Manual of MS-Access / Excel / VBA Project

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EPIGL Manual

Electrolux Professional Inc.

4/1/2011

Cormac B. Sharpe (“Mac”)

Electrolux Professional EPIGL Manual

Table of Contents

Overview...............................................................................................4Introduction..............................................................................................................................................4

EPIGL System Overview:............................................................................................................................4

Setting Up & Running your Application:.....................................................................................................5

Application List..........................................................................................................................................5

Application Startup....................................................................................................................................6

Does the System know you?......................................................................................................................8

Application Overview................................................................................................................................9

The Data Input Application..................................................................11PRMS Import...........................................................................................................................................12

PRMS Import from Spreadsheet..........................................................................................................13PRMS Import Direct.............................................................................................................................13

Manual Input...........................................................................................................................................14The “Add New Account” Dropdown Box..............................................................................................14Budgets...............................................................................................................................................15

The Reporting Application....................................................................16Refresh Report Data................................................................................................................................17

The Reports Screen..................................................................................................................................18

Report List...............................................................................................................................................19

File Naming..............................................................................................................................................21

Output Options........................................................................................................................................22

General Report Format............................................................................................................................23

Browse Report Output Example...............................................................................................................24

So where are my Numbers?.....................................................................................................................26

Report Samples.......................................................................................................................................27

The Admin Application.........................................................................34The Admin Screen....................................................................................................................................35

The Users Screen.....................................................................................................................................36

The Permissions Screen...........................................................................................................................36

The Assign User Permissions Screen.........................................................................................................37

The Application Settings Screen...............................................................................................................38Cormac B. Sharpe (“Mac”) 4/9/23 Page 2 of 62

Electrolux Professional EPIGL Manual The Chart of Accounts Screen..................................................................................................................39

Defining the Chart of Accounts............................................................................................................40The Majors Screen...............................................................................................................................40The Subs Screen..................................................................................................................................40Org (Cost Center) Definition................................................................................................................41The Segments Screen..........................................................................................................................41The Regions Screen.............................................................................................................................42The Functions Screen...........................................................................................................................42The Chart of Accounts Definition Screen..............................................................................................43

The Report Mappings Screen...................................................................................................................44The Trend Report Items Screen...........................................................................................................45The Trend Report Mappings Screen.....................................................................................................45The Expense Report Items Screen........................................................................................................46The Expense Report Mappings Screen.................................................................................................46

The Grandfathered 2010 Version.........................................................47V:\EPIGL\Grandfathered 2010 Version\...................................................................................................47

Main Menu:.............................................................................................................................................48

Reports Screen........................................................................................................................................49

System Manual....................................................................................50Introduction............................................................................................................................................50

System Overview:....................................................................................................................................50

The EPIGL Network Home (V:\EPIGL\).....................................................................................................51Subdirectories & Important Files:........................................................................................................51

Data Dictionary........................................................................................................................................53Primary Data File - Structure:..............................................................................................................53Primary Data File - Data Dictionary:.....................................................................................................54System Data File - Structure................................................................................................................56System Data File - Data Dictionary.......................................................................................................57

Miscellaneous......................................................................................58Using the Test Apps.................................................................................................................................58

Refreshing the TEST Data:...................................................................................................................58

Sorting and Filtering Options...................................................................................................................59

Status of the "Old" App...........................................................................................................................59

Cormac B. Sharpe (“Mac”) 4/9/23 Page 3 of 62


Overview

Introduction

EPIGL = Electrolux Professional Inc. General Ledger.

EPIGL is a Database-driven Data Acquisition & Reporting System for the Profit & Loss side of the Electrolux Professional General Ledger.

This document provides an overview of the various EPIGL Systems, Data and Functionality for the User, along with a System Manual for the Developer and System Administrator. So this is a User Manual and System Manual in one.

EPIGL System Overview:


EPIGL DATA(Charlotte NC)

EPIGL_Admin_AppWrites: UsersPermissionsSettingsMappings

EPIGL_DataInput_App

EPIGL_Reporting_App

Reads

Manual Input

Import PRMSWrites Actuals

PRMS(Ljungby Sweden)

Reads

Word Output

PDF Output

Browse Screen

Screen Report

Excel Report

Printed Report

Writes:Actuals& Budgets


Setting Up & Running your Application:

Application files are copied from the network (V:\EPIGL\Apps\) to the Users local hard drive as needed. All applications are then run from the local hard drive, but link to data on the network. NOTE: APPLICATIONS SHOULD NOT BE RUN FROM THE NETWORK LOCATION. COPY THEM LOCALLY TO A LOCATION ON YOUR LOCAL MACHINE AND RUN THEM FROM THERE.

Application List

Application Stored In File Name Description

Admin App V:\EPIGL\Apps\ EPIGL_ Admin_App.accdb Maintain Users, Permissions, Report Mappings, Chart of Accounts, Settings.

