be entered in the screen (except
in specific and referenced cases). As a result, the fields parameterized in a
template corresponding to a field that cannot be entered are not imported.
• The order in which the fields are parameterized within the record has no importance.
– The import loads all the fields then imports them in the order of the fields in the
screens.
• Any number of data exports is possible regardless of the object, but this is not always
the case for the import.
– The automatic mechanisms for decoding the data flow and the call to the
conditions linked to the object greatly automate the import, but this is not sufficient
for an automatic import of complex objects. Therefore, not all objects can be
imported.

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Concepts for Importing/Exporting to a File (continued)

• In the reference folder, an import template (modifiable) is supplied for each object
where the import is possible; however, there can be peculiarities linked to the import.
– For more information, see the on-line Help associated with the import templates for
which the specific cases exist.
• The following diagram indicates the steps that are covered in this document and the
functions within Enterprise Management that are used to accomplish these steps.

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Specifying directory paths

Use Import/export parameters (GIMPEXPPAR) under Imports/exports in the Setup >
Usage block to specify directory paths used by import or export processing on the server
or client. The entries here are not mandatory but supply consistent locations as well as
make the import/export processes more manageable and reliable. This function is
especially useful when running batch jobs.

• Default directories can be referenced with the % character.

• The table below provides information about the options available in the Export
parameters section.

Default This is the default directory in which the files to be exported

directory are created, if the file path given cannot be found.
Temporary This is the full path of the directory for the temporary files
directory used during the export phase. The file to be exported is
created in this directory, and then it is written. After the file is
completely written, it is transferred to the directory where the
file has been declared (the previous directory, if the path
given is related).
Sequence This is the last sequence number. This is the sequence
number number counter used to date the database fields (EXPNUM
field).
• The table below provides information about the options available in the Import
parameters section.
Default directory This is the full path of the default directory in which the files to
exported will be searched for, if the path given cannot be found.
Temporary This is the full path of the temporary directory used (if
directory assigned) during the import phase. The file to be imported is
transferred in this directory, and then imported.
Final directory This directory corresponds to a directory where the imported
file is transferred after the end of the import. This transfer is
only carried out if a directory has been defined here.
Error directory This is the full name of the directory in which the files
containing the rejected movements during the import are
created (err type files). The name of the file is the same as the
import file, except that it has an “.err” extension.

Sage course curriculum - Version 3.0 Page 115

Transcribing import/export data

Use Transcribe import/export (GESAOR) under Imports/exports in the Setup > Usage
block to transcribe data during the import/export process. This creates a correspondence
between the local and external codes.

• At the Local code field, define the code used internally in the software.
• At the External code field, define the code used in the files for the data to be imported
or exported.
• The following principles apply:
– A search is made on the value of the field to be exported in the list of values in the
Local code column.
– For an export, if a value is found, it is replaced with the corresponding external
code.
– For an import, if the value is not found in the External code field, and if an external
code is set to *, the corresponding internal code is taken.
• Transcribing example:
Local code External code
CHK CHECK
DIV *
* OTHER
– For an export:
o CHK is transcribed to CHECK
o DIV is not transcribed and remains DIV
o Any other choice is transcribed to OTHER
– For an import:
o CHECK is transcribed to CHK
o Any other choice is transcribed to DIV
o OTHER is not transcribed and remains OTHER

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Defining file formats for import/export

Use Import/export templates (GESAOE) under Imports/exports in the Setup > Usage
block to define file formats for extracting data from the database. This function automates
the process of importing and exporting data through the use of customizable templates.
The following structures can be used when importing or exporting data:

• Flat file with fixed length fields

• Flat file with separator between the fields (and records)
• XML file
• CSV file
Note: An advantage of using XML is that it names the fields of the table and its values so
you can easily check the data in the file.

• Templates can be customized to meet a company's specific needs.

• It is a good idea to copy an existing template (by modifying the code name with a "Z"
in front of it).
• Import/export template uses objects in order to update the database. An object is
defined by a group of tables and screens, as well as the standard actions associated
with the fields and the update.
– All the controls and actions necessary during the database update are carried out
because a single description for the object is used to generate the code relative to
an on-line update and an update by import.
– When an object only updates a single table, the import template describes the list
of fields from the table to be integrated, remembering that a block of data from the
file to be imported or exported contains the data for a record.

Sage course curriculum - Version 3.0 Page 117

Defining file formats for import/export (continued)

– When several tables are updated by an object (for example the header and the
lines), several blocks of data are found for an instance of the object to be
integrated.
• It is possible to import a table without associating an object with it. The empty object
field is left for this purpose and the table and the fields concerned are entered in the
grid on the Fields tab. The import is then made without any control apart from those
deduced from the formats associated with the data types of the fields in the table.
• The following table shows some commonly-used templates for importing/exporting
data to a file:
Import Type Template Code
Products ITM
Product Site ITF
Standard Cost ITC
Customers BPC
Suppliers BPS
Sales Price Book SPL
Sales Orders SOH
Customer BP Invoices BIC
Purchase Price Lists PPL
Purchase Orders POH
Supplier BP Invoices BIS
Accounting Entries GAS
Financial Budgets BUD

Page 118 Sage course curriculum - Version 3.0

Defining file formats for import/export (continued)

Header tab
Use the Header tab to determine whether the template is used for exporting and/or
importing. It is also used to determine the file type and format of the import/export file,
define the character set to use, and organize data into logical group lines.

• The Object field indicates the object code to be imported or exported.

• Use the Function field to initialize the context, especially if the same object is used by
several functions.
• The grid may be empty if the data structure being imported or exported is based only
on a main table.
• You can define the links with any table in the database in which a theoretical link
exists, in order to extract the linked data.
• If the file has a fixed length, you must indicate the number of characters for each
record at the Length field.

Sage course curriculum - Version 3.0 Page 119

Defining file formats for import/export (continued)

General section

Use the General section to enter the activity and access codes, as well as define the
standard or specific processes. The table below provides information about the options
available in the General section.

