SunSystems 5 admin and user interface

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SunSystems 5 – Administration and User Interface Delegate Guide SunSystems document version 5.3.1 October 2006 Under Development Based on SunSystems software version 5.3.1

The copyright of this document and the computer software described herein and provided herewith are the property of Systems Union Holdings Ltd.

No part of this publication or the computer software may be reproduced, transmitted, transcribed, stored in a retrieval system, or translated into any human or computer language, in any form or by any means or otherwise used without the express written permission of Systems Union Holdings Ltd.

Systems Union Holdings Ltd Systems Union House 1 Lakeside Road

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SunSystems 5 Administration

About this Delegate Guide

This delegate guide is intended to supplement tutor led training for SunSystems 5. It is not designed for self-study, nor to replace or replicate SunSystems online help and documentation.

SunSystems 5 online help and documentation is available from: • Help menu within SunSystems 5 applications.

• Windows Start menu, by selecting SunSystems 5 >> SunSystems 5 Documentation, once SunSystems 5 is installed.

• Product >> Online Documentation section of Systems Union intranet (Infodesk) - http://infodesk.

• Product section of Systems Union extranet (PartnerNet) - http://partners.systemsunion.com. • Customer Support Online section of Systems Union

internet site - http://www.sunsystems.com.

1. Typographical

Conventions

Within this delegate the following icons are used:

Notes.

Tips and Tricks.

Function Names(Shortcut Codes).

Elements that must be setup or available to support the area under discussion.

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SunSystems 5 Administration

Course Agenda

Session 1 – Introduction and Overview 8

Session 2 - User Manager 11

Session 3 – Navigation Manager Editor 57

Session 4 – Business Unit Administration 82

Session 5 – ‘Z’ Functions 92

Session 6 – Documents, Reports and Listings 97

Session 8 – Data Audit 118

Session 9 - Archiving 130

Session 10 – Query Manager 143

Session 11 – Forms Design 192

Appendix 1 – Data Dictionary 239

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SunSystems 5 Administration

Session 1 – Introduction and Overview

2. Course

Prerequisites

• Computer skills at consultant level

3. Course

Aims

• To review administration functions in SunSystems 5

• To review how the user interface and security are configured

4. Course

Objectives

By the end of this course you will • Create a new operator

• Create a new operator group • Create a new Data Access Group • Create a Business Unit

• Copy a Business Unit to another Business Unit • Delete a Business Unit

• Clear an Operator • Serialize SunSystems • Perform Archiving • Configure Data Audit • Archive Transactions • Define a new query

• Create a new Ledger Entry Form

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6. Start and Finish Times

This course runs over two days. Your tutor will provide details of: • Start times

• Break times • Finish times

7. Logistics

Your tutor will provide details of: • Facilities available during breaks • Restaurants

• Restrooms/toilets • Messages/phones • Security

• Emergency measures

• Use of equipment after class hours (if applicable) • Other important items

8. Introductions

• Tutor:

! Background and education ! Current position

! Experience • Delegates:

! Your name ! Department

! Time with SU/SunSystems ! Experience of Order Fulfilment ! Expectations:

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9. Questions

Please feel free to ask questions at any time.

Your tutor will be happy to answer all questions provided you allow for the following responses:

• “We’ll be discussing that later”.

• “I don’t know, but I’ll find out and let you know later”. Please pay full attention to the tutor whilst they are lecturing.

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SunSystems 5 Administration

Session 2 - User Manager

10. Session

Aim

To review the tools available to create Operators, Operator Groups and Data Access Groups.

11. Session

Objectives

By the end of this session you will: • Create an Operator Group

• Create an Operator and link them to an Operator Group • Create a Data Access Group

12. Session

Overview

In this session we look at User Manager and how this tool is used to create Operators, Operator Groups and Data Access Groups.

This tool will allow you to grant permissions to enable you to restrict permissions to functions within Sun.

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12.1. Introduction to User Manager

User Manager is a new tool supplied with SunSystems 5 that allows you to manage access to SunSystems and other Systems Union products. If you select Operator Setup (OPS) or Operator Group (OGS) from the menu within SunSystems it will take you to the new User Manager utility (you will be required to logon.)

To run User Manager, go to Programs, Systems Union, Security and then select User Manager and the following window will be displayed:

Log in to User Manager as the Super User, suadmin and enter password and the following window will be displayed:

When SunSystems 5.3.1 is installed an administration user, suadmin is created automatically.

suadmin is created automatically if you carry out an express install. If you do a custom installation you will be prompted to create an

administration user defining the user name and password of your choosing.

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This tool allows you to create SunSystems users. Each person who logs onto SunSystems must have a user record. The user record defines the group the user belongs to, their user code, password and default system access information.

You can also create User Groups. Each user belongs to a single user group. The user group determines:

The menu structure the user will be assigned to, determining Access to Functions

Access to Reports Access to Inquiries

Access to External Functions

It also determines a range of miscellaneous permissions determining access to periods by module

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Over-ride permission for tolerances for invoice matching, expenditure and commitments.

Access to re-print order fulfilment documents

Operator Sam Jones Operator Jane Smith Operator Group ACCPAY Menu

Created and Edited Using Navigator in SunSystems.

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12.2. User Manager and other Systems Union Products

When you select the groups tab, you will see existing user groups, not just for SunSystems, but also groups that have been created for other Systems Union products. In the example below you can see Reporting Users permissions and SunSystems Connect Users.

When you highlight a Group, the users who are a member of that group are displayed.

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13. New User Concepts in SunSystems 5.3.1

When SunSystems 5.3.1 is installed an administration user, suadmin is created automatically.

suadmin is created automatically if you do an express install. If you do a custom installation you will be prompted to create an administration user defining the user name and password of your choosing.

