W622 - Less Typing: Efficiency Tricks in Turns · 2007. 2. 13. · Summit 2007: Get Connected W622...

Summit 2007: Get Connected

W622 - Less Typing: Efficiency Tricks in Turns

Angie MillerSoftware Support

Think of those programs you run the same way every time. Now imagine hitting a button that answers all those prompts for you so you no longer have to type them. Like magic, function keys can save you many keystrokes every day, month, and year. Come see how, and also see how to set field defaults to avoid even more repetitive typing for you and other staff members. Your fingers will thank you and the time saved will be measurable.

Pre-requisites: None

Wednesday, 3:45 p.m.

© 2007 Activant Solutions Inc. All Rights Reserved

2

Session Objectives

Show how many common keystrokes can be replaced by

Function keysField defaultsOther tips



3

Return on Investment Opportunity

Minutes to set up with lasting resultsFunction keys

Save around five minutes per repetitive reportIf daily, over 21 hours a year (2.7 days)Monthly, six reports can equal six hrs/yr saved

Each five minutes/month saved = one hour/year

Save days on “edit projects”

Defaults and other tipsTen employees saving five minutes daily = 216+ hrs/year!

27 days!


4

Return on Investment Opportunity

Greater accuracyReduce occupational injuriesHappy employees



5Fundamentals of Function Keys UTL(FKEYS)

Replaces keystrokesAlmost limitless

176 characters per keyCan link to additional keys

Up to 32 keysF1-F16Shift + F1-F16

Flexible setupDefaults for all usersMore by user


6

Tips for Function Keys UTL(FKEYS)

Pre-defined Turns help keysF1F2F8

To get startedView FKEYS to determine key availabilityDocument how key needs to be set up

Run desired program(s)Decide at what point you want to hit a function keyWrite down and/or screen-print every keystroke



7

Function Keys UTL(FKEYS) in Action

DemonstrationHow to set upUsing the key

HandoutSample function key setupsCan copy/paste from .doc

[email protected]


8

Field Defaults via FPAM

Custom defaults can reduceTypingMistakes

Can set up asSame default for everyoneDifferent for 2 groups of users

FPAM ListUnique for each field

Use anywhere for repetitive typing



9

Examples of Field Defaults via FPAM

(D)etail when going into OI, QI, ISI, and WOI“+0” for current dateWOII, Date Required i.e. “+30”IMM

Enter Line#….. (W)HS to go to warehouse screen

Warehouse numberAny warehouse # prompt that’s blank

IMM warehouse screen WHS# fieldCount programs (IA – IJ)

Override standard default such as “ALL”QR, QV, QRI, WOTR, WORR


10

Examples of Field Defaults via FPAM

Cash Receipts Entry R(KE)“N”ew batchEntered By if one main entry person

If multiple, use a function key to type the initials

Mode: “2” for Manual Posting

A/P Invoice Entry N(NE)“N”ew batchEntered By if one main entry person

If multiple, use a function key to type their initials

Cash Requirements Report N(NJ)Org. “ALL” or most common org



11

Field Defaults via FPAM

DemonstrationHow to set upSee the result

HandoutSolutions with

ScenariosHow-to


12

Other Tips and Tricks: Calculator

Math in a numeric field(number)(math symbol) [Enter](2nd number) [Enter]= (result)Example 1

10- [Enter]3 [Enter]Will display: 7

Example 2300* [Enter]10% [Enter]Will display: 30



13

Other Tips and Tricks: Dates

Date fieldsCan add/subtract days in a date fieldExamples

+0 = 03/21/07 (today’s date)+30 = 04/20/07-10 = 03/11/07

Skip slashes102907032107[HOME] to clear first if needed


14

Other Tips and Tricks: ZUM

User ID Maintenance ZMEN(ZUM)Are the defaults still accurate?Can you set up any auto printing?

DEFAULT WAREHOUSEDEFAULT G/L ORGOUTPUT DEVICEINVOICE PRINTERORDER PRINTERSTATEMENT PRINTERP/O PRINTERA/P CHECK PRINTERU/M DEFAULT

DISPLAY CALENDAR, (S)kip ALL Date Entry



15

Additional Resources

Activant Turns Customer Web Sitehttp://wdncustomer.activant.com/docu/turns/v4000/manualsSpecial Applications

ConsultingPhoneWebFace-to-faceOnsite efficiency review

Scopus solutions, search forFKEYFPAM (and) default


16

Additional Resources

Scopus solutions10730: How do I set up a function key?14914: How can I see the default settings for Function Keys in Turns?9952: Why isn't my F1 or F2 function key working?9954: How to “Do Math” in a Numeric Field9742: How do we set up a new user in Turns?10395: Is there a way to automatically print orders once they are entered?