Activity code The Activity code field is used to:

Make an element in the dictionary optional if the
value associated with the activity code is null.
Identify the specific/custom elements for codes
starting with X, Y, or Z.
Size a maximum number of lines when the activity
code marks elements from a grid. If the activity
code is disabled, the marked element will not be
used and the associated code (if any) will not be
generated or activated.
Access code The Access code field makes it possible to limit the
access to the current record to certain users. Only
the users having this access code in their profiles
can view and modify the record. The execution
rights associated with a user code are processed in
a particular way in the case of the import/export
templates. If a user has not been granted the
execution rights, they cannot use the template to
import or export data.
Standard script The Standard processing field defines the standard
process which includes the labels of the actions
called in the import/export processes. These
processes are used to carry out initializations,
additional controls and, if required, updates.
Note: The standard processes usually named
IMPXXX, with XXX being the import code, are
supplied for a certain number of imports.
Specific script This field defines the specific/custom process
which is called before the standard process. Some
possible actions are: initializations, additional
controls, and updates.
Note: The standard processes usually named
IMPXXX, with XXX being the import code, are
supplied for a certain number of imports.
Specific script This field defines the specific/custom process
which is called before the standard process. Some
possible actions are: initializations, additional
controls, and updates.

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Defining file formats for import/export (continued)

Structure section

Use the Structure section to define the structure of the file being imported or exported,
such as file type and format, and field and record separators.

File type The File type field defines the structure used to
manage the data in the file to be imported or
exported. The file types include ASCII 1, ASCII 2,
Delimited, Fixed Length, XML, Flat, and With
Header.
Field separator The Field separator field allows you to enter the
separator to use for separating fields in the file. To
enter a non-printable character, you must enter a
back slash “\” followed by three numbers
represented as ASCII code of the character in
decimal base.
Record separator Use the Record separator field to enter the
separator to use for separating lines in records. To
enter a non-printable character, you must enter a
back slash “\” followed by three numbers
represented as ASCII code of the character in
decimal base. Examples of field separators include
“:” and “,”.
Field delimiter The Field delimiter (usually a single or double
quote) is added in the first and last position for
alphanumeric fields. For numeric and date fields,
there is no requirement for a delimiter.
File format The File format field defines the format of the
characters used in the file, such as ASCII, UTF8,
and USC2.

Export section

Use the Export section to determine whether to use the template for an export. The table
below provides information about the options available in the Export section.

Export Select the Export check box to use the defined

template for exporting data.
Export sequence The Export sequence field stores the value of the
sequence number when the last export took place.
This is useful when performing chronological
exports to process only what has been modified
since the last export took place.

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Defining file formats for import/export (continued)

Import section

Use the Import section to determine whether to use the template for an import. If so, you
can also determine if an existing record can be modified during import. The table below
provides information about the options available in the Import section.

Import Select the Import check box to use the defined

template for importing data.
Special import The Special import check box indicates that the
data imported into the database is made using
specific/custom actions.
Update allowed Select the Update Allowed check box to make it
possible to modify an already existing record during
import.
Tem storage space Select this check box to be able to use the
import/export temporary storage space. For more
information about setting up parameters for using
temporary storage space, see the Handling
Import/Export Anomalies topic in this document.

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Defining file formats for import/export (continued)

Compiling section

Use the Compiling section to define the character set to use. The table below provides
information about the options available in the Compiling section.

Character set At the Character set field, select which character

set to use. When the ASCII character set is used, it
is possible to use the following various
standardized formats: ISO 8859, IBM PC, and
ASCII 7 bit.
Decimal separator The Decimal separator field defines the decimal
separator used for numbers. If this field is blank,
the system uses a period “ . “
Date format The Date format field defines how the date type
fields are coded (order and number of characters
for the year).
Local menu format At the Local menu format field, the fields of local
menu type are stored as a number representing
their rank in the table. The following choices are
available:
– 0 : Value: This option indicates the rank of the
menu in the table: 1 for the first choice, 2 for
the second etc. This also corresponds to the
internal format under which the local menu is
stored in the database.
– 1 : Code : This option uses the code (on one
character) associated with each choice of local
menu. This code is not visible in local menu
management. It can be defined in the
development functions in message
management.
– N : First Characters: (n>1) the first n
characters of the label are displayed in entry.
When using this option, the search algorithm
searches for the first character, then the
second and so on, until a single corresponding
title exists. If a search is carried out to find
CHQ in a local menu where the titles are
Cash, Transfer, Check, Draft, Bank/credit card,
the algorithm will find Check (the only title
whose first two letters correspond).

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Defining file formats for import/export (continued)

Identifiers
When importing or exporting data, it must be organized in logical group lines, which can
be header, detail, or sub-detail or a single type. The organization of these groups is
defined in the Identifiers section.

• Each group is associated with one of the tables in the database, the first being the
main table of the object, and the others defined by the links from the previous table.
• If fields extracted from different tables are displayed in a single data group, the export
process attempts to resolve the links between tables by using the link structure
described in the dictionary. This supposes that there is only one link possible from the
main table in the group to the described table (if not, the first link encountered will be
used and even if it is not the correct one).
• If the template is defined with a fixed length, it is necessary to define the record length
somewhere and this is done in the group of tables.
– If the group indicator is not required to be present in the list of fields, it is sufficient
to define this group with an empty code. Only one group can then be defined.
• The table below provides information about the options available in the Identifiers
section.
Level This field defines the hierarchy of the different
tables. Level 1 is the main level, a N+1 level
defines a sub-level of the preceding N level.
Indicator This field identifies the group by a code containing
a maximum of five characters. This code is
mentioned in the field grid on the Fields tab and in
the file itself as a group header.
Table This field identifies the structure of the record
groups. Only the tables updated by the object are
usable. For example, it is not possible to
simultaneously import the order and the customer.
Key This field defines the key of the linked table used to
access the detail of the group records (from values
of the upper level tables used in the link
expression).
Link This field defines the link expression, which is a
series of values separated by a semicolon giving
the key values linking the detail table to the header
record.
Length For files with fixed lengths, you must indicate the
number of characters in each record at this field.