Data Input App V:\EPIGL\Apps\ EPIGL_ DataInput_App.accdb Import Actuals from PRMS. Manual Input of Actuals & Budgets.

Reporting App V:\EPIGL\Apps\ EPIGL_ Reporting_App.accdb Screen Reports, Printed Reports, Browse Results Screen, Report Outputs to Excel, PDF, Word etc.

Admin App Test Version

V:\EPIGL\Apps\ EPIGL_TEST_Admin_App.accdb Admin App Test Version(Linked to Test Data)

Data Input App Test Version

V:\EPIGL\Apps\ EPIGL_TEST_DataInput_App.accdb Data Input App Test Version(Linked to Test Data)

Reporting App Test Version

V:\EPIGL\Apps\ EPIGL_TEST_Reporting_App.accdb Reporting App Test Version(Linked to Test Data)


V:\EPIGL

\Apps\

\Data\

\System\Etc.

Local Hard DriveEPIGL_Reporting_App

EPIGL_DataInput_App

EPIGL_Admin_App

Copy your App to your local machine and run it from there

Your App reads data from the Network

Electrolux Professional EPIGL Manual Application Startup

All EPIGL Apps start the same way. If they are in a “Trusted Location” then the Application just starts up. If not, however, you will see the following screen(s):

So Click Options to enable the content ….



Instead of enabling the content (which just works this one time), you can click on “Open the Trust Center” …

… and define a Trusted Location for the location where you are storing your app files. This means you won’t have to deal with this issue again.



Does the System know you?

When you start an EPIGL App, one of the first things it does is finds out who you are. It identifies you by your Windows Logon ID. It then uses this ID to determine if you have been assigned any rights in the EPIGL System.If not, you will receive something like the following message …

… after which the application will close, which makes sense since you have no rights to do anything.



Application Overview

The EPIGL Apps all have a common look and feel. Let’s look at an example Main Menu, in this case the TEST Version of EPIGL Data Input.

If you click on <My Permissions> you will get a response similar to the following:


Application Window Title – This will be either EPIGL or EPIGL Test.

Name of the Current Screen

The System knows who you are from your Windows Login. This is how it assigns you Permissions.

Application Version

Application Label – this is the same as the Application Window Title, plus specific Application Name.

In the TEST Versions, we add a few very conspicuous Labels to make it very clear to the User that this is a TEST App, and not Production.

You run the Action by clicking on it. You can click on the Label or on the Picture – the result is the same.




The Data Input Application



PRMS Import

The primary source of EPIGL data is the PRMS system which resides on an AS400 system in Sweden.PRMS Data is imported one year at a time – i.e. when you Import in 2011 you will overwrite all PRMS data in the EPIGL system for that year. Note however that a PRMS Import does not affect manually inputted data, i.e. a PRMS Import overwrites all PRMS data for the current year but does not delete any manually inputted data .

There are 2 PRMS Import functions:They both result in the same thing. The first option (Import from Spreadsheet) is strictly speaking not needed since the second option was perfected, but it was decided to keep it as a backup function.1) PRMS Import from Spreadsheet

Imports the Data from a spreadsheet, to which PRMS data has already been imported.2) PRMS Import Direct

Imports data directly from PRMS into the EPIGL Application.

If you click on either “Import from PRMS” option, you will need to have the necessary permissions. If not, you will receive a message like this …



PRMS Import from Spreadsheet

This is to Import PRMS data that has previously been imported to an Excel spreadsheet.When you click on this option, you get the following Dialog Box:

This tells you exactly what you need to know in order to successfully import from a spreadsheet. The program will import the data from a specific sheet in a specific file in a specific location. When the sheet and file have been correctly named and put in the correct location, then re-enter this dialog and click <OK>. The Import will proceed.

PRMS Import Direct

This is to Import data directly from PRMS, using the PRMS login of the current User.

When you click on this option, you get the following Dialog Box:

Enter a valid User ID and Password and the Import will proceed.



Manual InputAll Budget numbers and some Actual numbers are manually entered in the EPIGL System. Click on <Manual Input> from the Main Menu and you get the following Screen:

When it opens, the Screen defaults to Actuals for the Current Year, in this case 2011 Actuals.

The “Add New Account” Dropdown BoxNotice the Dropdown Box called “Add New Actual Account”. This lists “Full Accounts” (see definition below) that:

a) are found in the Chart of Accounts, andb) are not already found in the current list (in this case, Manually Input 2011 Actuals).

DEFINITION: Full AccountAn Account Description in the format MMMMM-OOOOOO-SSS where MMMMM is the 5-digit Major Account, OOOOOO is the 6-digit Org (Cost Center), and SSS is the 3-digit Sub Account. SSS is omitted if the sub value = 0.

