southware excellence series™ rev 12 upgrade …exerve.com/southware/staycurrent/pdf/r12list.pdfnew...

Release Version

SouthWare Excellence Series™

Rev 12

Upgrade Release Notice

2SouthWare Excellence Series™ Rev 12 Release Notice (5/26/06)

Table of ContentsHighlight Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6General Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

New Scheduled Action Server for Background Processing of Scheduled Actions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11Launching the Server . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12Configuring Server Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13Checking Server Status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14Shutting Down the Server . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14Controlling Which Actions Are Launched by SouthWare Server . . . . . 15Monitoring Scheduled Action Launches . . . . . . . . . . . . . . . . . . . . . . . . 15

Scheduled Action/Server Manager Program . . . . . . . . . . . . . . . . . . . . . . . . . . . 16Scheduled Action Recurring Launch History Now Shows Aborted Launches . . 19Option to Launch a Series of Objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20Ability to Perform Single Record Add/Delete for Selected Files via RCF Packets

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21Increased Text on Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22Improved Notes Review Portal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23Revised Notes Entry Program . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24Extract ID Processing Improvements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25New Extract ID Manager Program . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26ZoomView URL Can Now Contain Variables . . . . . . . . . . . . . . . . . . . . . . . . . . 28Interactive Transaction Accumulations Are Now Automatically Enabled . . . . . 28Text Inquiry Display Now Uses Text Box Control . . . . . . . . . . . . . . . . . . . . . . . 28New Date/Time Variables for Printer Spool/HTML/PDF File Name Templates

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29Grid Save Layout Technology Now Saves Collapsed Attribute . . . . . . . . . . . . 29Improved Grid List Format Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29Improved Grid Load Speed in Lists Using [F]ile Load Method . . . . . . . . . . . . . 29Improved Load Speed of First Page for Paged Lists . . . . . . . . . . . . . . . . . . . . . 29Improved Line Item Grid Display Speed in Transaction Portals . . . . . . . . . . . . 30New LearnFromYou Environment Variable for Default Print Option . . . . . . . . . 30Change to WebView URL Entry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

Menu Portals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30New Menu Portals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31Changes to Menu Portals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

Inventory/Sales . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31Option to Auto-Default Tracking/Serial Numbers When Receiving Transfer Orders31Option to Search Serial History for Receiving of Transfer Orders . . . . . . . . . . . 32Ability to Import Changes to PO Work File . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32Revised Stock Valuation Report for Prior Period Reporting . . . . . . . . . . . . . . . 32Option to Inquire Last Sale/Customer in Stock Inquiry . . . . . . . . . . . . . . . . . . . 34Option to Include Purchase For Job Line Items when Copying a PO Quote . . 34New Credit Card Request Formatter/Manager . . . . . . . . . . . . . . . . . . . . . . 34End of Day Register No Longer Modifies Program ID to Include Workstation

Number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35Warehouse Tracking . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

Optional Override Staging SID per Ship Via Method . . . . . . . . . . . . . . . . . . . . 35New FlowPoint for the Assignment of Staging SID . . . . . . . . . . . . . . . . . . . . . . 35New Handheld Pages for Item Movement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36New Handheld Pages to Verify Picking Details (and optionally Unloading in


Staging) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36Option to Assign Pick Sequence by Serial/Tracking Number . . . . . . . . . . . . . . 37New Completion flags for Warehouse Transaction Header and Detail files . . . 38

Credit Card Interface Module . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39Module Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39Support for PC Charge Processing Software . . . . . . . . . . . . . . . . . . . . . . . . . . 40New Fields for Level 2 Commercial Card Authorization . . . . . . . . . . . . . . . . . . 40Option to Void Credit Card Payment if Address Verification Fails . . . . . . . . . . . 41New Commercial Purchase Card Interface Option . . . . . . . . . . . . . . . . . . . . . . 41Recommended Distributor for Credit Card Software . . . . . . . . . . . . . . . . . . . . . 43

Service Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43New Quotes Option for Service Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

Setup of Quote Status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43Related Service Order Operator Option . . . . . . . . . . . . . . . . . . . . . . . . 44Create a Quote . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44Print a Quote . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45Turn a Quote into an Active Service Order . . . . . . . . . . . . . . . . . . . . . 45Other Related Changes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45Special Program Call Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45Related Objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46

