There are many circumstances where managers or other users wish to know that a particular circumstance has arisen, or an event taken place on the system. This may be as simple as a part going below re-order level or a customer exceeding his credit limit. These circumstances can be investigated using reviews or reports. However, this is not likely to be timely and is generally time consuming.

Workflow Alert Triggers is a feature in which events can be reported automatically direct to the person who needs to know either via the Message Box or by Email. Triggers are system-wide and will normally be triggered regardless of which user causes the event to occur.

As an alternative to sending messages to users with the Message Box system, a Trigger can create a Marketing Event that will be appended to a Marketing record’s event list. Such triggers can also be sent by email. Such Marketing Event Triggers can only be sent direct for a trigger associated with a Marketing record, or indirectly for a Customer event or Supplier event where the Customer or Supplier is linked to a Marketing record. If these conditions do not apply, no event will be created. See Target Users below for details of the syntax employed. For information on Marketing events see the Marketing Data Maintenance window help.

As an alternative to sending messages to explicit Email addresses such as john@somewhere.com, where appropriate you can send to a customer or supplier address or contact email address. This is known as Indirect Email Addressing. See Target Emails below for details of the syntax employed.

Generic triggers are predefined in the system and when the maintenance window opens will be listed in the upper left list. You can add, using drag-and-drop, as many triggers as you like each of which can be tailored to your exact needs by adding a Condition. These conditions must be entered as logical Omnis Studio calculations that resolve to a non-zero or logically true value at runtime for the trigger to be instigated. No Condition will result in that generic event always being triggered. The message the trigger sends can be customised for each trigger and both the message and description can hold square-bracket Omnis Studio calculations that are evaluated at runtime. A default message is provided when you add trigger.

Once you have set up your triggers, they will be operational pretty much immediately. In normal data processing the trigger system operates internally as follows:

1. When a generic trigger circumstance is encountered, a check is made that one or more of these triggers have been set up by the System Manager.
2. If so, and for each one, any condition is evaluated. If its value is zero or false that trigger is ignored.
3. If not, the description (that will used as the message subject or heading) and message text will be evaluated.
4. The resulting trigger message data will then be appended to a log in global memory and an internal timer set running.
5. Normal processing, which may encounter additional trigger events, then continues until the user’s operations are complete.
6. The internal timer does not count down while other processing is going on. Therefore, after a few seconds of the completion of program processing (or a normal program quit or restart), the timer will time out and automatically open a window which will send the trigger messages.
7. If the destination of trigger messages are email addresses, this may take some time and may necessitate dial-up to the Internet. In this case the user should be patient. Very often though, it is so fast that the window is only open for a flash.

Conditions and Square Bracket Notation

In all trigger circumstances, when the trigger is encountered, condition, description and message text evaluated occur together at a particular point in data processing with the global file data memory in a particular state. It is therefore important that only fields from files that can be assured to be in memory in their current state are used. For example, there is no point is using Supplier (SUPFILE) fields in a trigger for Customer credit because that file slot will be populated with data from any supplier, depending on previous user activity. If in the condition calculation, it would cause the trigger to be highly unpredictable.

As much as possible, the trigger point is placed such that expected history data to the event is available. So, for example, in part status triggers, the parts (PTMFILE) and inventory history (STHFILE) files are available. However, this is not the case if you have switched off the recording of inventory history, for some reason. Common sense needs to be used and in general only use fields from files that are illustrated already in the default message text data you will see when adding a new trigger.

In all cases global memory fields are available (the MEMORY file) and the company details file (MCDFILE), plus # variables. The following may be useful:

WARNING: We do NOT recommend that you use oCustom1 custom functions in triggers unless they are extremely simple and never change the state of the Current Record Buffer.

File Path

File > System Manager > Workflow Alert Triggers…

This file path takes you to the Workflow Trigger Alert Maintenance window.

System Triggers Available field

Lists the available triggers. Drag those you want to add to the Operational Triggers list.

Optional Triggers field

Lists the operational triggers. Drag from the Trigger list to add. Click to select and modify details. Use Delete key to remove.

System code

The system code for the trigger type.

Description

The description of the trigger. The description will be used as the resulting message heading. Can contain square bracket notation.

Condition

Enter a limiting logical condition (non-zero result) as a Studio calculation that will limit the triggers operation. Carriage returns characters and not permitted.

NOTE: Some triggers need to be controlled in their operation otherwise they will happen too often and their business significance will be lost. For example, customer credit limit being exceeded without a condition will send a message every time a transaction takes place when the account exceeds the credit limit. By adding the condition CUSOINV-CUSCRLT<=m_TriggerQty21 the message will only be sent when the account goes over the credit limit.

Target Users

A comma separated list of users that will receive the triggered message. These must be system users’s login IDs.

NOTE: As an alternative to a list of system users, you can specify the automatic creation of a Marketing Event. This is only useful where the trigger is associated with a Marketing record or a Customer or Supplier that is linked to a Marketing record. If such conditions apply, a Marketing Event will be generated. To effect this you need to enter the following syntax:

MKTEVT=CUS,TYP,REF,Boss

where CUS can be SUP or DEA to indicate whether it associated with a Customer, Supplier or Marketing event, TYP = the Event Type, REF = the Event Reference, and “Boss” can be any text that is used to identify the contact on the description contact field. The search is case-sensitive and finds the last contact entered containing the text somewhere in the description. If the final entry is left blank, the default contact on the default address will be used.

