SouthWare Excellence Series™ Rev 14 Upgrade … Excellence Series™ 6 Rev 14 Release Notice...

June 26, 2008

SouthWare Excellence Series™

Rev 14

Upgrade Release Notice

2SouthWare Excellence Series™ Rev 14 Release Notice (06/26/08)

Table of Contents

Highlight Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5New Modules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

SouthWare Mobile Interface - Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6SouthWare ODBC . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8SouthWare SQLView . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10SouthWare SQLSync . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Accounts Payable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13Record Credit Memos for Third-Party Vendors . . . . . . . . . . . . . . . . . . . . . . . . . 13Option to Search by Vendor Name in A/P Vendor Inquiry . . . . . . . . . . . . . . . . . 14Option to Default Remaining Invoice Balance on Manual Check . . . . . . . . . . . 14Payment ID Stored as Key to Manual Check File . . . . . . . . . . . . . . . . . . . . . . . 14Miscellaneous 1099 Changes for 2007 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Inventory/Sales . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14Line Item Selector Tool . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14Tracking/Serial Selector Tool . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22Option to Receive Using Temporary Serial Numbers . . . . . . . . . . . . . . . . . . . . 24Item Unit Price/Cost Can Now Be Up To $9,999,999 . . . . . . . . . . . . . . . . . . . . 26Optional Secured Location Access . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27Optional Secured Salesperson Access . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36Stock Number is Now Included in Key Word Search . . . . . . . . . . . . . . . . . . . . 36New PO Invoicing Automation Options from Accounts Payable . . . . . . . . . . . . 36Option to Launch Allocation of Landed Cost . . . . . . . . . . . . . . . . . . . . . . . . . . . 37Update “Purchase For” Line Items with Tracking Numbers from Receivings . . 37Interactive POs from Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38Cross Reference between PO Receivings and A/P Invoice . . . . . . . . . . . . . . . 39Range of Order Numbers on Order Number Audit Report . . . . . . . . . . . . . . . . 41Cutoff Date on Order Number Audit File Purge . . . . . . . . . . . . . . . . . . . . . . . . 41Inventory Transaction Reference Expanded to 30 Characters . . . . . . . . . . . . . 41New Alternate Keys for Inventory Ledger File . . . . . . . . . . . . . . . . . . . . . . . . . . 41New Item ID Alternate Key to Order and Invoice File . . . . . . . . . . . . . . . . . . . . 41Job Number and Cost Code in Stock Ledger . . . . . . . . . . . . . . . . . . . . . . . . . . 41

Assembly Work Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42New Assemblies Report to Show Components and Sub-Components . . . . . . 42Improved Handling of G/L Post Date on Work Orders Posted from Orders . . . 43Improved Handling of Decimal Precision on Work Orders . . . . . . . . . . . . . . . . 43

Warehouse Tracking . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43New Data Dictionary Fields for Warehouse Tracking Calculations . . . . . . . . . . 43Operator option to select filter options before displaying Warehouse Transactions

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43Add Search by Sales Order# to Warehouse Transactions Grid . . . . . . . . . . . . 44Improved Speed of Warehouse Transaction Grid . . . . . . . . . . . . . . . . . . . . . . . 44New Handheld Option - Option to Verify Order Number when processing a WT

picking transaction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44New Handheld Option - Option to Automatically Use Quantity of “1" for Picked

Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44Add ability to assign the next transaction # based on the next SID for a station id.

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45Option to “Unpick” a sales order for Warehouse Tracking . . . . . . . . . . . . . . . . 45Secondary Warehouse picking assignment sequence for “L”ocation preference

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46Return Authorizations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46


Option to Use RAs to Track Allowances and other Non-Inventory Credits . . . . 46Rental Department . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

Rental ID Entry Now Uses Link Stock Number . . . . . . . . . . . . . . . . . . . . . . . . . 48Service Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

Interactive POs from Service Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48Equipment ID is Now a Link Value . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49Option to Utilize Temporary Serial Numbers in Service Order Entry . . . . . . . . 49New Data Dictionary Fields to Compute Sales Tax on Service Order . . . . . . . 50

Accounts Receivable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50Optional Secured Salesperson Access . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

Job Cost . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57Option to Exclude Taxes and Miscellaneous Charges from Job Cost Billed

Amounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57Job Number and Cost Code in Stock Ledger . . . . . . . . . . . . . . . . . . . . . . . . . . 58Print/Post Job Transactions by Type or Range of Job Numbers . . . . . . . . . . . 58

Payroll . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58Ability to Use Operating System Security for Sensitive Employee Info . . . . . . . 58Support of Utah Tax tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 592007 W2 Printed Form Changes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59New Payroll Local Tax Calculation Option based on Actual YTD wages . . . . . 59

SouthWare Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60Forms Archiving Now Allows Variable Sub-Directory per Document in a Batch

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60Option to Print Wider Format for Text and Item Description . . . . . . . . . . . . . . . 60Option for SouthWare developers to add Forms Archiving for Custom Forms

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61Developer Option to Use Third-Party PDF Software for PDF Archiving . . . . . . 61

Credit Card Interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62New Variable for Authorization Date . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62Debit Cards - PC Charge Debit Card Interface . . . . . . . . . . . . . . . . . . . . . . . . . 62Option to Specify Address Line for Address Verification on Credit Card Payments

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65Option to not include the CVV2 tags if no CVV value entered (PCCharge only)

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65ReportMate . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65

New Fields for Override Pricing File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65ImportMate . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66

Support for Secured Location Feature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66Support for Secured Salesperson Feature . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66Import of Receivings Serial Numbers Allows Temporary Serial Assignment . . 67Import of Vendor Returns . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67Import Into Sales Tax Localities file . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69Import Into Shipping Box file . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69Ability to import the BOM Kit ID for sales order line items . . . . . . . . . . . . . . . . . 69

TaskWise . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70New Task Links Between Tasks and Documents . . . . . . . . . . . . . . . . . . . . . . . 70New TaskWise-Related Link Values . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73

NetLink . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73Allow NetLink Audit Mode for Specific Requestor . . . . . . . . . . . . . . . . . . . . . . . 73Allow Override of Initial Request ID During a Session . . . . . . . . . . . . . . . . . . . 74New Variable Start Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74New option to purge NetLink Import "To Do" records . . . . . . . . . . . . . . . . . . . . 74Date Created Range Added to the NetLink batch import process . . . . . . . . . . 74

General Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75


Appearance Changes in Routines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75New Minimize Button . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75New ULink Fields for XX99 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75

Conversion Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76Special Notes for SouthWare Developers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79

Upgrading Your Custom Source to Rev 14 . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79Other Developer Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79


SouthWare Excellence SeriesRevision 14 UpgradeHighlight Summary

We are pleased to make these new features available to you. This revision adds newcapabilities and options to your SouthWare system that can make your work easier. Please read the entire release notice to make sure you are aware of the new features thatwill benefit you most.

Major projects during this development cycle include the development of the MobileInterface module and the release of SouthWare ODBC, SQLView, and SQLSync. Wehave developed these modules so that they are being made available for both Rev 13 andRev 14.

Some of the other highlights include:T Powerful line item selector toolT Tracking item selector toolT Temporary serial numbersT Securing access to location data by logon operatorT Million dollar unit pricingT Assembly component/sub-component reportT Securing access to salesman data by logon operatorT Tracking of Vendor Credit AllowancesT Improved Purchasing/Payables interfaceT Credits for Third-Party Vendor PaymentsT Separate files for employee sensitive/non-sensitive dataT TaskLinks to zoom between tasks and documents

The upgrade includes several file conversions (mostly related to the increased size of unitpricing) so if you have large history files you will need to schedule time for theseconversions.

Looking to the future, we plan to continue improving the SouthWare platform as well astargeting the more specific needs of industries that are well suited for SouthWareproducts. We are also looking for opportunities to develop more of our features inconjunction with customers who are willing to help fund the development and work with usto refine the design. If you are interested in working with SouthWare on improvementsthat will be valuable to your company and others please contact your SouthWare dealerfor more information.

Thanks for choosing SouthWare.

The Folks at SouthWare


New ModulesSeveral new modules have been added during this development cycle. These modulesare being made available for use on both the Rev 13 and Rev 14 SouthWare platforms.

SouthWare Mobile Interface - Introduction

SouthWare’s Mobile Interface module is a component of a system that lets you usemobile units such as Blackberry® devices to review and update SouthWare data. Forexample, the initial application for this interface is the updating of service orders andservice work by remote technicians using Blackberry units.

The Mobile Interface is a custom interface to transfer data between your SouthWaresystem and the Mobile Business Applications (MBA™) framework software developed byMirifex, Inc. On its website (www.mirifex.com) Mirifex describes its framework technologybelow:

This product consists of cross-platform framework; technologyand business applications, allowing customers to harness thepower of leading edge mobile devices to dramatically improve

business processes and efficiencies for mobile workers. Thus,leveraging investments in existing systems.

MBATM (Mobile Business Applications) consists of frameworkproducts for both BlackBerry and PocketPC devices. Thisprovides the platform for delivering business applications tomobile workers. MBA provides data formatting features, rulesand the confi gurable business logic necessary to satisfy themost stringent business requirements.

The architecture of the SouthWare Mobile Interface is based on an exchange of data viaXML data files in polled directories. Mirifex writes XML files to send instructions and datato SouthWare, and SouthWare writes XML files to send instructions and data to Mirifex. The use of XML files and polled directories provides a very flexible and expandablecommunication protocol. This type of interface is also cross-platform and can be used ina mixed network with different operating systems (such as Windows and Linux).


ServerThe SouthWare Mobile Interface server program is responsible for handling theSouthWare side of the communication with Mirifex. This program runs as a backgroundservice and continuously performs the following functions:• Polls the SouthWare Receive directory looking for commands sent by Mirifex• Launches the processing of commands received from Mirifex to update

SouthWare data and/or send SouthWare data to Mirifex for update of theBlackberry unit

• Writes related commands to Mirifex

Service Orders

The initial implementation of the interface contains features designed for servicetechnicians to record SouthWare service order work on Blackberry units. The Mirifexapplication handles the transmission of the data to/from the Blackberry units and the userinterface and data handling on the Blackberry unit. The SouthWare Mobile Interfacecontains features to:• Send service orders and related data files to the Mirifex application for

synchronizing/loading a Blackberry unit• Send new service orders to a Blackberry unit as needed due to service order

entry/update within SouthWare• Receive service order information from the Mirifex application and update

SouthWare files• Handle communication with the Mirifex application for each related function such

as removing a completed service order from a Blackberry unit or notifying thetechnician of an update error

• Provide back office monitoring of service work• Provide mapping of service technicians and service work via a specialized

implementation of Microsoft Mappoint


SouthWare ODBC

SouthWare ODBC provides controlled ODBC access to your SouthWare data fromany ODBC-capable software.

SouthWare ODBC is a special SouthWare-specific software “wrapper” built aroundTransoft U/SQL, a leading ODBC connectivity software solution. SouthWare ODBC isprovided as a standard function of the SouthWare platform and is tightly integrated withSouthWare features:• Your SouthWare Data is available as a standardized ODBC Data Source

• Bring data into MS Excel, MS Word, queries, report writers, etc.• SouthWare Security protects ODBC access to your data

• Access to SouthWare data via ODBC requires login via SouthWareoperator login

• Access to each SouthWare table via ODBC requires SouthWare securitylevel of 4 for the related application

• Access to each company's data files is secured• ODBC Data Dictionary

• ODBC data dictionary of tables/fields built from SouthWare DataDictionary

• Automatically updates ODBC data dictionary from user-defined fields inExtended Data

• Automatically updates ODBC data dictionary for location-specificWarehouse Tracking files

• Automatic Installation• Automatically installed on server as part of the SouthWare installation

process• Automatic setup of ODBC DSN on SouthWare client workstations

SouthWare ODBC Overview


• Provides optional ODBC access for each licensed SouthWare user

Developer Note:There is an additional license option that allows the writing of data to SouthWarefiles using ODBC writeback. Use of this capability is not normallyrecommended since it avoids normal SouthWare data validation, does notupdate any related data files, and potentially makes your system data wrong andunsupportable. However, a SouthWare developer who understands theimplications of writing data to a SouthWare file via ODBC may want to use thisoption. This option is licensed separately and has related security options (seethe “ODBC Security” section of the manual).

There is also a Software Developer Kit that may be licensed by developers whoneed to get their customized or custom files into the ODBC data dictionary.


SouthWare SQLView

SouthWare SQLView allows you to access SouthWare data via SQL statements andreview/analyze the data in a SouthWare grid.

SouthWare SQLView can be used for ad hoc (one-time) SQL reporting or for storingSQL-oriented “views” that may be used whenever needed. SouthWare ODBC providesthe SQL statement processing via SouthWare’s grid technology.

• Flexible SQL Statements• Enter any valid SQL “select” statement related to SouthWare data• SQL statements can contain SouthWare variables for “smart” views that

match current link values• SQL Select Wizard to help create SQL statements for SouthWare data

• Speedy Processing• Data is “bound” to viewing grid to take advantage of fastest data retrieval

• Reusable View IDs• SQL statements can be saved as View IDs• SQLView View IDs can be called via SouthWare objects

• Powerful Data Review via Grid Options• Sort data by any column• Group data by any column (including multiple levels of grouping)• Display group totals of numeric data• Option to Save Layout• Text search within data view• Output to MS Excel• Output to HTML page• Print

SouthWare SQLView Overview


SouthWare SQLSync

With SouthWare SQLSync you can replicate the data from SouthWare files intocorresponding MS-SQL tables.

This lets you review, report, and analyze your data using the many tools available for MS-SQL data tables.

With SouthWare SQLSync your SouthWare system will continue to update its standardVision file format, but the data will also be updated into corresponding MS-SQL tables. This keeps the MS-SQL tables synchronized with the Vision files. If an error occurs inupdating the MS-SQL database then the MS-SQL table can be rebuilt from thecorresponding Vision data file.

• Simple Implementation• Load related software• Reference the MS-SQL database you want to update• Point and click to set up replication for a file

• Reliable Data Integrity• Primary data handling is done via SouthWare Vision files• MS-SQL data is replicated from valid primary data updates• MS-SQL data can be rebuilt as needed from SouthWare Vision files

• Live or Delayed Update of MS-SQL Tables• Normal Mode is to Update Replicated tables interactively for each change

to the related Vision file• Updates can be “suspended” if the MS-SQL database is unavailable,

then be resumed later to “catch up” the MS-SQL tables• Data Security

• Primary data is stored in Vision files for less exposure to unauthorizedchanges

• Changes to MS-SQL data via MS-SQL tools will not impact primary data• MS-SQL tables can be rebuilt as needed from primary data files

• Minimized Impact on User Productivity• Separate Server to Offload Replication Updates• Users can continue to work without waiting on MS-SQL updating


• Automatic Error Recovery• System can be configured to automatically recreate MS-SQL tables when

update errors occur• Easy Administration

• Powerful manager program to handle setup, review, and administrativefunctions

• Schedule or manually launch recreating of MS-SQL tables from Visionfiles


Accounts Payable

! Record Credit Memos for Third-Party VendorsYou may now record credit memos for purchases that were paid via Third-Partyvendors, and the updating will affect both the purchasing vendor and the paymentvendor. This new option allows you to enter a credit memo that will credit theoriginal vendor and create a credit memo for the Third-Party vendor (e.g., thecredit card company).

To enter a Credit Memo that involves Third-Party payment there is a new optionin the list of transaction types for the A/P Transaction Entry program (AP-01-01,field 3):

T - Third Party CreditThis is not really a transaction type, but indicates that you want to createa “C”redit transaction type that involves a Third-Party alternate payment. When you select this type the system will insert “C” as the transactiontype and ask for the alternate payment type for the Third-Party vendor. This is stored in the transaction. When you post this transaction thesystem will:• Create a history credit memo for the transaction vendor to adjust

purchases history.• Create a check history record for the alternate payment third-

party vendor. This will allow you to access/review the originalcredit memo from the third-party credit.