Eight Additional Service Order Status Codes . . . . . . . . . . . . . . . . . . . . . . . . . . 46Access to Line Item Details from Service Order Inquiry . . . . . . . . . . . . . . . . . . 46Option to Require Service Order Numbers to be System-Assigned . . . . . . . . . 46New Contract Template Flag to Include Cost . . . . . . . . . . . . . . . . . . . . . . . . . . 47

Rental Department . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47Option to Modify/Reprint Contract After Periodic Billing . . . . . . . . . . . . . . . . . . 47Summarize Tracking #s Option Now Prints Multiple Tracking #s Per Line . . . . 47

Job Cost . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47New Job List in Job Inquiry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47Job Inquiry Detail Zoom Uses Standard List Technology . . . . . . . . . . . . . . . . . 48New Excellence Period History for Job Headers and Job Details . . . . . . . . . . . 48Data Dictionary Access to Job Header Budget Totals . . . . . . . . . . . . . . . . . . . 50New Range Options on Relieve Work in Process Update . . . . . . . . . . . . . . . . 50

General Ledger . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50Rearranged Financial Statement Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50New Financial Statement Manager for Easier Review/Editing . . . . . . . . . . . . . 52Improved Selection of Financial Formats to Process . . . . . . . . . . . . . . . . . . . . 54Comments for Financial Statement Selections . . . . . . . . . . . . . . . . . . . . . . . . . 55Financial Statement Selection File Now Available via ReportMate . . . . . . . . . . 55Financial Statement Editing List Now Uses Grid . . . . . . . . . . . . . . . . . . . . . . . . 55G/L Chart of Accounts Wizard now asks if Budgets should be Copied to New

Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56Accounts Receivable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56

Audit Trail History of Canceled A/R Sales Transaction Documents . . . . . . . . . 56Audit Trail History of Canceled A/R Cash Receipts . . . . . . . . . . . . . . . . . . . . . 57Reporting of Canceled A/R Documents/Receipts . . . . . . . . . . . . . . . . . . . . . . . 57New ReportMate Fields to Test if Record Matches Current Salesperson . . . . . 58

Accounts Payable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58Audit Trail History of Canceled A/P Documents . . . . . . . . . . . . . . . . . . . . . . . . 58Improved Audit Trail for Voided A/P Checks . . . . . . . . . . . . . . . . . . . . . . . . . . . 591099-MISC Changes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60A/P Check Printing via Synapsis Cartridge Now Allows Multiple Bank Accounts

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60Payroll . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60


New Payroll Menu Portal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60Payroll Check Processing Portal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62Exceptions List Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63Tentative Checks Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65

Tentative Check Details Grid . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66Option to Print W-2s in a Four-to-a-Page Format . . . . . . . . . . . . . . . . . . . . . . . 66New Payroll Tax calculation for Non-resident aliens . . . . . . . . . . . . . . . . . . . . . 66Option to Void a Payroll Check Based on G/L Post Date . . . . . . . . . . . . . . . . . 67

SouthWare WorkFlow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67Improved E-Mail Solutions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67Option to Create E-Mail Attachments for WorkFlow E-Mail Templates . . . . . . . 72Improved WorkFlow E-Mail Template Body Editing . . . . . . . . . . . . . . . . . . . . . 73Rearranged Fields in WorkFlow E-Mail Template . . . . . . . . . . . . . . . . . . . . . . . 73New Standard FlowPoint for Accessing Change Number Fields . . . . . . . . . . . 73New FlowPoint for Second Character of Change Number Prompt . . . . . . . . . . 74Increased Maximum Number of FlowMods Per Program . . . . . . . . . . . . . . . . . 74WorkFlow Variable Replacement Now Supports Alternative Formats . . . . . . . 75