Target emails

A comma separated list of email addresses that will receive the triggered message.

 NOTE: As an alternative to a list of explicit Email Addresses (such as john@somewhere.com), you can specify a list of address or contact ID fields from which to derive an email address from the address or contact database. This is only useful where the trigger is associated with an address or contact record. You can list in priority order a number of fields, the first of which that relates to a valid email address will be used. To effect this you need to enter the following syntax:

EMAIL=INVDADC|INVCAD|someone@caliach.com,additional@somewhere.com

The above example would be useful for a trigger on dispatch such as SODispatch. EMAIL= must start the entry followed by a list of entries. The fields, separated by a vertical bar character, can be any one of the following appropriate to the trigger circumstances: INVDADC, INVIADC, SOHDADC, SOHIADC, JOBDADC, JOBIADC, POHADC, PUHADC for contacts, and INVCAD, INVINVA, SOHCADS, SOHINVA, JOBCADS, JOBINVA, POHCADS, PUHCADS, CUSDADR, SUPDADR and DEADADR for addresses (In the case of CUSDADR, SUPDADR or DEADADR the default contact email is used, if valid, otherwise the default address for the customer, supplier or marketing record is used, if valid.). See also the note below. The final field on the list can be an absolute address, which will be used if none of the foregoing have valid email addresses. Finally, the EMAIL= syntax can form the first entry in a list of email addresses, so in the above dispatch trigger example, an email is sent to the Dispatch contact email, if valid, or the Dispatch address email, if valid, or someone@caliach.com, if valid. In addition, one email is always sent to additional@somewhere.com

 NOTE: For indirect address fields (not contacts) you can also append a contact description search string so that the contact with the text contained it its description will be used. The search text is appended with a colon. For example, CUSDADR:Boss will locate the last contact on any address for the customer that has been entered with “Boss” somewhere in the description. If none is found the default contact is used.

Message

The message body text that the trigger will send. Can contain square bracket notation.

Test Message button

Click to test whether the message interprets correctly.

Test Trigger button

Click to test the trigger without conditions. You can then check the results.

Export button

Click to export the Operational Triggers for transfer to another datafile or for backup purposes. You will be prompted for a file name and destination.

Import button

Click to import the Operational Triggers exported previously. If you already have some Triggers you will be given the option of appending the imported triggers to the existing ones. You will be prompted for a file.

 WARNING: Check that Users and Email Addresses are correct for any imported triggers.

Revert button

To revert any changes to the previously saved version.

Save button

To save the changes you have made to the data file.

Compiled in Program Version 6.00.  Help date last modified on 12 February 2024.

Class wTriggerMaint (Workflow Trigger Alert Maintenance) last modified 25 May 2022 FP: File > System Manager > Workflow Alert Triggers…

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In this window you can look at the logon sessions of a user.

File Path

File > System Manager > Monitor… > View User Session Log

This file path takes you to the User Logon Session window.

User ID

Unique user identifier

Up icon

Finds the next value of the field alongside. By repeatedly clicking, you can cycle through the file. After the file’s last record, an audible tone will sound and the first record on file will be found.

Down icon

Finds the preceding value of the field alongside. By repeatedly clicking, you can cycle through the file. After the file’s first record, an audible tone will sound and the last record on file will be found.

Build List button

Once you have made your selection of user and date range, click to build the list.

User Name

Name of user whose log you wish to see.

From

Limiting date range. No date means no respective limit.

Today button

Apply todays date to the search limitations.

To

Limiting date range. No date means no respective limit.

Listing

Lists of logon/logoff sessions. Right-click for additional functions.

Select User Overlaps: This selects those rows where the same user has logged on before logging off from the previous session. It indicates that two sessions are are being opened by the with the same user id.

Delete Selected Data Rows: This is only enabled if you also have the File — Advanced — Special Functions Utility, Peek and Poke window open.

List Totals for Selected Lines

Total of selected lines listed.

List Totals for All Lines

Total of all sessions listed.

Comment or special event report

Comments log.

Print List button

Click to print the listed rows. Open log records (those without a Logoff server date/time) will be ignored. A summary is included.

Compiled in Program Version 6.00.  Help date last modified on 8 February 2024

Class wuserlogonreview (User Logon sessions) last modified 25 May 2022 FP: File > System Manager > Monitor…

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The program’s tax management system accommodates both Value Added Tax systems and complex multiple tax environments, as found in North America.

In its simplest form you need a single tax class, a single tax and a single tax regime. The regime is what the user associates with a customer on a sales order, job or invoice and a class is what the user associates with the part or type of product or service being sold. The rate of tax is then automatically calculated from the tax associated with the regime and the class. More complex arrangements involve multiple classes, multiple taxes and multiple regimes involving multiple taxes.