By choosing an Account in the Dropdown and clicking <ADD>, you Add that Account to the List, and can then start adding values for January, February etc.To Remove an Account from the List, simply highlight the row and press the <Delete> key.

The Accounts in the List and the Accounts in the Dropdown Box are “Mutually Exclusive”. That is, any Account (that is defined in the Chart of Accounts) is either in the List or in the Dropdown at any one time, but not both. Every time an Account is Added or Removed from the List, both the List and the Dropdown values are refreshed.



Budgets

If you now click on Budgets (in the <Show Me> section), you will get the following Screen for 2011 Budgets:

Notice that the Dropdown Box is now labeled “Add New Budget Account”. It now lists Accounts (that are defined in the Chart of Accounts) that are not already in the 2011 Budgets List.



The Reporting Application



Refresh Report Data

This Action runs automatically when the Application starts, and whenever the User clicks <Refresh Report Data> on the Main Menu. It results in the following message:

For Performance reasons, the Reports in the EPIGL Reporting App do not read Data directly from the EPIGL Data on the Network. Instead, the App copies the necessary data from the Network to the Local Hard drive, and the Reports read the Data from there.

This means that the Reports will run much faster than if they were reading from the Network. This is especially important for Users working from home and connecting over a (slow?) VPN.

However this also means that you need to run the “Refresh Report Data” Action, whenever you want changes to the EPIGL Data on the Network to be reflected in your Reports.

Overview Diagram:


EPIGL DATAEPIGL_Reporting_App

Reports

Refresh Report Data

Word Output

Browse Screen

Screen Report

Excel Report

Printed Report

Data Copy on Local Hard Drive

Writes

Reads

Reads

PDF Output


The Reports Screen

When you highlight a Report in the “Choose a Report” pane, the Screen is updated with a Report description (in the top-right green pane), and with Parameters and Output Options that are appropriate for that Report.

To run a Report: Highlight one, choose Parameters to filter the Report by, and an Output Option & click <Go>.

The Default Output Path is a location where any Report Output file will be put, if no other location is specified. It takes its initial value from the Application Setting (see the Admin Application). You can override this setting with the <Change> button. In any case, you can always override any Default Path at the time of producing the Report.





Report List

Here’s a list of all the Reports available in EPIGL. You will also see this list on the Reports Screen, and also in the first Report: “EPIGL Reports List”.

REPORT DESCRIPTION

EPIGL Reports List A List of all EPIGL Reports available from the Reports Screen, with a Description of each one.

Trend Summary Custom Excel Report.Trend Report Summary Numbers, exported to a customized Excel file.User inputs Parameters for Year, Segment, Region, Function and Sub.

Trend Details By Major Excel-Only Report. Trend Report Numbers broken out by Report Item, Major.User inputs Parameters for Year, Segment, Region, Function and Sub.

Trend Details By Org Excel-Only Report. Trend Report Numbers broken out by Report Item, Org.User inputs Parameters for Year, Segment, Region, Function and Sub.

Trend All Details Excel-Only Report. Trend Report Numbers at most detailed level, i.e. broken out by Report Item, Major, Org, Sub, and by Hardcoded/Not Hardcoded.User inputs Parameters for Year, Segment, Region, Function and Sub.

Expense Summary (Actuals) Summary-Level Expense Report, for Actuals.User inputs Parameters for Year, Segment, Region, Function and Sub.

Expense Summary (Budgets) Summary-Level Expense Report, for Budgets.User inputs Parameters for Year, Segment, Region, Function and Sub.

Expense Summary (Actuals and Budgets)

Excel-Only Report. Summary-Level Expense Report, for Actuals and Budgets.User inputs Parameters for Year, Segment, Region, Function and Sub.

Expense By Major (Actuals) Expense Report Details, for Actuals. Broken out by Major.User inputs Parameters for Year, Segment, Region, Function and Sub.

Expense By Major (Budgets) Expense Report Details, for Budgets. Broken out by Major.User inputs Parameters for Year, Segment, Region, Function and Sub.

Expense By Major (Actuals and Budgets)

Excel-Only Report. Expense Report Details, for Actuals and Budgets. Broken out by Major.User inputs Parameters for Year, Segment, Region, Function and Sub.

Expense By Org (Actuals) Expense Report Details, for Actuals. Broken out by Org.User inputs Parameters for Year, Segment, Region, Function and Sub.

Expense By Org (Budgets) Expense Report Details, for Budgets. Broken out by Org.User inputs Parameters for Year, Segment, Region, Function and Sub.



Expense By Org (Actuals and Budgets) Excel-Only Report. Expense Report Details, for Actuals and Budgets. Broken out by Org.User inputs Parameters for Year, Segment, Region, Function and Sub.

Expense All Details (Actuals) Expense Report Numbers with All Details, for Actuals. At most detailed level, i.e. broken out by Report Item, Major, Org, Sub, and by Hardcoded/Not Hardcoded.User inputs Parameters for Year, Segment, Region, Function and Sub.