TaskWise . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75Standard Grid Toolbar Now Available for TaskWise Grids . . . . . . . . . . . . . . . . 75List Format Option Now Available for TaskWise Task Grid . . . . . . . . . . . . . . . 75List Format Option Now Available for TaskWise Relationship Grid . . . . . . . . . 78List Format Option Now Available for TaskWise Contact Grid . . . . . . . . . . . . . 78List Format Option Now Available for TaskWise Alert Grid . . . . . . . . . . . . . . . . 78List Format Option Now Available for TaskWise Project Grid . . . . . . . . . . . . . . 78Option to Predefine Default List Format for a TaskWise List Tab . . . . . . . . . . . 78Option to Predefine Relationship Type for Relationship List Tab . . . . . . . . . . . 79New Tab Type for GridEdit List or FYI Report . . . . . . . . . . . . . . . . . . . . . . . . . . 80Option to Enter/Access Service Order Quotes for Relationships . . . . . . . . . . . 81Service Order Quotes Included in Process of Turning Prospect Into Customer

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81Streamlined Entry of Parameters for Relationship Filters . . . . . . . . . . . . . . . . . 81Option to Call Directly to Relationship Tabs . . . . . . . . . . . . . . . . . . . . . . . . . . . 82Option to Call Directly to Create New Task for a Relationship . . . . . . . . . . . . . 82New Data Dictionary Field for Forward To Operator on Tasks . . . . . . . . . . . . . 82Alert Create Date/Time Added to TaskWise Alert Grid . . . . . . . . . . . . . . . . . . . 82

SouthWare Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83PDF Form Archive Feature for Paperless Form Copies! . . . . . . . . . . . . . . . . . . 83Form Editor Preview Option via PDF . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94New Service Order Quote Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95Option to Print an Image on the Back of a Form for Duplex printing . . . . . . . . . 95New Data Names for Payroll Checks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96New Data Name for Rental Contract Prior Billings . . . . . . . . . . . . . . . . . . . . . . 96

ExcelReport . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97Tab Switching Between Time Period Views . . . . . . . . . . . . . . . . . . . . . . . . . . . 97

ExecuMate II . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97Tab Switching Between Main and Area Views . . . . . . . . . . . . . . . . . . . . . . . . . 97Improved Defaults During ExecuMate II Setup . . . . . . . . . . . . . . . . . . . . . . . . . 98

ReportMate . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99Powerful “DoWork” Automated Links for Grid Edit Lists! . . . . . . . . . . . . . . . . . . 99Option to Automatically Start in Edit Mode for a GridView . . . . . . . . . . . . . . . 108Option to Allow Update of Multiple Records . . . . . . . . . . . . . . . . . . . . . . . . . . 108Option to Override Field Headings for Fields Output to Grids/OfficeLink . . . . 108Improved Speed on Format Editing Grid . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109GridEdit Key Size Increased to Handle Larger Keys . . . . . . . . . . . . . . . . . . . . 109


New Files/Fields Available . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109Increased ReportMate Record “Count” Size . . . . . . . . . . . . . . . . . . . . . . . . . . 110

SouthWare NetLink . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111Option to Format Included ReportMate Reports as Grids . . . . . . . . . . . . . . . . 111NetLink Request Creator Wizard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116New Request Template Editing with Special NetLink Features . . . . . . . . . . . 119New Test Portal Feature for Testing/Debugging Requests . . . . . . . . . . . . . . . 120Optional Test Requestor Info in Control Record . . . . . . . . . . . . . . . . . . . . . . . 124Improved Request Type Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126New NetLink System Manager Persona Menu Portal . . . . . . . . . . . . . . . . . . . 127New Combined History File Consolidates NetLink Logged Info with Request

History . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128Now Up to Nine ReportMate Formats Per Request Type . . . . . . . . . . . . . . . . 129NetLink ReportMate Record Now Allows Maximum Number of Parameters . 129Option to Define a Literal to Display When a ReportMate Include File Returns No

Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130Ability to flag fields that need to be URL-encoded for NetLink hyperlinks . . . . 131Option to Run an RCF Packet Via a Variable Name . . . . . . . . . . . . . . . . . . . . 132Option to Delete a Record in Selected Files via an RCF Packet Launched from a

NetLink page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132Values for First Five User-Defined Session Variables Now Always Available

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132New Standard Variables for Shopping Cart Totals . . . . . . . . . . . . . . . . . . . . . 133Audit Information Now Includes File Access Errors . . . . . . . . . . . . . . . . . . . . 133Ability to Rename Internal Requestors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133Ranges of Dates/Numeric Values Now Allow Blank for ALL During NetLink Run