• Create a credit memo in the open item file for the third-partyvendor.

• Update the history for the transaction vendor.• Update the current balance for the third-party vendor.

Example:Assume you originally bought an item for $230 from Office Folks and paidwith a company VISA card. You had entered this with a Third-Partyalternate payment, which resulted in a purchases history for Office Folkswith no balance owed them, and an open item of $230 owed to VISA.

Now you return the item to Office Folks and they issue a credit to yourVISA. To record this in SouthWare you will enter a “3rd-Party Credit” forOffice Folks and specify the alternate payment type for the VISA card. When you post this transaction the system will create a credit memo forVISA (you don’t owe them now) and a “paid” credit memo for Office Folksthat reduces their purchases history.

To Void and Cancel a Credit Memo with a Third-Party PaymentIf you have created a credit memo as described above and then need tovoid/cancel it you must use the A/P Void Payment option (AP-02-01-02). Selectthe Third-Party payment type, then select the credit memo to be voided. Whenyou update this void the system will:• Cancel the original vendor’s credit memo in history• Cancel the Third-Party vendor’s credit memo in the open item file• Void the prepaid check• Create the appropriate G/L distributions• Update the vendor totals for both vendors• Update statistics for the voided payment


! ˜ Option to Search by Vendor Name in A/P Vendor InquiryIn the A/P Vendor Inquiry program (AP-03-01) you now have the option to skip tothe name field and use the Lookup function to find a vendor by name.

! ˜ Option to Default Remaining Invoice Balance on Manual CheckWhen you enter an A/P Manual Check (AP-02-01-01-01) you may now press [F1]at the invoice amount field to default the remaining balance. This works similar tothe A/R Cash Receipts feature of defaulting the remaining balance.

Notes for International TransactionsFor international transactions that use US$ as the base currency the program willcalculate the base amounts. If the document balance less the discount is NOTequal to the payment amount or remaining cash amount:- If the cash remaining is greater than the document balance the program

will ask for the discount amount (FlowPoint of 8807). - If the cash remaining is less than the document balance the program will

ask for the discount amount (FlowPoint of 8808).

! ˜ Payment ID Stored as Key to Manual Check FileThe payment ID for alternate payment types is now stored as a portion of the keyto the Manual Check file. This allows you to process multiple wire transfers for avendor using the same pay code. In previous revisions you were required to usedifferent pay codes in order to process multiple wire transfers for the samevendor.

! Miscellaneous 1099 Changes for 2007There were no Miscellaneous 1099 Form Changes for 2007.

Magnetic Media Changes“A” Record:

Blank positions 48 thru 50 in the "A" record.

When creating the 1099 magnetic media file the "Replacement file" option hasbeen removed from the Run Options bar select since this is no longer a validoption. The only valid options are Normal, Test, and Correction Run.

This feature was released early as a FLASH update for Revision 13.

Inventory/Sales

! Line Item Selector ToolYou now have a faster way to create sales order line items! The Line ItemSelector Tool lets you quickly find and select items to place on the order. Youcan also edit and delete existing line items from within the Selector. The leftportion of the Selector lets you find and add items and services to the order whilethe right portion shows you the line items and lets you edit them.


How This WorksThe Line Selector is a special program that integrates with the functions of theOrder Entry program to provide an alternate method of entering/editing line items. While it provides a different user look/feel for streamlined entry, the Selectoractually uses the same logic as the normal line item entry screen! Thismeans that all of the sophisticated features available in normal line item entry arealso available when you use the Selector. It also means that most of the sameFlowPoints are used in line item entry so your special FlowMods will still belaunched. The Selector is a software “wrapper” around the line item functions tostreamline normal entry, but you have access to all of the advanced features atany time.

Note on Interactive UpdateAs you select and change items in the Selector the line item and relatedstock quantities are instantly updated. This ensures that availablequantity is immediately committed to your line items so it will not beavailable for use on other sales orders (the same as normal line itementry works).

Note on FlowPointsMost of the normal RSBILENT FlowPoints are launched from theSelector. An exception is FlowPoint 96 “Enter Change Number” since thechange number function is not used in the Selector. The proceduralFlowPoint 9699 is launched from the Selector so you can performWorkFlow before the write/rewrite of a line item.

Accessing the SelectorFrom the Line Number field for an order you may press [F5] to access theSelector. The Selector window displays selection options on the left and a list ofexisting line items on the right.


Left side of Selector (Options to Find/Select Items)The left side of the Selector window lets you find items and services to add to theorder. You may switch between two tabs:

Search TabThe Search Tab allows you to search for items to add to the order. Youmay enter the following parameters:Search By

Select the search mode you want to use from the followingavailable options:• All Items - This search uses the Combined Item search

to search for an ID in the stock file, vendor catalog, bill ofmaterials file, and matrix group file. You may enter astarting ID for the combined search.

• Stock Item - This searches the stock file for an ID youenter.

• Stock Keyword - This searches the stock file by stockkeyword.

• Description (Masked) - This uses the Combined Itemsearch by description. You may enter a partialdescription and the program will search the CombinedItem file to find all items with that text within thedescription.

• Vendor Catalog - This searches the vendor catalogstarting with an ID you enter.

• Bill of Materials - This searches the bill of materials filestarting with an ID you enter.

• Matrix Groups - This searches the Matrix Group filestarting with an ID you enter.

• Services - This searches the Service Code file startingwith an ID you enter.

Item Search (on left)


Starting (Search Value)You may enter the search value for the type of search selected inthe previous field. Notice that you may use the available lookup(with additional key searches) for each search type.• All Items - enter a starting item ID or use the stock file

lookup.• Stock Item - enter a starting stock number or use the

lookup.• Stock Keyword - enter a key word.• Description (Masked) - enter a description, word, or

partial word.• Vendor Catalog - enter a starting ID or use the vendor

catalog lookup.• Bill of Materials - enter a starting ID or use the BOM

lookup.• Matrix Groups - enter a starting Group ID or use the

Matrix lookup.• Service - enter a starting service code or use the existing

lookup

The search grid below these fields will display the search results whenyou press [Enter] or click on the “Search Now” button. However, if youenter an Item ID that is a valid item then [Enter] will automatically selectthe item. So to ensure a search you may press Search Now.

Quick Entry of an ItemIf you know the full item number you may simply enter it in the Item IDfield and press [Enter]. If the item number you enter is a valid stocknumber the program will add it to the order instead of performing asearch.

Selecting an Item from the Search GridWhen the search grid displays the item you want you may double click onit or click on the arrow button to the left to select it.

Review Sales History for an Item in the GridThe “History” button displayed at the bottom of the screen will displaysales history for the currently highlighted item in the grid. This is thesame as the sales history option available from normal line item entry.

Choosing Location and Quantity for a Selected ItemWhen you select an item a popup window lets you specify the locationand quantity:


Location:Select a location or press [Enter] to use the default location forthis order.

Location AvailabilityYou may check the stock availability of this item at otherlocations by clicking on the “Stock Location Availability”button ([F4]) that appears in the window. This zooms tothe Location Availability view so that you can see currentquantities for all locations.

Quantity:Enter the quantity ordered for this item or default to “1". Theprogram will perform the same availability checking as thenormal entry of a line item in Order Entry and will ask aboutbackorders and other situations as needed.

You may enter a negative quantity to record a return. Theprogram treats this as a return to stock and you may enter thequantity to return to On Hand and to Defective.

Serialized and Tracking ItemsIf you select an item with serial numbers or tracking numbers youmust select them the same as in normal line item entry. TheTracking/Serial Selector tool streamlines this function.

Miscellaneous ItemsMiscellaneous and non-stock items must be entered through thenormal line item screen. If you select one of these in the selectorthe program will automatically display the line item screen forentry. Then the selector will redisplay.

L Please note that any special entry features such asgenerating standard bills or selecting group items in amatrix will still apply within the Selector! The Selector simplychooses the items and quantities and normal process ofgenerating these type line items will launch.

Location/Quantity Entry (popup window)


Unit PriceIf the unit price for the item is zero, the window also asks you toenter a unit price.

Other Grid FeaturesBecause the Search grid uses standard SouthWare grid technology youmay also:• Use Full or page mode display• Modify the data using a List Format• Use the Find option for records in the grid• Use Grouping and Sorting (in Full mode)

List FormatsYou may modify the data shown in the search list via SouthWare listformats. You may use the “Modify View” button shown above the list toadd or modify a format. The List format data is different for each SearchMode so you may customize the data for each type of item.

“Saved” Search ListsThe search lists are “saved” in memory during your order entry sessionso that each time you view the selector it shows your most recent lists. The lists are not cleared until your exit the order entry program.

Catalog TabThe Catalog Tab displays a tree view of your marketing catalog andproduct categories. You may expand and collapse sections of thecatalog or categories to find items. To select an item you may doubleclick on it. When you select an item you must enter a quantity as for theother tabs (the location is identified within the tree structure).

Right side of Selector (Selected and Item Preview)The right side of the Selector window shows a grid with all the line items for theorder. This includes items you have selected during this session and items thatwere already on the order when you accessed the Selector. An Order totalappears in the upper right that is refreshed as you change selections.

The list shows the following information for each item:

Catalog selection (on left)


Line #Shows the Order Line Number for the item.

Item IDShows the ID of the item.

LocShows the Location of the item.

U/MShows the Unit of Measure for the item.

QuantityShows the Quantity Ordered for the item. You may edit thequantity by changing this quantity in the grid list.

Qty B/OShows any Quantity on backorder for the item.

Unit PriceShows the Unit Price for the item.

Extended PriceShows the Extended Price for the line item.

Changing Line Item QuantityYou may edit the Quantity Ordered directly in the grid. This instantly changes theline item and will perform stock availability checking the same as in the normalline item entry screen.

Zooming to Line Item DetailsYou may click on the Zoom button beside a line item to zoom to the normal lineitem entry screen. This lets you review and edit any of the available fields for theline item. When you exit the line item you will return to the Selector window.

Deleting a Line ItemYou may click on the Delete button beside a line item to delete the line item fromthe order.

Line Item List (on right)


Adding Fields to the GridYou may add fields to the grid via a WorkFlow list format.

Program ID: RSBILSSLFlowPoint: 8301Primary File: RS08

In the List Format you should define ONLY additional fields - these will be addedto the right of the standard fields. You do not need to include standard fieldssince these are automatically included.

Changing Grid LayoutThe standard grid feature of changing layout is available for this grid. You mayrearrange the columns, resize the columns, and remove columns, then save thelayout for future use.

Item PreviewYou may click on the Item Preview button at the top of the screen to toggle thedisplay of the Item Preview pane. This appears below the Line Item list at theright of the Selector window. The Preview pane allows you to see more data fromthe item currently highlighted in the left portion of the Selector. This uses thesame SouthWare Preview web page technology as the standard Lookupprograms.

You may customize the web template pages to change the contents of thepreview panes for the different search lists available in the Selector. See thefollowing table:

Search “Starting”FlowPoint

LFMT FlowPoint Preview Template Lookup PrimaryFile

All Items 89RS04 83RS04 rsbilsslrs04.htm IV01

Item Preview Pane (lower right)

Search “Starting”FlowPoint

LFMT FlowPoint Preview Template Lookup PrimaryFile


Stock Item 89IV01 83IV01 rsbilssliv01.htm IV01

Stock Keyword 89KEYW 83IV01 rsbilssliv01.htm N/A

Description(Masked)

89DESC 83RS04 rsbilssliv04.htm N/A

Vendor Catalog 89IV19 83IV19 rsbilssliv19.htm IV19

Bill of Materials 89RS05 83RS05 rslilsslrs05.htm RS05

Matrix Groups 89IV48 83IV48 rsbilssliv48.htm IV48

Services 89SV01 83SV01 rsbilsslsv01.htm SV01

Finishing SelectionWhen you have finished selecting items for the order you may click on the Finishbutton ([F6]). This will return to the normal line item entry screen. You mayaccess the Selector later to make other selections or changes.

! Tracking/Serial Selector ToolThis tool allows you to quickly and efficiently select the tracking or serial numbersfor a sale. This is an optional interface that you may use when you need toreview the available numbers and/or quickly select multiple numbers.

You may access this Selector Tool for tracking/serial numbers for a sales orderline item. This access can be:• When you add a line item that needs tracking/serial numbers.• From field 30 from the line item screen for an existing line item• From the Line Item Selector Tool when you add a tracking/serial type

item• From the tracking/serial entry field (click on “Selector” or press [F6])

Note: This Tool is not available for returns.

The window displays a grid list of the available numbers for the stock item as well

Selector for Serial Item


as items already committed to this order. The first three columns shown are:

• Selected (checkbox) - checked when the serial/tracking number isselected for use on the line item.

• Quantity Selected - shows the quantity selected for use on the line item. On a serialized item this will always be “1". On a tracking item this showsthe quantity and may be edited to change the quantity selected for thetracking number.

• Tracking Number - shows the serial or tracking number• Quantity Remaining - shows the quantity available for use on the line

item. On a serialized item this will always be “1". On a tracking item thiswill be the available quantity remaining for the tracking number.

• Purchase Date - shows the purchase date of the tracking/serial number.

The other columns shown in the list are standard data from the serial/trackingrecord. You may customize this display using a SouthWare List format (standardfeature of SouthWare grid technology). This allows you to include Extended Dataor other custom fields that will help users select the correct numbers to use.

Above the list the window displays the quantity needed for the line item as well asthe serial/tracking quantity selected. As you change the selections in the grid listthe quantity selected will update to reflect the current selections.

Note on Interactive UpdateAs you select and change selections in the grid list the Selector instantlycreates/modifies/deletes the serial/tracking numbers for the line item. This ensures that your selections are committed to this line item and arenot available for use on other sales orders.

To select a serial/tracking number Simply click on the checkbox to select/unselect a tracking number. For a serialnumber this will put quantity “1" into the quantity selected column. For a trackingnumber this will default the quantity selected to the remaining quantity to selectfor the line item if there is sufficient quantity available in the tracking number.

When you select a number it will automatically be committed to the sales orderline item.

Selector for Tracking Item


To auto-select the first numbers shown in the listYou may click on the “First” button ([F4]) to automatically select the quantityneeded from the first available numbers shown in the list. This can be helpful ifthe grid is sorted in some sequence from most desirable to least desirable andyou want to automatically select the quantity needed.

To auto-select the oldest available numbersYou may click on the “Oldest” button ([F5]) to automatically select the quantityneeded from the oldest available serial/tracking numbers. This uses the“Purchase Date” field to determine the oldest numbers.

To Clear all selected numbersYou may click on the “Clear” button ([F6]) to automatically unselect all thecurrently selected serial/tracking numbers. This will remove them from the lineitem (and make them available for use on other orders).

Using the Selector to Edit serial/tracking numbers for Order Line ItemsWhen you access the Selector any currently selected numbers are shown in thegrid list. This gives you the option to unselect or change the current selections aswell as make new selections.

Exiting the SelectorWhen you are finished with selections you may exit the Selector. If the quantityselected does not match the quantity needed a warning message will display. Exiting does not do any updates since the line item serial/tracking numbers areinteractively updated during the selection process.

Preview PaneOne standard grid feature that may be useful in the Selector is the Preview Pane. You may use the Preview button to display the pane web page for eachhighlighted number. You could customize the template for this preview pane toinclude Extended Data or other data that would help an operator select theappropriate serial/tracking number.

! Option to Receive Using Temporary Serial NumbersYou can now skip the entry of serial numbers in receivings and then assign theserial numbers at the time of sale. This is a very useful feature for thosesituations when the serial numbers are not easily available during receivings suchas when you have multiple items in a box or on a pallet. You can let the systemautomatically assign temporary serial numbers during receivings and then replacethe temporary numbers when the real numbers are known.