The data structure is illustrated above. There is a table of tax classes and a table of taxes. Each tax and class combination can have a non-zero tax rate. There is then a table of tax regimes (which is what the user selects for a customer or supplier) and a link file that determines which tax or taxes are applied under the regime and in what order. A total of five files make up the tax system definitions.

Customers, Suppliers and Additional Addresses are assigned a tax regime. Parts and various non-part defaults are assigned a tax class. These then provide the default regime/class combination for sales order, job and invoice line items.

When sales order or job line items are dispatched and invoice line items and sales history records are created, the prevailing tax structure is applied, and a tax identifier is stored in ledger transactions.

Ledger transaction detail is not available if you do not have the Ledgers license option.

The sales history records (that are Invoice line items) contain several fields relevant to tax:

When transactions involving tax are posted to the Ledgers the Tax Identifier field (TRATAXC) is used to store either the tax regime identifier OR the tax identifier OR nothing on the following basis:

WARNING: Deleting any element of the tax structure will lead to the system applying a zero rate for the regime or class that is subsequently un-defined.

TIP: Normal practice in most countries has it that an invoice or other document showing tax should have a tax breakdown list and that the values are shown in local (tax authority) currency rather than the invoice currency. The program provides this by default. However, an Option optTaxListInCurrency can be used to override this so that the tax and turnover are listed in the document currency.

TIP: In almost all circumstances tax authorities apply tax directly on the value of the goods sold or purchased. However, in some cases, such as some import excise duties, taxes can be charged on an uplifted value of the goods. The program provides for this with an Option. optTaxOnUpliftValue is a list of TaxRegime,UpliftPercent, separated by commas, of those tax regimes where the tax is calculated on the goods value uplifted by a percentage. A negative percent rate would apply the tax on a reduced value.

File Path

File > System Manager > Taxes…

This file path takes you to the Tax Maintenance window. This window has 4 tabs.

Tax Class Definitions tab

Use this pane to define tax classes. Parts in the system are designated to a tax class and each government tax can have a tax rate for each tax class.

The tax class code is a single uppercase character. Therefore, you can have up to 36 classes if you wish. Typically, you have only a few. These provide default classifications for products that incur different tax rates.

Tax Class List

List of all tax classes. Parts in the system are designated to a tax class.

Tax Class 

Tax class (related to TARCLAS).

Description

Class description.

New Class button

Click to add a new tax class to the system.

Check Master Data button

To perform a test of tax field validity in the master document data.

If tax regimes are removed, by default any master records that retain the now missing regime will have zero tax applied. This function can be used to check for master records that do not hold current tax regimes.

Print Report button

To print a report of tax setup.

Revert button

Revert the edited tax data to that saved on file.

Save button

Save the edited tax details to file.

WARNING: Deleting a tax class (click on the list line and use the delete key) that is assigned elsewhere in the system will lead to the system applying a zero rate for the class that is subsequently un-defined.

Tax Definitions and Rates tab

Government sales and purchase taxes. Each tax has a rate for each tax class and tax regimes contain one or more taxes.

These are the actual taxes that are paid to governments. It is here that you define how the taxes are calculated and where in the Ledgers (if licensed) the tax charged is accrued. If you have Ledgers licensed you must assign a G/L type T account as each tax’s accrual account, however, multiple taxes can be accrued to the same account.

The options control how the tax is calculated. Some taxes in multiple tax environments are charged on the taxed sale. For example, Quebec state sales tax is charged on the sale after Canadian federal sales tax has been applied. This is a compound tax. To affect this the Quebec sales tax should be the second tax in a regime, with the federal tax first. The Quebec tax is marked as a ‘Tax is calculated compound’. If the federal tax is 10% and the Quebec tax is 5%; for a $100 sale, federal tax is $10.00 and Quebec tax is 5% * $110 = $5.50 and not $5.00.

Tax authorities also vary in their treatment of Quick-Payment Discounts. In the UK and other European VAT territories, tax is charged on the discounted sale regardless of whether, in due course, the discount is granted to the customer. The tax authority’s view is that a quick-payment discount is in practice a ‘late-payment finance charge’ and as such is not taxable. For example, if you sell a GBP100 item with a quick-payment discount of 5% and a VAT rate of 10%, the tax will be 10% * GBP95 = GBP9.50. If the customer pays on time, he pays GBP95.00 + 9.50 = GBP104.50 or if he is a late payer GBP100.00 + 9.50 = GBP109.50.

The Expense when purchase is a special case in that the tax calculated is not accrued but posted to the cost account of the transaction in the G/L. This is appropriate when you cannot claim the tax back but want it individually recorded in the A/P, particularly when combined with taxes which can be accrued.

Tax List

List of all government taxes. Each tax has a rate for each tax class and tax regimes contain one or more taxes.

Tax Code

Unique tax code (related to TALTAXC and TARTAXC).

Description

Tax description.

Options – Tax is calculated compound (tax on tax)

Tax is calculated compound (tax on preceding taxed value).

Options – Quick-payment discount is not taxable

Quick payment discount is not taxable.

Options – expense when purchase (not accrued)

Tax is expensed on a purchase rather than accrued.

Accural a/c

General Ledger accrual account.

G/L a/c description

General Ledger Accounts description.