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Defining file formats for import/export (continued)

Example: Entering groups in the Identifiers grid
In the following example, an export template uses companies and sites.
• The main table COMPANY is level 1.
• For this example, information is linked to the accounting currency (ACCCUR field),
which is required in the exported file. In this case, it is not necessary to define a new
group linked to the company table, but simply to define the fields of the TABCUR table
in the group. The export engine then runs through the dictionary to search for the link
between the COMPANY and TABCUR tables. Where there are several links found, it
is the first link that is used.
• If the purpose had been to export information connected with the currency of the
company's stock capital (RGCCUR field), it would have been necessary to create a
second block of data, also of level 1, based on the TABCUR table, and showing
RGCCUR in the link column. It is also what would have to be achieved if the link was
not explicit. For instance, the CREUSR field, which corresponds to the code of the
user having created the record, uses a generic type (A) which does not allow the link
to be made automatically. As a consequence, if information concerning the user
having created the record had to be displayed, it would have been necessary to define
the link by a group.
• Then, suppose that the list of the sites linked with the company needs to be displayed.
A level 2 group is then created, using the FACILITY table, with a link based on the
FCY index and whose value will be the CPY field of the main table.
• Eventually, if the parameter values directly related to each company need to be
extracted, a second level 2 group of data will be created, using the ADOVAL table,
with a link based on the ADW0 index and whose value will be the CPY field of the
main table.
• The grid below summarizes the Identifiers section information that would be entered:
Level Indicat Table Key Link
or
1 CPY COMPANY CPY0 Main
Group
record
1 CUR TABCUR TCU0 [CPY] 1 linked
RGCCUR record
2 FCY FACILITY FCY1 [CPY] N linked
CPY records
2 ADP AD0VAL ADW0 [CPY] M linked
CPY records

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Defining file formats for import/export (continued)

Fields tab
Use the Fields tab to define the different fields being imported or exported. You can also
determine the order in which the fields are imported or exported.

• Note: It is not mandatory to define the fields in all the groups (in fact, some can only be
technical groups defining the links).
• Example: The fields from the order header and the fields from the pay-by customer
record are to be exported in a single group of data (no separator for the data group). In
this case, you need to define two groups (the first defining the orders, the second
associated with the customer with the appropriate link). However, only the lines
associated with the second group are entered in the field tab. These lines can include
both the information extracted from the customer and from the order header (because
both are one line).

• The first line of the file contains a slash ( / ).

• In the File generation section, select to generate the file to a client or server system.

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Defining file formats for import/export (continued)

The table below provides information about some of the options available on the Fields
tab.

Table This field indicates the Enterprise Management code of the

table.
Field This field can contain:
The code of a field from the table.
A constant (“XXX” or ’XXX’) (ignored in import).
An expression (ignored in import).
A *n type code which refers to the GIMP(n) (import) variable.
Range This field makes it possible to use a field as a selection
criteria of the data in the export process. The choices include
the following:
No: Means that no start-end range will be entered for this
field when launching the export.
Yes: Means that a start-end range will be entered for this
field when launching the export.
Criteria not displayed: Means that a start-end range can be
entered for this field when launching the export, but that the
field will not be transferred during an import or export.
Table number This is the number identifying the data transcoding table.

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Defining file formats for import/export (continued)

Additional options
• Click Copy in the Right panel to copy the record definition from one folder to another.
• Click Export in the Right panel to define the default values for the criteria to filter the
exported data. When the export is launched, the criteria is displayed and can be
modified. When a chain of exports is launched, the criteria are automatically applied
without entry, for each of the templates in which they have been defined.

• Use the Range section to enter fields for which ranges can be entered.
– Note: If nothing is entered for the First Value and Final Value ranges, all criteria is
selected for that field.
• The tables used in the import or export are listed in the Criteria section in order to
enable any filtering of the data.
– You can define a logical condition. Only those fields meeting this condition will be
exported.

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Exporting data to a file

Use Exports (GEXPOBJ) in the Usage > Imports/exports block to extract the data from the
database to an ASCII type file (with fixed length or variable with separators), whose
structure is described by an import/export template. This export can be total or
chronological - it will only export the data modified since the last export of this type.

• Select the template you want to use for the export process.
• If the Chrono management check box is selected, the export is only carried out on
records modified since the last export.
• The Data file field displays the path of the export file.
• The tables used in the import/export template are listed in the Criteria section in order
to enable any filtering of the data.
– You can define additional criteria to filter the data to be exported for the table using
logical expressions.

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Exporting data to a file (continued)

Displaying the data decoding process
• Click Script in the Right panel to display the data decoding process (from the template)
that will be executed. The process is named WWE#####, where ##### is an
automatically assigned number.

Execution
In the Exports window, click Execution in the Right panel to start the export process. Once
completed, a log window displays indicating any errors, how many lines were exported,
and location and name of the export file.

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Importing data from a file

Use Imports in the Usage > Imports/exports block to integrate the data in the database
from a structured file (XML, with fixed length, or variable with separators), whose structure
is described by an import/export template.

• The Template field specifies the template to be used for the import.
• If the Import/export temporary storage space check box is selected, any wrong lines
that are detected will be placed into a batch in the import-export temporary storage
space.
• The Data file field displays the path of the data file from which the import has been
launched.
• Click Test in the Right panel to import in test mode, where only the decoding of the file
is carried out. The data is not integrated in the database.
Importing the data
Click OK from the Right panel in the Imports window to begin the data decoding process
(comes from the template).

• The process is named WWE#####, where ##### is an automatically assigned

number.
• After clicking OK, you must select the import file. You can either drag and drop the file
into the File Upload window or click Select file to manually select the file.

• After the file is selected, click OK to continue with the import process. After the import
process is completed, the log file displays any errors. A log window then appears.

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Correcting rejected records

Use Import/export temporary storage space (GESAOW) in the Usage > Imports/exports
block to store the details of the rejected data for a given import file. In a batch, each
rejected record is in 1 to N lines. In each line, there is a description of the line structure,
along with the field values in the file. When errors are detected in a given field, they are
highlighted with a preset style. You can use this function to perform the following:

• Modify the rejected data

• Add lines, if needed
• Re-extract the data of a set of batches into a file, so it can be imported again correctly
• Add records in a given batch

• When setting up the parameters in Import/export template, you can select to use the
temporary storage space during the import process. For more information, see the
Defining File Formats for Import/Export topic in this document.
• The lot number is the batch number assigned from a sequence number counter. This
identifies a consistent group of data imported into the storage space.
• The Template field defines the import/export template that is used when feeding the
storage space.

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Explore what you’ve learned

Complete the exercises for Lab 10 in the Common Tools - Exercises booklet.

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13.0 Printing

In the following topics, you will learn about printing within the software.

The topics in this lesson include:

• Printing in Enterprise Management

• Printing to Preview mode
• Creating and modifying reports
• Explore what you’ve learned

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Printing in Enterprise Management

Several methods are available for printing documents and reports in Enterprise
Management. You can print from a report window or from the printing function. Printing
from a report automatically invokes the printing function and assigns the correct report
code.

The following are different ways you can print in Enterprise Management:

• Use the Reports > Prints/group block which contains reports available by module.
– All reports in Enterprise Management are organized under categories and located
in the Prints/group block. If more than one report can be printed from a category,
clicking a category opens a window with all the reports listed.