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133Easier Use of NetLink URLs in ZoomView Portals . . . . . . . . . . . . . . . . . . . . . 133NetLink Variable ITEM_UNIT_PRICE_OVERRIDE now works in change mode

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133File Changes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135Conversion Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136Special Notes for SouthWare Developers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138

Upgrading Your Custom Source to Rev 12 . . . . . . . . . . . . . . . . . . . . . . . . . . . 138Other Developer Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138

Input from PEG Group and Reseller Council . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140


SouthWare Excellence SeriesRevision 12 Upgrade

“Making Work Easier”Highlight Summary

Getting your job done just became easier!

With this upgrade younow have dozens of

new ways to get more done inless time. The new features you’llfind in this revision have a majorfocus of helping people like youperform your various roles in amore efficient and simplermanner. New features aretargeted to different personas(roles) with many improvementsdesigned to make existingfeatures easier to use.

Major focuses of this revision include:T Streamlined processing of business tasks via new programs or pre-packaged

tool solutionsT Solutions to requests from Product Enhancement GroupsT Improved appearance/access for existing functions using the MAGIC user

interface principles introduced with Revision 11

Below are some highlights of the work-saving features available to you in this revision:

Streamlining of Business ProcessesHere are some of the features in this revision that allow you to get more work done in lesstime:

! Background Server for Scheduled Action ProcessingNow you can launch your scheduled actions via a process that runs in thebackground and doesn’t need a workstation.

! Easily Launch a Series of ObjectsYou can create an object that automatically launches a series of objects for arelated stream of processing.

! Powerful “DoWork” Automated Links in GridView ListsSouthWare DoWork technology now provides a new way to help you accomplisha lot of work in a short period of time. DoWork buttons that instantly performcommon business tasks can be integrated into an FYI report/GridEdit list. Theterm “DoWork” is an extension of the traditional “To Do” list concept - DoWorkbuttons help you complete a To Do list by performing the steps necessary tocomplete a “To Do”. Numerous pre-built DoWork buttons harness the power of

Ten Great Reasons to Upgrade:1. Scheduled Action Server2. “DoWork” Automated Links3. E-Mail Attachments & Improvements4. Paperless PDF Form Copies5. TaskWise Grid & Tab Improvements6. Service Quotes7. Forms/Financial Statement Previews8. Payroll Processing Portal9. NetLink Grids and Testing Portal10. Credit Card Interface Module


SouthWare’s tool technologies and make them available with the click of a button.

! Automate the Delete of Selected Records via RCF PacketsFor selected processes you can now utilize an RCF Packet to automaticallydelete a record. This is particularly useful from web pages and DoWork lists.

! Improvements to Grid TechnologySeveral improvements have been made to the grid technology utilized innumerous features of the SouthWare Excellence Series. You will get improvedperformance and new capabilities in your grid lists.

! Automatically Default Tracking Numbers on Transfer OrdersWhen you transfer items between locations you can now automatically default theserial/tracking numbers at the receiving location to speed up processing.

! Use GridView Editing of PO WorkFile RecordsYou may now edit the PO Generation workfile via SouthWare’s GridViewtechnology. This means that you can review and edit the workfile records in agrid rather than via the individual records.

! Improved Audit Trails in A/R and A/PYou now have history records of canceled transactions and all voided checks forquicker auditing and reporting of these potential audit exceptions.

! Automated E-Mail Attachments via WorkFlowYou may now create and automatically attach documents/reports to Outlook e-mail messages generated via WorkFlow. You can use this technology in a varietyof ways to provide important communication with minimal operator work.

! Integrate an FYI GridEdit or Report into a TaskWise TabYou can now integrate the powerful features of an FYI report into your TaskWisetabs. This lets you utilize the features of FYI, GridEdit, and DoWork seamlesslywithin a TaskWise tab.

! Relationship Type-Specific Grids in TaskWiseYou can now define a TaskWise relationship tab that shows only one type ofrelationship. This makes it possible to have a “Prospects” tab or otherrelationship type tab that will automatically limit the relationships shown to aparticular type.

