administration administration.pdf · contents. maintaining your company database 1 create a new...

Administration

SIMMS Inventory Management Software 7.3

October 12, 2010

Contents

Maintaining Your Company Database 1

Create a New Company . . . . . . . . . . . . . . . . . . 1

Mass Copy Inventory . . . . . . . . . . . . . . . . . . . 2

Back Up a Company . . . . . . . . . . . . . . . . . . . 2

Restore a Company . . . . . . . . . . . . . . . . . . . 3

Managing User Profiles . . . . . . . . . . . . . . . . . . . . . 4

Viewing Reports and Information . . . . . . . . . . . . . . . . . . 4

View or Print Stock Adjustment Information . . . . . . . . . . . 4

View or Print the Stock Verification Report . . . . . . . . . . . . 5

View FIFO Allocation . . . . . . . . . . . . . . . . . . . 6

Running SQL Queries . . . . . . . . . . . . . . . . . . . . . . 7

Working with SQL Files . . . . . . . . . . . . . . . . . . . . . 8

Create an SQL Query . . . . . . . . . . . . . . . . . . . 8

Open an SQL File . . . . . . . . . . . . . . . . . . . . 9

Save an SQL File . . . . . . . . . . . . . . . . . . . . 9

Working with XML Files . . . . . . . . . . . . . . . . . . . . . 9

Create an XML File . . . . . . . . . . . . . . . . . . . 9

Open an XML File . . . . . . . . . . . . . . . . . . . .10

Save an XML File . . . . . . . . . . . . . . . . . . . .10

Saving SQL Queries . . . . . . . . . . . . . . . . . . . . . .10

Updating a Database . . . . . . . . . . . . . . . . . . . . . .11

Viewing or Printing a Log Report . . . . . . . . . . . . . . . . . .11

Using the Locked Transactions Manager . . . . . . . . . . . . . . . .13

View a Locked Transaction . . . . . . . . . . . . . . . . .14

Print the List of Locked Transactions . . . . . . . . . . . . .14

Refresh the List of Locked Transactions . . . . . . . . . . . .15

Unlock a Transaction . . . . . . . . . . . . . . . . . . .15

Administration

In the Administration menu, SIMMS users can coordinate a number of management details within SIMMS.

Maintaining Your Company DatabaseThe Company Manager is used to manage SIMMS company files (data-bases) on your system. You can create new companies and backup exist-ing ones.

Create a New CompanyTo create your company database:

1. On the SIMMS [start page], click the Administration menu, and then click Company Manager.

The Company Manager dialogue box opens.

Table 1: Company Manager

Label Action

New Company 2. Click New Company. The New Company dia-logue box opens.

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Company Code 3. In the Company Code text box, type the name of your company.

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Save 4. Click the Save button. The Operation Informa-tion dialogue box opens. SIMMS creates your company database.

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NEXT 5. Click Next. You may need to click Next several times for SIMMS to continue the setup of your company database.

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SIMMS 7.3 · Administration October 12, 2010 1

Mass Copy InventoryIf you have an existing company database, you can copy the data from that existing company database to your new company database. The onhand quantities (stock count) from the existing database are not cop-ied to your new database.

NOTE: The Mass Copy feature cannot copy over transactions, General Ledger Accounts or General Ledger balances.To mass copy inventory from an existing database to a new database:

Table 2: Company Manager - Mass Copy Inventory

Label Action

Importing from 1. In the Importing from list, select the company from which you want to import the data.

Work Center...Global Settings

2. Click the check boxes to select the type of data you wish to import into your new company.

Import 3. Click the Import button. SIMMS imports the selected data from the existing company to your new company.

Close 4. Click Close. The Setup Step by Step dialogue box opens.

Close 6. Click Close. You may need to click Close sev-eral times for SIMMS to complete the setup of your company database. After you click Close for the final time, the Mass Copy Inventory dialogue box opens.

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Table 1: Company Manager

Label Action

2 October 12, 2010 SIMMS 7.3 · Administration

Back Up a CompanyWARNING: Company backups should only be performed on the machines/servers on which the databases reside. Attempts to backup a database while logged onto a workstation could lead to errors.To backup a company database:



Figure 1: Company Manager window.

2. Click the name of the database you want to backup.

3. Click the Backup Company link.

The Save As Explorer window opens.

4. Select the local folder into which you want to save the backup (.BAK) file.

5. Click Save.

The Operation was successful message box appears. Your backup file is now complete. It can now be copied to your backup media of choice.

6. Click Close.

Restore a CompanyWARNING: Restoring companies should only be performed on the machines/servers on which the databases reside. Attempts to restore a database while logged onto a workstation (not where the database files exist) could lead to errors.


NOTE: Company restores can also be performed from the Login to SIMMS window.To restore a company database:



1. Click on the company that you want to restore.

2. Click on the Restore Company link.

The Open Explorer window appears.

3. Select the the local folder that contains the backup (.BAK) file for the database you want to restore.

4. Click Open.

The Operation was successful message box appears.

Your restore is now complete.