F1 help at any menu



17

Suggested Action Plan

Make efficiency a team effort!Let employees knowGive presentation

Use this oneCustomize

Send out memoSome/all slidesHandoutsCustomize

Follow upSit with staff

Efficiency review


18

Suggested Action Plan

Function keys and defaultsAsk staff where neededDesignate a day to look for repetitive typingWatch the next EOD and EOM, find repetitionGet them loaded!

Review ZUM settingsUser ID Listing ZMEN(ZUL)Talk with staffEdit via ZMEN(ZUM)



19

Summary

Banish repetitive typing!Function keysDefaultsZUM defaultsAutomatic printing

Reduction tipsDatesMath

Action Plan


20

Thank You for Attending

W622 – Less Typing: Efficiency Tricks in TurnsAngie MillerPlease submit the Session Feedback Form

To receive NASBA credits, please be sure to complete the Session Feedback Form and sign the class roster in the back of the room

Function Keys Sample Function Key Setups Inventory Value Report MRS2(IVAL) MRS2\RIVAL\R\R\R\R\R\R\R\R\R\R\R\R\R\R\RN\R\R\R\R\R\R\R99\R\R\R

Customer Purchase Report MRS3(CPR) MRS3\RCPR\RP\R99\R\R4\R\R\R\R\R\R\R\R\R\R\R\R\R\R\R\R\R\R\R\R\R\R\R\R\R\R\R\R\R\R\R010107\R\RR\R\R

A/R Aged Trial Balance M(RT) M\RRT\R\R\R\R\R\R\R\R\R\R\R\R\R\R\R\R\R\R99\R\R\R

Business Status Report MRS3(BSR) To run it for the current date and all organizations: MRS\RBSR\RA\R

Defaults Solution 9969 How to Set a Default for a Field via FPAM Q: How can I change or add a default in TURNS, for fields that need to always be answered a specific way? A: That can be done by going to that field and accessing Field Parameter Maintenance (aka FPAM). FPAM is accessed by typing a [#] and then pressing the [ESC] key. Example: FIELD PARAMETER MAINTENANCE PROGRAM CM FIELD NUMBER 402 FILE NAME C1A 1.FIELD NAME 49.INVOICE LINE# 2.TRACK CHANGES Y NEW RECORDS N 3.FIELD DEFAULT 1 Y WHEN USED A 4.FIELD DEFAULT 2 Y WHEN USED A 5.VALID RANGE 1 Y,N 6.VALID RANGE 2 Y,N 7.CAPITALIZE N 8.SUPERSEDED TYPE 9.SCREEN DOCUMENTATION TOP ROW: & LEFT COLUMN: 10.(I)NCLUDE OR (E)XCLUDE USERS ON USER LIST? PASSWORD REQUIRED FOR USERS ON USER LIST? PASSWORD REQUIRED FOR USERS NOT ON USER LIST? 11.EMAIL NOTIFICATION OF FIELD CHANGE: Fields 3 and 4 need to be loaded with the default that you would like. The question "WHEN USED" is very important when setting defaults. When this is set to "A", that means that any time a user goes into that field, the default will "pop" into the field even if the field was already populated. If "WHEN USED" is set to "B", the system will only enter the default if the field is blank and a user is on that field. If "WHEN USED" is left blank, then the default will only be used when creating a new record. Field Default 1 is the default that will be used for users not on the user list. NOTE: A security list is optional and is created in FPAM via the (L)ist option. Field Default 2 is the default that will be used for users on the user list. Users that are set up to have access to FPAM are always considered by TURNS to be "on the list" even if they have not been manually added to the security list.

Solution 9966 How to Set a Field Default to a Blank via FPAM This can be done by typing the word “BLANK” into the field default prompts, using field security (aka FPAM). To invoke the FPAM screen when the cursor is on the prompt that needs to be blank, type a [#] and then press the [ESC] key. REMINDER: A user must be set up in Field Parameter User Access AUDIT(FPAM) to be able to access Field Parameter Maintenance using the [#] and [ESC] keys. In fields 3 & 4, FIELD DEFAULT 1 and FIELD DEFAULT 2, type BLANK into these fields. When prompted for "WHEN USED", enter an "A" for always. This will make the field default blank every time the user is on that field. Example: FIELD PARAMETER MAINTENANCE PROGRAM SOP FIELD NUMBER 5 FILE NAME 1.FIELD NAME WAREHOUSE# OR (A 2.TRACK CHANGES N 3.FIELD DEFAULT 1 BLANK WHEN USED A 4.FIELD DEFAULT 2 BLANK WHEN USED A 5.VALID RANGE 1 6.VALID RANGE 2 7.CAPITALIZE N 8.SUPERSEDED TYPE 9.SCREEN DOCUMENTATION TOP ROW: & LEFT COLUMN: For additional help regarding FPAM and defaults, search solutions for the words "FPAM" and "default".