! Paperless PDF Form Copies for Selected FormsSouthWare Forms now provides the capability to produce PDF copies of selectedform documents that can serve as file copies of the printed forms. This lets youreduce the need for form copy printing/filing while also providing instant inquiryaccess to the PDF file copy of a document. This feature is available viaSouthWare Forms for both custom and standard format forms.

! Preview Custom Forms via PDF ViewerIn the SouthWare Forms visual editor you may now use a Preview tab to create aPDF preview of what the form will look like. This is a combination of the Test printfeature with PDF print/preview functionality.

! Simplified Selection of G/L Financials to Run


You may now choose/review the available G/L financial statement formats via agrid selection format.

! Preview G/L Financial Statement Formats via PDF ViewerIn the SouthWare G/L Financial Statement Manager you may use a Preview tabto create a PDF preview of what the statement will look like. This is acombination of the Test print feature with PDF print/preview functionality.

! Easy View-Switching via Tabs in ExcelReport and ExecuMate IITabs are now integrated into ExcelReport and ExecuMate II so that the variousperspectives/view are more easily accessible. ExcelReport allows you to switchbetween the available time period views via tabs. And ExecuMate II providestabs to switch between the summary view and the various Accounting Area zoomviews.

Enhancement Group RequestsMany of the features included in this revision were identified and requested by theSouthWare Product Enhancement Groups. See the “Features Related to PEG GroupInput” index section at the end of this release notice for a list of these features. Highlightsinclude:• Option to Create Service Order Quotes• Job Cost Excellence Period History• Improved Stock Ledger reporting• Numerous other product-specific changes

Accessibility of FeaturesSeveral SouthWare features are now easier to access and use because of user interfaceimprovements. Highlights of these changes include:

! Notes ImprovementsYou now have an improved Notes portal for entry/review of notes and noteattachments. The size of Notes text has also been expanded up to 5000characters.

! New Credit Card Interface Manager ModuleThe features of your credit card interface processing are now under your controlvia this new module. In addition to the ability to customize your interface requestsfor your processor’s changing needs, there are now features that will allow you toreceive additional discounts for Level 2 verification from some processors alongwith the option to use credit card software other than ICVerify.

! New Extract ID ManagerA new manager program for your extract IDs incorporates and enhances theExtract Packager functions. You now can easily review/manage the Extract IDsused to dump/load related records for your files. This makes it much easier tomove related records (particularly tool-related enhancements) between systems. Several related improvements have also been made to the Extract ID subsystem.

! New Payroll Menu PortalA payroll webpage menu is now available for easy access to the commonly usedprograms for a payroll operator. This serves as an efficient role-orientedalternative to the standard SouthWare payroll menu.


! Payroll Processing PortalThe functions related to processing a normal payroll are now integrated into apayroll-related transaction processing portal. The integrated tabs give you accessto the payroll definition parameters, exceptions, tentative check info, and relatedfunctions of check printing and updates.

! Utilize Grid Toolbar Features in TaskWise GridsTaskWise grids now incorporate the same grid toolbar features available inFileView lists. This provides TaskWise grid interface/options that are consistentwith other SouthWare grid lists.

! Utilize List Formats for Custom Layouts in TaskWise GridsYou may now utilize List Formats for TaskWise grid lists. This lets you createcustom layouts of grid data and add selection criteria for the records that appearin the lists.

! Edit/Review G/L Financial Statement Formats via a New ManagerThe G/L Financial Statement features are now organized and accessible via anew treeview manager program. This simplifies and streamlines the creation andprocessing of financial statements.

! Incorporate Grid Functions into NetLink Pages!You can now turn your NetLink reports into web page grids! NetLink now allowsyou to format the result of a NetLink ReportMate report using a subset ofSouthWare’s grid technology. This allows you to create a web page grid reportthat allows:- sorting- grouping- group totals- the ability to export the grid contents to Microsoft Excel or a separate

HTML page

This feature is supported by Internet Explorer browsers - NetLink will output anormal HTML table for users viewing with other browsers.

! Easily Create New NetLink RequestsThe development of common NetLink requests is now simplified via a NetLinkRequest Wizard. You can quickly use existing NetLink requests as “templates” tocreate new requests. The Wizard also integrates the ReportMate format wizardto streamline the creation of the related ReportMate formats.