An administration user can create new User Groups, Users, Data Access Groups and set Global security options within User Manager. If you add a SunSystems 5 User Group to the Administrator User Profile the Administration User will also be able to access SunSystems with the permissions defined for that user group. There must be at least one administration user defined. Non administration users can access User Manager, however they can only see their own user record (and may be limited by security from changing anything other than their password). When you create other users you can choose to assign the administration group to them. Thus, you can choose the number of administration users.

13.1.1. Super

User

You may define one user as the Super User. The Super User can perform administration functions within SunSystems:

• System Serialization (ZS) • Data Migration (DM)

• Business Unit Create (BUC) • Business Unit Copy (BUCPY) • Business Unit Delete (BUDLT) • Clear Financials Locks (ZL)

In addition to being able to perform Sunsystems administration functions the super user may belong to SunSystems 5 User Groups and have functional access to SunSystems.

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13.1.2. Logging in and Logging out

When you log into SunSystems the first time and your user record is configured for Windows Authentication you will not be required to enter a user name or password. The system will log you on using the credentials supplied by your windows log on.

When you log on using standard authentication you will be required to enter your user name and password the first time you log on after you start your PC. If you exit from SunSystems and subsequently select to go back into SunSystems you will not be required to supply your user name and password, the information is cached from their first log on.

A new utility has been provided called Systems Union Login Status. You will find the icon on the task bar.

Click on the Icon

The cached User Name currently logged on will be displayed.

If you need to log into SunSystems using another user name, click Log Out.

Once you have logged out, if you log onto SunSystems you will be prompted for User Name and Password.

If other applications such as Vision Reporting Services are running processes under the user you are logging out they will not be affected.

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13.2. Creating a new SunSystems 5 User Group

Operator Group Setup (OGS)

A new group may be created through User Manager or by selecting OGS from within Navigation Manager. If accessing through Sun the system will direct you through to User Manager.

To access User Manager select Start, Programs, Systems Union, Security, User Manager and the following window will be displayed:

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Select the Group Tab, right click on SunSystems 5 Users Click Add Group

Enter the Group Name and Description Double click on SunSystems Operator Group

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13.2.1. Deleting and Reinstating User Groups

Groups can be deleted, the system holds the record of the group which enables you to undelete the deleted group. You cannot create another group using the code of a previously deleted group. The system will suggest that you undelete the deleted group and edit it.

To delete a group, right click on the group and select Delete Group

You cannot delete a group that has Users attached to it. Remove users first, then delete group.

To re-use a deleted group, click on the SunSystems 5 Operator Group and select Display deleted Groups.

Click on the group you wish to reinstate and click edit Select Undelete Group

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13.2.2. Assigning Miscellaneous Permissions to an Operator Group

Select the Group you wish to define Miscellaneous Permissions for and then select SunSystems 5 Miscellaneous Permissions.

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General

Accounting Open Periods From/To

An operator can post journals to any periods in this range. If you leave both fields blank, there are no posting restrictions. You can use relative period numbers, for example +nnn or -nnn, where nnn is the number of periods after or before the current period. You can also enter C, for Current, to allow postings to the current period only.

Accounting Open Dates From/To

This controls the only date, or a range of transaction dates, for which operators can post journals. If you leave both fields blank, there are no posting restrictions. You can use relative dates, in the form +nnn and -nnn, where nnn is the number of days after or before the current date. You can also enter T, for Today's date, to allow postings to the current system date only.

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Bank Overdrawn Warning

Use this to determine how members of this operator group are warned about payments causing an account to be overdrawn. The system displays a warning message if a payment run is likely to take a bank account into an overdrawn position. You may want to restrict the presentation of this warning. Select one of the following:

All Messages - the account code and overdraft amount are displayed. Indicate that Some Accounts are overdrawn - no amount is displayed. Block All Messages - no message is displayed.

Closed Period Amendments

Select this option to allow members of this group to enter adjustment journals for closed accounting periods.

Account Types

This enables you to determine which type of accounts the member of this operator group can access. Check the appropriate fields.

Apply Restrictions – Transactions and Static Data Maintenance

Account type

This enables you to determine which type of accounts the member of this operator group can access. When you use ledger entry/import or reporting and inquiry function, check the appropriate fields.

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Movement Order

If you wish to restrict the entry period or date on movement transactions for the operator group you can use the following fields to define specific ranges of periods and dates. Transactions can then only be entered within these ranges. These are referred to as the open ranges.

Leave these fields blank if you do not wish to set these restrictions.

The following fields override those that are preset in Inventory Business Setup (IBS).

Mvt Open Date From

The first date in the range.

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Mvt Open Period To

The last period in the range.

Instead of defining these specific dates or periods which then have to be maintained, you can ask the system to calculate the Open Ranges relative to the current date or period. To do this enter a positive or negative number in the following fields. For example, if the Relative Open Period From field is set to -3 and the Relative Open Period To field is set to +3, the Open Range is calculated as starting three periods before the current period and three periods after the current period.

Mvt Rel Open Date From

Used to calculate the first date in the range.

Mvt Rel Open Date To

Used to calculate the last date in the range.

Mvt Rel Open Period From

Used to calculate the first period in the range.

Mvt Rel Open Period To

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Purchase Order

If you wish to restrict the entry period or date on Purchase transactions for the operator group you can use the following fields to define specific ranges of periods and dates. Transactions can then only be entered within these ranges. These are referred to as the Open Ranges.

The following fields override those that are preset in Purchase Business Setup (PBS).

Purchasing Open Date From

The first date in the range.

Purchasing Open Date To

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Instead of defining these specific dates or periods which then have to be maintained, you can ask the system to calculate the Open Ranges relative to the current date or period. To do this enter a positive or negative number in the following fields. For example, if the Relative Open Period From field is set to -3 and the Relative Open Period To field is set to +3, the Open Range is calculated as starting three periods before the current period and three periods after the current period.