Expense All Details (Budgets) Expense Report Numbers with All Details, for Budgets. At most detailed level, i.e. broken out by Report Item, Major, Org, Sub, and by Hardcoded/Not Hardcoded.User inputs Parameters for Year, Segment, Region, Function and Sub.

Expense All Details (Actuals and Budgets)

Excel-Only Report. Expense Report Numbers with All Details, for Actuals and Budgets. At most detailed level, i.e. broken out by Report Item, Major, Org, Sub, and by Hardcoded/Not Hardcoded.User inputs Parameters for Year, Segment, Region, Function and Sub.

Actuals Table with Mappings A view of everything currently in the Actuals table, for the given Fiscal Year, with Mappings to Chart of Accounts, Trend Reports and Expense Reports.User inputs Year Parameter.

Budgets Table with Mappings A view of everything currently in the Budgets table, for the given Fiscal Year, with Mappings to Chart of Accounts and Trend Reports.User inputs Year Parameter.

COA - Major Accounts A List of Major Accounts from the Chart Of Accounts.

COA - Org Components Access-Only Report. An Overview of Org Components (Segments, Regions and Functions). This report is based on multiple sub-reports, so is an Access-Only Report (can't export to Excel, or Browse Report Output).

COA - Orgs (Cost Centers) A List of Orgs (a.k.a. Cost Centers) from the Chart Of Accounts.

COA - Chart Of Accounts A Full Description of the Chart Of Accounts, which defines which Major/Org/Sub combinations are dealt with in this System.Sorted by Full Account (Major, Org, Sub)

COA - Account List with Mappings A List of All Accounts in the Chart Of Accounts, with Current Mappings:i.e. Is the given Account currently: 1) In the Actuals Table (for the given Year)?2) In the Budgets Table (for the given Year)?3) Mapped to the Trend Reports?4) Mapped to the Expense Reports?Sorted by Full Account (Major, Org, Sub).User inputs Year Parameter.

Report Mappings: Trend Report A List of which Major/Org combinations map to each Report Item in the Trend Reports.


Electrolux Professional EPIGL Manual Report Mappings: Expense Report A List of which Majors map to each Report Item in the Expense Reports.

File Naming

When Output Files are generated by the Reporting Interface, it names them with the following format:

YYYYReportName.FiltersYYYYMMDDHHmm.xxx

… where YYYY is the year (only used if the report is year-specific); ReportName is the Name of the Report,Filters is a list of filters (if any) applied to the Report in the ‘Report Parameters’ section; YYYYMMDDHHmm is a Timestamp describing when the report was produced, with Year, Month, Day, Hour & Minutes in that order; and xxx is the file extension.

For example: 2011TrendSummary.EFS-NA-AllFunctions-AllSubs201104010723.xlsx



Output Options

Here’s a list of all the Output Options available. Not all options are available for all reports. For example, a number of reports are “too wide” i.e. they have too many columns to easily show in an Access-type report, so they have only 2 Output Options: Excel Report & Browse Report Output.

OUTPUT OPTION DESCRIPTIONView This is a View of the Report optimized for on-screen viewing.

Print Preview On-screen page-by-page view of what the printed Report will look like.

Quick Print (1 Copy / All Pages) Without prompting for options, the program will send 1 copy of the complete Report to the default printer.

Print with Options The program prompts the User for 1) What pages to print, 2) how many copies, and 3) what printer to use, then prints the Report using those options.

Browse Report Output The Report Output is presented in a ‘browse-able’ screen. The User can apply multiple sorts and filters to this screen, and view and/or copy the results.

Excel Report The Report Data is outputted to an Excel spreadsheet, with Title and other Info, and formatted to Report quality.

Export to PDF Format The Report is outputted to an Adobe PDF file. So you get a lightweight exact graphic representation of the Access Report which anyone can view without running Access.

Export to Rich Text Format (Word) The Report is outputted to a MS-Word compatible format. Word does its best (not always completely successful) to copy the formatting from the Access Report. The advantage here is that you can edit this file.

Export to a Text File The Report is outputted to a text file. Formatting will be compromised.



General Report Format

The EPIGL Reports all have a common look and feel. Let’s look at an example Report, in this case an Expense Summary for Brazil from the TEST Version of the Reporting App. This Screenshot is of the Output produced with the ‘Print Preview’ Output Option.


Application Title – This will be either EPIGL or EPIGL Test. In this case we know that we are looking at Test Data.

Report Title Date ProducedSorting Info

Date & Time Produced Report NamePage X of XXX


Browse Report Output Example

The Output Option called “Browse Report Output” presents the User with the Report Output not in a Report as such, but in a ‘browse-able’ screen. The User can apply multiple Sorts and Filters to this screen and view and/or copy the results.