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Printing in Enterprise Management (continued)

• In the Reports > Reports block, select Reports to launch a window that displays all the
reports available in Enterprise Management.

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Printing in Enterprise Management (continued)

Printing from a function
You can print a report directly from a function. For example, if you are viewing or entering
a sales order, you can print by clicking Print or the Print icon in the Right panel.

• Click the drop-down arrow at the Print icon to have the option of printing the current
record or a list of what is on the screen. Sometimes when printing with the List option,
a summary report is produced. Selecting Record produces the same result as clicking
Print.

• Note: The user may also be automatically forced to print, based on the settings in
entry transactions.
• If two or more documents/reports can be printed from the function, a window displays
listing all the documents or reports that can be printed.

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Printing in Enterprise Management (continued)

Report parameters
After selecting one of the reports, the system launches the print function and prompts you
to enter parameters. Some parameters default based on the document being viewed
(such as customer, order number, etc.). You can then set the print destination and click
print to immediately print the document/report.

• The parameter definitions may be different depending on the report you select. You
must enter the required parameter definitions or accept the defaults.
• Use the First and Final value fields to enter a range of values.
• The Print selections line allows you to print the selections in a cover sheet.
• When entering a range of values, any document falling within the range will print
(assuming another parameter value does not prevent printing the document).
• Depending on your setup, you may need to enter additional information, such as
copies, paper size, etc.
• Click the Print button to print or preview the document/report.
• You can defer the report for printing at a later time by clicking Deferred in the Right
panel.
• Note: Print destinations can vary depending on where the user can print to.

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Printing in Enterprise Management (continued)

Print job
After clicking Print in the Right panel, the print list displays. It shows you the reports
currently set to print, the status, and provides a means of downloading and deleting the
print job.

• The List of field shows the destinations you have set up.
• The Phase field shows the status of the print job, such as Job started or Job finished.
• Click Details for more information about the print job.
• Reports remain in the list until you log out of your current session.
• When the job is finished, the following happens:
– The status bar turns from green and white stripes to solid blue.
– The Download button becomes available.
– “Job finished” is displayed.
– The message “Report available in storage area.” appears in the Details drop-down.

• Click the Delete icon to remove the report after it is printed. Previewing
When previewing documents or reports, you are automatically given the option of opening
the report in Adobe Acrobat Reader or saving the report.

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Printing in Enterprise Management (continued)

• Select Save File to save the file with the file name shown.
• Select Open with to open the file with Adobe Acrobat Reader.
– From Adobe Acrobat Reader, you can print or save the file.

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Creating and modifying reports

You can create a new report or modify an existing one using Crystal Reports. After
completing a Crystal Report, it must be set up in Enterprise Management to function
properly. To do this:

• Place the report in the correct REPORT directory.

– The path is on the server in the REPORT directory.
– Note: It is possible to have the wrong version of the report due to inheritance.
• The report must be added to the Enterprise Management dictionary.
– The dictionary entry has many controls, such as allowed report run times,
mandatory printers, activity codes, printing formats, and a link to the Crystal Report
name (usually the same as the dictionary entry).
– The parameters passed to the Crystal Report are also controlled in the dictionary.
• The report default parameters must be set up.
• This is done separately for each report.
• The report print codes must be set for it to work with a document/report.
• The report may need to be added to an entry transaction.

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Explore what you’ve learned

Complete the exercises for Lab 11 in the Common Tools - Exercises booklet.

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14.0 Workflow notifications

In the following topic, you will learn how to define workflow rules, and well as set up and
monitor workflows notifications and events.

The topics in this lesson include:

• Understanding Workflow notifications

• Defining Workflow rules
• Setting up Workflow notifications
• Monitoring Workflow notifications
• Explore what you’ve learned

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Understanding Workflow notifications

Workflow notifications allow emails to be sent based on certain criteria that are met in the
system (alerts). For example, you could automatically generate an email to a recipient
when a sales shipment is created. Other examples include:

• Alert the sales and accounts departments when a key customer places an order that
goes on credit hold.
• Alert an inventory manager when a newly allocated item causes available stock to fall
below its reorder point.
• Alert a purchasing agent that a sales order line requires a direct purchase order to be
issued, or informing a production manager that an order line requires a new work order
to be set up.
• Alert a sales manager and track when orders for a specific sales representative falls
below the targeted gross margin values.
The following depicts a high-level view of the workflow notification process.

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Understanding Workflow notifications (continued)

Differences between workflow notifications and workflow rules
• Creating a notification can be the first stage in the definition of a workflow process. In
fact, the creation of a notification leads to the automatic generation of a corresponding
workflow rule.
– After the notification is made, it is possible to modify the workflow rule in order to
include functions not covered by notifications.
– It is important to note, however, that after the workflow rule is modified, the original
notification is deleted.
• You can create workflow rules that trigger an event using the Workflow rules function.
– Creating workflow rules is more complex than creating workflow notifications.
– Compared to the Workflow rules function, the Notifications function has a simplified
entry window and is limited in the triggers that can be processed compared to the
Workflow rules function. Additionally, workflow notifications are limited to two
recipients and there is no associated signature process.
• The software comes with pre-configured workflows.

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Defining Workflow rules

Use Workflow rules (GESAWA) in the Setup > Workflow block to define the execution of a
number of actions when specific events occur within the program.

• The possible actions are:

– Send messages by the e-mail system
– Display of notifications in Workflow monitor
– Update data through the execution of actions, either directly when the event occurs
or later when the recipient(s) of the notification have performed an action

• Use the Category field to group the workflow rules.

• Data coming from the trigger can be used in the messages, notifications, and actions.

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Defining Workflow rules (continued)

• Use the Conditions column to enter additional conditions in the form of logical
expressions. If these conditions are true, a message is sent and a trace is written to
the log.
• There are many different events that can trigger a Workflow rule. The following shows
the options available at the Event type field.

– Action of the user in object management mode (creation, modification, triggering of

an action)
– Execution of a batch task, an import, or a report
– Signature action on a prior notification (in this case, it is possible to have complex
nested signature circuits)
– Batch process running through a group of tables in the database
• The sending of e-mails is dependent on the use of an e-mail system accepting a MAPI
interface when sending from the client workstation or SMTP POP3 when the message
is sent from the server (this is the case for the majority of e-mail systems available on
the market).
• The recipients of the Workflow notifications can be directly set up in the rule, either
through a user code or through a business partner code and a contact type of the
business partner. It is also possible to create multi-criteria tables called allocation rules
enable a business partner to specify the recipients on the basis of predefined criteria
values.