Purchasing Rel Open Date From

Purchasing Rel Open Date To

Purchasing Rel Open Period From

Purchasing Rel Open Period To

Used to calculate the last period in the range.

Maximum Purchase Order Value

Enter the maximum purchase order value that can be ordered from a supplier by members of this operator group.

The following fields are used with Purchase Invoice Matching. They enable you to define tolerances used in the Purchase Invoice Matching function. That is, figures entered in these fields are applied, both plus or minus, to the amount of the transaction line or multiple lines selected. The value label that the Tolerance Value Percentage and Tolerance Value are applied to is defined in the Match Value field in the Purchase Type.

Options for these fields are: Blank - no tolerance is applied.

0 - zero tolerance is applied. That is, exact matches only are allowed.

A figure other than 0. That is, the figure to be used by the tolerance. For example, 10.

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Purchase Invoice Match Tolerance Quantity Percentage

The percentage tolerance to be applied to the quantity of items when matching orders to invoices. For example, a purchase order of 100 with a match tolerance quantity percentage of 10, can be matched to a single invoice or combination of invoices that total between 90 and 110. This also applies when matching multiple orders to a single invoice.

Purchase Invoice Match Tolerance Value Percentage

The percentage tolerance to be applied to the value when matching order to invoices. For example, a purchase order with a value of £100 with a match tolerance value percentage of 10 can be matched to a single invoice or combination of invoices that total between £90 and £110. This also applies when matching multiple orders to a single invoice.

Purchase Invoice Match Tolerance Value

The tolerance figure to be applied to the value when matching orders to invoices. This is the maximum value by which an invoice can differ from an order. This tolerance value overrides the tolerance quantity percentage and the tolerance value percentage.

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13.2.3. Sales Order Entry

If you wish to restrict the entry period or date on Sales transactions for the operator group you can use the following fields to define specific ranges of periods and dates. Transactions can then only be entered within these ranges. These are referred to as the Open Ranges.

The following fields override those that are preset in Sales Business Setup (SBS).

Sales Open Date From

The first date in the range.

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Sales Open Period To

The last period in the range.

Instead of defining these specific dates or periods which then have to be maintained, you can ask the system to calculate the Open Ranges relative to the current date or period. To do this enter a positive or negative number in the following fields. For example, if the Relative Open Period From field is set to -3 and the Relative Open Period To field is set to +3, the Open Range is calculated as starting three periods before the current period and three periods after the current period.

Sales Rel Open Date From

Sales Rel Open Date To

Sales Rel Open Period From

Sales Rel Open Period To

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Financials

Apply Restrictions – Transactions and Static Data Maintenance

Use these options to determine whether members of this operator group require permissions when reporting or inquiring on account codes and journal types etc.

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Transaction Analysis- Apply Restrictions

Use these options to determine whether members of this operator group require permissions when using entry/import or reporting and inquiring on ledger analysis dimension code 1 to 10.

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SDM Analysis- Apply Restrictions

Use these options to determine whether members of this operator group require permissions when using entry/import or reporting and inquiring on ledger analysis dimension code 1 to 10.

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Overrides

Override Free Quantity

Select this option if you want members of this operator group to be able to override warning messages regarding the available quantity in inventory, as defined in Inventory Business Setup (IBS).

Override Physical Quantity

Select this option if you want members of this operator group to be able to override warning messages regarding the physical quantity of items in inventory.

Override Over Commitment

If you use Financials, you can invoke over commitment checking as purchase orders are entered. Using over commitment checking, an order line value must be within the remaining budget for the account, taking any existing commitments into account, or within the tolerance percentage or amount of this. Check this box if

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Over Commit Tolerance Value

The permitted value tolerance applied by the system when carrying out over commitment checking. The order line value can be over budget by this value and still be accepted.

Over Commit Tolerance Percent

The permitted percentage tolerance applied by the system when carrying out over commitment checking. The order line value can be over budget by this percentage and still be accepted.

Override Over Expend

If you are serialized for SunSystems Financials, this box is checked to invoke over expenditure checking as invoices are entered. Using over expenditure checking, an invoice line must be within the remaining budget for the account, or within the tolerance percentage or amount of this. Check this box if you want to override the over commitment checking, that has been set in Purchase Business Setup (PBS). If the over expenditure checking override is selected, you must complete the following fields to specify the tolerances to be applied:

Over Expend Tolerance Value

The permitted value tolerance applied by the system when carrying out over expenditure checking. The invoice line value can be over budget by this amount and still be accepted. This applies only to the selected operator group.

Over Expend Tolerance Percent

The permitted percentage tolerance applied by the system when carrying out over expenditure checking. The invoice line value can be over budget by this percentage and still be accepted. This applies only to the selected operator group.

Override Credit Limit

This indicates if the operators in this operator group can have overrides applied when Credit Limit Checking is performed.

If the credit limit override is selected, you must complete the following fields to specify the tolerances to be applied:

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Override Credit Limit Percent

The permitted percentage tolerance applied by the system when checking the credit limit. This percentage is applied to the customer's credit limit, and added to the limit when credit checking is performed in sales order processing. This applies only to the selected operator group.

If both the Override Credit Limit Value and Override Credit Limit Percent are set, the lower amount is used during processing.

Override Overdue Invoice Limit

This indicates if the operators in this operator group can have overrides applied when Overdue Invoice Checking is performed.

If the overdue invoice limit override is selected, you must complete the following fields to specify the tolerances to be applied:

Override Overdue Invoice Limit Value

The permitted value tolerance applied by the system when performing Overdue Invoice Checking. This amount is added to the customer's overdue invoice limit when overdue invoice checking is performed in sales order processing. This applies only to the selected operator group.

Manual Allocations Actual

Check this box if you want this operator group to be able to use manual allocations against actualised issues, that is, items that have already been marked as issued. For example, if the wrong item was picked or it was damaged whilst being loaded.