Let’s look at an example:

We Choose the Report “Trend All Details”, for 2011 with all other parameters open, and with Output = “Browse Report Output”. This results in:



We filter on FullOrgName = 120000-EFS/LA/General (right-hand click on it for filtering and sorting options).Then we filter on JAN ACT = Blank (right-hand click on a blank cell in that column and choose the “Equals Blank” filtering option). For good measure we Sort on the “Full Account” column.

So now we have created an Ad-Hoc report of 120000-EFS/LA/General accounts that have no Actuals reported for January 2011:

You can now copy and paste these rows to an Excel spreadsheet if required.



So where are my Numbers?

Sometimes it can be difficult to understand why a given Account and Amount are not showing up in a Trend Report or an Expense Report. Let’s look at what is necessary for info to show up in the Reports.

Let’s say we have the following Account & Amounts in the Actuals Table:MAJOR ORG SUB JAN FEB

25010 120100 0 32000 41000

… but this info is not showing up in the Trend Report. What could be wrong?

Are all 3 of the following conditions true?

The following Reports will be instrumental in tracking down any problem:

Actuals Table with Mappings; Budgets Table with Mappings; COA - Account List with Mappings; Report Mappings: Trend Report; Report Mappings: Expense Report.


Info is in the Actuals Table?

Account is mapped to the Trend Report?

Account is defined in the Chart of Accounts?

This example is to ensure that an Actuals entry shows up in the Trend Report.

The same logic applies if we are talking about an Expense Report,Or if it is Budget numbers we are looking for.

Hint:An Account cannot be mapped to a Report unless it is in the Chart of Accounts, so if there is a problem, check the Report Mappings first.


Report Samples

EPIGL Reports List:

Trend Summary:(Unfiltered)



Trend Details by Major:(after filtering with Segment = FS, Region = NA, and Function = Admin in the Report Parameters)

Expense Summary (Actuals):(Unfiltered)



Expense by Org (Budgets):(Sub = Brazil)

Actuals Table with Mappings: (Produced in the Browse Screen)



COA – Major Accounts: (Print Preview)



COA – Org Components:



COA – Orgs (Cost Centers):

COA – Chart of Accounts:



COA – Account List with Mappings:

Report Mappings: Trend Report:



The Admin Application



The Admin Screen

In this Application the System Administrator can maintain Data on:

- Users;- Permissions;- Permissions Assigned to Users;- Application Settings;- Chart of Accounts Definition;- Report Mappings.



The Users Screen

The Permissions Screen

This Screen is Read-Only. It is for informational purposes only.



The Assign User Permissions Screen

This is where the System Admin grants or revokes privileges.



The Application Settings Screen

This is where the System Admin can modify Application-Level Settings.



The Chart of Accounts Screen

The Chart of Accounts defines what Full Accounts (combinations of Major Account, Org (Cost Center) and Sub Account) are “legal” or “interesting” in the EPIGL System.

If a Full Account (a.k.a. Major/Org/Sub - see definition below) is not part of the Chart of Accounts, then it effectively doesn’t exist in this system, e.g. you won’t be able to Add it to Actuals or Budgets in the Manual Input Screen, and it will not turn up in any Screen or Report etc.

Note: The PRMS download often loads accounts into our Actuals table that are NOT in the Chart of Accounts, but these are made invisible to the rest of the system as described above.



DEFINITION: Full AccountAlso Known As: Major/Org/Sub.An Account Description in the format MMMMM-OOOOOO-SSS where MMMMM is the 5-digit Major Account, OOOOOO is the 6-digit Org (Cost Center), and SSS is the 3-digit Sub Account. SSS is omitted if the sub value = 0.

Defining the Chart of Accounts

We define the Chart of Accounts by first defining its components (Major, Org & Sub) and then associating these components together in the Chart of Accounts Definition Screen. Note that Org must, in its turn, be defined from its components.

The Majors Screen

The Subs Screen



Org (Cost Center) Definition

You define a new Org (6 digits) by defining its components:

- Segment (1 digit)- Region (1 digit)- Function (2 digits)- Customizable (2 digits) (not currently used, except as 00 = Unassigned)

Any possible combination of the above components, once they exist in the system, is a valid Org that you can use elsewhere in the System.

The Segments Screen



The Regions Screen

The Functions Screen



The Chart of Accounts Definition Screen

After all the components are defined, they can be pulled together in this Screen. The drop-down boxes will only supply values previously entered into the system in the previously shown Screens.

Note the Major/Org/Sub column to the left (a.k.a. Full Account) – this is a read-only column which is calculated by the EPIGL System, pulling together the various numerical components into a single Account Description.



The Report Mappings Screen

Trend Reports:

Trend Report Items are first defined in the Trend Report Items Screen. Then they can be mapped to Major/Org combinations in the Trend Report Mappings Screen. The amounts associated with these Major/Org combinations will then become part of the report.