Solution 9502 How do I make the Buyer Code field mandatory? Q: I would like to track who is entering purchase orders. How can I be sure they enter their initials in the buyer field in Purchase Order Entry Q(QE)? A: This can be accomplished by setting field parameter security in two fields in Purchase Order Entry Q(QE). 1) Set up a field parameter (aka FPAM) default to have users always go the buyer field in QE. Example: PURCHASE ORDER ENTRY WAREHOUSE # K2 BROOMFIELD WAREHOUSE P/O # *NEW* VENDOR # 0337 ------------------------------------------------------------------------------------------------------------ V AMES DIVISION S BROOMFIELD WAREHOUSE E PO BOX 1210 H 10010 WADSWORTH N I D ELHARD IN 46514 P BROOMFIELD CO 80010 ATTN JOHN DOE ATTN ------------------------------------------------------------------------------------------------------------ 1.BUDGET 0.00 7.DATE ORDERED MM/DD/YY 2.DISCOUNT % 5.00 8.REQUISITION 3.TAX % 0.000 9.SHIP VIA 4.TERMS T2 2% 10, NET 15TH 10.FOB 5.DELIVER TO 11.BUYER 6.REFERENCE NO COMMENTS ON FILE ENTER LINE#, (U)PDATE, (V)ENDOR, (S)HIP, (CANCEL), (P)RINT/FAX, (RTN) FOR LINES, (C)OMMENTS, OR (E)ND 11 Set this prompt default to 11. When the user presses <Enter>, they will be taken to the buyer field (#11).

Below is a screen copy of Field Parameter Maintenance for this field: FIELD PARAMETER MAINTENANCE PROGRAM QE1 FIELD NUMBER 29 FILE NAME 1.FIELD NAME New PO Entry 2.TRACK CHANGES N 3.FIELD DEFAULT 1 11 WHEN USED A 4.FIELD DEFAULT 2 11 WHEN USED A 5.VALID RANGE 1 6.VALID RANGE 2 7.CAPITALIZE N 8.SUPERSEDED TYPE 9.SCREEN DOCUMENTATION TOP ROW: & LEFT COLUMN: 2) The buyer field (#11) should then be set to ensure the user can’t exit that field without entering their buyer code. Below is an example of the Field Parameter Maintenance for that field: FIELD PARAMETER MAINTENANCE PROGRAM QE1 FIELD NUMBER 28 FILE NAME 1.FIELD NAME BUYER 2.TRACK CHANGES N 3.FIELD DEFAULT 1 4.FIELD DEFAULT 2 5.VALID RANGE 1 <>'' <--- The valid range is "not equal" to 6.VALID RANGE 2 <>'' <--- <Enter> (blank entry not allowed). 7.CAPITALIZE N 8.SUPERSEDED TYPE 9.SCREEN DOCUMENTATION TOP ROW: 17 & LEFT COLUMN: 10 <---- (Optional: reminds users to enter their buyer code.) *********************************************************************** ENTER YOUR BUYER CODE HERE ************************************************************************

Once the buyer code is entered, the cursor will return to the first prompt in QE ("ENTER LINE#..."). That prompt will now always default to "11", so press [HOME] to clear the field and continue entry. Below is an example of how the header screen of a purchase order will appear with pop-up" documentation on the "BUYER" field: PURCHASE ORDER ENTRY WAREHOUSE # K2 BROOMFIELD WAREHOUSE P/O # *NEW* VENDOR # KK1 V KAREN'S VENDOR/PO S BROOMFIELD WAREHOUSE E 123 W. 85TH ST. /PO H 10010 WADSWORTH N I D LAKEWOOD PO CO 12342 P BROOMFIELD CO 80010 ATTN MR BLACK/PO ATTN ------------------------------------------------------------------------------------------------------------ 1.BUDGET 0.00 7.DATE ORDERED MM/DD/YY 2.DISCOUNT % 0.00 8.REQUISITION 3.TAX % 0.000 9.SHIP VIA 4.TERMS T5 2% 10TH, NET 30TH 10.FOB 5.DELIVER TO 11.BUYER KK 6.REFERENCE ------------------------------------------------------------------------------------------------------------ ********************************************************************* ENTER YOUR BUYER CODE HERE ************************************************************************ Enter '*'+Buyer Code for Buyer on File