Reg. No

Tax authority registration number.

User ID

User ID to use when communication with the tax authority.

Password

Password.

Plain button

Toggle to show in plain text.

New Tax button

Click to add a new government tax to the system. If the tax is to be used it must then be included in a Tax Regime.

Tax Rate for Selected Tax

List of all tax class percent rates for the selected tax.

Tax Class

The tax class.

Rate in Percent

Tax rate in percent.

Class Description

Description of the tax class.

Tax Regimes tab

Tax regimes generally apply to customers and suppliers. They contain one or more taxes. When tax is applied the tax regime is combined with the tax class to arrive at the appropriate tax rates.

To generate a tax regime, enter a code of up to 6 characters and a description, then drag a tax from the taxes listed at the bottom right and drop it onto the list above. When applying more than one tax, the order is significant when a second or subsequent tax is a compound tax. To change the order in the list click and edit the numbers in the list.

The type of regime is significant in where it will be made available to users; either sales or purchase or both. Only sales taxes are of use if you do not have the Ledgers license.

Regime List

List of all tax regimes that can be applied by users of the system. Regimes can contain more than one tax. Each tax in a regime has a rate for each tax class.

Regime Code

Tax regime code used in transactions (related to TALCODE).

Description

Tax description for user to identify (can combine multiple taxes).

Regime Type

Tax type – determines when the regime is offered to the user (0 = Sales and Purchase (VAT), 1 = Sales only, 2 = Purchase only).

List of Taxes for Selected Regime

List of taxes that apply to the regime. The order is only significant when taxes are compound. Drag a tax from the list below to add a tax to the regime.

Tax List

List of all government taxes. Drag a tax from this list to add it to a regime.

New Regime button

Click to add a new tax regime which must have at least one tax assigned.

Regime Tax Matrix

This pane provides a listing of net rates for the tax classes and regimes.

Net Tax List

List of all net tax rates for each tax class and each regime.

Compiled in Program Version 6.00.  Help date last modified on 5 February 2024

Class wtaxmaint (Tax Maintenance) last modified 25 May 2022 FP: File > System Manager > Taxes…

The post Manager Controls: Tax Maintenance appeared first on Caliach.

When the Print Results button is clicked on the System Performance window you are presented with this window in which comments about the test circumstances can be entered. These comments will be printed on the report.

File Path

File > System Manager > System Performance > Print Results button

This file path takes you to the System Test Results Report window.

Comments

Any text entered here will be printed at the top of the performance test report. This can be used as an aide-memoir for the circumstances under which the test was carried out.

Cancel button

Aborts the process currently in session. The keyboard equivalent is the Esc key for Windows computers and Command-.(full stop or period) for the Mac.

Print button

Will cause a report to be printed of the subject matter. Right-click to select report destination.

Compiled in Program Version 6.00.  Help date last modified on 22 January 2024

Class wsystestcomm (Systems Test Results Report) last modified 25 May 2022 FP: File > System Manager >System Performance > Print Results button

The post Manager Controls: System Test Results Report         appeared first on Caliach.

This window provides you with tools for regularly monitoring the performance of the system and each terminal on it.

There are two tests available. The traditional is a simple overall performance test. The advanced is for large datafiles where there are internal file slots with more than 10,000 records. The advanced test is more sophisticated and seeks to find an average randomised record access performance.

File Path

File > System Manager > System Timing Test

This file path takes you to the System Performance window.

The window has 2 tab panes.

Traditional Timing Test

To run a test, click on the button. The test may take some time. The test is in two parts that run concurrently. All times are in seconds.

Firstly, 50 records of each of the major master files are accessed and timings measured. The results are displayed in the Data access performance box. Because of the DBMS index caching system, if you repeat the test, the results may improve, especially when operating in multi-user mode. You should therefore only ever test once to get consistent and comparable results.

Secondly, four CPU/RAM processes are timed. The results of this are displayed in the Terminal processing performance box.

In normal use, the general performance of the system is affected by a mixture of internal terminal CPU speed and external disk access performance. Drawing to the display, list activity and calculations are all terminal activities, whereas reading and writing data is a disk activity, and in multi-user situations subject to network activity and quality.

The critical measure of data access performance is the average time. This is the average time to access a single record of the tested file. For some files, in practice, records from related files also need to be read but this testing does not measure this. The test results can be regarded as the average time to read a random record. There are many factors that affect the average time for a record access. Data file fragmentation, disk performance, server software and machine speed, network quality, throughput rate and traffic, and the average size of a record, particularly the extent of text is stored. For single-user systems the extent of disk cache used may also be significant.
Terminal performance is simply related to the type of machine in use.

TIP: It is recommended that the test is run routinely, say once a month, and always on the same terminal type. Print and keep the results and use that to monitor trends. Adopting this policy will give good warning of any need to improve the network/server configuration, as activity grows on the system.

Perform Test Run button

The results can be printed, using this button, for future reference and comparison. You will be presented with the Systems Test Results Report window in which comments about the test circumstances can be entered. These comments will be printed on the report. The printed report gives a full list of the number of records in each of the files. An Activity Log record is saved when this report is printed.

