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ACCU_CMD_MAINT

Getting Started

This document covers how to start using ACCU_CMD_MAINT

This fastkey allows the user to get data from the database and move it to

excel. There is virtually no limit to accessing your data, so security needs

to be a concern. The system allows several levels of security to limit what

users can get to. Your system administrator can set this up. The user

must know some level of how to use the system query language. This will

be covered in this document.

NOTE

Not every report in the system can be replicated in this tool as some reports become

complex and this tool is not intended to supply this level of complexity. However, this is a

great tool that many users utilize to support their business decision making process.

Make sure that your system adminstrator has granted you access to this or USR_ACCU_CMD_MAINT.

ACCU_CMD_MAINT and USR_ACCU_CMD_MAINT have essentially the same functionality. The “USR”

version limits the user to their own list of queriies. The ACCU_CMD_MAINT queries are shared system

wide. You can move queries between the two fastkeys.

Your system is not supplied with any queries. However the KnowledgeBase refers to quite a number of

queries. This document will get you through accessing some basic, common queries. You can call/email

your PROMAN representative for specific questions.

This fastkey looks like:

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Each query must be given a name. You should not use spaces in the names of your queries, nor can you

use “[“ nor “]” (these are wildcard characters). The system will then save these in a drop down list for

future reference. There is not limit to number of queries that you can set up in your system.

The drop down list will be in alphabetical order:

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We will now review the prompts on the fastkey.

These are:

Description Free form field that will help you remember the purpose of this

query

Send/Receive This should ALWAYS be set to Receive, NEVER send

Kermit/Ascii This should always be set to Ascii

Windows Path Set this to a path and name of the spreadsheet that you want to

results to be save in. you must add the “XLSX” or “XLS” file

extension for the system to work promperly (for this document).

Use the browse button to search for an existing file

Proman File This is the PROMAN data file that is the source of the information

for your spreadsheet. Our database already has dictionary items

that proint to other data files so that you can have data from more

than one data file in your report. There is a list of common data files

in the appendix at the end of this document.

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Select Stm This is the query statement that will select records from the

database for you. There are examples provided in this document.

Dict Names This is the list of data, one for each column in Excel. The order they

appear in this list is the same order the results will appear in Excel.

The first item is in Column A, the second item in Column B, etc.

Generate Header Line This should be checked to put a header row in your spreadsheet.

Explode Multivalues This should be left unchecked for all the examples in this document

Open Spreadsheet This should typically be checked so that the spreadsheet is opened

for you after the query finishes

Run Now Click this box to run the query and make the spreadsheet.

You can use mapped drive letter in field 4 if you like. Just make sure that you can write to the folder

that you type in. Some environments will not let you save data to your “C” drive and similar places.

There is no default for this field.

Appendix I has a list of common data files. PROMAN has several hundred data files, and not all of them

are useful to query data from. Many are. In the example above, we are listing the IM file (Item Master).

This is where the part numers in your system are kept. The IM file has more than 300 pieces of

information about parts (from PARTS_ENG, PARTS_MFG, etc). We keep all of our part data in this file

except for costing information. This is kept in the IMC file. Listed below is a hint on how you can find the

file and field name from a screen in thes system.

Next we need to learn about the query statements that we can add to “select stm” (field 6 shown

above). This is a statement that will always start with either “select” or “sselect” followed by the file

name that you put in the “proman file” field.

Select IM

or

SSELECT IM

The system is very forgiving about which you use “select” or “sselect”. The extra “S” stands for “sort”. If

your query includes the word “by”, the system automatically switches to sselect.

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Next you need to put any selection criteria in your statement. This has to start with the word “with”.

You can add additional selection criteria by adding “and with”. So, in the example above we have

Sselect IM with dwg.stat # “I”

This tells the system select our IM (Item master) file with all items that have a drawing status (dwg.stat)

that is NOT EQUAL (#) to inactive “I”.

Each parameter needs to be separated by a space. Any literal must have double quotes around it. You

have the following parameters that you can use:

English Short cut Description

EQ = Equal to

NE # Not equal to

GT > Greater than

LT < Less than

GE >= Greater than or equal to

LE <= Less than or equal to

Examples:

Select IM with dwg.status = “A”

Select the IM file with drawing status equal to “A” (active)

Select IM with pur.lt > “30”

Select IM file with purchasing lead time greater than 30

Select IM with acct.val < “10.00”

Select IM file with accounting value less than 10.00

Select im with used.this >= “0”

Select IM file with used this (parts used this year) gerather than or equal to zero

Select im with add.dt <= “01/01/15”

Select IM file with parts added (add.dt) before “01/01/2015”

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Your statements can be quite complex by adding additional parts to your statement.