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Reprint

Use these options to determine which reports the members of this operator group can reprint.

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13.3. Adding

Users

Operator Setup (??)

Once you have created your User Groups you can then add the Users and assign them to the relevant group you have created.

To add a user

With User Manager open, select Add User from the Edit Menu or select OS from

Navigation Manager.

The following window will then be displayed:

Enter the User Name

Enter the Full Name and Description for the user

You must set authentication for this user which can either be Windows Authentication which will use the users Operating System username and password or you can use the standard authentication.

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If you wish the user to change their password then select the ‘user must change password at next login’ box

Next set the preferred language

To assign the user to a user group click the button and the following window will be displayed:

Select the relevant group for this user from the list displayed and click OK.

A user may only be a member of one group. SunSystems

They can be a SunSystems User and a SunSystems Reporting User.

Once the user is a member of a group you will be able to set the options for SunSystems 5 and SunSystems 5 authorisation.

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Select SunSystems 5 and the following window will be displayed:

Enter the user Operator Code – this code will be used to log in to SunSystems Enter the Lookup Code

Enter the Short Heading

If you wish to set a Default Business Unit then you can select it here Set the language

Enter a default Budget if you wish to set one e.g. A for Actual. Select the Set Operating System Date from the drop down list:

Force Entry – will force the user to enter a date Automatic – this will use the current system date

Confirm at Login – will allow the user to confirm current date or enter a date Enter a path for the Temporary Work folder if necessary. This is used if you wish to save the data and .idx files to a different area to the default Sun area.

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Select the Sun Systems Authorization Menu and the following window will be displayed:

Tick the Authorizer if you want this user to be an authorizer Enter the password that the user will use for authorisations

Invalid Authorizations Count - A count of the number of times this user has attempted to enter an incorrect Authorization Password.

If a user locks their authorization password by entering it incorrectly on three consecutive occasions, the administrator can reset it by changing the value in this field to '0' zero.

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13.4. Adding Data Access Groups

Data Access Groups enables you to add security at a data level. You can permit or prevent access to the following records:

Items Control Desk – Drill Types Warehouses Analysis Dimensions Employees Analysis Codes

Bank Details Business Units Suppliers

Filters Customers Budget Account Groups

Accounts Locations Movement Types

Approval Levels Resources Reconciliation Profiles

Purchase Types Ledger Transfers Sales Types

Event Profiles Quotation Types Purchase Order Line/Approval Stamps

Zones Purchase Invoice Line/Approval Stamps

Budget Ledgers

Aged Analysis Layouts Document Formats Financial analysis Layouts Financial Statement Layouts Financial Table Formats Journal Types

Payment Profiles

Data Access Groups need to be considered as an integral part of security when implementing SunSystems 5. It is recommended that you

determine client data security requirements prior to finalizing operator groups.

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To add a Data Access Group:

From the Settings menu, select SunSystems 5, Data Access Groups and the following window will be displayed:

A list is displayed of all the Data Access Groups already created. Click Add and the following window will be displayed:

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Choose whether you want to make this group Include/Exclude by using the drop down list.

Enter the description for the group.

Finally select the Group Names that you wish to make part of this Data Access Group by selecting the available groups and clicking the right pointing arrow. Click OK

Your Data Access Group will now be created.

How to apply a Data Access Group

A list of all of the areas where Data Access Groups can be found is in the overview of this section.

When setting up or maintaining these functions or data you may enter a data access group to be used.

Some examples:

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Where a Data Access Group is applied to a Business Unit, if the Data Access Group is inclusive, only those operator groups included in the Data Access Group will be able to access the Business Unit. Those operators who do not have access will not be able to see the Business Unit on the list of available Business Units.

If the Data Access Group is exclusive, only those operator groups not included in the Data Access Group will be able to access the Business Unit. Those operators who are listed in the Data Access Group will not be able to see the Business Unit on the list of available Business Units.

Analysis Code

When an analysis code is created, a Data Access Group Code can be provided to control who can post transactions with this analysis code, or from inquiring on transactions posted with this analysis code.

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13.4.1. Setting the Super User

In SunSystems 4 and versions of SunSystems 5 prior to SunSystems 5.3.1 the system was installed with a user called Sun who could only carry out system administration functions. SunSystems 5.3.1 is not released with a Sun user. You need to create users, then define one of the users as the Super User or Administrator. This super user will have access to the functions defined for the user group they belong to as well as the following administration functions:

• System Serialization (ZS) • Data Migration (DM)

• Business Unit Create (BUC) • Business Unit Copy (BUCPY) • Business Unit Delete (BUDLT) • Operator Permissions Report (ZP)

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You must select a SunSystems user in User Manager to be the SunSystems Super User.

From the menu select Settings, SunSystems, Set Super User and the following window will be displayed:

Highlight the required user in the list and click OK. This user will now be the dedicated Super User.

The SunSystems SuperUser is the only Operator Id with access to the following functions:

• Setting Security Policy

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13.5. Setting

Security

Policy

To access the security policy select Security Policy from the Settings Menu:

13.5.1. Authentication

The Security Policy tab enables you to select the required security authentication to be used from the following options:

• Enable Windows Authentication - Windows credentials entered during operating system log in are passed through to User Manager. ODBC and JDBC connections are established using a trusted connection.

• Enable Standard Authentication - Basic level of security. User credentials are validated when User Manager is used.

• Force all users to change password at next login - Click Apply to implement this setting. A message is displayed in order for you to confirm this action. Once this has been set, you can unset it for individual users by using the Edit User function.

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13.5.2. Password

There are several settings for the user's password you can define using this tab. For example, how many unsuccessful attempts at log on are permitted before the user is locked out of the system, and the length of the password.

To amend a setting, highlight the required line and double-click to display the relevant dialog box.