Print Results button

To print a report of the test and a listing of the number of records in every file within the system. 

Method Performance button

To measure method performance. Opens the Method Performance Analysis window.

Advanced Data Access Performance Test

When you switch to this tab pane the system looks at the datafile and chooses file slots which have more than 10,000 records only. Of those it can only choose certain ones that it is designed to test. If you have other large data slots, they will be listed in a message. The resulting files will be tested on one or more index, as shown in the list. The first and last record index value is shown in the list.

When you operate the Perform Advanced Test button, the process first collects together a randomised list of values for the indexes. In date and number indexes these values are mathematically derived from within the range limits of the index. For parts, customers, suppliers and G/L accounts a randomised list of actual values is collected.

These randomised lists provide the best approach to test the ability of the system to access records in a deliberately haphazard manner and so simulate jumping around the database, as in normal day-to-day operation.

TIP: Look at the first and last values as there may be extremes that distort the random nature of the values used. To ensure that extremes are ignored the date range is limited to a first of 1 JAN 2000 and a last of today’s date. Numbers are a minimum of 1.

After the generation of randomised lists the process then works through the files and indexes finding 1000 records based on the random values. Firstly a simple find scan is performed and then a scan with a join to a related record. This process is carried out twice.

The first pass produces timings for Simple 1 and Join 1, the second for Simple 2 and Join 2.

The Simple 1 is always largest as on this pass no file data is cached by the operating system and all has to be extracted from disk. Typically the Join 1 is faster because the data is coming from memory rather than disk and progressively does so. Normally it will race through the second pass to produce Simple 2 and Join 2 values for the same reason.

TIP: Because of data file and index caching it is a good idea to perform this test before any other activity in a Caliach Vision session. If you have already been working with data some will have already been cached and this will artificially improve the measurement of performance.

The result is the average time in seconds it takes to perform the 4 scan operations on an index. This is equivalent to 6000 find operations on random records throughout the file.

After running the test, print the list of results using the list context menu.

Perform Advanced Test button

To perform and advanced data performance test. It will pass through the list twice.

Compiled in Program Version 6.00.  Help date last modified on 11 January 2024

Class wsysperform (System Performance) last modified 25 May 2022 FP: File > System Manager > System Timing Test

The post Manager Controls: System Performance     appeared first on Caliach.

This window shows current user and document status and in real time identifies user activity in creating documents, transactions and when they log on or off. It is designed for system manager administration.

You can set the Refresh Rate and, if needs be, view the logged-in users passwords. Because of this, only trusted users should have access to this window.

NOTE: Data will only be refreshed when this window is in front of all others.

File Path

File > System Manager > Monitor…

This file path takes you to the System Monitor window

Company

Name of the company

Database

The name of the database currently in use.

Clock

The current server time is stated here.

Monitor Started

The server date and time the monitor was opened.

Current time

The current server date and time.

Minutes a token can remain idle before it expires

The length of time a token can remain idle before it expires can be changed with optSessionIdleMaxMins, Default: 240 minutes, Minimum: 5 minutes, Maximum: 720 minutes.

Last Document Numbers and Transactions

Shows the last document numbers when the Monitor window was opened together with the date and time it was opened.

System Mb Received/Sent

The amount of Mb received and sent in this session.

Refresh rate

Select your preferred refresh rate.

Selected User

Token Status

The current rate of the selected user token. Active, Idle or Expired.

User ID

The user ID and name of the selected token.

Token ID

The unique token ID number.

Idle timeout due

The time the token is due to timeout if no activity. The timer will stop if the token becomes idle.

Seconds

Remaining seconds until the selected token becomes idle. If the timer is at 0 or less, the token is idle.

Token expiry due

The time the selected token is due to expire if no activity. The timer will stop if the token expires.

View Passwords button

Click to redraw the list showing passwords. This will only last until the next refresh. This is only enabled if your user ID is listed in the optMonitorShowPassUsers system option.

View User Session Log button

Click to review log data for user logon and logoff. 

File Path Status button

Click to view all file and folder paths and their status.

Delete All Expired Tokens button

Click to delete all expired tokens. When any user logs onto the system, all expired tokens will automatically be removed. Expired user tokens have gone beyond the maximum allowed idle time and have already been logged out of the system. Any expired tokens on this list can safely be removed.

Advanced Option button

Click to open advanced token options (see images below). If your user ID is not listed in the optUserTokenAdvSet you will require an administrator log on to access.

Advanced Options

Once the Advanced Options button has been selected, you will be presented with the Administrator Logon box.

Once logged in successfully, the buttons change and are highlighted in red.

Delete Selected Token

Select a user from the token list below then click to delete that users token.

WARNING: This will force the user out of the system. This method should only be used under extreme circumstances for example when a user is locked in.

Delete All Idle Tokens button

Click to delete all idle user tokens.

WARNING: This will force all idle users out of the system. This method should only be used under extreme circumstances when a user is locked in for example if you have a power cut.

Delete All Active Tokens button

Click to delete all active user tokens.

WARNING: This will force all idle users out of the system. This method should only be used under extreme circumstances when a user is locked in for example if you have a power cut.