Expense Reports:

Expense Report Items are first defined in the Expense Report Items Screen. Then they can be mapped to Majors in the Expense Report Mappings Screen. The amounts associated with these Majors will then become part of the report.



The Trend Report Items Screen

The Trend Report Mappings Screen





The Expense Report Items Screen

The Expense Report Mappings Screen



The Grandfathered 2010 Version

This is a “Sealed” version of the Application and data, reflecting the Pre-Org-Restructure data from 2010.

Note that this version contains everything in 1 file:- All Functions (1 app instead of 3);- All Data.

V:\EPIGL\Grandfathered 2010 Version\This location is for storing all files relating to the Grandfathered 2010 Version of the EPIGL system.This is the Old Org Version of the EPIGL System with 2010 data, Grandfathered on 2/14/2011.

Data in this version has a 3-digit Org (Cost Center) structure.EPIGL Data that came after this has an 6-digit Org (Cost Center) structure.

Unlike the Live EPIGL Application File, which links to data tables in separate Data Files, the Grandfathered application file (EPIGL_App_Grandfathered20110214.accdb) contains all of its own data tables, i.e. it is a standalone application & data file.

To run the Grandfathered 2010 Version, just run EPIGL_App_Grandfathered20110214.accdb (don’t run it from the network – copy it locally and run it from there)



Main Menu:

Click on “Information about this Version” and you get the following Overview:





Reports Screen

Click on “Information about the Trend Report this Version” and you get the following information:



System Manual

IntroductionThis section provides an “under the hood” view of the various Electrolux Professional Inc. General Ledger (EPIGL) Systems and Functionality for the Developer and System Administrator.

System Overview:

The EPIGL system is designed so everything (Data, Functionality, Infrastructure) is centrally stored on the network. Applications are run locally, after being copied down from the network. The advantage of this Deployment Model is that:

1) The Change Control Process is greatly simplified – i.e. any changes to functionality only need to be made to the network-based repository, with no updates required to the Users Local Machine.

2) Users always run their own copy of the Access Application, from their local machine. This avoids conflicts and improves performance.

Application files are copied from the network (V:\EPIGL\Apps\) to the Users local hard drive as needed. All applications are then run from the local hard drive, but link to data on the network.


V:\EPIGL

\Apps\

\Data\

\System\

\Documentation\

Etc.

Local Hard DriveEPIGL_Reporting_App

EPIGL_DataInput_App

EPIGL_Admin_App

Copy your App to your local machine and run it from there

Your App reads data from the Network


The EPIGL Network Home (V:\EPIGL\)

EPIGL is a Network Repository of all EPIGL Data, Functionality and Infrastructure. EPIGL, at the time of writing, resides at:

\\Aug-sfil02\aug-public\Professional Accounting\Acct prof uab\EPIGL\

… and is normally mapped as V:\EPIGL\.

Note that V:\EPIGL\ contains EVERYTHING in the EPIGL system.

Subdirectories & Important Files:

V:\EPIGL\Apps \ Contains EPIGL Application Files (and their TEST Versions).

- EPIGL_Admin_App.accdb- EPIGL_DataInput_App.accdb- EPIGL_Reporting_App.accdb- EPIGL_TEST_Admin_App.accdb- EPIGL_TEST _DataInput_App.accdb- EPIGL_TEST _Reporting_App.accdb-NOTE: APPLICATIONS SHOULD NOT BE RUN FROM THE NETWORK LOCATION. COPY THEM LOCALLY TO A LOCATION ON YOUR LOCAL MACHINE AND RUN THEM FROM THERE.

V:\EPIGL\Data\Contains EPIGL Core Data, Test Data.

EPIGL_Data.accdb - This is the Primary Back-End Data File of the EPIGL System. - Contains Actuals, Budgets, Chart of Accounts, Report Mappings etc.

EPIGL_TEST_Data.accdb - Test Data Version to serve the Test Applications.

V:\EPIGL\Documentation\Documentation Files.- E.g. This document.



V:\EPIGL\Grandfathered 2010 Version\This location is for storing all files relating to the Grandfathered 2010 Version of the EPIGL system.This is the Old Org Version of the EPIGL System with 2010 data, Grandfathered on 2/14/2011.

Data in this version has a 3-digit Org (Cost Center) structure.EPIGL Data that came after this has an 6-digit Org (Cost Center) structure. Unlike the Live EPIGL Application File, which links to data tables in separate Data Files, the Grandfathered application file (EPIGL_App_Grandfathered20110214.accdb) contains all of its own data tables, i.e. it is a stand-alone application & data file.

To run the Grandfathered 2010 Version, just run EPIGL_App_Grandfathered20110214.accdb. First copy to your local machine & run it from there.

V:\EPIGL\PRMSDownLoads\This location is for storing Excel Files that contain a PRMS download.