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13.5.3. Audit

Audit Trails

You can set up audit trails for the functions in User Manager by using the Event Sources shown on the Audit tab.

Double-click on an Event Source, such as Users, to display the Event Type Setting dialog box.

Check the check boxes for the functions to be included in the audit trail and click OK to save the settings.

The settings are then shown in the Setting column on the Audit tab.

For example, to define an audit trail to record when users are added and deleted only, double-click on the Users Event Source, and check the check boxes for Add and Delete.

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Exporting the Audit Data

To export the audit data in order to view and analyze it, select File, Audit Data Export Wizard.

The Wizard guides you through the exporting process. Select the options, and follow the steps, as required.

The folder into which the data is exported by default is named C:\Programs\<installation folder>\SecurityServer.

13.5.4. User

Rights

The User Rights tab allows you to control whether users can change their properties by checking the Allow Users to update their properties box.

Checking this box will not allow them to change authentication mode or group membership.

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13.5.5. Synchronizing Users and Groups

From the menu select Settings, SunSystems 5, Synchronize. Click Start on the dialog to start the replication process.

The current synchronization status is displayed.

Information about users and groups are stored in User Manager, and also in the application's repository. As amendments are made in User Manager, they are automatically replicated in the application repository.

There may be situations, however, where this automatic procedure fails and the information becomes un-synchronized. The system administrator is notified if this happens and they can then manually run the synchronize procedure.

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13.6. Managing Application Role

At SunSystems 5.3.1 if you are using RWF reporting or using the Data Dictionary Editor you must define an Application Role Name and Password. This is used to create a database application role in Enterprise Manager Automatically.

To manage the application role select Settings, SunSystems 5, Manage Application role:

Enter a role name and password and authenticate the password by re-entering it. Click OK and the Application Role will now be created.

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The Application Role is also added to db_owner and inherits all of db_owners permissions. Once again this configuration is automatic based on the information entered in User Manager on the Manage Application form.

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SunSystems 5 Administration

Session 3 – Navigator

14. Session

Aim

To review the new Navigator tool used to create and edit menus.

15. Session

Objectives

At the end of this session you will: • Create a new menu

• Add a folder • Add a function

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15.1. Navigator

Navigator provides an attractive and usable facility that is based on a model similar to Microsoft® Outlook 2003. Standard menu access for each user group is complemented by user defined choices for access to favourites, personalised queries and reports and regular tasks.

At 5.3 the Navigator window appears once you have logged in and is very similar in appearance to Microsoft® Outlook 2003.

Navigator consists of folders and functions. Navigator functions contain properties that specify the SunSystems function or external application that they link to, and how these items are invoked. For example, properties can be used to specify which SunSystems form is used when invoking a SunSystems function, or which file is automatically opened when invoking an external application.

The menu structure, folder and function names and function properties such as shortcut codes are all user-definable when using Navigator.

SunSystems 5.3 Navigator does not come with a default menu, this must be created using the User Group Menu Designer function. Alternatively a utility is provided to convert existing .OPX files to the new Navigator menu structure if required.

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Default Menu Creation

After installing SunSystems if you are a member of a user or operator group for which a predefined menu has not been created for you, the first time you log into SunSystems you are asked if wish to create a default user menu:

The default menu includes all available functions within SunSystems to which your user/operator group has been granted permission.

If you are granted permission to access further functions after the default menu has been created and these are required in the menu you have two options:

• Edit the default menu using User Group Menu Designer (see section below)

• Delete the default menu by deleting each menu tab in User Group Menu Designer, if you log out of and then back into SunSystems you will be asked to create a new default menu.

Setting Up Permissions to Menu Items

If you want to create a default menu for the operator group, you must first enable permission to Menu Items within User Manager.

To set up group menu item permissions, from the Groups tab in User Manager, right-click on the required group and select Edit Group from the context menu.

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Select the SunSystems 5 Menu Items options on the left hand menu, where you will see an associated list of SunSystems menu items:

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You will be able to grant access to individual menu items as well as menu item folders.

By default and by selecting SunSystems at the top level you can grant access to all menu items.

To retain your changes, click Apply and then OK.

Navigator Menu in SunSystems

After selecting menu items, dependant on the selections you have made, when you now log into SunSystems, if you select to create a default menu you will then be taking into the Navigator main menu:

To enable access to the Menu Items or folders that you have enabled, select the configure buttons option as displayed below and select “Show More Menu Tabs”

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You will then be able to select the individual menu items or menu folders:

Click on the folders to expand them, or right mouse click to invoke the context menu:

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Accessing the User Group Menu Designer

The user group menu designer is the equivalent of Navigation Manager Editor (NME). This function will allow the design of a user definable menu structure.

You must have been given permission to use the User Group Menu Designer by the system administrator.

To access the User Group Menu Designer you must have first been set up with access, which is enabled within user manager.

15.2. Setting menu permissions for operator groups

Start – Programs –> Infor –> Security –> User Manager

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Double click on the Group for the user that you want to establish a menu.

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You can then see all of the functions available within SunSystems 5.

Select items that you wish to be available to the user group.

To allow access to User Group Menu Designer then the “Enable access to Navigator Editor” must be checked.

Press okay to accept, and then log out of User Manager.

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The My Favourites menu tab is created when Navigator is installed. You can add items to this tab such as functions, folders and shortcuts to files and URL’s. Other tabs belong to different groups which you can view but not edit.

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15.2.1. Checking

out

The first step will be to check out the menu that you wish to change or you wish to base your new menu on.

To check out a menu select the Check Out icon and a list of the menus available to check out will be displayed:

The menus displayed will be presented in the following format: Language Code/Operator Group Name e.g. 01ZZZZZ

Therefore, you will see that ZZZZZ will be displayed many times as it has been created in various languages.

Changes cannot be made to ZZZZZ menu. To make changes you will need to check it out and save to a new group name and then make changes.