Close Advanced Actions button

Click to close the advanced tokens option.

Current User List

The Current User List shown at the bottom right will contain all current user tokens that have been granted and their status. Users are identified by their User ID and a unique number. The latter is needed in case two users logon using the same User ID, which, while not recommended, is permitted. When a user logon is performed, that session is granted a token. When the user logoff is performed (when there is a clean exit) the token is removed.

However, the token has a lease-life typically of 15 minutes. During normal user activity in the program this is regularly refreshed with the lease-life extended automatically. However, if a user becomes inactive and the lease-life is passed, the token and user are considered idle.

An idle user becoming active again can re-activate that token, unless in doing so would exceed the licensed user limit, or a single-user session is waiting or in progress.

If, on a user logon, the user finds ALL tokens are idle then all tokens are deleted before the logon user is granted a new token. In this way rogue user entries, where no clean logoff was performed, can be cleaned out of the system. (Note: When this happens, a comment is placed on the User Session Log.)

For an extreme example, say you were running with 12 users on a 12-user license and the entire factory power fails for a minute or so with all user computers affected. Immediately you will not be able to logon as you would be the 13th user. If you wait for over 15 minutes before logging on however, all the rogue tokens will be removed. For a deeper explanation of the multi-user control mechanism see the IntroSQL Introduction to Client-Server SQL help.

There are several options that effect this system:

Sessions

Summarises how many users are active, idle an expired.

Single User requested

Shows if Single user has been requested.

Sound tick box

If checked, the system bell will sound after each refresh.

No Token Refresh tick box

Normally your user token is refreshed with its expiry extended each time the window refresh takes place, ensuring that you stay active indefinitely. If you check this checkbox, your token is not refreshed, and it will ultimately go into an idle state. This can be useful for testing.

Test For Only One User tick box

Check to perform a server test each refresh to check whether you are the only workstation attached to the datafile.

NOTE: This is not the same as seeing a single user listed in the user list. The current user list is the contents of the User Token table. A token is awarded to a user when they logon to the database, removed when they logoff and regularly updated as the user works in the program. It has an expiry of initially 15 minutes. If the expiry is passed the user is considered idle. This test views the tokens on the server to establish if you are the only active (non-idle) user. If this test gets a positive result, it is normally the case that a single-user operation can be performed. 

No Test being made button

Result of the test for only one user.

Compiled in Program Version 6.00.  Help date last modified on 9 January 2024

Class wMonitor last modified 25 May 2022 FP: File > System Manager > Monitor…

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This window opens when you select the Print Activity Log button on the Period File Update window.

It enables you to restrict the report to a general type of activity (E.g. L for Ledgers) or a specific activity (E.g. LSUP for A/P Month-End). You can also choose a sort for the report.

File Path

File > System Manager > Period Routines… > Print Activity Log button

This file path takes you to the period Log Report window.

Selection

Enter the leading Log Type code character(s) for a sub-set of log records. Leave blank for all records on file.

From Date

Enter starting date if you wish to apply a restriction.

Sort by Date Time

To sort the log records in chronological order regardless of type.

Sort by Activity

To sort the log records by Type and then date order.

Cancel button

Aborts the process currently in session. The keyboard equivalent is the Esc key for Windows computers and Command-.(full stop or period) for the Mac.

Print button

Will cause a report to be printed of the subject matter. Right-click to change the report destination.

Logged Events

A history file of major system activities is maintained automatically. This history is automatically deleted after 18 months during an Update Files operation.

Each history record contains the date and time of completion of the operation, an operation code that defines what was done, the user’s Transaction ID, a quantity and some comments that always define the quantity recorded.

The following operations are recorded:

Compiled in Program Version 6.00.  Help date last modified on 19 December 2023.

Class wperselect (Period Log Report) last modified 25 May 2022 FP: File > System Manager > Period Routines… > Print activity log button

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The three usage and turnover values for Parts, Customers and Suppliers are generated automatically by updating of period one value, and subsequent roll-over actions processed from the Period file update dialog, or automatically if set to do so in the Ledger Manager Controls.

This automatic process has some limitations, particularly with respect to Customers and Suppliers when Ledgers are being used. These are:

1. In general, it is not possible to re-calculate values if you forget to process a roll-over on time.
2. Supplier turnover accumulates values only on purchase order prices when goods are received and do not take account of additional expenses or credits that do not go through the PO system.
3. Particularly for those using ledgers, some suppliers cause expenses to be incurred without purchase orders.

These limitations can be avoided by using this window to re-generate values based on history records. It provides several options.

You can select any or all of Parts, Customers and Suppliers.

Parts use Inventory History and record the net quantity in the period for all movements of types: A = SO dispatch, B = SO return, E = General issue, F = General return, G = PO kit issue, H = PO kit return, I = WO kit issue, J = WO kit return, U = Bonded, V = Released from bonding and X = WO extra issue (ABEFGHIJUVX).

Customers use sales history or, if Ledgers is licensed, you can optionally choose A/R transaction history (in which case it sums transactions of type 10 (Dispatch Invoice) and 12 (Return Credit).