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Setting up Workflow notifications

Use Notifications (GESAWX) in the Setup > Workflow block to define notifications/alerts.
You can create notifications (alerts) by sending e-mail messages to recipients. The actual
notifications can be viewed in the Workflow monitor, which is discussed later in this
lesson.

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Setting up Workflow notifications (continued)

Triggering
• In the Triggering section, you can determine the workflow type:
– Object: An object is used to manage a record in a table or several tables and can
be a window made up of a header and several tabs or a window as a single
screen. An object corresponds to the complete management of the records,
including creation, modification, deletion, etc. For example, the management of
customer, invoices, and the entry of postings are implemented in the form of
objects. The event code corresponds to the object code.
– Functional entry: The rule is triggered when entering a function in the software. The
event code corresponds to the function code (an object coded as XXX corresponds
to the GESXXX function). This type of event can also be used for objects.
– Report: A report is launched. Its code can be specified in the adjacent event code
field.
– Task end: A workflow is triggered at the end of the batch task. Its code
corresponds to the event code (the batch task must have the User message check
box selected; otherwise, it will not work).
Conditions
• In the Conditions section, enter the conditions for the notification.
Recipients
• In the Recipient section, enter the information for the recipient and whether to send a
warning or send email. The expression in the example below identifies the recipient.

Message
• In the Message section:
– At the Object field, enter the contents of the Subject field in the form of a calculated
expression.
– Use the Text area to define the main content of the message.

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Monitoring Workflow notifications

Use Workflow monitor (SAIWRKPLN) in the Usage > Usage block to view the events
pending signature by a given user. Workflow information can be viewed on three tabs in
this function and can be set up by the entry transaction as shown below.

• You can view information for each event, including the messages sent, or the
signature history. The event can also be signed or approved, depending on the
situation.

• If no recipient is selected, information for all recipients can be viewed (unless the
Exceptional delegate check box is selected).
• The workflow notifications for which a signature or approval rule are set up display in
the grid.

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Monitoring Workflow notifications (continued)

• Select the Exceptional delegate check box to view users who have been set up as
exceptional delegates in the User delegates (GESAWU) function in the Setup >
Workflow block.
– A delegate is a user who can replace another user in a signature process and/or
receive a copy in the signature process.

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Explore what you’ve learned

Complete the exercises for Lab 12 in the Common Tools - Exercises booklet.

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15.0 User-Defined queries

In the following topics, you will learn about the Requester tools for creating queries (also
known as requesters).

The topics in this lesson include:

• Requester tools
• Creating simple Requesters
• Using the SQL Requester
• Using the Graphical Requester
• Explore what you’ve learned

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Requester tools
A requester is a view of data that is user defined.

• You can create a graph or simple list and then view them on your Enterprise
Management dashboard.
• There are three main tools that can be used for creating requesters (queries) as
shown below.

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Creating simple Requesters

Use Query tool (GESALH) under Printouts in the Setup > Usage block to construct, view,
and print queries. The Query tool uses the temporary extraction of data in a table and runs
a query on the table. The query is then made at several levels of detail by successive
page breaks. The structure of this temporary table allows each user to save the results of
the last request carried out.

• The Query tool:

– Allows you to enter range selections.
– View results in detail or grouped at various levels.
– Allows you to tunnel to the source data.
– View results in character and/or graph form.
– Store results in a temporary table.
– Allows for screen displays and printing.
Fields tab
Use the Fields tab to define the information that will display in the query, such as the order
of the columns, the grouping and page breaks that are to be carried out, the name of the
table from where the information is extracted, and the name of the field and title that will
be displayed on the query screen.

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Creating simple Requesters (continued)

Advanced tab
Use the Advanced tab to enter additional information, such as the number of lines,
maximum lines and time, the report code that will be associated with the File > List menu,
selection criteria, and the conditions for the links between different tables in the request.

• Use the Number of lines field to define a logical number of lines by page in the query
screen.

• In the Selections section, enter selection criteria which are logical expressions applied
to the table fields and that can include constants, functions, and operators.

• In the Links section, you can define links that have not been defined in the dictionary.
Access tab
Use the Access tab to define the access conditions to the query and the extracted data.

• The Query type field is used to manage the display of the query with the following
possible behaviors:
– Normal: The query is displayed if the query has already been viewed by the user. If
this option is selected, each user launching the query creates a set of data
belonging to them that cannot be viewed by any other user.
– Shared: This query can be viewed by other users. Shared queries are useful when
a large query is launched by a single user. A group of users can access the
information. It is recommended that only one user run the query, with other users
having inquiry access. It is also preferred to run this type of query in batch mode if
it is large; the corresponding batch code is called CALALH.
– Recalculated: This query is never displayed automatically (must refresh or enter
the criteria). This makes it possible to avoid reloading data if the data is known to
become rapidly obsolete.

• Use the Access code field to limit access to the current record. Only users with this
access code can view or modify the record.

Page 156 Sage course curriculum - Version 3.0

Creating simple Requesters (continued)

Graph tab
Use the Graph tab to define how to represent the data, such as in a grid or graphs. If you
select to present the data in a graph, you can further define the type and format of the
graph.

• The Type field allows you to display a single or multiple graph.

– Single graph: Only one column of values is displayed at a time.
– Multiple graph: All the columns are displayed, combined according to the setting at
the Presentation field.

• At the Representation field, you can determine how the series values are combined in
the display.
– Multiple: The values of each series are presented side by side, with one color per
series.
– Cumulative: The values are presented in a vertical total.
– Comparative: The values are presented in relative comparison. The height of the
graph remains constant.

• The Default graph field defines the graphical representation used for the data , such as
Bars, Lines, Area, or Sectors.
– If only one series of data is available, the graphical representation is fixed by the
setting made at this field by default.
– If several series of values are represented, you can mix the presentation modes. In
other words, one series can be in the form of bars and another can be in the form
of lines.

Sage course curriculum - Version 3.0 Page 157

Creating simple Requesters (continued)

Running the requester
After setting up a requester, click Create and then Validate in the Query tool window. Click
Run to display the query window. In this window, you can execute the requester by
clicking Search. A screen displays the records that meet the criteria as illustrated below.

Page 158 Sage course curriculum - Version 3.0

Using the SQL Query tool

Use SQL query tool (GESALQ) under Printouts in the Setup > Usage block to create
query requests directly using the SQL language.