5. Click Close.

Managing User ProfilesThe SIMMS User Manager document can be viewed by clicking the fol-lowing link: Managing User Profiles

Viewing Reports and InformationThe SIMMS Management section contains numerous useful informa-tion services for SIMMS Administrators.

View or Print Stock Adjustment InformationWith this feature, SIMMS Administrators can view which items have had their stock counts manually adjusted, when the adjustments were made and which logged-in SIMMS user made the adjustments.

To view stock adjustment information:

On the SIMMS [start page], click the Administration menu, point to SIMMS Management, and then click Stock Adjust-ment Information.


The Stock Adjustment Information window appears.

Figure 2: Stock Adjustment Information window.

Among the information available to Administrators is the amount of each adjustment, the date the adjustment occurred as well as comments added when the adjustment was per-formed are also available to the Administrator.

6. To print the contents of the Information window, click Print.

View or Print the Stock Verification ReportWith this feature, Administrators can view which items have had their stock counts manually adjusted, when the adjustments were made and which logged-in SIMMS User made the adjustments.

To view Stock Adjustment Information:

1. 1. On the SIMMS [start page], click the Administration menu, point to SIMMS Management, and then click Stock Verification Report.


The Stock Verification Information window appears.

Figure 3: Stock Verification Information window.

You can view the verified counts of stock in the system by com-paring the actual count with the theoretical count (which is affected by transactions and pending or incomplete actions cre-ated within SIMMS).

2. To view an item in more detail, click to highlight the item in the grid window then click Details. A more detail verification window will display information about the selected item (such as if it is involved in a pending transfer or an RMA process, and so on).

To print the Stock Verification Report, click Print.

View FIFO AllocationWith this feature, Administrators can view which items in the system are currently allocated according to the standard of FIFO (First-In, First-Out).

To view FIFO Allocation information:

1. On the SIMMS [start page], click the Administration menu, point to SIMMS Management, and then click FIFO Alloca-tion.


The FIFO Allocation window appears.

Figure 4: FIFO Allocation window.

As is true with most of the grid-layout windows in SIMMS, you can sort the results of the grid by whichever header you click; clicking the col-umn headers a second time will reverse the results displayed, such as from Z-to-A instead of A-to-Z. Using these features, Administrators can sort see which items left in the system have been in it the longest (or the shortest).

Running SQL QueriesSIMMS’ SQL Assistant allows users to run strings of SQL queries and view the results in the lower pane of the Assistant. This tool may be used to run queries to update the SIMMS company file (database) that usually come in the form of patches (quick strings of SQL code con-tained in SQL files, such as patch1.sql). Manual strings of SQL can be typed in the upper pane for users to view certain results they may want to see.

In the example figure below, the SQL query SELECT * FROM ITEMS has been typed into the upper pane and the Cmd RUN SQL button has been clicked.WARNING: This utility opens up the SQL tables in the SIMMS data-base for editing and reporting. Only Administrators who have an advanced understanding of SQL should use this menu option and, ini-tially, only under the direction of KCSI. Changes made using this utility are permanent and cannot be reversed. We recommend that any users of the SQL Assistant when running SQL queries acquire the habit of clicking the Cmd RunSQL button once only. DISCLAIMER: KCSI is not liable for any data corruption or changes to a database resulting from running any user-gener-


ated SQL queries.

Figure 5: SQL Assistant window.

Results are produced as soon as the Cmd RUN SQL button is clicked. To view them in the SQL Assistant, click Show.

In Figure 5 above, the lower pane displays the results of the query that was entered and run in the upper pane.

Working with SQL FilesWith the SQL Assistant, you can do three things with SQL files:

• Create a new SQL query

• Open an existing SQL file

• Save an SQL file

Create an SQL QueryTo create an SQL query:

1. Open the SQL Assistant window.

2. Click New SQL.

Any previous content in the upper pane will clear.

3. Type the SQL content in the upper pane you want to run.

4. Click Cmd RUN SQL.

The Total Operations n successful message appears to the upper right on the header bar.

5. When finished using the SQL Assistant, click Close.

View the results of the query in this lower pane.

Either open SQL or XML files in the upper pane...

...or save the results of the queries in the lower pane as SQL or XML files.


Open an SQL FileTo open an SQL query, open the SQL Assistant window.

1. Click Open SQL.

A Windows Explorer window will open. Browse for the SQL file you want to open.

2. Select the file then click Open.


The Total Operations n successful message appears at the upper right.


Save an SQL FileTo save an SQL query, open the SQL Assistant window.

1. Type the SQL content into the upper pane that you want to save. Click Save to save the contents of the upper pane.

2. A Windows Explorer window will open. Browse for the Win-dows folder where you want to save the content.

3. Select the folder, then click Save.


Working with XML FilesWith the SQL Assistant, you can do three things with XML files:

• Create a new XML entry

• Open existing XML file

• Save XML files

Create an XML FileTo create an XML file, open the SQL Assistant window.

1. Click New XML.

Any previous content in the upper pane will clear.

2. Type the SQL content in the upper pane you want to run.





Open an XML FileTo open an XML file, open the SQL Assistant window.

1. Click Open XML.

A Windows Explorer window will open. Browse for the XML file you want to open.