Control Record OptionThis feature is activated in the Inventory/Sales control record (IS-08-02, field 16Purchasing/Receivings:

Assign Temporary Serial #s?:Here you may specify whether your receivings operators should have theoption to skip the entry of serial numbers during receivings and have thesystem automatically assign temporary serial numbers. Valid optionsare:A All Items - Allow Receivings operators to assign serial numbers

for all serialized stock items.S Selected Items - Allow assignment of temporary serial numbers


for selected stock items based on a flag in the stock record.N No - Do not allow temporary assignment of serial numbers.

Note: This option applies only to serialized items, not to trackingnumbers.

Stock Record OptionIf you choose the Selected Items option in the control record you must specifywhich stock records allow this feature. This is done via a flag in the stock recordwhich you may access as part of the “Tracked” field when you select “Serialized”as the tracking option (IS-07-01, field 20 “Tracked”):(Allow receiving to use temporary serial numbers)

(Applies only if you chose “Selected Items” as the Inventory/Sales controlrecord option for the Assign Temporary Serial #s option.)Enter “Y” if you want to allow this stock item to be received withautomatically-assigned temporary serial numbers. Otherwise enter “N”.

If you enter “Y” here the description of the Tracked value will display as“Serial - Assign”.

Receivings EntryThis feature is available for a receiving if the control record option is “A” or theoption is “S” and the stock item specifies to allow temporary serial #s.At the serial number field a prompt “[Enter] Assign Serial #s” appears. You mayleave the serial number field blank to auto-assign temporary serial numbers. Aquestion will confirm that you want to assign temporary serial numbers. Then theprogram will create a temporary serial record in the serial file for each unitreceived.

The temporary serial numbers use the following format:

UKnnnnn*llllssss

• UK indicates “UnKnown”• nnnnn is the receiving transaction number (size depends on

alpha or numeric transaction number)• * terminates the receiving transaction number• llll is the receiving transaction line number• ssss is a four-digit sequence number

Order EntryThis feature applies only if the control record option is “A” or “S” to allowtemporary serial #s.At billing time the operator needs to specify the serial numbers being sold. If theoperator enters a non-existent serial number for billing, the program looks to seeif there are any temporary serial numbers for the stock item. If there aretemporary serial numbers the program asks if the number entered should replacea temporary number. If the operator answers Yes:• The program will update the serial record with the entered number (the

temporary serial number will be replaced with the new serial number). The program uses the oldest temporary record (the temporary numberresults in a FIFO approach to using temporary records).

• The serial ledger is updated with the new serial number.


• The receivings history is updated with the new serial number.

If you use the order entry feature that allows a range of serial numbers and anumber within the range doesn’t exist, the system will ask if you want to use atemporary serial number (if available). If you answer Yes to this question thesystem will use a temporary serial number (if available) for each number in therange that doesn’t exist.

WorkFlow Notes• Flowpoint 8814 occurs in RSRECEN2 at the question that asks if you

want to assign temporary serial numbers.• Flowpoint 8919 occurs in RSBILENT at the question that asks if the

entered number should replace a temporary number.

! ˜ Item Unit Price/Cost Can Now Be Up To $9,999,999The item unit price/cost for a stock item has been expanded to allow a unitprice/cost in excess of one million dollars. The unit price/cost fields throughoutthe system have been increased up to 9,999,999.99. The previous maximumwas 999,999.99.

This change is automatically implemented as a modification to the stock itemformat code of “2" (IS-07-01, field 4, Format). Format code 2 now means aformat as 9999999.99 (7 integers) - in previous revisions format code 2 wasformat 999999.99 (6 integers).

This enhancement is a “tip of the iceberg” type project. The resulting benefit isthat the unit price/cost fields allow a maximum of one more integer. The changesrequired for that additional integer included changes to the following files and theirrelated programs:• Stock File (IV01)• Stock Cross Reference File (IV08)• Inventory Ledger File (IV15)• Inventory Transaction File (IV21)• Serial Item File (IV04)• Work Order Files (IV27, IV29, IV28, IV30)• Bill of Materials Detail File (RS01)• Stock Tracking Ledger File (IV47)• LIFO/FIFO File (IV16)• Purchasing Files (IV06, IV26, IV33• Receivings Files (IV12, IV22, IV36)• Equipment Files (SV08, SV07)• Service Order Files (SV06, SV16)• Sales Order Files (RS08, RS11)• Physical Transaction File (IV20)• NetLink Sales Order Line Item File (NL09)• Override Price File (RS02)• ....and other temporary files and fields throughout the system

Related Note for SouthWare FormsCustom forms that include pricing will not be affected by this change unless yourefer to a ReportMate price/cost data dictionary field (@RMDD) that has beenexpanded. The standard datanames for price/cost were already formatted large


enough for 7 integers.

If you are using a ReportMate price/cost field and have not specified an overrideformat (NUMFMT) then the output field will now be larger. This will expand thefield one character to the right and either cause the field to be truncated (if thenext field follows immediately) or to expand into what was previously a blankarea. You may either add an override format if you don’t need the larger size ormake sure there is room for the field to expand on your form.

Related Note for ReportMate FormatsEach price/cost field in the Data Dictionary has been expanded to allow 7 integersinstead of 6 integers. • On an existing report format this will NOT change anything since the

existing format has a formatting definition of 6 integers (the previoussize).

• On a new report each price/cost field will require one more character thanin previous revisions unless you override the default format size.

• If you delete/readd a price/cost field on an existing report the added fieldwill require room for 7 integers unless you override the format size.

Related Note for DocTransfer FormatsThe Flat File produced by DocTransfer for Line Item Records has been modifiedto accommodate the larger price/cost fields. This means that each line itemprice/cost field now requires one additional character in the flat file. YOU MUSTMODIFY THE FIELD MAPPING in any Third-Party product that interfaces withthis flat file.

! ˜ Optional Secured Location AccessA new global Secured Location feature allows you to optionally restrict access tolocation-related info based on logon operator. Each logon operator may have alist of one or more locations which he may access. - For example, you can now specify “Joe works in location 2 and should

not be able to access information for other locations”. The system willenforce this restriction throughout the SouthWare modules includingreports, searches, maintenance, inquiries, and tools such as ReportMate.

This restriction is implemented in the internal file access routines and is inaddition to other standard location security features provided by transactionoperators.

Note: The Secured Location feature is optional. If you do not activate it for anoperator then this feature will not affect data access in any way.

How This Works


Here is an overview of the process. For a logon operator you may indicate whatlocation(s) he can access. When he logs on to the system his list of validlocations is established for use by all programs. As each program processesthrough records from location-related files (see list later) the file access routinetests each record to determine if the location of the record is accessible to theoperator:• If the record’s location is allowed for the operator, the record is passed to

the program. • If the record’s location is NOT allowed for the operator, the record is

skipped and not even provided to the program.

As a general rule the file access routines apply this restriction to the primary filefor a program (the main file for processing) but do NOT apply the rule tosecondary files for a program (files read to provide supplemental information onprimary records). For example, the inventory item file has restricted access bylocation for any program that uses the stock file as the primary file. But if inanother program you are able to access a record that refers to a stock number ina non-accessible location, the information from that stock record will be providedby the file access routines.

Note: This technology is designed with an override capability that may beprogrammed via SouthWare WorkFlow. See “Programmable Overrides”later in this section.

Implementation - Logon OperatorThis feature is implemented per logon operator. A new security field is added tothe operator record (XX-03-02, field 14):

Secured Location ID:To access this field you must be logged in to the company for thisoperator.This field allows you to restrict this operator’s access to information forcertain stock/service locations. This restriction is in addition to otherstandard location security features provided by transaction operators.Leave this field blank if you don’t need to restrict this operator’s access toinformation from certain locations.

To restrict location access for this operator you may enter either a


specific single location ([F3] lookup) or a secured location code for agroup of locations ([F4] lookup).

Secured Location GroupA location group is simply a three-character ID that references aparticular combination of locations. This lets you define that an operatormay access more than one location (which is defined with entry of asingle location code) but less than all locations (which is specified byleaving the Secured Location ID field blank). If you enter a new group IDyou will be allowed to define the locations included in the group.

See the discussion below for Location Groups Maintenance for moredetails.

Operator/Location Security GridThis program (XX-03-08-01) allows you to quickly review and edit the locationsecurity settings for each operator in the current company. Access this programto display a grid of the operators for this company (text-based workstations willdisplay a maintenance for individual records):

You may edit the Location Code column to change the Secured Location ID forany operator shown. This maintains the corresponding field in the Logonoperator records. You may also do a lookup of Location ID or Location.

Location Groups MaintenanceThis program (XX-03-08-02) allows you to set up and maintain the SecuredLocation Group codes that may be used with the global Secured Locationsfeature (XX-03-02, field 14). Each location group defines a combination oflocations. When an operator is assigned to a group he may access locationinformation for any of the locations in the group.

Secured ID to Maintain:When you access this program you must first specify the group to


maintain. You may also enter a new group code to create a group. Youmay use any three upper-case characters as a secured location group aslong as they don’t match a valid location ID.

After you specify the Location Group ID the program displays a grid of thelocations for this company (text-based workstations will use a scrollingmaintenance screen with a Y/N indicator):

You may click on the “Access?” column beside each location to specify whetherthat location is included in this group.

Note: To delete a group you should unselect all operators and then exit. If nooperators are selected the program will ask if you want to delete thegroup.

Revised Meaning of “All” LocationsWhen you specify ALL locations in a process or report the meaning of ALL isaffected by the Secured Location feature. ALL locations will now include alllocations that the operator may access, but will not include other locations.

Location Entry FieldsEach time the system asks for a location field it will utilize any Secured Locationdefinition for the operator and allow only entry of locations the operator mayaccess. If the operator may access only a single location, the location entry fieldwill automatically be filled in with the single location and skip to the next field (thesame as if the company uses only a single location).

RangesWhen you enter ranges of locations on reports or processing programs the entryand processing is affected by any Secured Location(s) defined for the operator:• The entry field will be restricted as described above under “Location Entry

Fields”.• The processing resulting from ALL locations will be restricted as


described above under “Revised Meaning of All Locations”. Only recordsfor the location(s) accessible by the operator will be processed.

Maintenance ProgramsRelated maintenance programs will use Secured Location to test any records tobe accessed/edited. This will prevent non-accessible records from appearingwhen moving next/previous record and when entering the key to a record notaccessible.

Transaction OperatorsMany transaction operator records contain specified locations. If a logon operatorwith Secured Locations uses a transaction operator with a location he can’taccess, results are unpredictable. This situation typically would not occur if thelocations are truly separate. Some programs will display an error and exit if thissituation exists, but when you activate this feature for an operator you shouldconsider whether this will affect the transaction operators he can use.

Standard ReportsWhen you run a standard report for location-related data the Secured Locationfeature will restrict the records provided to the report. Only records for thelocation(s) accessible by the operator will be processed.

For example, the Stock Listing will include only items for locations accessible bythe operator. Records for other locations will not be available - the reportfunctions as if those other records don’t exist.

Note: Record counts shown on reports will include only the records thatqualified for the job. Records that were skipped by the file accessroutines because of location will NOT be included in the record counts. This functions as if the skipped records did not exist.

InquiriesWhen you run an inquiry program for location-related data the Secured Locationfeature will restrict the records displayed in the inquiry. Only records for thelocation(s) accessible by the operator will be processed.

For example, the stock inquiry program will show only items for locationsaccessible by the operator. Other locations will not appear regardless of theparameters you specify.

Search/Lookup ListsSearch/Lookup lists will secure the records displayed based on Secured Location. When you search by Extended Data (master or key file) the file access routineswill test the related SouthWare record for location and will apply the SecuredLocation logic to skip records as needed.

Header/Line Item ProgramsPrograms that maintain transactions with header and line item data (such asOrder Entry) utilize the Secured Location feature to restrict header records. Butthese programs handle line items differently than headers:

If an operator has security to access the header for a transaction, he mayaccess all the line items for the transaction even if some of them are forother locations.


This situation typically would not occur if your operators are truly operating indifferent locations. But if you do have secured operators that have transactionswith multiple locations it would be inaccurate to show only part of the line items fora transaction. So the rule in these situations is that if you can access the header,you can access all the details related to the header.

Purge ProgramsPurge programs will limit processing based on the Secured Location feature. If aheader record qualifies for processing, all related line items will be purged even ifthey are for other locations.

ReportMate/FYIReportMate utilizes the Secured Location feature for all location-related primaryfiles used on reports. The file access routines will not provide records forreporting if the location for the primary file is not accessible to the operator. Theentry of locations as ranges or selection criteria will also use the same restrictionsas described above.

Note: An operator will automatically be limited to data for his own location onlocation-related files, but there are certain non-location files with totalsthat may be considered “sensitive”. For example, the billing operator filehas operator totals that could be accessed by anyone who creates areport from this file.

Please note that this restriction applies also to Line Item files when they are theprimary file for a report. For example, if you are reporting from Invoice ItemHistory (RS11) then the report will not include any records for locations that youroperator may not access. But if you are reporting from Invoice Header History(RS10) then you will be able to access invoice totals that include all line itemseven if they are from other locations.

Note: If you activate Secured Locations for an operator then all existing reportformats will automatically secure records. You do not need to change theformats.

ImportMateSee the related notes in the ImportMate section of this release notice.

Extended DataWhen you use Extended Data (master or key file) as a primary file inReportMate/FYI the file access routines will test the related SouthWare record forlocation and will apply the Secured Location logic to skip records as needed.

Other Exceptions/Notes• Requirement for All Location Access - Certain data gathering

programs and support programs are required to look at data acrosslocations. For example, the ExecuMate gather process needs to includedata from all locations. This type of program may only be run by anoperator who may access all locations (Secured Location is blank in theoperator record).

• Processing Sub-Routines Include All Locations - There are numeroussub-routines that need to access all related company information in orderto perform accurately. These will ignore any location restrictions sincethe information they are using is based on all locations. Normally this will


not be an issue unless you share records across locations such ascustomers, transaction operators, etc. For example, the routine to checkcustomer balance will look at all related orders even if these are for otherlocations. Similar routines for transaction operator totals will ignorelocation restrictions when computing totals for transaction operators. Checking contract prepaid balance is another example.

• Service Order parts and service locations - Service orders have botha parts and service location. The service location is the first threecharacters of the service order number, and this will be tested forSecured Locations when accessing the header. For a line item the partslocation is tested when Secured Location is applied to line items (whenthe line item file is primary).

• Location Transfers - Transfer transactions are secured based on theTransfer From location. The stock in-transit file may be accessed byeither location.

• Central Purchasing - Purchase Orders are secured based on the POHeader location.

• Receivings - Receivings does NOT apply Secured Locations to theprocessing of receivings. The process of receivings, allocating cost, etc.will not function properly if processes ignore and skip records within asingle transaction.

• Last Record button in File Maintenance - The last record function([PgDn]) function is not available in File Maintenance programs if anoperator has Secured Locations. This feature is available if SecuredLocations are not applicable.