! Powerful NetLink Testing/Debugging PortalTesting and debugging your custom NetLink pages is now much easier. A testingportal is now built into the NetLink Request Manager program. This testing portalallows you to review the parameters needed for a page, to enter test values forthe parameters, to launch the page as either an Intranet or Extranet (Internet)request, and to access audit features. You may also utilize a special Test Modefeature that logs and analyzes the results of the test run to give you a quicksummary report of successful and unsuccessful stages of the test run.

! NetLink Administrator PortalWith the NetLink System Administration menu portal you now have faster accessto the management features of NetLink.


! Improved NetLink Request ManagerYou can now use the NetLink Request Manager to review/create/edit/test all yourNetLink requests in a single integrated environment.

! NetLink Combined HistoryThe logging and request history features of NetLink are now integrated into asingle reporting file for easier analysis.

! Other Increased NetLink CapabilitiesSeveral other new capabilities let you expand and improve the solutions you candevelop using NetLink technology.


General Features

! New Scheduled Action Server for Background Processing of ScheduledActions (PEG)(PEG)

You may now have your Scheduled Actions monitored and launched by an“invisible” background process. This process, called the SouthWare Server,functions as an independent process that is launched via an operating systemcommand line. This means that you can activate SouthWare Server via a boottime “cron”, a batch file, or some other command line function. Then, even if noone else is logged on, the Scheduled Action processing will be launched asneeded.

Note: The SouthWare Server may only be used for Actions that do not requireuser interface since the server is not displaying or accepting data. See“Controlling Which Actions Are Launched by SouthWare Server” belowfor a suggestion on managing your Actions.

OverviewThe purpose of SouthWare Server is to launch the Scheduled Action processoron a regular interval without any user interaction. T No workstation is required/used for this processing. T The Server runs for a particular company ID - you may launch a different

server for each company ID that you use.T Each occurrence of the server utilizes a specific SouthWare operator ID

and a SouthWare terminal/workstation number. You should set up aspecific operator ID and workstation number for each occurrence ofthe Server that you plan to run.

T Each occurrence of the server requires an Acucorp runtime seat and aSouthWare license seat.

SouthWare Server is launched from the operating system by executing theAcucorp runtime with a set of parameters (see “Launching the Server” below). The Server program (SWSERVER) is designed to run without any user interface(no displays or accepts of data) and uses a runtime setting that suppresses allmessages that would normally display on a user’s screen.

When the Server program is launched, it configures its scheduled activities basedon its special configuration file (see “Configuring Server Options” below). The


Server activities include the following:• Launch the Scheduled Action processor (based on a configuration

interval or a command) which processes scheduled actions • Auto-Kill the Scheduled Action processor (based on a configuration

interval or a command)• Process a Command (see “Sending Commands to the Server” below)• Write Audit records of Server activity (based on a configuration option)

Auto-Kill ExplanationThe purpose of the Auto-Kill feature is to help ensure that ScheduledActions are not “hung” indefinitely while waiting to update a locked recordor some other condition that prevents normal processing. If one of yourScheduled Actions cannot be completed because of such a situation thenthe Auto-Kill feature helps ensure that your other processes do have achance to run. Since Scheduled Actions are automatically rescheduledat the time they are launched the Scheduled Action that was “hung” willnot be run again until its next reschedule time.

Let’s consider an example. Let’s say that you have several ScheduledActions that are scheduled to run at night including Alert Processors andvarious updates. One of your Scheduled Actions includes a FlowModthat updates the customer record user fields.

One night an operator leaves his workstation while in the middle ofediting a customer record (the customer record is locked). When theScheduled Action tries to update that customer record it finds that it islocked and continues to wait for the record to become available. Thismeans that the Scheduled Action processor is “hung” while that particularAction is waiting.

If you use the Auto-Kill feature, the SouthWare Server will automaticallykill the Scheduled Action processor after it has waited for the“MAX_WAIT_MINS” interval. This kills the Scheduled Action that was“hung” (which has already been rescheduled for next time). TheScheduled Action history will indicate that this Action was “killed”. See the related feature “Scheduled Action Recurring Launch History NowShows Aborted Launches” later in this section.