Select IM with dwg.stat = “A” and with pur.lt > “30” and with acct.val < “100.00”

You can see that that you can keep adding selection criteria by simply adding “and with ” to your

statements.

Thes system takes all of the information in “select stm” and builds the the correct statement. You do not

have to worry about what is put on each line.

I sometimes put data that I will change on it’s own line so that it is easy to find

and then change. Say I want to re-rum this query every month end and just

change the date that I am entering. I will put that date on it’s own line making

it easy to find and change.

Once you have entered all of your selection criteria, you can add any sorting rules. For instance,

Select im with dwg.stat = “A” by class.code by part.nbr

This tells the system to sort the results by class code first and then by part number. You can always

resoret in Excel, but the database can do this very quickly with almost no impact on the time it takes for

you to get data into excel.

You might ask “how do I know the names” of the information. Well there are two answers to this

question. First, you can use the field “dict names” and this has a drop down list. It is easy to find the list

of dictionary names. The second is to use a fastkey called SHOW_DICT. In this fastkey you can enter the

file name, and all the dictionary items will be shown on the report.

There are entire documents about dictionary names in the system. You should think about a dictionary

refering to data in a column in Excel. The first column (that would be attribute 1 in our system), and then

the data in the second column (that is attribute 2 in our system). Each column could have a heading for

the column and that would be a dictionary name. In our system we can have synonoms (or alternate

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names) for the same column. These alternates might change the format of the data, the format of the

heading, or other parameters on how the database shows that same information in that coumn.

Both displays, SHOW_DICT and the dropdown on the “dict names” show just one dictionary name first.

This allows you to get through the different data very quickly. Once all the items have been shown once,

we then show the synonums. Either dictionary name will work and likely give you the same data. Any

data that comes from other files is also in the synonum section. How this broken up might be confusing

at first, but if you know that you have two places to look in the list, you will see the advantages,

especially in our larger files.

The one item that should be mentioned is the user of wildcards in your selection process. This can be

very useful in finding partial matches to your selection criteria. For instance,

Select IM with part.nbr = “[60-]”

This says to select the IM file with part number that “starts with anything”, has “60-“ in the part

number, and then ends with anything.

Variations of this might be

Select IM with part.nbr = “60-]”

This says to select IM file with part numbers that start with “60-“ and end with anything

Select IM with part.nbr = “[R”

This says to select IM file that starts with anything but ends with “R”.

Select IM with part.nbr = “60-]” and with part.nbr = “[R”

This says to select the IM file with part numbers that start with “60-“ and end with “R”

Practical Examples This example shows parts with extended inventory value, showing GL inventory account, the quantity on

hand, and the accounting value. This only applies if you do NOT have locations assigned to parts.

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This example shows you how to run an AP ageing. You cannot add buckets like an ageing on your report

very easily, but you can do that in Excel.

This example shows how to get AR ageing

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This example shows all the parts issued from stock within a date range

This example shows how to get a list of items received, for purchased parts, within a date range

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This example shows how to get the sales for the month along with customer number for a date range.

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Helpful Hint – File/field name If you are on a screen that has some information and you want to make a query that contains this data,

you can follow these steps find the file and/or the field name.

Let’s say you are on the PARTS_ENG screen.

Click on the field of interest with a record shown. Press your windows help key (F1 on your keyboard).

You will be taken the internet help page for this field, which will look like:

The file name will tell you where this data lives and you can query that data file. The “field name” shows

you the field that you can enter in the “dict names” to have this data on your report. The attribute

number can also help

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Appendix I Common files

AR Accounts receivable records – AR ageing comes from this data

AP Accounts Payable records – AP ageing comes from this data

CM Customer Master – CUSTOMERS updates this data.

VEN VENDORS – VENDORS updates this data.

IM Item Master – this is a list of parts in the system. Data is entered with PARTS_ENG,

PARTS_MFG, PARTS_MKT, etc. This file also holds your onhand quantity of parts and

extended value.

IMC Item Master Cost – This is the cost of your parts. Data is entered with PARTS_ACCT

and/or PARTS_ACCT_PURE.

EM Employees – this data is entered with EMPOYEES.

POH Purchase Order Header – This data contains the first tab of data from PURCHASE.

POD Purchase Order Details – One item for each line item on a purchase order. Every PO in

the system will have one POH record and at least 1 POD record

IT Inventory Transaction – This file can be quite large and slow to query. This is the data

on the IT_QUERY and/or SHOW_IT screen.

IVD,HIST Invoice detail, history. This is the line item details on your AR invoice

IVH,HIST Invoice Header, history. This is the header information on AR invoice

RT Routing – this is the part routings in the system (or steps required to make a part)

PS Product Structure – this is the Bill of Material (BOM) for a part

RCVR Receiver file – every receipt in the plant on a purchase order (or unplanned receipt) has

a receiver record.