Files and Default Security SettingsThe following table shows the files that support the Secured Location feature andshows whether “ON” or “OFF” is the default setting for each file:

File File Desc DefaultAR17 Pay Types File ONIV01 Stock File ONIV03 Category File ONIV04 Stock Tracking Num.* ONIV05 Purchase Order (hdr) ONIV06 Purchase Order(line) OFFIV09 Location File ONIV12 Receivings Cost File OFFIV14 Int Curr Stock Price ONIV15 Inventory Ledger ONIV16 LIFO/FIFO Cost File ONIV18 Stock Period History ONIV20 Physical Inven Trans ONIV21 Inventory Trans. ONIV22 Receivings Details OFFIV23 Receiving Serial Trx OFFIV25 PO History Header ONIV26 PO History Line OFFIV27 WO Header File ONIV28 WO Detail File OFFIV29 WO Hist Hdr File ONIV30 WO Hist Detail File OFFIV33 PO Auto Gen File ON


IV36 Rec Hist Detail OFFIV37 Rec Hist Serial OFFIV39 Landed Cost Override OFFIV40 Landed Cost Trans OFFIV46 Physical Inv Details ONIV47 Inv Tracking Ledger ONMI02 MI Stationid File ONNL08 NetLink Order Header ONNL09 NetLink Order Line OFFRA01 Vend Returns Header ONRA02 Vend Returns Detail OFFRA03 Customer Returns ONRA13 Cust Returns History ONRD01 Rental ID File ONRD02 Tracking Number File ONRD07 Rental Contract Hdr ONRD08 Rental Contract Det ONRD10 RentHst Contract Hdr ONRD11 RentHst Contract Det OFFRD15 Rental ID Period His ONRS02 Override Price File ONRS07 Sales Order (header) ONRS08 Sales Order (item) OFFRS10 Order History (hdr) ONRS11 Order History (item) OFFRS13 Order Pay Details OFFRS14 Invoice Pay Details OFFRS19 In Transit Trans ONRS20 Pick/Ship Trans ONRS23 Pick/Ship Hist Trans ONRS24 Delivery File ONRS25 Delivery Hist File ONSV02 Contract Header ONSV04 Service Order Header ONSV06 Service Order Detail OFFSV14 S/O History Header ONSV16 S/O History Detail OFFSV18 Technician File ONSV23 S/O Payments File OFFSV24 Svc Loc Overrides ONSV26 S/O Schedules OFFXL01 ExcelReport Events ON

Programmable OverridesYou may modify the Default Security Settings above via environment variables.• You may turn off security for a file that would otherwise be secured.• You may turn off security for all files.• You may turn on security for a file that supports this technology but is

turned off by default.

The purpose of this override technology is to allow a knowledgeabledeveloper/user to override the defaults if a situation requires the temporarydisabling of the Secured Location feature (either globally or for a file). This is an


advanced feature and can compromise the Secured Location feature unlessused properly. Typically you would set a variable via WorkFlow. When you seta variable it will remain set until you change it again or you log on again. • To turn off Secured Location security for a file that has the security

turned on you must set the environment variable “SWENV-SECURE-LOC-xxxx” (where xxxx is the Data Dictionary file) to a value of “N”.• Set the variable to space to turn security on.

• To turn off Secured Location security for all files you must set theenvironment variable “SWENV-USE-SECURE-LOCS” to a value of “N”.• Reset the variable to space to turn security back on.• If this value is set to “N” then the per-file flag will not be used.

Example:For example, let’s say you want to create a query that shows stockquantity in other locations even though the operator running the reportcan’t normally access those locations. • Create a report of stock quantities from IV01 using FYI. Let’s say

you name it “LOCSQTY”.• Then to be able to access those other locations for any operator

running the report you can set up two WorkFlow FlowMods• At FlowPoint “0001" of the program name “LOCSQTY”

you create a FlowMod that sets the environment variable“SWENV-SECURE-LOC-IV01 to a value of “N”.

• At FlowPoint “9999" of the program name “LOCSQTY”you create a FlowMod that sets the environment variable“SWENV-SECURE-LOC-IV01" back to space.

When an operator runs the report the location security for IV01 will betemporarily disabled during the running of the report.

Here are some other notes on the use of these environment variables:• Combo ReportMate reports (active and history on same report) will have

two environment overrides, one for each file. You must set bothvariables.

• Certain “overflow” files in the Data Dictionary do not have separateenvironment variables - they use the main files variable.• IV02 and IV17 use the IV01 variable• SV09 uses the SV08 variable• SV05 uses the SV04 variable• SV15 uses the SV14 variable

Other WorkFlow Notes• If an operator is restricted to a single location then the location entry

routine will automatically skip the location field (similar to the situationwhere a company uses only one location). If you have FlowMods at alocation entry FlowPoint then the FlowMods will not be executed - if youneed them to execute you will need to select a different FlowPoint.

• When you use WorkFlow REPL or GridEdit to replace a field the SecuredLocation feature is not applicable. WorkFlow import does not performstandard validation.


! Optional Secured Salesperson AccessSee this feature discussion in the Accounts Receivable section.

! ˜ Stock Number is Now Included in Key Word SearchThe standard Lookup feature for stock items includes an option to search by KeyWord. This Key Word search now includes the stock number key word(s) withinthis lookup to make the search broader and more inclusive.

When you install the Revision 14 upgrade the conversion process that runs willautomatically build key word records for the stock numbers in your file. You willthen be able to enter a stock number as a search value in the Key Word search.

! New PO Invoicing Automation Options from Accounts PayableYou now have some new automation options when invoicing receivings fromAccounts Payable if you interface in detail. These options are particularlyvaluable when you have numerous items on a PO and don’t need to manuallyinvoice each item.

When you access the Receivings Cost program from an Accounts Payabletransaction (AP-01-01) the program now displays an “Invoice Options” function([F5]) that offers the following options:

1. Invoice All @ Recv’d Cost - You may choose this option to have theprogram automatically invoice all line items for the PO (as specified in theA/P transaction) that have a received cost. If a received item had areceived cost entered then it will be considered invoiced.

2. Invoice All (Recv’d Cost or PO Cost) - Choose this option to have theprogram automatically invoice all received items for the PO. If a receiveditem has a received cost then that cost is invoiced. If a received item didnot have a received cost entered then the PO cost is invoiced.

3. Clear All for Invoice # - Choose this option to clear the invoicinginformation from all received items that contain the invoice number


specified in the A/P transaction. This option lets you easily remove theinvoicing information for an invoice number that was applied incorrectly.

When you delete an A/P transaction the system will also now clear the invoicinginformation for related receivings transactions (both product and landed costinvoices).

! Option to Launch Allocation of Landed CostYou may now launch the allocation of landed cost to a shipment ID or receivingtransaction without entering additional transactions.

BackgroundIn previous revisions you had the option to allocate landed cost amount to ashipment ID or receiving transaction only after you entered a landed cost invoiceand said there were no more invoices to be applied. If later you determined thatthere are no more invoices there was not a good way to launch the allocation.

New FeatureIn the receivings cost entry program (IS-03-03-01) a new prompt appears afteryou enter “P” for the document type (field 1):

[F5] Allocate Landed Cost to ItemsChoose this option to launch the allocation of landed cost to a shipmentID or receiving transaction. This will allocate all previous landed costamounts entered for the shipment ID or transaction.

Receivings Transaction NumberWhen you choose this function a window will appear and ask fora Receivings Transaction number. You may enter thetransaction number or use the various lookups prompted on thescreen.

Shipment IDYou may press [F5] at the Receivings Transaction number toselect a Shipment ID instead of a Receivings Transaction. Youmay then enter the shipment ID or use the lookup.

After you specify the transaction number or shipment ID the program willconfirm that there are landed cost amounts to be allocated and then theallocation will be launched.

! Update “Purchase For” Line Items with Tracking Numbers from ReceivingsBackgroundThere is an Inventory/Sales option (IS-08-02, field 16, “Post Serial#/Cost toOrders?”) to automatically update Purchase For line items with the serialnumbers and cost entered as the items are received. This applied only to serialnumbers and not to tracking numbers.

New FeatureThis same feature now applies to tracking numbers. When you receive a trackeditem that is for a Purchase For line item the system will update the order with thetracking information received:• If the tracking number already exists for the sales order line item the


program will update the existing tracking record - otherwise the programwill add a sales order tracking record.

• The quantity updated cannot exceed the order quantity and will be net ofany defective quantity received (received quantity - defective quantity =committed quantity).

• The order line item cost is updated for the tracking record cost.

For a service order line item the system will not update the line item if it alreadycontains a tracking number.

The receiving tracking record is updated with the quantity committed to the orderso that the posting can properly update the inventory files.

! Interactive POs from OrdersYou may now interactively generate purchase orders for a sales order from theorder entry process. This lets you immediately get the purchase order createdwhen a sale requires special purchases (the Handling Code is Purchase For thiscustomer or Drop Ship to this Customer).

Setup - Billing Operator OptionYou may activate this feature per billing operator by specifying values for thefollowing new fields in the billing operator record (IS-07-11).

28. Interactive POs:This field lets you specify whether this billing operator may interactivelygenerate purchase orders from a sales order when lines items have aPurchase For Handling Code. When you access this field you have thefollowing options:

A Automatically create POs for Purchase For sales line itemsQ Ask the operator a question about creating POs for Purchase For

line itemsN Don’t allow operator to interactively generate purchase orders

If you answer “A” or “Q” then a plus box window appears so that you maypredefine options for generating the POs. These options are more fullyexplained in IS-03-01-01-05 in the Inventory/Sales manual:

P/O Buyer Code:This the buyer code to use for the generated purchase orders.

Create P/Os below Minimums:Specify whether to ignore vendor minimums when interactivelygenerating a purchase order from a sales order.

Ignore Vendor Rounding?:Specify whether to ignore vendor rounding when interactivelygenerating a purchase order from a sales order.

Using the Feature in Order EntryWhen you finish the payment screen (third screen) in Order Entry (IS-01-02-01)the program does the following:• Checks to see if any line items on the order have Purchase For handling

codes and don’t already have a purchase order. If so:


• If the Billing operator option is set to Ask Question, the programasks if the operator wants to generate POs for the order - if theoperator answers No the remaining steps will be skipped

• If the Billing operator option is set to Automatic then thegeneration process will continue without asking a question

• Runs the Purchase Order Work File Generation program to generate POwork file records.

• If any work file records are created, runs the PO work file post program tocreate purchase order(s) from the generated work file records.

• Displays a message indicating the PO(s) created (or any errors if therewere errors during the generation)

Print OptionIf the PO Buyer code defined above has “Y” to the “Print Interactive POs?”question (IS-07-15, field 5), the program will ask if you want to print the PO justgenerated. The window displays the vendor number for the PO. If you select toprint you will have the same options as when you interactively print from the POentry program.

WorkFlow Notes• FlowPoint “8702" in program POAUTLPS (PO work file posting) is

executed after the PO header is set up but before it is written. A newFlowPoint “8702OE” can be used when this program is called from OrderEntry for interactive generation. The PO Header is the primary file for theFlowPoint.

• FlowPoint “87INTP” in program POAUTLPS is executed when theprogram is about to call POENTRY for interactive printing. You may useFAIL logic to disable the interactive printing.

! ˜ Cross Reference between PO Receivings and A/P Invoice

A new cross-reference file now stores information about the relationshipsbetween invoices and receivings. The relationships can be complex since youmay have a one-to-many ratio of invoices to receivings and receivings to invoices

This new file provides you with the following new features:• You may now inquire/review the invoices, products, and landed cost

information for a PO, a PO line, a Receiving Transaction, and aReceiving Transaction line.

• When you delete a product invoice A/P transaction the system will


automatically clear that invoice from the related receivings cost records.• When you delete a landed cost invoice A/P transaction the system will

automatically clear the related landed cost from receivings transactions(unless already posted).

• You will get automatic invoice distributions for a landed cost invoice evenif you interface to A/P in summary mode. In previous revisions theautomatic distributions were available only if you interfaced in detailmode.

• You may now see the shipment ID for a landed cost invoice within theA/P transaction.

• You may now see the invoice numbers per cost type in the landed costmaintenance program.

Here are the various components that provide these benefits:

Receivings Cost Entry (when called from an A/P transaction)This program performs the functions of:• Storing landed cost cross-reference info.• Storing invoice cross-reference info for product receivings.• Automatically clearing invoiced receivings cost records if you delete the

related A/P transaction (applicable only if no related receivingstransactions have been posted).

• Automatically clearing landed cost invoice info if you delete the relatedA/P transaction (applicable only if no related receivings transactions havebeen posted).

A/P Transaction EntryChanges you will notice in this program include:• For a landed cost invoice, displays shipment ID in the distribution screen

if landed cost info was allocated to a shipment ID.• For a landed cost invoice, displays receiving transaction number and PO

number in the distribution screen if landed cost info was allocated to areceiving transaction.

• When you delete a product invoice the related receivings cost records willbe cleared of invoice info.

• When you delete a landed cost invoice the related landed cost recordswill be cleared.

PO InquiryIn the Purchase Order inquiry program (IS-04-03) you may now review the invoicehistory for a purchase order.

When displaying PO Headers, as you highlight a PO in the list you may use the“[F4] Invoice History” option to display the invoices related to that PO. From thelist of invoices you may zoom to the details of any invoice.

When displaying PO Line Items, as you highlight a line item in the list you mayuse the “[F4] Invoice History” option to display the invoices related to that PO lineitem. From the list of invoices you may zoom to the details of any invoice.

Receiving History InquiryIn the Receiving History Inquiry program (IS-04-04) you may now review theinvoice history for a receiving transaction.


When displaying receiving transactions, as you highlight a transaction in the listyou may use the “[F5] Invoice History” option to display the invoices related to thatreceiving. From the list of invoices you may zoom to the details of any invoice. The prompt appears only for history with a “P” document type.

! ˜ Range of Order Numbers on Order Number Audit ReportWhen you run the Order Number Audit Report (IS-05-08) as a report (not apurge) you now have a range of order numbers in addition to the otherparameters:

Range of Order Numbers:Enter a range of order numbers to include on the report or press [Enter]for ALL.

The report has also been changed to show a literal indicating whether an ordershown on the report still exists as an order.

! Cutoff Date on Order Number Audit File PurgeWhen you purge the Order Number Audit file (IS-06-05-04) there is now a cutoffso that you may purge only a portion of the file:

Purge Through Order Date:Enter a cutoff date for the purge. Order Number audit records will bepurged through that date.

! Inventory Transaction Reference Expanded to 30 CharactersThis Reference field in the Inventory Transaction (and related Inventory Ledger)has been expanded to accommodate 30 characters. This was done inconjunction with the project to expand unit price.

! New Alternate Keys for Inventory Ledger FileThe following alternate keys were added to the Inventory Ledger file to improveperformance on certain reporting and processing options. This was done inconjunction with the project to expand unit price.• G/L Post Date• Transaction Number

The transaction number in the inventory ledger has also been expanded to 11characters in order to fully accommodate the service order number.

! New Item ID Alternate Key to Order and Invoice FileThe Item ID for a sales order/invoice line item has been added as an alternatekey to the Order and Invoice line item files to improve performance on certainreporting and processing options. This was done in conjunction with the projectto expand unit price.• RS08, field 35 is now an alternate key• RS11, field 31 is now an alternate key

! ˜ Job Number and Cost Code in Stock LedgerSee the related discussion in the Job Cost section of this release notice.


Assembly Work Orders

! ˜ New Assemblies Report to Show Components and Sub-ComponentsYou now have a new report that lists all the components and sub-assemblycomponents needed to build an item. This shows the same information you cansee on a printed work order or when creating an assembly from Order Entry, butwith this report you don’t need to create a work order to see the requiredcomponents and their availability.

This report is added to the menu as IS-01-04-03-07, Component AvailabilityReport.

When you select this report you may enter the following parameters:

Stock# Needed / Loc:Specify the assembly stock number/location to be analyzed foravailability.

BOM Reference:Specify the Bill of Material to be used.

Qty Requested:Specify the quantity requested to assemble.

U/M:Specify the Unit of Measure requested to assemble.

Print Costs?:Specify whether to print costs on the report:Y - Yes, show costs for the components for the main assemblyR - Recalculate the costs using last cost from the final level of all

sub-assembliesN - No, do not print costs

Include Services?:Specify whether to include any services that are part of the bill ofmaterials.

Explode Make-to-Order?:Specify whether to explode make-to-order components.

Explode Make-to-Stock?Specify whether to explode make-to-stock components.

Print Details?:Specify whether to print details or to summarize the results. If you don’tprint the details the report will recap the quantity availability andshortages for the assembly.

Include Text?Specify whether to print any text details.

- Stock Qty per Detail?If you print details, specify whether to print the current stock


quantity info per detail record.

! Improved Handling of G/L Post Date on Work Orders Posted from OrdersWork orders may be interactively posted from Order Entry. When you batch postwork orders for the purpose of finalizing these interactively posted work ordersthe program will now use the interactive post date as the data for the resultingG/L transactions.