Suppliers use purchase history or, if Ledgers is licensed, you can optionally choose A/P transaction history (in which case it sums only transactions of type 30 (Purchase Invoices and Credits).

You can selectively choose to update each period and enter the starting date for each. However, dates for each selected period must be in sequence with the earliest date first. Also, you must select later periods inclusively. I.E. You must set period 1, if period 2 is to be calculated, and 2 if 3 is to be calculated.

NOTE: In all cases you must have history extending back far enough to cover the periods you choose. This may vary substantially, especially if you have upgraded to Ledgers or implemented different parts of the system at significantly different times.

NOTE: The normal updating of period 1 will still take place after this manual re-setting process. Consequently, period 1 values may need to be reset at regular intervals.

File Path

File > System Manager > Period Routines > Generate Period Values from History button

This file path takes you to the Period Values from History window.

Part usage from Inventory Movement History

Check this option to set period usage for all parts.

Customer turnover from A/R Transaction History

Check this option to set period turnover for all customers.

Use A/R ledger transaction history

Check this option to ledger transaction history rather than sales history.

Supplier turnover from A/P Transaction History

Check this option to set period turnover for all suppliers.

Use A/P ledger transaction history

Check this option to ledger transaction history rather than purchase history.

Current period 1

Check to calculate and update period 1.

Period 1 start date

Enter the start date for period 1 here.

Period 2

Check to calculate and update period 2.

Period 2 start date

Enter the start date for period 2 here.

Period 3

Check to calculate and update period 3.

Period 3 start date

Enter the start date for period 3 here.

Process Button

Process the function.

Compiled in Program Version 6.00.  Help date last modified on 19 December 2023. wperiodanal

Class wperiodanal (Period Values from History) last modified 25 May 2022 FP: File > System Manager > Period Routines… > Generate Period Values from History button

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This process should be carried out routinely and regularly, normally once a month but at least once a year. History files can grow rapidly with normal daily activity. System performance will marginally reduce as the history file sizes grow. This procedure cleans out old historic data prior to the dates set in the System Preferences.

Rolling-over parts usage, customer dispatched sales value and suppliers receipts value period totals can be selected, and should be on a routine basis.

TIP: Rolling over period usage can be processed automatically at the same time as periodic Accounts Receivable Month Ends. This feature is only available if you have the Ledgers option licensed and is set in the Ledgers Manager — Manager Controls.

To process from the window, set the checkbox of each function required. When satisfied with your selection click on the Update Files button to process. Sales and Purchase history records are only deleted if the Orders are complete. Invoice history records are only deleted if marked paid.

WARNING: Processing can only take place while other users are off the system. While processing, no other user can enter the system.

Deleted records can be archived in a file format which can be later viewed in a spreadsheet program. Each type is sent to a file in the Archive directory with the names of “SA051201.DAT”, “PU051201.DAT”, “WO051201.DAT”, “ST051201.DAT” and “IN051201.DAT” respectively (where 051201 is the date in year, month, day order). This feature can be de-selected via a checkbox, and the archive file format selected using the radio buttons.

File Path

File > System Manager > Period Routines…

This file path takes you to the Period File Update window

Delete and Archive Records field

Sales History (If prior to <date>, SO completed and [nn] records per part remain)

To delete all old sales history beyond the restrictions shown.

 WARNING: Sales History should be archived at the same time as Invoice History. As well as conforming to the restrictions stated, records will not be archived if there is a Invoice History record associated with the sales dispatch, based on dispatch note number.

Purchase History (If prior to <date>, PO completed and [nn] records per part remain)

To delete all old purchase history

Work History (If prior to <date>, PO completed and [nnn] records per part remain)

To delete all old works history beyond the restrictions shown.

Inventory (Stock) History (If prior to <date>)

To delete all old inventory movement history beyond the restrictions shown.

Invoice History (If prior to <date> and marked paid)

To delete all old Invoice/Dispatch Note history records that have been marked as fully cleared Invoices. The <date> is the same date as used for Sales History.

 Production Planned items (If prior to <today’s date>)

To delete all production plan items that are dated prior to today.

 Archive those deleted tick box

If checked, deleted record data will be exported to an archive file.

Roll-over field

Parts usage totals

To roll-over parts usage quantities form one store to another.

Customer dispatched sales value totals

To roll-over all customers dispatch sales values from one store to another.

Supplier receipts value totals

To roll-over all supplier receipts values from one store to another.

Generate Period Values from History button

To generate period usage and turnover values on Parts, Suppliers and Customers from selected date ranges. This opens the Period Values From History window.

Archive File Format field

Tab delimited

Standard text file with each record on a line and fields delimited by tabs.

Comma delimited

Standard text file with each record on a line and fields delimited by a comma.

Delimited by

Standard text file with each record on a line and fields delimited by a comma.

User Character

A single character that will be used to delimit fields in a one line per record text file.

One line per field

A single line per field in a text file.

Omnis data transfer

Special non-text file format that enables import and export of non text data types.

 Print Activity Log button

To obtain a Activity Log Report which lists the history of all major manager processes. This opens the Period Log Report window.

 Update Files button

To initiate the update files procedure, having checked the desired actions you want to perform.