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15.2.2. Checking

In

Once the required changes have been made to the menu you have created you will need to check it in to make it available.

To check in select the menu you wish to check in and click Check In Icon . The following window will then be displayed:

Select the menu that you wish to check in and select the Check In button

The menu will now be available to the members of the Operator Group that it is assigned to.

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15.2.3. Saving the menu as a new name

To save the checkout menu as a new menu select File, Save As and the following window will be displayed:

Choose the Operator Group that you wish to assign this menu to and select OK. The menu will then be renamed with the Operator Group name selected.

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Menus can be saved as a Template by selecting the Template radial button. This will allow you to build a menu and base any subsequent menus on this template.

Menu files are saved as .OPX. Templates are saved as .OPX files but given a type of MTX.

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15.2.4. Saving a Menu as a Template

Saving a menu as a template allows the menu to be stored as a basis for future menus without assigning it to a specific operator group.

Template file names are user-definable and given a file extension of .OPX and a type of MTX.

To save a menu as a template:

From the File menu select Save As and the following window will be displayed:

Select the Template radial button

The Local Files area will then display a list of the OPX files currently checked out. Select the menu you wish to save as a template.

The Local File Folder displays the path to the folder where your menu is to be saved.

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Click OK

Your template will now be saved.

Once templates have been saved, they must be checked in to the server before they are available to any other users.

The template can then be used to create new menus by checking it out and saving as a new menu.

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15.2.5. Inserting

New

Folders

Once a menu to be edited has been checked out you may wish to insert a new folder.

To insert a new folder:

Within the selected objects pane, right click the folder in which you want to insert the new folder

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15.2.6. Inserting an Internal function

Once a new menu has been created you may wish to create new functions. Whenever possible, you are advised to copy functions from other menus or templates and, if required, make any minor amendments necessary. This will ensure that all parameters are inserted correctly.

To insert a new function:

Ensure the menu to be edited has been checked out and opened

Within the selected objects pane, right click the folder in which you want to insert a new function

Select Insert New Function and the following window will be displayed:

Enter the name of the new function Select SunSystems function

Select a location for the function in the menu structure using the Position in Folder radial buttons.

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The Function Properties window will then be displayed:

Description will be automatically populated.

Enter Shortcut name and choose an Icon for your function from the drop down list. If you wish to pick up a function from another server then you can put in the server name in the Server field.

Enter the SunSystems internal function Id e.g. SALE for Ledger Entry. If you are not sure of the Id then open a similar function to find the Id that is used.

If you have a form that you wish to invoke with this function then enter the name of the form in the Form field. When there is more than one form for the function, SunSystems prompts you to select a form during run-time.

If you wish this function to work with a particular Business Unit then enter the name of the Business Unit in the Business Unit field. If you wish the function to work across all Business Units then leave this field blank.

Select Navigation Manager from Function Context if you want the function to be accessible only from Navigation Manager. Select SunSystems Forms if you want the function to be invoked only from a command button on a SunSystems form. Otherwise select both.

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When entering function parameters, they must be:

! Preceded by the Internal Function Id or filter definition Control Id to which they relate

! Enclosed in ‘() brackets ! Separated by a ‘^’ caret

If function parameters that specify the verstion of a form to be used are omitted or are invalid, the Find Form List is displayed when the Navigation Manager function is used, prompting the user to select the required form.

For example, if you wish to activate ledger entry for journal type GJ using form JE10 you would enter the following parameters:

Ledger Entry Internal Function Id SALE1

Parameter 1 Ledger Entry Journal Type

Parameter 2 The version of the Ledger Entry main form to be used (internal function Id SALE1)

Therefore the parameter syntax will be: SALE1(GJ)^(JE10)

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15.2.7. Inserting External Functions

As well as inserting internal SunSystems functions you can also add external functions to your menu. For example you may wish to add Microsoft Excel to your menu or even a specific spreadsheet from Microsoft Excel.

To add an external function:

Right click on the folder that you wish to add your function to and choose Insert Function

Enter a Function Description and select an executable type of External

Choose where you wish to insert this external function by using the Position in Folder radial buttons.

Click OK

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Enter a shortcut name for this function and choose an Icon from the list to represent your function.

Select navigation Manager from Function Context if you want the function to be accessible only from Navigation Manager. Select SunSystems Forms if you want the function to be invoked only from a command button on a SunSystems form. Otherwise select both.

Enter the full path of the program to run in the Executable field. For example for Microsoft Excel you can enter C:\Program Files\Microsoft Office\Office\Excel.exe. The Command Line Argument field can be used to enter other parameters that your program requires. For example for a specific Excel spreadsheet you can enter “C:\My Documents\Accounts.xls”.

Always enclose the Command Line Argument in “” quotation marks.

Enter the path of your working directory or leave blank

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Your external function will then be displayed in the menu:

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15.2.8. Deleting Folders and Functions

To delete folders and functions from Navigation Manager

Ensure the menu to be edited has been checked out and opened Right click the folder or function you want to delete

Select Delete Folder or Delete Function

Any changes made to Navigation Manager menus must be saved and checked in to the server before they can be seen within Navigation Manager.

15.2.9. Deleting

Menus

You may wish to delete menus once they have been created. You cannot delete ZZZZZ menus.

Select the check out icon and the following window will be displayed:

Select the menu you wish to delete Click Delete

The menu files are deleted from the server, the Check Out window closes and you are returned to the main Navigation Manager Editor window.

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SunSystems 5 Administration

Session 4 – Business Unit Administration

16. Session

Aim

To review the tools available in SunSystems 5 to create and administer Business Units

Session

Objectives

By the end of this session you will: • Create a New Business Unit

• Describe how to copy one business unit to another • Describe how to Delete a Business Unit

17. Session

Overview

In this session we look at how Business Units are created and administered using: Business Unit Create

Business Unit Setup Business Unit Copy Business Unit Delete

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17.1. Business Unit Create

Business Unit Create (BUC)

A business unit is created for each entity dependant on the organisations structure. Therefore you may need to create many business units.