Prior to this change the program asked for a G/L post date. The inventory ledgerupdate used the interactive post date, so this new feature ensures that the G/Lpost date and the ledger date will match.

! ˜ Improved Handling of Decimal Precision on Work OrdersThe per unit component quantity for inventory items used on work orders and inBill of Material components may now be defined using up to six decimalspositions (up to 999,999,999.999999). This allows you to handle smallcomponent quantities with greater precision.

This larger decimal format applies to entries you make in the following fields:• Work Order entry (IS-01-04-01-02) - the Unit Quantity field on an

Inventory-type Component Line (field 12).• Bill of Material maintenance (IS-01-04-04-01) - the Quantity field on an

Inventory-type Component (field 8) when the Bill of Material is anAssembly type BOM.

Except for the two situations above the quantity fields will still accept a maximumof three decimal positions. The extended quantity for a component (componentquantity times number of units to make) is also rounded to three decimalpositions.

Other Related Changes• Expanded decimals on work order form and reports• Expanded decimals for assembly components printed on picking tickets

and invoices

Warehouse Tracking

! New Data Dictionary Fields for Warehouse Tracking CalculationsThe following additions have been made to the Data Dictionary to assist withspecial warehouse tracking WorkFlow calculations:• Available Replenishment Quantity added to Stock Quantities file (IV71)• Total Pending Quantity added to Stock Quantities file (IV71)• Pathing from Warehouse SIDs (IV61) to Stock Quantities (IV71) using

stock number and storage ID

! Operator option to select filter options before displaying WarehouseTransactionsA new option has been added to the Warehouse Transaction Operator record(WT-05-01) to control whether the filter options are asked before displayingWarehouse Transactions in WT-01.


8. Prompt Filter in Trx Grid?:Enter “Y” if you want the Warehouse Transaction program (WT-01) tostop and ask for filter options when you access the program. By defaultthe program displays all transactions when you access the program. Ifyou have a large number of transactions this may cause a lengthy delaybefore they all load. By activating this option you may select the filters touse before any transactions are displayed.


! Add Search by Sales Order# to Warehouse Transactions GridA Source Document # parameter has been added to the filter options inWarehouse Transactions (WT-01) for open and history transactions. This letsyou search for a particular document.


! Improved Speed of Warehouse Transaction GridThe Warehouse Transaction Grid (WT-01) was modified to use the grid file loadmethod. If you have a large number of transactions this results in much fasterloading of the transactions for display.


! New Handheld Option - Option to Verify Order Number when processing aWT picking transactionA new scanning option is available for the subroutine used by NetLink tosupplement handheld processing of warehouse transactions (NLWTSUB). Thisoption allows you to verify that the item and order number match. If you pass theorder number as part of a picking transaction the program will now verify that theorder number matches the item/SID being picked and will return an error if theydo not match.

To implement this you must:• Pass the order number as the value of the “order_no” variable• Use the “POV” switches on the call to the NLWTSUB program.


! New Handheld Option - Option to Automatically Use Quantity of “1" forPicked ItemsThis option was added to the NLWTSUB program so that when an operator picksan item the program will automatically assume the operator picked a quantity of 1. If the Item/SID quantity to be picked is greater than 1 the program willautomatically create a separate warehouse transaction detail record for theremaining quantity.

To implement this you must:• Pass the order number as the value of the “order_no” variable• Use the “PO1” switches on the call to the NLWTSUB program.



! Add ability to assign the next transaction # based on the next SID for astation id.A new option is available for the NetLink subroutine that will display the nexttransaction for a station based on the next SID needed. This is useful if:1. Your warehouse SIDs are assigned ascending values so that sequencing

transactions by the next SID will be relatively efficient. 2. Your warehouse procedures are to have an operator move through the

warehouse picking all transactions rather than picking for an order.

To use this feature you may use the “PKS” switches on the program call toNLWTSUB. This causes the program to assign the next transaction numberbased on the smallest SID for open transactions for the station.


! Option to “Unpick” a sales order for Warehouse TrackingA special option is now available to “undo” the picking of a sales order and undothe related Warehouse Tracking transactions. It is designed for use withWorkFlow.

This option is a special call to the RSBILSUB program. When you call theprogram “RSBILSUB/W [UPIKO]” the program will unpick the current link salesorder number. For each line item on the order that is an inventory line item andthat has a pick quantity and no previously shipped quantity, the program does thefollowing:1. Restores the warehouse transactions, which moves the history

transaction to open and updates the warehouse stock quantities.2. Deletes the open transactions.3. Sets the line item need picking flag to 'Y' and zeroes out the line item

quantity picked.4. Updates the sales order header by zeroing out the picking ticket date and

subtracting 1 from the # of times picked5. Removes the pick/ship records for the order

You may “undo” the picking for a batch of sales orders by calling this subroutineusing the special 8701 FlowPoint of a RM report for a report with RS07 as theprimary file.

Special Notes:• If the order is selected for billing the program will not unpick it (a warning

message is displayed) - this is to ensure that a picking ticket gets printedagain.

• If a line item was previously shipped and run through EOD, we can'tdetermine what to restore, etc - so if a line on the order was previouslyrun through an end-of-day and this is a second picking ticket for that line(some items were backordered) we warn you and don't allow the order tobe unpicked.

• Do not execute this program when the order header is locked (inRSBILENT etc) because it cannot update the # of times picked and thepicking date. It does update everything if you do this in IS010201 etc itjust doesn't update the order header.



! Secondary Warehouse picking assignment sequence for “L”ocationpreferenceA new option has been adding to the picking assignment field (WT-05-02, field 9)when the picking SID assignment is “L”ocation.

AlternateHere you may specify a secondary pick sequence when the primaryassignment sequence is Location. Available options are:• D - Oldest Put Date• Q - Largest quantity• S - Smallest Quantity


Return Authorizations

! Option to Use RAs to Track Allowances and other Non-Inventory CreditsOne important function for many businesses is tracking expected vendor creditsresulting from damage allowances, advertising credits, and other non-inventorycredits due from vendors. You may now use Vendor Returns for this purpose inorder to take advantage of its ability to track expected credits from vendors. Youmay categorize an allowance as damage-related, advertising-related, or other.

G/L Account ImplementationTo set up this feature you must specify the G/L account numbers to use for thetypes of allowances. This is done in the Product Category record, IS-07-02, in theVendor RA Accounts window (field 20):

Damage Allowance Account:Enter the account number to be credited for a Damage Allowance inVendor Returns (offset to RA Clearing).

Advertise Allowance Account:Enter the account number to be credited for an Advertising Allowance inVendor Returns (offset to RA Clearing).

Misc Allowance Account:Enter the account number to be credited for a Miscellaneous Allowancein Vendor Returns (offset to RA Clearing).

Inventory Operator OptionA new option in the inventory operator record lets you specify whether to createan A/P credit memo for a credit allowance:

Create Allowance A/P Credit?Specify whether to create an A/P credit memo when the operator enters aReturn Allowance. The options are:Y Automatically create the credit memoA Ask a question about creating the credit memo


N Do not create a credit memo

Entering an AllowanceThis new capability is available in the Vendor Returns entry program (RA-01-01). At the line detail screen the Type field (field 8) now allows the following selection:

IA - Credit AllowanceYou may choose this type to track a non-inventory credit due from thevendor. When you choose this option a window displays so that you mayspecify the type of credit allowance:

D Damage Allowance - the vendor is issuing a credit to coverdamage on received items. For a damage type allowance:• the “From Inventory” flag is forced to “Y”• the “Warranty” flag is forced to “N”• the Damage Allowance account from the product

category will be credited• if the item is serialized the program will update the serial

record with the RA information. The RA amount isadded to the damage amount since there may havebeen preceding RAs for the item.

A Advertising Allowance - the vendor is issuing a credit to coveradvertising fees covered under some cooperative marketingprogram.• the “From Inventory” flag is forced to “N”• the “Warranty” flag is forced to “N”• the Advertising Allowance account from the product

category will be creditedM Miscellaneous Allowance - the vendor is issuing a credit for some

other non-inventory return reason.• the “From Inventory” flag is forced to “N”• the “Warranty” flag is forced to “N”• the Miscellaneous Allowance account from the product

category will be credited

After you choose the IA type you may enter the remaining information for the lineitem. Special notes include:• You may specify whether you expect a credit memo or a refund payment.

• If you choose a credit memo and you enter a return date theprogram will create the A/P Credit. The RA clearing account inthe product category record will be debited to offset the creditallowance account (based on the type of allowance). This works

Credit Allowance Types


the same as an “IC” type.• If you choose a refund and have a vendor refund account set up

in the product category then the vendor refund account will bedebited to offset the credit allowance account.

• The amount you enter in field 16 for the Estimated Cost should be the fullallowance amount. This works like the repair cost for an “IR” type.

• Certain fields such as Labor Reimbursement and PO Item flag are forcedto “N”.

• Inventory quantities and cost are not updated for an allowance. Thisincludes related files such as POs, inventory ledger, etc.

Cancel and Close of an IA typeThe cancel and close option for an “IA” type works the same as for the “IC” type. When you cancel an IA type the program will create reverse G/L distributions. Ifthere is a related A/P credit found and still on hold the program will delete it.

Other Related Changes• Vendor Return report prints an appropriate allowance description.• Vendor Return Inquiry displays credit allowance type.• Serial Maintenance displays a damage amount and RA number if

applicable.• A/P Transactions will get the distribution amount for an “IA” type RA from

the Estimated Cost field rather than the Unit Cost.

Rental Department! Rental ID Entry Now Uses Link Stock Number

The stock number link value is now used by the rental ID entry routine. If you linkout to a program for entry of a rental ID and there is a current link value for stocknumber, the stock number will default as the Rental ID.

Service Management

! Interactive POs from Service OrdersYou may now interactively generate purchase orders for a service order from theservice order entry process. This lets you immediately get the purchase ordercreated when a sale/service requires special purchases (the Handling Code isPurchase For this customer or Drop Ship to this Customer).

Setup - Service Operator OptionYou may activate this feature per service operator by specifying values for thefollowing new fields in the service operator record (SV-07-17).

28. Interactive POs:This field lets you specify whether this service operator may interactivelygenerate purchase orders from a service order when lines items have aPurchase For (or Drop Ship) Handling Code. When you access this fieldyou have the following options:

A Automatically create POs for Purchase For service line itemsQ Ask the operator a question about creating POs for Purchase For

line itemsN Don’t allow operator to interactively generate purchase orders


If you answer “A” or “Q” then a plus box window appears so that you maypredefine options for generating the POs. These options are more fullyexplained in IS-03-01-01-05 in the Inventory/Sales manual:

P/O Buyer Code:This buyer code is used for the generated purchase orders.

Create P/Os below Minimums:Specify whether to ignore vendor minimums when interactivelygenerating a purchase order from a service order.

Ignore Vendor Rounding?:Specify whether to ignore vendor rounding when interactivelygenerating a purchase order from a service order.

Using the Feature in Service Order EntryWhen you finish the line item screen (second screen) in Service Order Entry (SV-01-01-03) the program does the following:• Checks to see if any line items have Purchase For or Drop Ship handling

codes and don’t already have a purchase order. If so:• If the Service operator option is set to Ask Question, the program

asks if the operator wants to generate POs for the service order -if the operator answers No the remaining steps will be skipped

• If the Service operator option is set to Automatic then thegeneration process will continue without asking a question

• Runs the Purchase Order Work File Generation program to generate POwork file records.

• If any work file records are created, runs the PO work file post program tocreate purchase order(s) from the generated work file records.

• Displays a message indicating the PO(s) created (or any errors if therewere errors during the generation)

WorkFlow Notes• FlowPoint “8702" in program POAUTLPS (PO work file posting) is

executed after the PO header is set up but before it is written. A newFlowPoint “8702SO” can be used when this program is called fromService Order Entry for interactive generation. The PO Header is theprimary file for the FlowPoint.

! Equipment ID is Now a Link ValueThe Equipment Model ID is now tracked in a SouthWare Link Value. When youcall to other programs via Linkout any current Equipment ID will be available as alink value for entering Equipment ID in the called program.

! Option to Utilize Temporary Serial Numbers in Service Order EntryWhen you enter serial numbers for parts in service order entry (SV-01-01-03, lineitems, field 7) you may now utilize temporary serial numbers if you are using thisfeature in Inventory/Sales.

Temporary Serial NumbersThis feature applies only if the Inventory/Sales control record option is “A” or “S”to allow temporary serial #s.If you enter a non-existent serial number, the program looks to see if there areany temporary serial numbers for the stock item. If there are temporary serialnumbers the program asks if the number entered should replace a temporary


number. If the operator answers Yes:• The program will update the serial record with the entered number (the

temporary serial number will be replaced with the new serial number). The program uses the oldest temporary record (the temporary numberresults in a FIFO approach to using temporary records).

• The serial ledger is updated with the new serial number.• The receivings history is updated with the new serial number.

! New Data Dictionary Fields to Compute Sales Tax on Service OrderNew fields have been added to the Data Dictionary that compute estimated salestax on a service order. Sales tax is computed when a service order is invoiced,but sales tax is not computed during service order processing. These new fieldsallow you to report or display service order sales tax totals as computed byReportMate.

The following fields have been added to both SV04 and SV14 (Service OrderHeader and Header History):• 192 - Total Price Before Tax• 193 - Estimated Tax Percent• 194 - Estimated Tax Amount• 195 - Total Price Including Tax

This feature is also available as a FLASH update for Revision 13.

Accounts Receivable

! Optional Secured Salesperson AccessA new global Secured Salesperson feature allows you to optionally restrict accessto salesperson-related info based on logon operator. Each logon operator mayhave a list of one or more salesperson IDs which he may access. - For example, you can now specify “Bill can see only the sales-related

data for his salesperson code”. Or you can specify “John can see thesales-related data for salespersons Joe, Debbie, Arnold, and Jay”. Thesystem will enforce this restriction throughout the SouthWare modulesincluding reports, searches, maintenance, inquiries, and tools such asReportMate.

This restriction is implemented in the internal file access routines and is inaddition to other standard security features provided by SouthWare programs.

Note: The Secured Salesperson feature is optional. If you do not activate it foran operator then this feature will not affect data access in any way.

How This Works


Here is an overview of the process. For a logon operator you may indicate whatsalesperson(s) he can access. When he logs on to the system his list of validsalespersons is established for use by all programs. As each program processesthrough records from salesperson-related files (see list later) the file accessroutine tests each record to determine if the salesperson for the record isaccessible to the operator:• If the record’s salesperson is allowed for the operator, the record is

passed to the program. • If the record’s salesperson is NOT allowed for the operator, the record is

skipped and not even provided to the program.

As a general rule the file access routines apply this restriction to the primary filefor a program (the main file for processing) but do NOT apply the rule tosecondary files for a program (files read to provide supplemental information onprimary records).

IF a Split Salesperson Code is assigned to a record the system will “expand”the split salesperson to see if the operator may access any of the salespersons inthe split. The record is skipped if the operator may not access any of thesalespersons in the split.

Note: This technology is designed with an override capability that may beprogrammed via SouthWare WorkFlow. See “Programmable Overrides”later in this section.

Implementation - Logon OperatorThis feature is implemented per logon operator. A new security field is added tothe operator record (XX-03-02, field 15):

Secured Salesperson ID:To access this field you must be logged in to the company for thisoperator.This field allows you to restrict this operator’s access to information forcertain salespersons. This restriction is in addition to other standardsecurity features. Leave this field blank if you don’t need to restrict thisoperator’s access to information for specific salespersons.


To restrict salesperson access for this operator you may enter either aspecific single salesperson ([F3] lookup) or a secured salesperson codefor a group of salespersons ([F4] lookup).

Secured Salesperson GroupA salesperson group is simply a three-character ID that references aparticular combination of salespersons. This lets you define that anoperator may access more than one salesperson (which is defined withentry of a single salesperson code) but less than all salespersons (whichis specified by leaving the Secured Salesperson ID field blank). If youenter a new group ID you will be allowed to define the salespersonsincluded in the group.