V:\EPIGL\Reports\This (default) location for storing Reports in various formats.

V:\EPIGL\System \ This location is for storing the EPIGL System filesContains System Infrastructure and System Data.

EPIGL_System_Data.accdb- System Back-End Data File. - Contains Permissions, Users, Report Mappins, Chart of Accounts, Application Settings etc.

EPIGL_TEST_System_Data.accdb- Test Data Version to serve the Test Applications.

V:\EPIGL\System\Templates \ Various MS-Excel Template files for producing custom Reports, e.g. the Trend Report.



Data Dictionary

Primary Data File - Structure:

The Primary Back-end Data File (V:\EPIGL\Data\EPIGL_Data.accdb) has the following structure:



Primary Data File - Data Dictionary:

The Primary Back-end Data File (V:\EPIGL\Data\EPIGL_Data.accdb) contains the following Tables & Fields:

TableName FieldName FieldDescription TypetblActuals ID Unique Identifier. LongInttblActuals WhenAdded When this record was added. Date/TimetblActuals FiscalYear What Year? IntegertblActuals MAJOR Major 5 digit account. LongInttblActuals ORG Org - Combination of Segment, Region, Function and

Customizable.LongInt

tblActuals SUB 3 digit Sub Account LongInttblActuals Hardcoded If Yes, then this is info entered Manually into the

system. If No, then this is data Imported from PRMS.Boolean

tblActuals JAN Dollar Amount for January. DoubletblActuals FEB Dollar Amount for February. DoubletblActuals MAR etc DoubletblActuals APR etc DoubletblActuals MAY MAY DoubletblActuals JUN JUN DoubletblActuals JUL JUL DoubletblActuals AUG AUG DoubletblActuals SEP SEP DoubletblActuals OCT OCT DoubletblActuals NOV NOV DoubletblActuals DEC DEC DoubletblBudgets ID Unique Identifier. LongInttblBudgets WhenAdded When this record was added. Date/TimetblBudgets FiscalYear What Year? IntegertblBudgets MAJOR Major 5 digit account. LongInttblBudgets ORG Org - Combination of Segment, Region, Function and

Customizable.LongInt

tblBudgets SUB 3 digit Sub Account LongInttblBudgets Hardcoded If Yes, then this is info entered Manually into the

system. (always true for Budgets).Boolean

tblBudgets JAN Dollar Amount for January. DoubletblBudgets FEB Dollar Amount for February. DoubletblBudgets MAR etc. DoubletblBudgets APR etc. DoubletblBudgets MAY MAY DoubletblBudgets JUN JUN DoubletblBudgets JUL JUL DoubletblBudgets AUG AUG DoubletblBudgets SEP SEP DoubletblBudgets OCT OCT DoubletblBudgets NOV NOV DoubletblBudgets DEC DEC DoubletblChartOfAccounts ID Unique Identifier. This table defines what LongInt


Electrolux Professional EPIGL Manual Major/Org/Sub combinations are legitimate for the EPIGL system.

tblChartOfAccounts Major Major 5 digit account. LongInttblChartOfAccounts Segment Org Component. LongInttblChartOfAccounts Region Org Component. LongInttblChartOfAccounts Function Org Component. LongInttblChartOfAccounts Customizable Org Component. LongInttblChartOfAccounts Sub 3 digit Sub Account LongInttblExpenseReportItems ID Unique Identifier. LongInttblExpenseReportItems Report Type Report Type, e.g. 'P&L'. TexttblExpenseReportItems Level1Group Level 1 Grouping. TexttblExpenseReportItems Level2Group Level 2 Grouping (within the Level 1 Grouping). TexttblExpenseReportItems SortOrder1 Sorting sequence for Level 1. DoubletblExpenseReportItems SortOrder2 Sorting sequence for Level 2. DoubletblExpenseReportMappings

ReportItemID Secondary Key. Relates to ID in tblExpenseReportItems.

LongInt

tblExpenseReportMappings

Major 5 digit Major Account that maps to this Report Item. LongInt

tblMajor ID Unique Identifier. LongInttblMajor Major 5 digit Major Account #. Unique. LongInttblMajor MajorName Account Name. TexttblMajor Notes Notes Memo/HyperlinktblOrgCustomizable ID Unique Identifier. LongInttblOrgCustomizable Customizable The number of the Customizable component of the

Org Number.LongInt

tblOrgCustomizable Description Description TexttblOrgFunctions ID Unique Identifier. LongInttblOrgFunctions Function The number of the Function component of the Org

Number.LongInt

tblOrgFunctions Description Description TexttblOrgRegions ID Unique Identifier. LongInttblOrgRegions Region The number of the Region component of the Org

Number.LongInt

tblOrgRegions Code The code for the Region component of the Org Number.