Business Unit Create (BUC) is used to create the database tables for a new business unit. You identify the code you want to use as the business unit. The three character code uniquely identifies the operating unit. You must use all three characters, and the first character cannot be numeric.

Click the checkbox for financial tables only if you only wish to create the financial tables and not the order fulfilment tables for this Business Unit.

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The Business Unit Create function is only available to SuperUsers. Attempting to run these functions in multiple sessions may render your installation irrecoverable.

Before creating business units, ensure you have carried out an SQL backup of your entire installation.

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17.2. Business Unit Setup

Business Unit Setup (BUS)

Once the Business Unit Create function is complete you may then set up the structure for your business unit:

To setup the Business Unit enter the code that was used when you created the business unit tables. Enter the Business Unit description and press enter.

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Change the Format, Date Details and Options as necessary and then select the Value 1 tab.

Enter the Base Currency Name of the currency for your business unit. Enter the Base Currency code.

The business unit setup will then be complete. As mentioned before, Business Unit Setup is covered extensively in the Ledger Accounting Course.

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17.3. Business Unit Copy

Business Unit Copy (BUCPY)

Use Business Unit Copy (BUCPY) to copy the business unit setup information and database tables from one existing business unit to another. If you haven't already created a new target business unit, then do so by using Business Unit Create (BUC). The target business unit must be empty when you copy information from another business unit.

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Business Unit Copy ensures that no users are logged in to the target or source business unit before commencing a copy. Once a copy is underway, users who attempt to run functions in the target or source business units, receive a warning message. Business Unit Copy only ensures users are logged out of business units within the same database.

The Business Unit Create function is only available to non-SuperUsers. Attempting to run these functions in multiple sessions may render your installation irrecoverable.

Before copying business units, ensure you have carried out a full backup of your database.

Source SQL Server

By default this automatically displays the name of your current SQL server or Oracle instance.

Should you want to copy a business unit from another server, then the source server must be linked to your target server. For further information on linking servers, see your database server documentation.

Source SQL Database

By default this automatically displays the name of your current SQL database or Oracle schema.

If you want to copy business units between different databases, you must run SunSystems within the target database. You must then specify the source database by entering its name in the Source SQL Database field.

Source Business Unit

Enter the code of the business unit you want to copy. It must be a valid and complete business unit both in terms of its business details and its database structure, otherwise attempting to copy it could result in run-time failures. If the specified business unit is in another database, then it must be for the same version of SunSystems.

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Target Business Unit

Enter the code of the target business unit that the source business unit is to be copied to.

Suppress Transactions

By default this check box is checked to stop the copying of business transactions tables and allows you to duplicate the static data details of business units. If this check box is unchecked all transaction details are also copied.

Copy SFLs

By default this is set to allow any Form details that have been set up for the source business unit to be replicated for the target business unit.

The copy process searches for SFLs that have been set up specifically for the source business unit. These can be set up to include other business units, but those set up for 'all' business units are ignored.

For 'same' ServerFiles copying, the target business unit is included in the list of specified business units for those SFLs affected.

For ‘across’ ServerFiles copying, the SFL is replicated in the target’s ServerFiles folder with only the source business unit code specified. Where the SFL already exists in the target ServerFiles folder, the existing specified business unit codes are retained.

This process does not include the actual forms (.rfx files), which have to be recompiled manually.

If the ServerFiles folder is changed, then it must include the full directory path details, for example, D:\SUN5\ServerFiles\. If the ServerFiles folder is on another machine then it must be made a ‘shared’ file and specified with the usual format \\OtherMachine\ServerFiles\.

If installed properly SunSystems Session Manager has Administrative rights to the local machine. If not, BUCPY may not locate the SFL folder when attempting to access a server folder on another machine. In this case you need to do the following:

SunSystems Session Manager must use an account which has administrator privileges.

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1. Obtain a suitable account.

2. From the Start menu select Settings, Control Panel.

3. Double-click Services. In the Services dialog select the SunSystems Session Manager service.

4. Click the Stop button. Note that the status of Started disappears.

5. Double-click SunSystems Session Manager and enter your account details in This Account and enter your Password. Click OK.

6. Restart the SunSystems Session Manager service by clicking Startup. Notice that the Status reverts to Started.

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17.4. Business Unit Delete

Business Unit Delete (BUDLT)

Use Business Unit Delete to remove business units from your database. You must be logged in as the SunSystems SuperUser in order to access the Business Unit Delete function from Navigation Manager.

Before deleting business units, ensure you have carried out an SQL backup of your entire installation.

To delete a Business Unit:

Select BUDLT and the following window will be displayed:

Enter the name of the business unit you want to delete, click OK. A list of available business units can be viewed by clicking the Query button.

Important Note: Unlike other SunSystems functions, Business

Unit Create, Business Unit Copy and Business Unit Delete are not multi-user functions.

Attempting to run these functions in multiple sessions may render your installation irrecoverable.

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SunSystems 5 Administration

Session 5 – ‘Z’ Functions

18. Session

Aim

To review all ‘Z’ functions that are available in SunSystems 5.3.1.

19. Session

Objectives

By the end of this session you will be able to • Clear an Operator - ZS

• Clear Financial Locks - ZL • Serialize a Business Unit - ZS

20. Session

Overview

‘Z’ functions are known as hidden functions. All Z functions can only be run by the Sun Super User.

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20.1. Clear

Operator

Clear Operator (ZC)

If, during log in, an invalid password is entered on three consecutive attempts, it is recorded as a login violation. Before the operator can log in again, their operator log on will have to be cleared. Other situations that will also result in an operator log on needing to be cleared are:

Choosing the Abort option when an error message occurs.

