Analysis Databases for History / Details Enquiry Options

The Sales/Purchase and Sales/Purchase Order Ledger Enquiry facility allows the option to link to a History and Detail database. These are databases which, in the case of the sales/purchase account enquiry, contain the account code as one of the items on the record – this could be one of your own databases maintained via ProFiler or perhaps another application database such as the invoice costing/generator files or the allocation log file or indeed a different Order Processing set-up from another company.

Occasionally the history / detail database may be a ‘Master’ database and have analysis details of its own (for example if linking to the Sales Order Header in a different company then each order header will have its own details). From Release 6.6 the History and Details enquiry options can be configured to display these analysis records.



By default where an analysis database is configured the system will split the usual transaction display in half although you can display in a separate grid. When displayed as a split grid the left-hand display will show records from the main history/detail database and the right-hand display will show records from the analysis database.

As you scroll up/down the main database the appropriate detail records will be displayed.Selecting an entry from the right-hand display allows you to scroll up/down the details list, selecting full-screen enquiry as required.

Installation

Ledger Enquiry Manager

New parameters for the analysis database are available within the Ledger Enquiry Manager. To update the parameters select Installationfrom the main menu followed by Ledger Enquiry Manager and Enquiries Configuration. Select the application required that allows the History / Detail database option – Sales Ledger, Purchase Ledger, Sales Order Processing and Purchase Order Processing all support this facility – and then select Transaction/Detail Enquiries, confirm the enquiry authority levels and then select the History/Detail database required. After confirming the standard header display items and full screen enquiry display a new parameter screen is available to configure display of analysis database.

Link Detail File to Analysis File – set to enable analysis file display against the history/detail file.

Pathname of Analysis File – enter pathname for the analysis file.

Detail File Item for Analysis Lookup – reference the prime-index of the history/detail file (this is used as the linking item between the history/detail file and the analysis file)

Analysis File Item for Lookup – reference the item on the analysis file that holds the index reference for the master file. Please note this item must be defined as a secondary index within the database.

Display Analysis Items on Separate Grid – by default the system splits the history/analysis display into left and right grids, setting this option displays the history and analysis records on separate grids to full screen width (similar to how sales orders are displayed on the sales enquiry).

After confirming the initial parameters the system displays the options asks you to configure the analysis items to be displayed.



LIFO Sequence – set whether the analysis records are to be displayed in LIFO order.

List Items – select up to eight items from the analysis database to be displayed.

Autofit Width – set when the system is to compress display items so that all items display on screen without scroll bars. Note that system keeps same font size so full text of data items may not display depending on content.

After confirming analysis details to be listed the option is available to configure a ‘full-screen’ enquiry display for the analysis record. Select if required.

On initial configuration the enquiry screen will be blank. You design the screen as per the standard design parameters.

To add text to the screen, you use the mouse or arrow keys to position the cursor at the start of where you wish to enter your text, and type in the required label(s). To clear any text, use the space bar.

To add a data item to the screen, you use the mouse or arrow keys to position the cursor at the start of where you wish the item to display and then either ‘right-click’ with the mouse or press <F4-Select>. The list of available data items are displayed for you to select. To delete a data item from the screen, use the mouse to click the item and then hit the <DELETE> key.

To draw borders around the screen choose the option ‘Border’ on the Tools pull-down at the top of the screen.

To draw a line on the screen select the option ‘Line Mode’ on the Tools pull-down, and then use the mouse to click the start position of the line, and then drag the line (horizontally or vertically) to the end position of the line. To delete a line use the mouse to select the line, (it will turn blue when selected), and then hit the <DELETE> key. Once the line(s) has been drawn, to switch back to text mode, use the option on the Tools pull-down.

Once complete choose the File pull-down option ‘Save & Exit’.