• Note the following about using SQL coding in this function:

– You can give titles and a type to columns
– No totals on columns
– Ranges must be defined using two variables
– Variables are defined in SQL using the format %i% (l=1,2…N)
– Any SELECT statements, including complex ones can be written, provided it
returns a field number less than the maximum allowed.

• At the Query field, enter a code identifying the request.

• Select the Shared query check box to allow others to view the query.
• At the Report field, enter the report that will be associated with the File > List function.
If this is not entered, the report ALISTE is used with the default page format.
• Use the SQL Query section to enter the SQL coding.
• The Graph tab works similarly to the Query tool function discussed in the previous
topic.

Sage course curriculum - Version 3.0 Page 159

Using the Graphical Query tool

Use Graphical query tool (GESALT) under Printouts in the Setup > Usage block to create
the query screens used to display the results of the queries run on the database. It
operates by temporary extraction of the data in a table, then by running an inquiry on this
table. In the simplest use of this function, you can just use the Fields tab to design a
query.

• Use the Fields tab to define the query.

• The Advanced, Access, and Graph tabs work similarly to the tabs in the Query tools
function discussed in a previous topic.

Page 160 Sage course curriculum - Version 3.0

Viewing Query Requests

Use View queries (EXEALH) under Printouts in the Printouts block to view the results of
the queries you created using the Query tool, SQL query tool, or Graphical query tool
functions.

• In the Selection Query tool window, select your request.

• The request is displayed as shown in the following example.

Sage course curriculum - Version 3.0 Page 161

Explore what you’ve learned

Complete the exercises for Lab 13 in the Common Tools - Exercises booklet.

Page 162 Sage course curriculum - Version 3.0

16.0 Working with Process flows

In the following topics, you will learn about process flows and how to design your own
process flows.

The topics in this lesson include:

• Viewing a Process flow

• Designing a Process flow
• Understanding Gadgets
• Defining Gadgets
• Explore what you’ve learned

Sage course curriculum - Version 3.0 Page 163

Viewing a Process flow

Process flows provide an easy way to access applicable functions for a process, such as
order entry for an order entry clerk.

• The process flow window allows you to access all the functions associated with the
entity (in this case, orders). This can be a good feature to use for employees who use
the same tasks daily, such as an order entry clerk.

Page 164 Sage course curriculum - Version 3.0

Designing a Process flow

Use Processes (GESAPR) on the Setup > Interactive dashboard block to create or modify
process flows.

• In addition to selecting the access code and activity codes, you can select whether the
process is of type process or menu.
– The menu type is used to organize the sub-menus in the processes’ browser.
• Use the Description section to design your own shapes and then add links and
actions.
• In the Right panel, select Process import to export the process to a text file. You can
then copy the text and past it into the import phase.
• In the example below, a button titled Website was created using the “Create a button”
icon and the “Change the font of the selected text” button.

• You can then create a link to a URL by clicking the “Create/modify a HTTP link” button
and entering a URL to a website in the Location – Webpage Dialog.

Sage course curriculum - Version 3.0 Page 165

Designing a Process flow (continued)

Drawing tab
Use the Drawing tab to design the interface for your process flows. The Drawing tab
provides a wide variety of editing tools that can be used to create graphics and set links to
graphics, for example.

• The File menu allows you to open and save a process flow as well as import or export
the process flow as text (HTML coding).

• The Page menu allows you to show page limits and resize the process flow page.

Page 166 Sage course curriculum - Version 3.0

Designing a Process flow (continued)

• The Element menu allows you to add a link or actions to an object in the process flow.
Note: You must first select an object using the Selection arrow before adding a link or
action.

• The Help menu provides helpful shortcuts and information when using the editing
tools.

• The buttons located below the menus allow you to open and save a file, undo or
repeat, link an element to a function and attach actions to an element.

• The buttons allow you to perform various activities such as add links or add actions to
elements.
• The actions you can attach to an element include:
– Show as mini menu
– Lock/unlock mini menu
– Show as tooltip
– Show/hide

Sage course curriculum - Version 3.0 Page 167

Explore what you’ve learned

Complete the exercises for Lab 14 in the Common Tools - Exercises booklet.

Page 168 Sage course curriculum - Version 3.0

17.0 Defining menu items

In the following topics, you will learn about menu items located within sub menus and my
landing pages

The topics in this lesson include:

• Defining menu item links

• Explore what you’ve learned

Sage course curriculum - Version 3.0 Page 169

Defining menu item links

Menu items are located within sub menus (blocks) on navigation pages as shown below.
Menu items can be used to link to representations, functions, processes, queries,
statistics, dashboard pages, and external links.

Accessing the Menu items function

Use Menu items under Pages in the Administration > Authoring block to define menu item
links.

Page 170 Sage course curriculum - Version 3.0

Defining menu item links (continued)

Information section

Use the Information section to define the main characteristics of the link, including the
following:

• Code: Not mandatory. If no entry is made, it will be assigned with an internal code that
will not be displayed.
• Title: This field is mandatory and appears when a menu item is referenced. For Classic
functions, it is recommended to use the function code. For Entities / Representations
pages, it is recommended to use the representation code.
• Description: This is a user-friendly description of the menu item.
• Link type: Indicates what kind of page will be called if the link is activated. The
following choices are available:
– Representation is a page that manages a facet of an entity. Thus, the user will
have to enter an entity, an associated representation and a facet.
– Function (Classic) is a page that manages a function in Classic mode. Therefore,
the function code must be entered.
– Dashboard page is a link that brings the user to another dashboard. The code of
the dashboard is required.
– External link is used when the menu item links to a URL that will have to be given.
• Icon: Indicates the file name and repository of the icon to display.
• Application menu: This check box is used to define how the menu item appears on
mobile clients. This is subject to change in a near future.
Content section

Use the Content section to define additional information:

• Application: Entered for Representation and Function (Classic) link types. This field
refers to the application used for the link.
– The Syracuse collaboration application is used to connect administrative,
collaboration, and authoring pages directly managed by the node server.
– The application is mandatory if the link is a Classic type link.
• Endpoint: Can only be entered for Representation and Function (Classic) link types. If
entered, the link will automatically be displayed in a vignette (if the vignette is
associated with the right endpoint).
• Representation: Entered for Representation link types only. Defines the representation
used for the user interface. This representation is linked to the entity; therefore, only
some representations are available for a given entity. A selection is possible in the
same conditions as for the entity definition. Only a representation attached to the
previous entity can be used.