Performing an End Task operator on a live session of SunSystems

Turning off the PC (or power outages) without logging out of SunSystems. A message displays stating that a violation occurred and that the administrator should be informed. Any subsequent attempt to log in using that Operator Id is unsuccessful. The cause of the violation is hidden from the user.

To reset an Operator Id:

Log in to SunSystems as the SunSystems Administrator. Select Clear Operator (ZC).

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20.2. Clear Financial Locks

Clear Financial Locks (ZL)

SunSystems prevents users from simultaneously running certain key functions which, if allowed, could result in data errors or inconsistencies. For example, if one user is currently running Payment Run, and a second user attempts to run Ledger Revaluation, the second user is prohibited, so that the two processes cannot simultaneously affect the same data. In order to do this, SunSystems records each user's current activity. If a user runs one of the key Financials functions, a lock is placed on all other key functions in the same business unit, until that user has completed the process.

In the event of a system crash, or users being unable to exit their functions in the usual manner, Financials might be left in a state where its record of the current system activity is no longer correct. If this happens, the current activity record indicates that users are currently running functions when in reality they are not. This is especially important if any of them are indicated as running one of the key functions.

To clear locks:

To display the current status of the functions that are currently running, select Clear Financials Locks from Navigation Manager.

You can clear individual activity sessions by tagging one or more lines and using the Clear Lines action, or if necessary you can clear all displayed activity sessions using the Clear All action. If you do not want to clear any sessions, or are not sure, you can exit from the form without affecting any of the displayed sessions.

Important Note: Use this function with extreme caution. Before

clearing any activity sessions, you must first ensure that those sessions are genuinely not running anywhere on your system.

The Clear Financial Locks function is only available to SuperUsers.

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20.2.1. Serialization

Serialization (ZS)

When SunSystems is installed at a clients site it must be serialized. A serialization lasts for a specified period of time, for example, 1 year. You will receive a warning message prior to the anniversary date when the serialization is due to expire. Systems Union will supply new serialization details.

To Serialize, or re-serialize SunSystems:

Ensure you have valid serialization details. Log onto SunSystems as the Superuser and enter the shortcut ZS and the following window will be displayed:

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Enter the serialization details exactly as they appear on the form that you will have been provided by Systems Union.

Check all of the fields in the Module and Option grids to ensure the flags are set correctly.

If serialization is successful, you will get a message instructing you to log out and then log back in.

If serialization was unsuccessful, you will get a message instructing you that serialization has failed.

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SunSystems 5 Administration

Session 6 – Documents, Reports and Listings

21. Session

Aim

In this session we will be reviewing document format setup, transaction reference setup and number stream setup

22. Session

Objectives

By the end of this session you will be able to:

• Describe two key uses of Document Format Setup

• Describe the relationship between Document Format Setup and Transaction Reference Setup

• Describe how to set up a Document Format Setup and Transaction Reference Setup for a sales order that will use manual order numbers

23. Session

Overview

Document formats serve two main purposes:

• they point to the SunSystems Reporting executable that is used to produce a particular report and define the parameters and default options for the report • they hold the transaction reference codes

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23.1. Linking a Report to its Report Writer Executable

The majority of the reports available in SunSystems Financials and Order Fulfilment are produced by the Vision Reporting Services. However, when you request a report in Financials or Order Fulfilment you are unaware of this. You are simply asked to enter a series of report parameters that determine how the report is produced.

A document format provides the link between the report you select in a SunSystems module, and the Vision Reporting Services process that produces the report. A document format is required for every report that is produced in this way.

If you use the Reporting functionality to define additional reports, you can incorporate them into Financials or Order Fulfilment by defining a

document format for the report and adding the report to the Navigation Manager menu.

A document format identifies the following information for a report which is used by Report Designer to produce the report correctly:

• the name and location of the Report definition for the report

• the type of report being produced, for example is it a report or a document • general default run time details, for example the default printer, number of

copies, language, whether the report is to be displayed, printed or stored in a file

• general parameter control details, for example should the parameters be saved for reuse, should the parameters be displayed or printed

• document printing options, for example reprint options, test page options, and pre-printed stationery options

• Financials processing options, for example to set an allocation marker or document date after printing

• Order Fulfilment reprint processing options • tax reporting description details

SunSystems 5 admin and user interface

SunSystems 5 Administration

Contents

SunSystems 5 Administration

About this Delegate Guide

1. Typographical

Conventions

SunSystems 5 Administration

Course Agenda

SunSystems 5 Administration

Session 1 – Introduction and Overview

2. Course

Prerequisites

3. Course

Aims

4. Course

Objectives

6.

Start and Finish Times

7. Logistics

8. Introductions

9. Questions

SunSystems 5 Administration

Session 2 - User Manager

10. Session

Aim

11. Session

Objectives

12. Session

Overview

12.1.

Introduction to User Manager

12.2.

User Manager and other Systems Union Products

13.

New User Concepts in SunSystems 5.3.1

13.1.1. Super

User

13.1.2.

Logging in and Logging out

13.2.

Creating a new SunSystems 5 User Group

13.2.1.

Deleting and Reinstating User Groups

13.2.2.

Assigning Miscellaneous Permissions to an Operator Group

13.2.3.

Sales Order Entry

13.3. Adding

Users

13.4.

Adding Data Access Groups

13.4.1.

Setting the Super User

13.5. Setting

Security

Policy

13.5.1. Authentication

13.5.2. Password

13.5.3. Audit

13.5.4. User

Rights

13.5.5.

Synchronizing Users and Groups

13.6.

Managing Application Role

SunSystems 5 Administration

Session 3 – Navigator

14. Session

Aim

15. Session

Objectives

15.1. Navigator

Accessing the User Group Menu Designer

15.2.

Setting menu permissions for operator groups

15.2.1. Checking

out

15.2.2. Checking

In