See the discussion below for Salesperson Groups Maintenance for moredetails.

Operator/Salesperson Security GridThis program (XX-03-09-01) allows you to quickly review and edit thesalesperson security settings for each operator in the current company. Accessthis program to display a grid of the operators for this company (text-basedworkstations will display a maintenance for individual records):

You may edit the Salesperson Code column to change the Secured SalespersonID for any operator shown. This maintains the corresponding field in the Logonoperator records.

Salesperson Groups MaintenanceThis program (XX-03-09-02) allows you to set up and maintain the SecuredSalesperson Group codes that may be used with the global SecuredSalespersons feature (XX-03-02, field 15). Each salesperson group defines acombination of salespersons. When an operator is assigned to a group he mayaccess salesperson information for any of the salespersons in the group.

Secured ID to Maintain:When you access this program you must first specify the group to


maintain. You may also enter a new group code to create a group. Youmay use any three characters as a secured salesperson group as long asthey don’t match a valid salesperson ID.

After you specify the Salesperson Group ID the program displays a grid of thesalespersons for this company (text-based workstations will display amaintenance for individual records):

You may click on the “Access?” column beside each salesperson to specifywhether that salesperson is included in this group.

Note: To delete a group you should unselect all operators and then exit. If nooperators are selected the program will ask if you want to delete thegroup.

Revised Meaning of “All” SalespersonsWhen you specify ALL salespersons in a process or report the meaning of ALL isaffected by the Secured Salesperson feature. ALL salespersons will now includeall salespersons that the operator may access, but will not include othersalespersons.

Salesperson Entry FieldsThe salesperson entry field is not automatically defaulted because of the option touse salesperson split codes.

RangesWhen you enter ranges of salespersons on reports or processing programs theentry and processing is affected by any Secured Salesperson(s) defined for theoperator:• The entry field will be restricted as described above under “Salesperson

Entry Fields”.• The processing resulting from ALL salespersons will be restricted as

described above under “Revised Meaning of All Salespersons”. Onlyrecords for the salesperson(s) accessible by the operator will beprocessed.


Maintenance ProgramsRelated maintenance programs will use Secured Salesperson to test any recordsto be accessed/edited. This will prevent non-accessible records from appearingwhen moving next/previous record and when entering the key to a record notaccessible.

Standard ReportsWhen you run a standard report for salesperson-related data the SecuredSalesperson feature will restrict the records provided to the report. Only recordsfor the salesperson(s) accessible by the operator will be processed.

For example, the Open Orders Listing will include only orders for salespersonsaccessible by the operator. Records for other salespersons will not be available -the report functions as if those other records don’t exist.

Note: Record counts shown on reports will include only the records thatqualified for the job. Records that were skipped by the file accessroutines because of salesperson will NOT be included in the recordcounts. This functions as if the skipped records did not exist.

InquiriesWhen you run an inquiry program for salesperson-related data the SecuredSalesperson feature will restrict the records displayed in the inquiry. Only recordsfor the salesperson(s) accessible by the operator will be processed.

For example, the order inquiry program will show only orders for salespersonsaccessible by the operator. Other salespersons will not appear regardless of theparameters you specify.

Search/Lookup ListsSearch/Lookup lists will secure the records displayed based on SecuredSalesperson. When you search by Extended Data (master or key file) the fileaccess routines will test the related SouthWare record for salesperson and willapply the Secured Salesperson logic to skip records as needed.

Header/Line Item ProgramsPrograms that maintain transactions with header and line item data (such asOrder Entry) utilize the Secured Salesperson feature to restrict header records. But these programs handle line items differently than headers:

If an operator has security to access the header for a transaction, he mayaccess all the line items for the transaction even if some of them are forother salespersons.

This situation typically would not occur if your operators are truly operatingindependently. But if you do have secured operators that have transactions withmultiple salespersons it would be inaccurate to show only part of the line items fora transaction. So the rule in these situations is that if you can access the header,you can access all the details related to the header.

ReportMate/FYIReportMate utilizes the Secured Salesperson feature for all salesperson-relatedprimary files used on reports. The file access routines will not provide records for


reporting if the salesperson for the primary file is not accessible to the operator. The entry of salespersons as ranges or selection criteria will also use the samerestrictions as described above.

Note: An operator will automatically be limited to data on salesperson-relatedfiles, but there are certain non-salesperson files with totals that may beconsidered “sensitive”. For example, the billing operator file has operatortotals that could be accessed by anyone who creates a report from thisfile.

Please note that this restriction applies also to Line Item files when they are theprimary file for a report. For example, if you are reporting from Invoice ItemHistory (RS11) then the report will not include any records for salespersons thatyour operator may not access. But if you are reporting from Invoice HeaderHistory (RS10) then you will be able to access invoice totals that include all lineitems even if they are from other salespersons.

Note: If you activate Secured Salespersons for an operator then all existingreport formats will automatically secure records. You do not need tochange the formats.

ImportMateSee the related notes in the ImportMate section of this release notice.

Extended DataWhen you use Extended Data (master or key file) as a primary file inReportMate/FYI the file access routines will test the related SouthWare record forsalesperson and will apply the Secured Salesperson logic to skip records asneeded.

Other Exceptions/Notes• Requirement for All Salesperson Access - Certain data gathering

programs and support programs are required to look at data acrosssalespersons. For example, the ExecuMate gather process needs toinclude data from all salespersons. This type of program may only be runby an operator who may access all salespersons (Secured Salespersonis blank in the operator record).

• Processing Sub-Routines Include All Salespersons - There arenumerous sub-routines that need to access all related companyinformation in order to perform accurately. These will ignore anysalesperson restrictions since the information they are using is based onall salespersons. Normally this will not be an issue unless you sharerecords across salespersons such as customers, orders, etc. Forexample, the routine to check customer balance will look at all relatedorders even if these are for other salespersons.

• Last Record button in File Maintenance - The last record function([PgDn]) function is not available in File Maintenance programs if anoperator has Secured Saleperson restrictions. This feature is available ifSecured Salesperson is not applicable.

Files and Default Security SettingsThe following table shows the files that support the Secured Salesperson featureand shows whether “ON” or “OFF” is the default setting for each file:


File File Desc DefaultAR01 Customer File ONAR02 Open Item File ONAR03 History Item File ONAR04 SalesPerson File ONAR05 Commissions Due File OFFAR09 Sales Transactions ONAR12 Commissions Detail OFFMI02 MI Stationid File ONRD08 Rental Contract Det OFFRD11 RentHst Contract Det OFFRS03 Order Followup ONRS07 Sales Order (header) ONRS08 Sales Order (item) OFFRS10 Order History (hdr) ONRS11 Order History (item) OFFRS17 Ship-to File ONRS36 RS Commission Ovr. ONSV02 Contract Header ONSV04 Service Order Header ONSV06 Service Order Detail OFFSV14 S/O History Header ONSV16 S/O History Detail OFFTW01 Relationship File ON

Programmable OverridesYou may modify the Default Security Settings above via environment variables.• You may turn off security for a file that would otherwise be secured.• You may turn off security for all files.• You may turn on security for a file that supports this technology but is

turned off by default.

The purpose of this override technology is to allow a knowledgeabledeveloper/user to override the defaults if a situation requires the temporarydisabling of the Secured Salesperson feature (either globally or for a file). This isan advanced feature and can compromise the Secured Salesperson featureunless used properly. Typically you would set a variable via WorkFlow. Whenyou set a variable it will remain set until you change it again or you log on again. • To turn off Secured Salesperson security for a file that has the

security turned on you must set the environment variable “SWENV-SECURE-SMAN-xxxx” (where xxxx is the Data Dictionary file) to a valueof “N”.• Set the variable to space to turn security on.

• To turn off Secured Salesperson security for all files you must set theenvironment variable “SWENV-USE-SECURE-SMAN” to a value of “N”.• Reset the variable to space to turn security back on.• If this value is set to “N” then the per-file flag will not be used.

For example, let’s say you need to provide a very summary report of sales-relateddata that includes all salespersons and that any salesperson could run. Youcould temporarily disable Secured Salesperson for that report. See the exampleunder Secured Locations for the concepts involved.


Here are some other notes on the use of these environment variables:• Combo ReportMate reports (active and history on same report) will have

two environment overrides, one for each file. You must set bothvariables.

• Certain “overflow” files in the Data Dictionary do not have separateenvironment variables - they use the main files variable.• AR15 uses the AR04 variable

Other WorkFlow Notes• If an operator is restricted to a single salesperson then the salesperson

entry routine will automatically skip the salesperson field. If you haveFlowMods at a location entry FlowPoint then the FlowMods will not beexecuted - if you need them to execute you will need to select a differentFlowPoint.

• When you use WorkFlow REPL or GridEdit to replace a field the SecuredSalesperson feature is not applicable. WorkFlow import does notperform standard validation.

Job Cost

! Option to Exclude Taxes and Miscellaneous Charges from Job Cost BilledAmountsIn the Inventory Sales Control record you now have the option to exclude MiscCharges from the billing amounts updated to jobs. This option is set as aninvoicing control record parameter (IS-08-02, field 23, or SV-08-01, field 28):

Include Add-On Chgs in J/C?If you enter "N" here the system will exclude shipping charges and othermiscellaneous add-on charges when updating the Invoiced and Pendingfields in the job header (JC-02-03, screen 2, field 2). This allows you toexclude these add-on amounts in your job totals when you comparecontracted amounts to actual billed amounts. If you enter "Y" the systemwill include the total billed amount in the Job invoiced totals.

Misc Chg for DepositsIf you specified “No” to Include Add-On charges then you may specify aspecial Miscellaneous Charge code that should NOT be excluded fromthe billing amounts. If you bill for advance deposits by invoicing amiscellaneous charge amount then you may enter the code here so thatthese amounts will not be excluded from billing totals for the job.

For example, let's say you invoice for advance deposits by chargingamounts to the miscellaneous charge code "JCD" for Job Cost Deposits. Enter JCD in this field to have these amounts updated to the job billingtotals.

After you load this update the option will automatically assume "Y" and will includethese amounts since this is the way this worked in prior revisions. You maychange this at any time. Please note that any jobs in progress with previous


billings will not be accurate if you change this flag, but new billings will updateaccording to the option.

! ˜ Job Number and Cost Code in Stock LedgerThe job number and cost code for an inventory transaction are now stored in theinventory ledger file. This allows you to review inventory movement inInventory/Sales by job and cost code. You may use the stock inquiry orReportMate/FYI to review the job information for inventory activity.

Stock InquiryYou will now see Job and Cost Code as fields on the Ledger inquiry availablefrom the Stock Inquiry program (IS-04-01).

Timing NoteWhen you post an inventory transaction for a job the inventory ledger is updatedwith the job and cost code. This also creates the job transaction in Job Cost. The Job Stock history in Job Cost is not updated until the job transaction isposted. Therefore there will be a timing delay between the job/stock informationshown in the inventory ledger (IV15) and the information shown in the Job Stockfile (JC16).

! ˜ Print/Post Job Transactions by Type or Range of Job NumbersYou may now specify additional parameters for the Job Transaction Edit Listing(JC-01-02) and Posting register (JC-01-03):

Transaction Type:Enter a single transaction type to include or press [Enter] for All.

Range of Job Numbers:Enter a range of job numbers to include or press [Enter] for All.

Payroll

! Ability to Use Operating System Security for Sensitive Employee Info

BackgroundThe employee-related files used by Payroll are also used by other modules fordata such as name, address, salesperson, technician, etc. Some users havewanted to supplement the SouthWare security restrictions by using operatingsystem permissions to restrict access to employee-related files, but have beenunable to because other modules use these files.

New FeatureThe employee information needed by other modules is now duplicated into aseparate new file, xxxXXEMP.FIL. This new file is used by all non-payrollprograms that need access to this non-sensitive employee data. The normalemployee file is used only by operators who have a security level of at least 3 forthe Payroll module.

Note: The system will enforce this security requirement for tools such asWorkFlow and GridEdit that try to update the real employee file.


The normal employee file, xxxPEMPL.FIL still contains all the employee infoincluding sensitive pay data. As you edit the duplicated information in the normalemployee file the corresponding data in the new file is also updated.

This means that you may now apply operating system restrictions on access tothe xxxPEMPL.FIL because other modules are using the new file for theiremployee-related data.

If you create a List Format for Payroll Employee search and use the file PR01, thelist format will be available to an operator without Payroll security but the data willcome from the XXEMP file instead of the normal employee file.

! Support of Utah Tax tablesThe state of Utah has special requirements on their tax table and annual taxcredits that required the following changes to the State/Local Tax Tables file (PR-07-07):• Field 7 now has a new "F"ixed method based on earnings for tax

calculations. • Field 31 is now a plusbox that contains additional flag and limit amount

fields that may apply to disqualify an employee from receiving any taxcredits.


! 2007 W2 Printed Form ChangesThe following changes were made for 2007 W-2 forms:• Relocation of employee’s SSN on the printed form. The Employee’s

social security number box on Form W-2 moved from box d to box a andthe “Control number” box was moved from box a to box d.

• The SSA also relocated the form ID number (“2222”) and “Void” boxes tothe top left

There were no Magnetic Media file changes for 2007Effective tax year 2007, the Magnetic Media Reporting and Electronic Filing(MMREF) publications have been renamed to Specifications for Filing Forms W-2Electronically (EFW2), formerly MMREF-1. All references to MMREF-1 havebeen replaced with the new acronym EFW2. To accommodate this namechange, we have changed all references to MMREF to EFW2 including a menuname change for PR060205 to: Add Delimiters to State EFW2 File


! New Payroll Local Tax Calculation Option based on Actual YTD wagesYou now have the option to calculate and report local payroll taxes based onactual YTD wages, with a cutoff, instead of calculating based on annualizedwages.

This feature is implemented in the State/Local Tax Tables file (PR-07-07):• Field 7 of the state/local header now has a local option to use YTD

taxable wages to determine tax percent.



SouthWare Forms

! Forms Archiving Now Allows Variable Sub-Directory per Document in aBatchThe sub-directory for the archived files for a form (SF-03-02, field 4) allows theuse of data dictionary variables in the path name. In previous revisions anyvariables were replaced only at the beginning of a batch print job. Now anyvariables are replaced for each document. If the resulting sub-directory does notexist the program will create it.

For example, this would allow you to archive invoices into separate directories percustomer. You could include the customer number as a variable in the pathname. Then for each document the system will insert the current customernumber so that each customer’s documents are placed in a separate sub-directory.

Note: Make sure that any sub-directory name that would be created is a validname for your operating system. For example, on Unix you typically maynot have embedded spaces in directory names. If the variable you usewill have embedded spaces (such as customer names) you should notuse this on Unix. On Windows a directory name with embedded spacesis allowed and a variable such as customer name could be used.

! Option to Print Wider Format for Text and Item DescriptionNew Data Names are now available to allow you to print wider versions of textand item descriptions on various forms. The data is still stored as 30-characterfields, but if you use these wider data names then the text will be strung togetherto make a wider text print.