Sage course curriculum - Version 3.0 Page 171

Defining menu item links (continued)

• Action: Entered for Representation link types only. Determines the facet of the
representation that will be used. The following facets can be selected:
– Query is used to display a page that lists the entity values and allows to display the
detail of an entity instance, or to edit it, or to create a new instance.
– Details is used to display the detail of an entity instance. A key value must be
entered.
– Edit is used to modify the detail of an entity instance. A key value must be entered.
– Statistics is used when a statistical inquiry page is displayed.
Parameters section

Use the Parameter section contains additional values depending on the link previously
defined. The value that can be sent to the function is usually for the object types function
called GES_xxx_.

• Depending on the entity, additional parameters may have to be entered. If this is the
case, the name and title columns will be filled and the value column must be entered.
• The parameters available may depend from the page called. But some standard
parameters exist especially for query facets, and are documented here.
Display

• Open in: The choice can be:

– Same window: where the page opened by the menu item link will replace the
current page,
– New window: where a new tab will open in the browser to display the page called
by the item link.
Classification section

The Classification section is used for organization purposes and is optional.

• Module: Select the module where you want to place the menu item.
• Categories: Item menus can be associated with categories. The assignment can be
done in categories with a selection window allowing multiple selections.

Page 172 Sage course curriculum - Version 3.0

Defining menu item links (continued)

Creating a menu item
To create a menu item, click Create menu item in the Right panel from the List of menu
items window.

Modifying a Menu item

To modify a menu items, click the pencil icon for the menu submodule in the List of menu
items or click the Edit button from the Right panel in the Menu items function window.

Sage course curriculum - Version 3.0 Page 173

Explore what you’ve learned

Complete the exercises for Lab 15 in the Common Tools - Exercises booklet.

Page 174 Sage course curriculum - Version 3.0

18.0 Personalizing landing pages

Landing pages are accessible from the Home page and are initially displayed when
logging onto the program. You can create your own landing pages displaying information
that has been previously defined as accessible by your system administrator.

The topics in this lesson include:

• Creating a landing page

• Modifying a landing page
• Explore what you’ve learned

Sage course curriculum - Version 3.0 Page 175

Creating a landing page

A landing page is a collection of gadgets. A gadget is a component of a landing page that
can contain:

• A list of links that point to other pages (Normal pages, Classic pages, List pages, View
pages, Edit pages, and other URLs.)
– Normal pages are those that are built to fit with the size of the gadget in the portal.
• Visual processes with or without a menu process.
• Reports or statistical inquiries.
To create a new landing page, from your Home page, click the New option in the Left bar.

• You cannot enter spaces in the page name; however, they can be entered in the title.
• If the Use current endpoint checkbox is selected, any gadgets added to a landing page
must use the current endpoint for execution or displaying of data.
– If the checkbox is cleared, you can use the landing page to display information
from several endpoints.
– The endpoint is always defined when creating the gadget.
• The landing pages you create are listed under My Landing pages in the Left bar.

Page 176 Sage course curriculum - Version 3.0

Creating a landing page (continued)

Adding Gadgets
Gadgets are created using system administrative functions. Once created, they are
available to the user when creating their landing page. The Add new gadgets page
displays automatically when creating a new landing page.

• The endpoint selected is the endpoint used for the gadgets selected.
• Under Browse Category, select the type of gadget you want to add.
– Click Queries to add user-defined reports done by the Requester.
– Click Statistics to add statistical aggregated data set up by the statistical tool.
– Click Web to display a defined web page which includes a specific URL.
– Click Processes to add visual process maps.
– Click Representations to add any page defined by a menu item. This does not
include Classic pages displayed in a full page and not in a gadget.
• Depending on the option selected under Browse Category, different pages display;
however, they all have the same behavior.
– A search field is available to select the gadget by its name. You can add multiple
gadgets by simply clicking on the ones to add before clicking the Finish icon.
– A selection can be done by selecting first a module, then a category, and finally the
gadget.

Sage course curriculum - Version 3.0 Page 177

Creating a landing page (continued)

• Once the first gadget is selected, the landing page is created and displayed.

• If you place your mouse pointer over the gadget added, you can personalize the
gadget, refresh the gadget, delete the gadget, and minimize the gadget.

– The Personalize icon is not available for all gadgets and is typically used to change
how the data is displayed. For example, you can personalize a gadget to show
data in a grid in a card format.
Assigning Landing Pages
By default, any landing pages you create are automatically available to you under My
Landing pages.

• Using the Home pages function, a system administrator can assign landing pages to
other users based on their role.
• Users with access to this function can also define the endpoint used for each gadget
and change the owner of the landing page.
– Only the owner can edit the landing page.

Page 178 Sage course curriculum - Version 3.0

Modifying a landing page

Once a landing page is created, you can add new tabs and gadgets, change how the
gadgets display, and even share the landing page with other users.

Editing the Landing Page Title & Deleting

• To edit the title of the landing page, click the Pen icon for the landing page name in the
Left bar.
• To delete a landing page, click the Delete icon for the landing page name in the Left
bar.
– You can only delete landing pages you have created and are listed under My
Landing pages.

Adding a New Tab

You can create a landing page that includes information displayed on different tabs. The
first tab is created automatically after selecting the first gadget. To add a new tab, simply
click the “+” next to the existing tab.

• Any new tabs added can be deleted by clicking the Delete icon displayed on the tab
page.
Adding a Gadget
To add a gadget to a page, click the Add gadget icon displayed in the upper right corner of
the page.

• The options available for adding a gadget are the same as when selecting one after
creating a new landing page.

Sage course curriculum - Version 3.0 Page 179

Modifying a landing page (continued)

Personalizing a Landing Page
When personalizing the landing page, you can change the tab names and delete a tab. If
the tab contains multiple gadgets, you can also select a template which organizes the
layout of the gadgets on the tab.

• To add personalize the landing page, click the Personalize Landing Page icon
displayed in the upper right corner of the page.

• The tab currently displayed on the landing page is the one affected when you click the
Personalize Landing Page icon.
• Templates only display if more than one gadget is added to a tab.
Changing the Order of Landing Pages
You can modify the order in which landing pages display. This is done by pointing to the
landing page to move and clicking on the three dots displayed to the left of the landing
page name.

• Once you click on these dots, you can drag the landing page to a new position in the
list.

Page 180 Sage course curriculum - Version 3.0

Explore what you’ve learned

Complete the exercises for Lab 16 in the Common Tools - Exercises booklet.