Compiled in Program Version 6.00.  Help date last modified on 18 December 2023

Class wperiod (Period File Update) last modified 25 May 2022 FP: File > System Manager > Period Routines…

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Key Performance Indicators are either lists of data or Graphs that are collected and displayed to users automatically to show them some key piece of relevant information that allows them to make judgements from. They display to users on the Key Performance Indicators window, either as single KPI or as a group of several KPIs together.

Automatic Display Timing

At regular intervals while a user is active in Caliach Vision (similar to checking for Messages) the system checks to see if any KPIs are appropriate for display to the user. The user must be assigned to a KPI or belong to a group that is assigned to a KPI. Then, if the timing is right, the KPIs will be displayed automatically.

The timing is controlled by the Starting reference point, the Redisplay frequency and unit and the Display duration and unit. The chart above shows how it works. The Starting reference point is a date/time in the past that acts as a reference date and time (and day) from which the frequency of display is calculated. So in the chart above the Start Reference is, say, a date for a Monday sometime in the past. The Redisplay frequency is 1 and the Redisplay unit is Weeks (or it could be 7 and Days, which is the same). The Display duration in the example is 2 and Display units is Days. This means that the KPI will display on a Monday and Tuesday of each week.

TIP: Typically, you cannot guarantee that users will see the KPI on a particular day, say every Monday morning, because there may be some weeks where the Monday is a holiday, or the user takes the day off. So, leaving the Display duration to a reasonable period can ensure that everyone that should see the KPI, does get a chance to see it. On the other hand, if you give too long a duration repeated displays may annoy users.

In any user session, once the KPI has been displayed, it will not be re-displayed again until after the current working session or the end of the Display duration whichever is the earlier point.

NOTE: Key Performance Indicators where possible should have automated data searches so that there is no need for user intervention in selecting the data for them. However, Data View KPIs or Graph KPIs that use Data Views can contain Search Interfaces. If they do, the Search Interface window will open after the KPI window opens. At this point the KPI will not contain data. Only after the user makes their selection and or uses ScratchPad Transfer will the KPI be redrawn to show the data. This may be confusing to the user, so care should be taken with the use of KPIs with Search Interfaces.

File Path

File > System Manager > Key Performance Indicators…

Key Performance Indicator Maintenance window.

List My KPI’s button

Click to list the KPIs that you have access to.

List All KPI’s button

Click to list all the KPIs in the datafield.

KPI List

List of Key Performance Indicators.

Identifier

Unique Id number from MCNKPI.

Type

Select from the dropdown list the KPI types. Type of display object (GRA = Graph 2, DVI = List with Data View)

Name

Select from the dropdown list the name of the object you want to use. Either a Data View which will display as a list, or a Graph 2 design. Name of Graph 2 or Data View.

Start reference point

Start date/time reference point.

Redisplay frequency

The number of frequency units that make up the time period frequency (e.g. 10 days or 2 weeks).

Redisplay frequency Units

Time period units of frequency of redisplay (date-part constant, 1=kYear, etc)).

Display duration

Time periods of display (date part constant, 1=kYear, etc).

Display duration Units

Time unit of periods of display (date part constant, 1=kYear, etc).

Display format style

Display format style (0=Fill full space, 1=Fill width respect aspect ratio, 2=Fill height respect aspect ratio, 3=Absolute size, 4=Absolute width fill height, 5=Absolute height fill width, 6=Show in it’s own window).

TIP: Normally the collection of displayable KPIs are all displayed in a single window, distributed according to the rules here. However, the Show In It’s Own Window setting, tells the system to open an exclusive window for the KPI alone in the dimensions of width and height set for it below.

Width x Hight

Width in pixels or relative to height and height in pixels or relative to width.

Window or space title

Display window or space title for the KPI.

This text is placed above the KPI to give it a recognisable title when multiple KPIs are displayed on a single Key Performance Indicators window. However, if the Display format is set to ‘Show In It’s Own Window’ the full window space is available for the Graph or List and the window title shows this title text.

For Graphs this title may not be needed, as Graphs typically have titles as part of the graph itself, so you can leave this blank but only if the Display format style is NOT set to Show In It’s Own Window, as then it is needed for the window title.

Design notes

Design notes.

Export button

Export selected KPIs, user and group permissions, related graphs and data views (and also those referenced by the graphs). Saved to a .kpi database.

Import button 

Import from previously exported KPIs. Inserts data or updates it in KPIs, user and group permissions, related graphs and data views. Imported from a .kpi database.

Plus U/G tick box

Check to also import User and Group assignments when they exist in the current data AND also your User Id will be assigned. Otherwise, new KPIs will be unassigned. Updated KPIs will not have existing assignments removed, but if checked they could be added too.

User list

List of users that can log on. Select those you want the KPI to be seen by.

Group list

List of groups. Select those you want the KPI to be seen by.

Add KPI button

Click to add a further KPI record.

Delete Current KPI button

Click to delete the selected KPI record.

Test Current KPI button

Click to test the currently selected KPI.

Revert button

To revert any changes to the previously saved version.

Save button

To save the changes you have made to the data file.

Compiled in Program Version 6.00.  Help date last modified on 18 December 2023

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