Text

tblOrgRegions Description Description TexttblOrgSegments ID Unique Identifier. LongInttblOrgSegments Segment The number of the Segment component of the Org

Number.LongInt

tblOrgSegments Code The code for the Segment component of the Org Number.

Text

tblOrgSegments Description Description TexttblSub ID Unique Identifier. LongInttblSub Sub 3 digit Sub Account. Unique. LongInttblSub Description Description TexttblTrendReportItems ID Unique Identifier. LongInttblTrendReportItems Report Type Report Type, e.g. 'Trend Report'. TexttblTrendReportItems SortOrder1 Sorting sequence for the Report Item. DoubletblTrendReportItems Report Item Name of Report Row Item in which to group report Text


Electrolux Professional EPIGL Manual data.

tblTrendReportMappings ReportItemID Secondary Key. Relates to ID in tblTrendReportItems. LongInttblTrendReportMappings Major 5 digit Major Account that maps to this Report Item. LongInttblTrendReportMappings Org 6 digit Org that maps to this Report Item. LongInt

System Data File - Structure

The System Back-End Data File (V:\EPIGL\System\EPIGL_SystemData.accdb) has the following structure:



System Data File - Data Dictionary

The System Back-End Data File (V:\EPIGL\System\EPIGL_System_Data.accdb) contains the following Tables & Fields:

TableName FieldName FieldDescription TypetblPermissions ID Unique Identifier. LongInttblPermissions Permission The Permission that can be granted to Users. TexttblPermissions Description Permission Description. TexttblSystemSettings ID Unique Identifier. LongInttblSystemSettings Setting The name of the Setting to which a value must be assigned. TexttblSystemSettings SettingValue The Value to assign to the Setting. TexttblSystemSettings Description Setting Description. TexttblUserPermissions ID Unique Identifier. In this table you assign Permissions to Users. LongInttblUserPermissions UserID Secondary ID. Relates to ID in tblUsers. LongInttblUserPermissions PermissionID Secondary ID. Relates to ID in tblPermissions. LongInttblUsers ID Unique Identifier. LongInttblUsers LoginID This is the Users Windows Logon ID, which we are using for

Security and Permissioning. Windows Authentication.Text

tblUsers FirstName Users First Name. TexttblUsers LastName Users Last Name. TexttblUsers Title The Users Title or Function. Text



Miscellaneous

Using the Test Apps

The test versions are functionally exactly the same as the Production versions, except that they point at Test Data Tables, which are simply copies of the EPIGL Production Data Tables.Test Data and Production Data are completely separate.These 3 Apps are for testing the functionality, testing ideas etc. Feel free to try anything – The Test Apps have no connection to the Production System.

The Test Versions of the EPIGL Apps are as follows:In V:\EPIGL\Apps\:- EPIGL_TEST_Admin_App.accdb- EPIGL_TEST_DataInput_App.accdb- EPIGL_TEST_Reporting_App.accdb

The following applies to the Test Apps as to all EPIGL Apps:NOTE: APPLICATIONS SHOULD NOT BE RUN FROM THE NETWORK LOCATION. COPY THEM LOCALLY TO A LOCATION ON YOUR LOCAL MACHINE AND RUN THEM FROM THERE.

Refreshing the TEST Data:EPIGL Production and TEST data are separate, but have exactly the same structure. That means you can safely refresh the TEST data by overwriting it with the Production Data, after which you can then run test actions, simulations etc. on a fresh copy of Production Data.

To Refresh TEST Core Data:In V:\EPIGL\Data\:- Delete EPIGL_TEST_Data.accdb- Make a copy of EPIGL_Data.accdb- Rename the copy to EPIGL_TEST_Data.accdb

To Refresh TEST System Data: (Users, Permissions, Report Mappings, Chart of Accounts, Settings)In V:\EPIGL\System\:- Delete EPIGL_TEST_SystemData.accdb- Make a copy of EPIGL_SystemData.accdb- Rename the copy to EPIGL_TEST_SystemData.accdb



Sorting and Filtering Options

In any of the screens in EPIGL that show rows of information, you can right-hand click on any item in the column you are interested in, and you will get a range of sorting and filtering options.

Status of the "Old" App

This was the original all-inclusive Application called EPIGL_App.accdb. This has been deprecated (meaning it’s recommended that you don't use it, but you can), and therefore archived, i.e. it now resides in: V:\EPIGL\Apps\Archive\

This app contains all the original functionality now contained in the 3 new Apps. One big difference is that the reporting in this Old App runs directly from the EPIGL Data on the Network, instead of from local copies of the Data as in the new Reporting App (see documentation on the Reporting Application).

The Old App still works fine as before, and can be used if necessary, however it does not have all the latest updates.It is recommended to use the other 3 new Apps instead, and that all future development is used on the 3 new Apps only.


Date post:	30-Nov-2014
Category:	Technology
Upload:	cormacsharpe
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