Sage course curriculum - Version 3.0 Page 181

19.0 Customizing screens

In the following lesson, you will learn how to customize the pages displayed including a
new dashboard, Classic page, List page, View page, and Edit page.

The topics in this lesson include:

• Screen Customization
• Using Screen Customizer
• Explore what you’ve learned

Page 182 Sage course curriculum - Version 3.0

Customizing screens
Some users have the ability to customize a screen using the “Screen Customization
feature. For example, you can easily change the order, remove, display in columns or
stack fields and have those changes appear for a specific user or group of users.

• When customizing screens, you are able to:

– Change the order of the information on a page.
– Organize hierarchically groups of information that can appear as tabs, columns,
etc.
– Hide elements or make them collapsible.
– Change the widget used for the input of information.
– Change the labels associated with the elements.
– You can customize View pages, Edit page and Classic pages
Note: A default page called SAGE is delivered for all standard pages and cannont
be modified.

Sage course curriculum - Version 3.0 Page 183

Using Screen Customizer

If your user profile has the authorization, you can access the pages customization through
the “Customzation page” menu located at the top right of every function on the opposite
side of the breadcrumb.

– To create or modify, click the label, which here is called SAGE, to display the
dropdown. Click “Customize page”.
• Now you will see some new choices. In the column at the left hand side, select the
display options of your choice, “Columns” or “Stacked” for the sections of the block

– Related to the fields, two options allow you to mask the fields, either on laptop
screens or on smartphones. An arrow is used to add a line break after the chosen
field.

– When you have finished with customizations and finalized your view, you must
save it and set a code, a title, a description and then assign it. Assignments
depend on the user rights, such as creating custom screens, sharing them
according to roles (for an endpoint) or doing a global creation.

– The custom screen becomes the default screen. If several custom screens exist for
the same function, you must select the code of the desired screen, at the top right.

– To delete a custom screen, you go to the “Personalization” mode and click on the
“Recycle bin” icon. Then, you will be back to the default mode.

Page 184 Sage course curriculum - Version 3.0

Using Screen Customizer (continued)

Responsive Design
Each screen has a “Responsive Design” version. Activating the “Responsive Design” will
enable this mode during all navigation

• The “Responsive Design” mode allows screen customization as follows:

– The input fields sequence
– The order of the mandatory fields and
– The process of checking the mandatory fields when saving the document
• Responsive Design is very similar to the standard layout with three major parts:
– The Component list on the left that lets you see all the components available from
the dictionary.
– The Preview Panel located in the center gives you an instant preview of
modifications.
– And the CRUD on the right which performs global actions.

Sage course curriculum - Version 3.0 Page 185

Using Screen Customizer (continued)

• In the Component List are the sections and blocks, or fields that are implemented on
the screen definition or dictionary.

• They are ordered as:

– Section > Blocks > Fields
– Section > Fields (depending on your screen definition)
• For the Section, Blocks, Fields setup, you can decide to hide each component on
desktop or mobile only by clicking the corresponding icon while hovering the
concerned component. There is no need to create multiple layouts for mobile and
desktop.
• For the Section, Fields setup, you can change the layout by activating two columns
and/or activate the stacked display to show all fields from the top to the bottom. By
default, the display is in line, meaning from right to left.
• To activate columns and stacked displays, first click on the three vertical dots at the
end of a line.
• When you activate the columns, you will see a colored separator displayed in the
middle of the “Blocks” for the “Sections” or in the middle of the “Fields” for the “Blocks.”
• On “Fields” you can force a break line based on business needs by clicking the return
icon. When activated, an icon will give you direct feedback to verify the action.

Page 186 Sage course curriculum - Version 3.0

Using Screen Customizer (continued)

• This middle section will display the behavior of the actions you’re indicating in the
Component panel. Every Section, Block, or Field is available on the component list
and you can hide some if desired. Also shown will be any columns or break lines
you’ve added.

• The CRUD is the where common actions take place, located on the right side of the
screen. It covers functions such as Save, Undo, Redo, Reset, Cancel, and Delete.

Sage course curriculum - Version 3.0 Page 187

Using Screen Customizer (continued)

• Some users have the ability to customize a screen using the “Screen Customization”
feature.

– If your user security profile has the authorizations, you can access the pages
customization through the "Customize page" menu.:
– In the column at the left hand side, select the display options of your choice,
“Columns” or “Stacked” for the sections or the block.
– Related to the fields, two options allow you to mask the fields, either on laptop
screens or on smartphones. An arrow is used to add a line break after the chosen
field.
– When you have finished with customizations finalizing your view, you must save it
and set a code, a title, a description and then assign it. Assignments depend on the
user rights, such as creating custom screens, sharing them according to roles (for
an endpoint) or doing a global creation.
– The custom screen becomes the default screen. If several custom screens exist for
the same function, you must select the code of the desired screen, at the top right.
– To delete a custom screen, you go to the “Personalization” mode and click on the
“Recycle bin”. Then, you will be back to the default mode.

Page 188 Sage course curriculum - Version 3.0

Explore what you’ve learned

Complete the exercises for Lab 17 in the Common Tools - Exercises booklet.

Sage course curriculum - Version 3.0 Page 189

20.0 Personalizing inquiries and objects

In the following topics, you will learn how to personalize inquiry screens and objects
across the software.

The topics in this lesson include:

• Personalizing inquiry screens

• Personalizing objects
• Explore what you’ve learned

Page 190 Sage course curriculum - Version 3.0

Personalizing inquiry screens

Use Inquiry screens (GESGTC) in the Setup > General parameters block to personalize
inquiry screens across the software.

• Use the grid to change the order in which fields display.

Sage course curriculum - Version 3.0 Page 191

Personalizing objects
Use Objects (GESAOC) under Personalization in the Setup > General parameters block
to modify certain object characteristics. These objects include the selection windows,
QuickSelect lists, report printing, statistics, and automatic links.

• At the Object code field, enter a three-character object code.

• The Index field is used to define an index for the principal file for the display in the Left
list in selection windows.
• In the Selection Fields grid, enter the table in which the field to be displayed is located.

Page 192 Sage course curriculum - Version 3.0

Explore what you’ve learned

Complete the exercises for Lab 18 in the Common Tools - Exercises booklet.

Sage course curriculum - Version 3.0 Page 193

Explore what you’ve learned

Complete the exercises for Lab 19 in the Common Tools - Exercises booklet.

Page 194 Sage course curriculum - Version 3.0

Summary
You have learned:

• How to view and edit general parameters in the system.

Sage course curriculum - Version 3.0 Page 195

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