2. Select the file then click Open.




Save an XML FileTo save an SQL query, open the SQL Assistant window.

1. Type the SQL content into the upper pane that you want to save.

2. Click Save to save the contents of the upper pane.

3. A Windows Explorer window will open. Browse for the Win-dows folder where you want to save the content.

4. Select the folder, then click Save.


Saving SQL QueriesOften, results of queries run from SQL files, XML files, or ones that are manually-written, run in the background and make alterations or amendments to the current database or structure of the SIMMS data-base. Thus, they might not produce any visual results in the SQL Assis-tant’s lower pane. Other queries may be more practical and are often repeated, such as the following:

SELECT * FROM CustomersWHERE CountryCode = 5This query will display a list of existing customers from the selected country.

Figure 6: Example of a manual query.

In the case of such manually-entered queries, you may wish to save their results in an external editable file.To save displayed results:

1. Once the results of the query are displayed in the bottom pane of the SQL Assistant window, click To Excel.

A Windows Explorer window will appear.


2. Select the folder into which you want to save the displayed results.

3. Click Save.

The file can now be opened by anyone with Excel.

Updating a DatabaseOn occasion, Adminstrators will experience (or get reports from other SIMMS users about) long delays when waiting for SIMMS to calculate advanced accounting procedures or multi-page reports. On such occa-sions, refreshing the SQL objects in the database can help the calcula-tion and response time.

To update the database:

1. On the SIMMS [start page], click the Administration menu, and then click Update Database.

The Question window opens and prompts you whether you want to continue.

2. Click Yes.

The Operation Information window opens and the update process begins.

3. Click Next on all subsequent windows until the window com-pletes the each group of operations. Click Close for each one.

4. The Operations Complete message appears when the upgrade of each group is complete.

5. To finish the upgrade, click OK.

Viewing or Printing a Log ReportA Log Report can display a historical batch of data gathered historically from the database that the user is logged into. For instance, if you wanted to know how many invoices in the system had been updated:

1. On the SIMMS [start page], click the Administration menu, and then click Log Report.


The Log Report Generator window opens.

Figure 7: Log Report Generator.

2. In the UPDATE section, click Issue.

3. If desired, change the date ranges by clicking the Date between check box, then selecting the start date and the end date on the two calendars.

4. To produce the report, click OK.

The Log Report appears.


Based on the criteria searched for, the system produces the complete list of updated invoices during the date selection span.

Figure 8: Log Report.

Using the Locked Transactions ManagerA SIMMS Administrator can unlock a transaction (receipt, invoice, pur-chase order, sales order) that is currently open on another user’s com-puter. By unlocking a transaction, the Administrator can view, edit, delete or complete the transaction.

Typically, if you working on a transaction, no other user can access it until it has been saved. However, if a SIMMS Administrator requires immediate access to such a transaction, the Locked Transaction Man-ager feature allows the access.

One example of when an Administrator may need information on locked transactions is when a scheduled database backup has come due. Let’s say it’s Friday at noon and the Administrator notices a transaction in progress. The Locked Transaction Manager window shows that a certain SIMMS user is creating a transaction. The Administrator can contact that user, who in turn can complete or delete the transaction and then log out of SIMMS. The Administrator would then be free to proceed with the backup with no chance of lost data.

To use the Locking Transactions Manager:


1. On the SIMMS [start page], click the Administration menu, and then click Locked Transactions Manager.

2. The Locked Transactions Manager window opens.

Figure 9: Locking Transactions Manager.

In the example shown in Figure 9 above, an Administrator has opened the Locking Transactions Manager and found that there is a locked transaction currently in the system: a purchase order created and open on the ASPDEV computer by John Snow, who is logged into the current SIMMS database on that computer.

View a Locked TransactionTo view a locked transaction:

1. Select the transaction line in the lower panel grid.

2. Click Details.

3. The selected transaction will open on the active tab of the transaction. The view of the transaction is limited to the “live” view.

4. When your viewing is complete, click Close.

Print the List of Locked TransactionsTo print the contents of the Locking Transactions Manager window:

1. Click Print.

The Locking Transactions Manager report opens.

2. On the report preview window, click the Print icon .


3. To export the report to a dfferent format, click the Export icon

.

4. When your printing is complete, click Close.

Refresh the List of Locked TransactionsOnce the Locking Transactions Manager window has been open for a time, a SIMMS Administrator may want to check back to see if any locked transactions still remain. To upadate the window contents:

1. On the Locking Transactions Manager window, click Refresh.

The window is updated with current information.

2. When you are finished with the Locking Transactions Man-ager window, click Close.

Unlock a TransactionIf the Locking Transactions Manager window displays one or more locked transactions, times may exist when a SIMMS Administrator needs to unlock a transaction. To unlock a transaction:

1. On the Locking Transactions Manager window, select the transaction you want to unlock.

2. Click Unlock.

The This transaction cannot be reversed message appears.

3. If you are sure you wish to continue, click OK.

The transaction is unlocked and is no longer displayed in the Locking Transactions Manager window.

4. When you are finished with the Locking Transactions Man-ager window, click Close.


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