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Group Account Sales Enquiry

Datafile Software

Group Account Sales Enquiry

Sales Ledger options allow you to mark an account as being part of a group but still treat the account as an individual account for the purpose of processing, reporting and enquiry.

This new feature allows you to configure one of the Extra Application Enquiry tools within the Ledger Enquiry as a Group Enquiry. This enquiry allows only selection of the main group account but showing the transactions, invoice documents and sales orders for all accounts within the group.

The system filters the accounts list so that only the main group accounts are displayed (account equals group account). Selecting the account displays the main account detail and, optionally, will include accumulated values from the group as a whole.

When the account is displayed the standard sales enquiry options of Transactions, Invoices, Aged Analysis and Sales Orders are available.Selecting any of these options lists the appropriate details for the group as a whole.

The Transactions and Sales Order items listed are configurable within the application configuration whilst the Analysis / Sales Order Detail and the full screen enquiries for all transaction options are shared with that of the Sales enquiry.The Invoices list is also the same detail as the sales enquiry but also includes the account code the invoice was created against.

On the main enquiry screen the CRM, Utilities and Alternate Panel settings (when showing notes / emails) display only the details for the main account. The options available within the Actions list are configurable separately from the sales enquiry.


Ledger Enquiry Manager

Configuration options for the Group enquiry are set within the Ledger Enquiry Manager. To update the enquiry configuration select Installation from the main menu followed by the Ledger Enquiry Manager. The first change is to enable the Extra Application within the Applications Allowed option.

To enable Extra Application set to ‘Allow’ the appropriate extra enquiry and set the authority level for the enquiry (9 is the lowest, 0 is the highest)

To configure the application select the option Enquiries Configuration, select the required Extra Application and then will have the list of enquiry facilities.

Application Profile – selecting this option allows you to define the main enquiry settings.

Menu Title – enter the title to be displayed as the title for the Group Sales Enquiry.

Application ID – set to SL to use as the Group Enquiry. When confirmed a pop-up is displayed with additional parameters.

Overwrite Configuration with standard SL application – on first defining the application select this option to copy the base configuration settings (main screen designs etc.) from the sales enquiry (they can be amended separately later)

Configure as a Group Account Enquiry – set to enable use of the sales transaction enquiry facilities for the group.

Items to Accumulate– nominate up to ten value items to accumulate from the group members. If these items are included on the main enquiry screen then the value displayed will represent the total for the group as a whole rather than the individual account.

Detail Pick Limit – this option overrides the pick list limit defined within General Multi Options. Recommend that this is set around the 100 mark so that builds initial lists relatively quickly and can then move down the remaining list as required.

Trans Items to List – select up to fifteen items to be displayed from the sales transaction file.

Order Items to List – select up to fifteen items to be displayed from the sales order header file.

After confirming these you are returned to the main application configuration screen.

F4-Select Items – select up to ten items to be listed from the group account records when press F4-Select.

F4-LIFO – select if records are to be listed in LIFO order (otherwise FIFO)

History Item – nominate the item to be displayed with the account in the history panel on the Group enquiry (usually Name)

The remaining options in the Enquiry configuration options are as per the other applications – allowing screen design, file scans etc. Where appropriate these are copied from the sales enquiry configuration when initially set the ‘Overwrite Configuration’ prompt above but are then maintained separately. One further aspect needs configuring, however, the option for ‘Ignore Records on F4 Lookup’

Ignore Records on F4-Lookup – this option filters the search results on F4-Select and will be looking to set to ignore records where the account code is not equal to the group account code.

Ignore Records on F4 Lookup– set to apply this facility.

Item to Test – select the main Account Code item

Test Equal or Not-Equal – select Not Equal as the filter method.

Value to Test Against – enter ‘!nnn’ replacing nnn with the data item number to be validated against – in the case of the group account this is usually 052.

Allow Option to View All– leave this option unset.

Database Changes

Changes are required to the Sales Accounts and Sales Transaction files to ensure that the Group Account Code item is, if not already, set as a secondary index. In addition a new item to record the Group Account is required on the Sales Order Header file and this must also be a secondary index.

One new item is required on the Sales Order header file for this new feature. To add this new item select Installation from the main menu followed by Application Manager and then Restructure A Database. Select the Sales Order Processing application. Elect to update the Live Files and then select the Sales Order Header File. The existing data items are then displayed on screen, scroll-down to the next available blank entries and create the following items:

Item Type Description

GRP-ACCOUNT X (10) Item to identify the group account that the order is recorded for.

To insert a new item press <Enter> against a blank entry, enter the title as required and press <Enter>, select the item type (using the drop-down list if required), and depending on item type select the size required.

To mark the item as a secondary index press <F4-Select> and choose to Create Secondary Index 1/2. If both indexes currently in use remove one of the indexes and re-reference as the group account – the removed item can be set as an Extra Selection Item within the Advanced Features.

Once the additional items have been recorded press the <ESC> key and select the UPDATE button to save the database changes. When prompted respond ‘Y’ to the prompts to ‘Extract Existing Data to New Database Structure’ and, if appropriate, ‘Copy Table Entries from Old Database to New Database. Final prompts ask to ‘Remove (.OLD) Database’ and to ‘Carry Out the Same Restructure on the BASE File as well’ – respond as required. If you select to update the base file you need to manually insert the new items at the same data item positions as on the live file.

Database Profiles

The new data item for the Group Account needs to be referenced within the Database Profiles.To update these settings select Installation from the main menu followed by Application Manager and Set Database Profiles. Choose the Sales Order Processing application as required before selecting the Header Optional 4 parameter screen.

On the left of the screen is the prompt Grp-Add Account– against this item reference the data item number of the equivalent item created above, <F4-Select> is available if required.

You also need to define a copy item from the Sales Account to the Sales Order Header to populate the group account item for new orders – copying from GRP-ADD-XREF on the Sales Accounts file to the new item on the Sales Order Header file.

  • Release ID: 6.6