For Invoice, Invoice Reprint, and I/S and S/V Picking Ticket Forms• ITEM-DESC50-1, ITEM-DESC50-2, TEXT50 (50 character width)• ITEM-DESC65-1, ITEM-DESC65-2, TEXT65 (65 character width)• ITEM-DESC80-1, ITEM-DESC80-2, TEXT80 (80 character width)

For Purchase Order• STOCK-DESC50-1, STOCK-DESC50-2, TEXT50 (50 character width)• STOCK-DESC65-1, STOCK-DESC65-2, TEXT65 (65 character width)• STOCK-DESC80-1, STOCK-DESC80-2, TEXT80 (80 character width)

For Service Order Form• DET-DESC50-1, DET-DESC50-2, TEXT50 (50 characters)• DET-DESC65-1, DET-DESC65-2, TEXT65 (65 characters)• DET-DESC80-1, DET-DESC80-2, TEXT80 (80 characters)

For Rental Contract Form• RENTAL-DESC50-1, RENTAL-DESC50-2, TEXT50 (50 characters)• RENTAL-DESC65-1, RENTAL-DESC65-2, TEXT65 (65 characters)• RENTAL-DESC80-1, RENTAL-DESC80-2, TEXT80 (80 characters)• STOCK-DESC50-1, STOCK-DESC50-2 (50 characters)• STOCK-DESC65-1, STOCK-DESC65-2 (65 characters)• STOCK-DESC80-1, STOCK-DESC80-2 (80 characters)



! Option for SouthWare developers to add Forms Archiving for CustomFormsA developer feature was added to the Forms Archiving system so that aDeveloper may include Form Archiving for a custom forms program. Calling theprogram SFARCMNT with the switches /D/E/V will allow a user who has a customform setup in SF01 to archive that form.

NOTE: Obviously the custom form program will need to have the program codedto call out to archiving.


! Developer Option to Use Third-Party PDF Software for PDF ArchivingA new option has been developed that allows a SouthWare Developer to utilize adifferent third-party PDF creation software to create form archive files.

The archive process writes two print files: 1) form to the selected output (printer,HTML, etc) and 2) archive copy to SouthWare's PDF creator. A cross-referencerecord is created for each archived form. The archive file name is constructedbased on the archive form type record and is created in the directory specified inthis record. This new feature allows UNIX or Windows users to have SouthWarecreate the cross-reference record and the user can call their third party PDFproduct to create the PDF file in the archive directory.

This new environment variable SWENV-ARCHIVE-THIRD-PARTY needs to beset to "Y" at the beginning of the form print job.

• First: Standard SouthWare form programs will call the archive subroutine

program to see if archive has been activated for this form. If so, it willconstruct the archive file name and store the file name inSWENV-CURR-PDF-ARCHIVE-FILE-NAME. You can access this filename by WorkFlow in XX99 field 194. This process takes place beforeSWPRNT is called to select the output option.

• Second: PRINTER-OPEN is performed to select the output option whichin this case will be the user's PDF creator. The PDF file must be createdin the archive directory specified in the archive form type record(SF-03-02). The archive subroutine is called to create thecross-reference record for the archive file and then SWPRNT is called tocreate the archive PDF print file which uses SouthWare's PDF Creator. Setting the environment variable to "Y" causes SWPRNT to FAIL so itdoes not create the PDF archive file. The result is that the PDF file iscreated by the user's PDF creator and the cross-reference record iscreated for the archive file. This cross-reference has multiple purposes:1) if you answer "N" when asked if the form is Ok?, it will provide the filename to delete and usually loops back to reprint 2) this file is used byinquiry to allow the user to view the archived copy 3) purge option forarchive files (SF-02-05)



Credit Card Interface! New Variable for Authorization Date

Some credit card processors requires the authorization date when processing aforce (from a pre-auth). The interface (XX-05-13-02) has been enhanced to allowyou to output the authorization data with a force transaction if needed. To includethe authorization date in a force transaction, add:• “AUTH_DATE” for PCCHARGE • “ATD” for ICVERIFY


! Debit Cards - PC Charge Debit Card Interface(This documentation was excerpted from the release notice distributed with thisfeature.)

Debit Cards:All Debit Cards require that the card be swiped to be used. You must have aswipe device and a pinpad. Currently SouthWare supports VeriFone’s Pinpad1000SE only. This is the device that was tested with Payment ProcessingNetwork.

Create Debit cards in the AR payment type file (AR0712):You should create a specific payment code for MC Debit Cards and VISA DebitCards. To the right of the Reserved Credit Card Type field there is a flag thatindicates this is a debit card.


Setup the Line records to handle debit cards (XX050302). In field #5: Card Swipe Device Information.Answer 0 to Swipe/PinPad Device

And take the defaults for the Baud Rate/Databits/Parity and Port# unless toldotherwise by SouthWare or PPI.

Then Use the F4 key to access the format wizard to create the PCCHARGEformat file and save the file layout.

Existing REV13 installations using CreditCard Manager:If you are already using our CreditCard Manager and have a file layout setup, youcan either create a new file layout by changing the Override Request Format toanother name and saving the new record layout or by clicking on the “Debit” tabsand saving each Debit Payment type individually.

Before you start submitting debit cards, make sure you have loaded the newactivex controls in your active directory and re-register the grids from allworkstations that will be using the PinPad Devices. Below is a list of ActiveXcontrols and a new swsetup.exe program required to use pinpad devices (ifPCCHARGE is not installed on each computer.

Swrun/Activex directory:swsetup.exe (for Vista only)mscomm32.ocxdevice.ocxOPOSLineDisplay.ocxOPOSMSR.ocxOPOSPINPad.ocxOPOSPOSKeyboard.ocx


SWACXREG/A/L/L will re-register all active controls from the workstation theprogram is executed from.

Or use F6 at a select prompt, click on “Workstations”, then “SysAdmin” to re-register controls on all workstations. The controls will re-register after the userlogs off his/her workstation.

How to Process a Debit CardOnce a credit card is swiped in OE or SV, we will determine the card type (Visa orMastercard) and display both the standard credit card and the Debit card setupfor that type. In the example below, we have scanned a VISA card and we arethen given the option to choose a VISA Debit Card or a VISA Credit Card. Anycard types flagged as a DEBIT card will be displayed with (Debit) next to them.

Once you choose to process a DEBIT card and submit the request, a box willappear “Waiting for PIN Entry”. At that point, the user should enter their Pin# andpress the green key (for enter).

Once the card is submitted and verified, the standard OE screen will displayindicating that the card was verified.


NOTE:SouthWare tested the VerFone 1000SE in live mode using PCCHARGE andPayment Processing as our processor. You should contact Payment ProcessingInc to purchase your PinPad devices and to get your merchant account set up. Call 1-866-445-2524 and indicate that you are a SouthWare Dealer.


! Option to Specify Address Line for Address Verification on Credit CardPaymentsIn the Credit Card Interface ID Record (XX-05-13-02) you may now specifywhether address line 3 (Last line) or address line 1 (First line) should be used asthe address verification line. Prior to this change, SouthWare used the last line ofaddress as the address line to send to the credit card processor


! Option to not include the CVV2 tags if no CVV value entered (PCChargeonly)In the Credit Card Interface ID Record (XX-05-13-02), in field 15, you can nowspecify whether to output the CVV tags if the CVV code is not entered whenprocessing a credit card. This option is only valid if using PCCHARGE.


ReportMate

! ˜ New Fields for Override Pricing FileThe Override Pricing file (RS02) has flexible key elements depending on the typeof element. Since pathing from this file to other files can be complicated thefollowing fields have been added as part of RS02 so they do not need custompathing:• 95 - Service Description


• 96 - Category Description• 97 - Customer Name• 98 - Location Name• (field 99 for Stock Description was already available)

ImportMate

! Support for Secured Location FeatureThe Secured Location feature (see Inventory/Sales section) required extensivechanges to the import of location-related files. • For transaction files (such as sales orders) the header location is tested

to see if the location qualifies. If a record does not qualify because ofSecured Location the import record will be flagged as a fatal error and allrelated records (including line items) will be skipped.

• For master files the location for the record is tested. If a record does notqualify because of Secured Location the import record will be flagged asa fatal error and the import will be skipped.

If you don't want location security to apply to import then simply do yourimports using an operator who does not have Secured Location activated.

If operators with Secured Locations run import then these changes restrict theimport of location-related info for the following files:• Sales Orders• Sales Override Cost• Invoice History• Purchase Orders• Purchase Order History• Service Orders• Service Order History• Service Contracts• Work Orders• Rental Items• Rental Tracking Items• Stock Items• Physical Inventory (header and detail)• Stock Tracking • Inventory Transactions• Stock Categories• PO Work File• Customer Returns• Vendor Returns

The message "Operator does not have security for location xxx" will be providedon the audit report if a record is skipped because of Secured Location.

Note: When you use WorkFlow REPL or GridEdit to replace a field the SecuredLocation feature is not applicable. WorkFlow import does not performstandard validation.

! Support for Secured Salesperson Feature


The Secured Salesperson feature (see Accounts Receivable section) requiredextensive changes to the import of salesperson-related files. • For transaction files (such as sales orders) the header location is tested

to see if the location qualifies. If a record does not qualify because ofSecured Salesperson the import record will be flagged as a fatal errorand all related records (including line items) will be skipped.

• For master files the salesperson for the record is tested. If a record doesnot qualify because of Secured Salesperson the import record will beflagged as a fatal error and the import will be skipped.

If you don't want salesperson security to apply to import then simply doyour imports using an operator who does not have Secured Salespersonactivated.

If operators with Secured Salespersons run import then these changes restrictthe import of salesperson-related info for the following files:• Sales Orders• Invoice History• Service Orders• Service Order History• Service Contracts• Customers• A/R History• Ship To records• A/R Sales Transactions• A/R Commissions Due• TaskWise Relationships

The message "Operator does not have security for saleperson xxx" will beprovided on the audit report if a record is skipped because of SecuredSalesperson.

Note: When you use WorkFlow REPL or GridEdit to replace a field the SecuredSalesperson feature is not applicable. WorkFlow import does notperform standard validation.

! Import of Receivings Serial Numbers Allows Temporary Serial AssignmentThis feature is available for a imported receiving only if the Inventory/Salescontrol record option is “A” or the option is “S” and the stock item specifies toallow temporary serial #s.When you import receivings serial numbers (IV23) you have the option to assigntemporary serial numbers if this feature has been activated in Inventory/Sales. You must have an incoming record to import per temporary record needed.

! Import of Vendor ReturnsYou may now import information into Vendor Returns to both add and changeVendor RAs. This includes both the Vendor RA header (RA01) and the VendorReturn Detail (RA01).

Here are the fields that may be assigned in the import:

For the Header (RA01)• 5 thru 12 Vendor name and address fields from AP Vendor


• 14 PO Number from OE Control record (assigns next available number)• 15 Location from PO header if it already exist• 13 Vendor return date from todays date• 17 Currency code from AP Vendor• 18 Currency rate based on the vendor return date to get the exchange

rate

For the Detail (RA02)The defaults are numbered to indicate in what order the value is defaulted. Ex.Customer # is defaulted from the customer return if it exist. If not, it is defaultedfrom the service order header. The fields are left blank or zero if it can not find adefault value.

• 3 Customer # 1)customer return 2)SV header• 5 Equipment ID 1)return item # if equipment type 2)customer return if

item is equipment 3)SV line 4)SV header• 6 Equipment Serial # 1)return item serial # if equipment type 2)SV line

3)SV header• 7 Return Item # 1)customer return if stock 2)SV line 3)SV header if not

equipment• 8 Return Item Serial # 1)SV line exchange serial # if item code is "X" or

"P" , 2)SV line parts serial # if item code not "X" or "P" 3)SV header ifreturn item is not equipment

• 21 thru 26 Customer Name and address fields 1)SV header 2)customercontract 3)AR customer

• 27 Customer Contract 1)SV header• 30 Problem Code 1)SV header• 31 Problem Desc 1 1)AR codes file (problem code record)• 38 Item Location 1)PO header (vendor return header) 2)contract service

location 3)customer return stock location 4)SV line parts location 5)SVheader parts location

• 40 Service Order line 1)customer return• 41 Warranty Parts Expiration Date 1)cutomer equipment • 42 Warranty Labor Expiration Date 1)customer equipment• 44 thru 46 Return Item Desc 1 thru 3 1)Equipment ID if return type is

equipment 2)stock description if return item is stock• 47 thru 49 Replace Item Desc 1 thru 3 1)Equipment ID if replacement

type is equipment 2)stock description if replacement item is stock• 51 Vendor Part # 1) vendor/stock xref • 53 Est Cost 1)if IT cost exist, calculates base cost 2)Equipment ID

Vendor exchange cost if RA type is "IE"• 54 Misc Charge Amt 1 1)calculates base amt from natural misc charge

amt 1 • 56 Misc Charge Amt 2 1)calculates base amt from natural misc charge

amt 2 • 58 Misc Charge Amt 3 1)calculates base amt from natural misc charge

amt 3 • 79 Unit of Measure 1)"EA" if misc return item (begins with "*") 2)stock

xref purchase unit of measure• 81 Customer address 3 1)SV header 2)customer contract 3)AR customer• 83 Unit Cost 1)calculates base cost from IT cost if IT RA and IT cost is

zeros 2)stock item sell cost (average, standard, last,tracking, lifo/fifo) ifhandling code "C" (credit) or "F" (refund) 3)stock purchase cost if "IP"handling code, tracking cost if "IE"


• 110 Customer country code 1)SV header 2)customer contract 3)ARcustomer

• 121 Service Order # 1) customer return• 124 Request Return Date 1)if handling code "C" or "F", add equipment

return days to today's date• 130 thru 134 IT amts and cost 1)calculates natural amts from base amts• 139 Est Reimburse amt 1)equipment reimburse amt if reimburse units is

zeros 2)multiply equipment reimburse amt by reimburse units• 140 IT Est Reimburse amt 1)calculate natural amt from base reimburse

amt• 144 Actual Reimburse amt 1)calculate base amt from natural actual

reimburse amt• 145 IT Actual Reimburse amt 1)caculate natural amt from base actual

reimburse amt• 150 IT Credit Document amt 1)calculate natural amt from base credit doc

amt• 157 Handling Code 1)"N" if RA type is "IP" 2) "R" if RA type is "IE", "IR",

"IW", "CW", "CR" 3)"C" if RA type is "IC" or "PR"

Field 158 "Add Instr to PO?" allows you to indicate if the special instructionsimported should be added to the PO line as text lines. The entry program asksthe question so this field was added to give you the same option.

! Import Into Sales Tax Localities fileYou may now import into the sale tax localities records (AR16). This import letsyou add/update locality records but does not change header records(combinations of localities).• Tax Code may be assigned - the program finds the last numeric code

and adds 1 to the number.• The G/L Dept flag is set to "Y" if the Sales Tax WorkFlow template in the

I/S Control record is not spaces.• For record type "S" (state) the county and city fields are set to spaces.• For record type "C" (county) the city field is set to spaces.• If the the A/R Control "Tax Late Fee" flag is set to "N" the corresponding

flag in the tax locality will be "N".• If the line item exclusion flag is set to "N" the Excluded amount is set to

zero.

! Import Into Shipping Box fileYou may now import into the Shipping Box file (RS06). This import lets youadd/update the box shipping records associated with orders.• Ship ID number may be assigned from control record.• Box Number assigns 1.• Origin Code may be assigned - "1" if sales order number imported, "2" if

service order number imported, "3" if vendor return number imported, "0"if all these fields are blank.

• Customer may be assigned from document.• Customer Ship To may be assigned from order header ship to.• Ship Via Code may be assigned from order header or vendor return

detail.• Name/address/phone may be assigned from document.

! Ability to import the BOM Kit ID for sales order line items


You may now import the Bill Of Material Kit ID on the sales order line item. Thedata dictionary field is RS08, field number 83.


TaskWise

! New Task Links Between Tasks and Documents

Task Links is a technology that allows users to link TaskWise tasks to selectedSouthWare documents and records. This lets you connect a needed assignment(the Task) with the record related to the work to be done (the document orrecord).

Here are some examples of how this can be used:• While processing a sales order you need management review of a credit

situation. Use Task Link to instantly create a “review credit” task formanagement for this specific sales order.

• When reviewing PO status you identify a PO that needs managementintervention with the vendor. Create a “call about this PO” task for themanager and link it to this purchase order.

• The dispatcher for service calls receives a complaint from a customerthat needs attention from a customer service rep. The dispatcher cancreate a “call customer about this complaint” task for this service order.

Then when the assigned operator gets to this task in his/her TaskWise list theTask Link button will zoom directly to the related document for review/editing.