It is also recommended to set up the buyer codes in Buyer Maintenance D(BM). This would assist with reporting and would clear up confusion about who the buyer codes represent. Example: BUYER MAINTENANCE BUYER # JD LAST NAME JANE <---this field prints on purchase orders FIRST NAME DOE OR BUYER MAINTENANCE BUYER # JD LAST NAME JANE DOE <--to print the entire name on the purchase order FIRST NAME It is also recommended to set up default buyers, by vendor, if possible. Those are set in Vendor Maintenance D(VM). That will allow reporting by buyer. It also causes the buyer code to be automatically entered for them in QE!

Solution 9971 How to Set FPAM to Ensure Accurate Buyer Codes are Entered in QE News Flash! You CAN secure the Buyer Code in Purchase Order Entry Q(QE) so that, if the Buyer Code on a Purchase Order is overridden, only a valid Buyer Code from Buyer Code Maintenance D(BM) can be selected. The "trick" is in the range selection used when setting up Field Parameter Maintenance (aka FPAM) on the Buyer Code field, as shown below. REMINDER: TO access FPAM in any field, enter [#] [ESC]. Example: FIELD PARAMETER MAINTENANCE PROGRAM QE1 FIELD NUMBER 28 FILE NAME 1.FIELD NAME 11.BUYER 2.TRACK CHANGES N 3.FIELD DEFAULT 1 4.FIELD DEFAULT 2 5.VALID RANGE 1 *-*~,'' 6.VALID RANGE 2 *-*~,'' 7.CAPITALIZE N 8.SUPERSEDED TYPE 9.SCREEN DOCUMENTATION TOP ROW: & LEFT COLUMN: The first part of the range "*-*~" causes the system to only accept the * symbol with anything typed after it. For the Buyer Code field, that forces the user to select a valid buyer code when they are on that field. The second part of the range, '' (2 single quotes) allows the user to exit the field without entering anything. This will leave the buyer code on the purchase order blank. (optional: only if your procedures allow them to leave this field blank).

Solution 14040 How can I make people remember to change the "date required" field in WOII? When users access Work Order By Item Inquiry W2(WOII), the terminal date will default for the "date required" field. If they allow that to default, they will only see work orders that are wanted/required for today's date, or earlier. They will not see open work orders required for any date in the future. To set up a new default for them, first determine how many days out would provide the most accurate information. Once that number is determined, then use Field Parameter Maintenance (aka FPAM) to set the default to add that number of days. For example, if you wish them to see work orders wanted in the next 30 days, then enter "+30" into the default values in FPAM for that field. When the user's cursor lands on that field, +30 will display, and when they press the [Enter], the program will add 30 days to the terminal date and insert the new date required. For more information, see also solution number 9969, or search for the phrase "FPAM" or "field parameter security".

Session Feedback Form Summit 2007 – Las Vegas, NV

Please take a moment to evaluate this session and offer feedback. Activant uses your input to understand your needs and to determine future Summit sessions.

Session Name: Session Number:

Presenter’s Name:

How important is this topic to your job/company? 1 2 3 4 5

Not Important Important

Please rate the educational value you received from this session. 1 2 3 4 5

Low Value High Value

1. What software are you currently using?

2. How long have you personally used this software?

3. Describe the effectiveness of your instructor.

4. What is your overall evaluation of this session?

5. What could have been done to improve this session?

6. What sessions would you like to see presented at future conferences?

7. What issues will be critical to your business in the next 12-24 months?

Check here if you would like CPE credits. To receive credits, be sure to sign your name at the bottom of this form and sign the roster in the session room.

Answering the following questions is OPTIONAL (but required for CPE Credits).

Yes No

Did this session meet your expectations, based on the description/objectives in the registration materials?

Were the pre-requisite requirements stated in the course description appropriate?

Did the session materials contribute to achieving the learning objectives?

Did the equipment (screen, microphone, projector, etc.) in the room enhance the instruction?

Was the time allotted for the session appropriate for the topic?

Name:__________________________________________________________________________________________________

Company:_____________________________________________________ E-mail:___________________________________

W622 - Less Typing: Efficiency Tricks in Turns · 2007. 2. 13. · Summit 2007: Get Connected W622...

Documents

Transcript of W622 - Less Typing: Efficiency Tricks in Turns · 2007. 2. 13. · Summit 2007: Get Connected W622...