This easy-to-use connection between documents and tasks:T Saves you time by providing easy access to the documents that need

attentionT Helps ensure that needed actions get recordedT Provides consistent communication - actions items are tracked via tasks

instead of random e-mails, voice mails, and other messages

Here are the Records and Documents you may currently link to tasks:• Stock records (IV01)• Purchase orders (IV05)• Jobs (JC02)


• Sales Orders (RS07)• Invoices (RS10)• Service Contracts (SV02)• Service Orders (SV04)

Task Links allows both multiple tasks for a document and multiple documents fora task for maximum flexibility.

Components of the Task Link FeatureHere is an overview of the major functions in this feature:• Optional setup of Task Templates for creation of new tasks• Add a TaskLink and Task for a document• Zoom from a Task to linked document(s)• Review Task Links in an integrated manager

Set UpThere is no required set up for Task Links. There is an optional feature that youmay use to specify Task Templates for the creation of a task from each type ofLinked Document. This feature is defined in the TaskWise control record (TW-05-01):

14. Task Link Templates:This field displays a window of optional task templates to use whencreating tasks via TaskLink. When you create a new link and task thesetemplates can help populate the fields of the task with appropriate values.

For each file type shown you may specify an existing Task Template(TW-04-12) or leave the field blank to skip the use of a template.

Overriding Template via WorkFlowYou have a WorkFlow option to override the task template for a taskcreated for a TaskLink. • The FlowPoint is "87xxxx" in TWTSKMNT where "xxxx" is the

primary file. • At this FlowPoint you may specify the template to use in the

environment variable "SWENV-TSKLNK-TSK-TEMPLATE". Ifthe value of this variable is not spaces then the value will betreated as a template name. This variable is cleared before eachexecution of the FlowPoint so you must use WorkFlow at thisFlowPoint rather than a cblconfig value to set this value.

For example, to override the template for a task created from the salesorder header:

Program: TWTSKMNTFlowPoint: 87RS07Steps: REPL (dd field for environment variable) with (template

name)

Creating TaskLinks Via Task Templates


When you use Task Templates to create tasks via WorkFlow or Alerts you mayalso optionally create related TaskLinks. This allows you to automatically createthe TaskLinks an operator might need for the task.

This feature is defined via a new field in the Task Template file (TW-04-12, field17):

17. Task Links:This field displays a window of the valid TaskLink types. Beside eachtype is a Data Dictionary field that you may use to specify the source ofthe cross-reference key for that type. If you want to create one or moreTaskLink(s) when you create a task you simply enter the data dictionaryfield that defines the related key for that file.

For example, if you are generating followup tasks from late sales ordersyou could create a sales order type link by entering the value<@DD=RS070001> beside the Sales Order type. Leave the DataDictionary field blank for the types that should not be created as links fortasks created from this template.

Accessing TaskLink from a DocumentWhile working in a program you may call TaskLink at any time using the TaskLinkhot key or the Link button:

• TaskLink Hot Key - you may press [Ctrl R] [Ctrl T] to call TaskLink• Link button - you click on the link button at the top of the screen and

select "Zoom to Task Links" to call TaskLink

Using the TaskLink Manager

When you launch TaskLink the TaskLink manager appears. This shows you atree view with the current link values (those known at the time TaskLink waslaunched) and indicates which ones have existing TaskLinks. You may expand alink value to display the tasks under it.


Functions available include:• Zoom to an existing task - You may highlight a task and zoom directly

to that task for review and editing.• Add a Task - You may highlight a link value shown and click on the Add

Task button ([F4]) to create a new task. The task will be created eitherusing the Task Template defined for this type of record (if applicable) orusing the operators task defaults.

• Add a Link - You may highlight an existing task and click on the Add Linkbutton ([F4]) to create a new link for that task. The program will ask youto choose the primary file for the link, then let you select therecord/document for the link using the standard lookup features.

• Delete a Link - You may highlight an existing link and click on the DeleteLink button ([F6]) to delete the link.

Using TaskLink from a TaskWhile working in a task you may zoom to the TaskLink manager using the samehot keys described above. Here you may review existing links and add new ones.

If there are existing Links for a Task a "connection" icon will display in thebutton bar. You may click on that icon to launch the link:• If there is only one link for the task the link will automatically launch.• If there are multiple links for the task you will be asked to select the link to

launch.

! New TaskWise-Related Link ValuesThe current value for the following key fields is now tracked as a SouthWare LinkValue:• Relationship ID• Relationship Type• Contact ID• Task ID

These are used like other standard link values such as when zooming from aTaskWise portal to relationship maintenance. Previously these were passed viaexternal values and were not available as link fields.

NetLink

! Allow NetLink Audit Mode for Specific RequestorYou now have the option to designate a specific requestor for NetLink auditmode. This will help with debugging requests on a live system since the audit filecan be limited to information from a single testing requestor instead on containinginfo from all active users.

Normally the NetLink configuration file contains the variable

AUDIT_MODE = xxxx (where xxx is ON, SHORT, OFF)


To designate audit mode limited to a single requestor you may add a[REQR:xxxxxxxxx] attribute to the Audit Mode where xxxxxxxxx is a validrequestor ID such as the following:

AUDIT_MODE = ON [REQR:JStone]

When Audit Mode is turned on for a single requestor NetLink will write auditinformation only for requests submitted by that requestor. All other requests willnot be audited.

! Allow Override of Start/Menu Page During a SessionYou now have the option to override the Start/Menu page during a session. Thisis useful if your web site contains "areas" that each have their own start page thatshould be used once you navigate into an area.

BackgroundThe Start and Menu links in the standard SouthWare headings access defaultpages. This is typically some type of menu. There is a default start/menurequest per request type, and this can be overridden per requestor (NL-01-03,field 9).

New SESSION_START_OVERRIDE FeatureYou may now override the start and menu request during a session. This willoverride the default and will supercede any requestor override as well. If yousend the variable "SESSION_START_OVERRIDE=xxxxxxxxx" as part of aNetLink request then the system will store the value of "xxxxxxxxx" as the newInitial Request ID. This will be used for the remainder of the session unlessoverridden again. If you have an override then both the Start and Menu links willcall this override page.

! New Variable Start PageThe standard headers now use the variable @VAR_START_PAGE_@ instead offixed reference to CSTART, VSTART, ISTART, and OSTART. TheSTART_PAGE variable is replaced with:

- The SESSION_START_OVERRIDE request if not blank for the session,or else- The Requestor Override Initial Request if not blank, or else

- The standard start page (CSTART, VSTART, ISTART,or OSTART depending on the requestor type).

! New option to purge NetLink Import "To Do" recordsSeveral users requested the option to purge NetLink’s Import To Do file withoutpurging other history. You now have the option to purge the import To Dorecords via a new menu option, “Purge Import To Do File” (NL-02-03). Thisoption requires a NetLink security level of 9. It will purge import records whetherthe actual import was ever completed or not.

Note: The NL Import "To Do" records are also purged as a normal part of theNL0303 purge when the history record was being purged.



! Date Created Range Added to the NetLink batch import processYou may now enter a date created range when running the “Process PendingImport Requests” (NL-02-02). This date range corresponds to the "create date"as shown in NL-02-01. This gives you the ability to import records for a particulardate or range of dates.


General Features

! Appearance Changes in RoutinesSome standard routines have been changed to improve the consistency of theirappearance, particularly fonts. Selection lists and other displays now use a fontthat matches the standard font used on most screens.

! New Minimize ButtonA supplemental minimize button has been added to the right of the menu bararea of SouthWare. To minimze SouthWare to the task bar you may click on thetask bar icon for SouthWare OR click on this new button.

! New ULink Fields for XX99The ULink field area has been expanded to allow for more ULink fields. Anassortment of new fields has been added including a new numeric field thatcontains up to six decimals. This allows WorkFlow to support the new six-decimal precision in Assemblies for component unit quantities.


Conversion Notes

Below are some notes you should read before loading this update.

System Requirements! Runtime required (this is the same runtime as for Rev 13)

- Windows - 7.3 runtime patched for SouthWare (available on Rev 14product CD)

- Unix - 7.3 runtime patched for SouthWare - Thin Client - 7.3 acuthin patched for SouthWare (available on Rev 14

product CD) Aculaunch - 7.3 patched for SouthWare

! Compiler Required (Developers only)- 7.3 patched for SouthWare

! Minimum Hardware- Pentium 1 ghz or equivalent- At least 512 mb per Windows workstation

! Disk Space- Should be similar to Rev 13. Allow for up to a 10% expansion.

Steps Before You Load the Upgrade! Post pending transactions. This is not mandatory but is good practice.! Make a good (tested) backup of your data and run directory.! Rebuild all data files using vutil to ensure the integrity of the data files prior to the

conversion. If you have not been doing this regularly you may recover more diskspace than any additional space required for Rev 14.

! If you have sufficient disk space you can plan on running parallel. - If you will be using Rev 14 in a new environment/directory make sure you

plan to change any macros, icon paths, config paths, etc. that must beadjusted for the new file paths.

- If you remove or rename the old run directory you may need to re-registerany Windows controls that were registered from the old directory. Thisshould be handled automatically but you may need to verify if you haveproblems after installation.

Recommended ApproachNOTE: SouthWare highly recommends that you install Rev 14 in your current

run directory:- back up your current SouthWare system into a separate directory- delete all programs (files that end in “.OBJ”) in the SouthWare

program directory- delete sort files (files such as “Z*.FIL” and “RMRN*.FIL”) in the

SouthWare temp directory- install Rev 14 into your current SouthWare programs directory- run the Rev 14 conversion in your current SouthWare directory.

You may change to a new directory for Rev 14, but because of OfficeLinkfiles, spool files, NetLink files/paths, macrobmp directories, desktop iconpaths, etc., it is much easier to convert in the same directory whereSouthWare is currently running. To run parallel we recommend you copyyour Revision 13 system to another directory.


! Turn on overwrite protect or save sequential files for records that you don’t wantto be overwritten by standard SouthWare records.

Loading the Upgrade! Install Rev 14 in your existing environment. Use the normal installation steps for

a new system.! Controls such as the grid control require the latest version - this is released and

installed with the products.

Running the Conversion ProcessAfter you load the update the first logon session in Rev 14 will automatically run theconversion process. Due to the line item price increase many files requireconversion. This means that this upgrade will take longer than a standardconversion depending on the number of records in your history files. ! Locking Other Users Out of the System

It is a good idea to log out and lock other workstations before running theconversion. You may use the Workstation Abort process and WorkstationLockout process described in XX-02-01. This essentially puts you in single-usermode for the conversion. After the conversion you may use the Status Managerto unlock other workstations.

! The rebuild of the SouthWare ODBC Data Dictionary is included in theconversion.

The First Time You Log On to Rev 14 (Windows workstations only)! Interactive Release Notice - The first time each operator logs in to Rev 14 the

menu program automatically executes an object “REV14". This object displays ahelp topic that provides an interactive web page with highlights of Rev 14. Youmay click on links for more explanation or zoom to selected programs to try outnew features.

! Register Windows Controls - Selected Windows controls will be re-registeredas needed for updated versions.

SouthWare ODBC Conversion

Instructions for Converting SouthWare ODBC from 13 to 14

The ODBC Server default port number for Rev 14 is 7014 (Rev 13 was 7000). Thisallows you to run both Rev 13 and Rev 14 ODBC after the conversion.

For Same Directory Conversion (All Platforms)

1. Follow directions that SouthWare already gives for same directory conversion.2. Be sure to update the swodbc directory with the 14 changes from the Rev 14 CD

(both original.bin and wininstall).3. Run the conversion and all Rev 13 DSNs, etc. will be changed to Rev 14.

For Different Directory Conversion (Windows)

1. Copy contents of SouthWare to a new directory as in previous revisions, but donot include the swodbc directory.


2. Be sure to update the swodbc directory with the 14 changes from the Rev 14 CD(both original.bin and wininstall).

3. Run the conversion and all Rev 13 DSNs and the server will be modified so thatthey will run independently from Rev 14.

4. After the conversion, you will be prompted to configure SouthWare ODBC. Besure to use different DSN names so that they won't conflict with Rev 13 names.

For Different Directory Conversion (UNIX/Linux)

1. Copy contents of SouthWare to a new directory as in previous revisions, but donot include the swodbc directory.

2. Be sure to update the swodbc directory with the 14 changes from the Rev 14 CD(both original.bin and wininstall).

3. After the conversion, you will be prompted to configure SouthWare ODBC. Besure to use different DSN names so that they won't conflict with Rev 13 names.

Other Steps to Consider After the Upgrade ConversionNone are needed - you may want to make a list of features to review after the conversion.


Special Notes for SouthWare Developers

Upgrading Your Custom Source to Rev 14

Here are the requirements for upgrading your custom source to Rev 14 of SouthWare:T You must recompile your programs for the changed libraries and files.

There are no required source file changes for Rev 14.There are no required source file changes for Rev 14.

As long as you are using SouthWare standards and copy libraries you will simply need torecompile with the Rev 14 copy libraries and the Acucorp 7.3 compiler. - Numerous changes have been made to the standard SouthWare routines but

none of these require changes to your source programs. - Of course, if you have changed our standard libraries or file definitions you will

need to make the appropriate changes for Rev 14.

Other Developer Information

! Secured Locations and Salespersons - for each file using this feature the .WS,.IN, and .IO routines were changed. There is code at the OPEN, CLOSE, READ-NEXT and READ-PREVIOUS paragraphs. You may compare one of the Rev 13to Rev 14 routines to see these changes. The .IO routines require slightly morechanges than the .IN routines.

! There is an available SDK for SouthWare ODBC that will generate data dictionaryentries for custom files.

! Changes to XX99 User Link 9.6 Numeric Fields - See SWLINK.WS dataname isSW-LINK-UVAR-LINKAGE. The XX99 fields 901 thru 955 define the first 910characters of this linkage area. This is denoted by the parentheses in the fielddescription (rmdatmn2 field 4). This is the relative position number in the group.THE SUBSCRIPT IS LIMITED TO 3 DIGITS. The LENGTH of the field (which iscalculated for numeric fields and not stated directly) is the size of the field beingused.

NOTE that the entire group name is not being exhausted by the XX99-900* seriesof breakdowns. There were no programming changes for this revision; SW stillallows the developer to redefine this linkage as needed, INCLUDING THEUNNAMED PART OF THE GROUP ABOVE. This is the same as in earlierrevisions, except there were only 500 bytes in all; now this is expanded to 1000bytes (but remember you may not define position 1000 because of the subscriptlimitation).

! RSBILLIN.IO/IN: The section named IO-ORD-LINE-ITEM-FILE fromRSBILLIN.IN/IO has been removed. The secured location/salesman projectrequired intensive "grep" to locate all programs reading each of the pertinent files.Having two section names makes the job more labor-intensive. These have allbeen changed to IO-ORDER-LINE-ITEM-FILE. Developers need to do this in allof their code.

! RSBILLIN.FD: - dataname has been changed for clarity. You should be able tofind the replacement names easily by using an editor on the new FD. Forexample LINE-ITEM-SHIP-TO-DATE is now LINE-ITEM-QTY-SHIP-TODATE.


! Several FD's had redefines that were not needed. To decrease the number ofsupported datanames (again, for grep purposes), some of these have beenremoved. Then for consistency, some of these have been reduced in size. Forexample: ITEM-PRICE-1 is now referred to only as ITEM-PRICE(1).

! New files• SWEMPXRF.FD, cccXXEMP.FIL Employee cross-reference (secured

employee file project)• RSPORINV.FD, cccSPORI.FIL, PO REC Invoice Cross-reference file• TWTSKXRF.FD, cccTTSKR.FIL, Task Links file• RSLOCXRF.FD, cccSLOCX.FIL, Location Security Cross Reference file• ARSMNXRF.FD, cccRSMNX.FIL, Salesman Security Cross Reference

file

SouthWare Excellence Series™ Rev 14 Upgrade … Excellence Series™ 6 Rev 14 Release Notice...

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