The Server will then wait until the next scheduled launch of theScheduled Action processor. When it launches the Scheduled Actionprocessor the processor will skip the “hung” Action that was rescheduledand continue on with the next Scheduled Action to be run. This meansthat by the end of the night all the Scheduled Actions that could beprocessed should have been launched.

Advanced Discussion - AutoKill FlowPointThere is a FlowPoint 8701 in SWSERVER that occurs when the Server Auto-killsthe Scheduled Action process. You may create a FlowMod for this FlowPoint ifyou want to record or notify someone when this occurs. For example, at thisFlowPoint you could send a WorkFlow e-mail to the system administrator so hewould know to check the Scheduled Action Manager History tab so see whichaction(s) did not finish.

Launching the ServerThe SouthWare Server program is launched from the operating system. The


command line uses the following format:

runtime -c configfile SWSERVER.OBJ OPER=xxxxxxxx TERM=nnn

runtime The path/name of the runtime executable (e.g. runcbl orwrun32.exe)

configfile The path/name of the cblconfig filexxxxxxxx The name of the SouthWare operator to be used for the

server (this must be a valid logon operator)nnn The number of the SouthWare workstation record to use

(this must be a valid workstation number)

Essentially this is the same as launching a normal SouthWare logon sessionexcept that you execute SWSERVER instead of SWROOT and you add theOPER and TERM attributes to the end of the command. Here are some examplecommand lines to launch SouthWare Server:

Windows:c:\swrun\wrun32.exe -c c:\swrun\cblconfig SWSERVER.OBJ OPER=SERVER TERM=123

LINUX/UNIX:/usr/bin/runcbl.exe -c /usr/swrun/cblconfig SWSERVER.OBJ OPER=SERVER TERM=123

Thin Client:acuthin.exe –nosplash macroname OPER=SERVER TERM=123

Note: SouthWare Server may not be run from within a SouthWare loginsession. The SouthWare menu programs will not allow you to executeSWSERVER. If you execute SWSERVER from an object or fromlinkout/breakout, the server program will abort the runtime.

Invalid Startup AttemptsSouthWare Server is designed to run once per operator. When you execute the Server for anoperator the program tries to determine if the Server is already running. If an existing Server for thisoperator responds to a STATUS command then the new server will exit. This is logged in the AuditFile if you have enabled Auditing.

If you try to start the server with an invalid operator then the server will fail. The program will write alogging error to the file “ALLSWSVRAUD.TXT” in the run directory (the program cannot write to thenormal audit file since the operator determines the company ID to use). If you try to start the serverwith an invalid terminal number then the server will fail and write a logging error to the normal auditfile.

Configuring Server OptionsYou may use an optional configuration file to set options for Audit Mode, WaitInterval, and Launch Interval. The Server automatically creates this file withpredefined defaults if you do not specify overrides.

The optional configuration options for SouthWare Server are stored in a text file inyour company data directory. This file is named xxxSWSVRCFG.TXT where xxxis your company ID. This means that in the Demo Company (company ID of DM/)the config file would be named “DM/SWSVRCFG.TXT” which puts theSWSVRCFG.TXT file in the company data directory. On Windows workstationsyou may access this file with the Edit Options button on the Auto-Launch tab.

Here are the configuration options that you may enter as text lines in this file:


AUDIT_MODE=xxxx Valid values for xxxx (default “N”):Y Log all server activitySHORT Log only commandsN Don’t log server activity

MAX_WAIT_MINS=nnnn nnnn is the number of minutes the Server willwait on the Scheduled Action Processor to finishbefore automatically killing the process (defaultis 9999, which disables this feature)

LAUNCH_MINS=nnnn nnnn is the number of minutes betweenautomatic launches of the Scheduled ActionProcessor (default is 10)

Checking Server StatusTo check the current status of the server you may use the ScheduledAction/Server Manager program (XX-09-08-03). The Auto-Launch Tabautomatically displays the current status of the server.

Note: There is a delay of 1 to 5 seconds when checking the server status. TheManager program writes a text file with the STATUS command and thenmust wait for the server to recognize the command and respond with atext file that contains status info.

Sending Commands to the ServerSince the Server is not utilizing a workstation it receives commands via a text file,SWSVRCMD.TXT in the company data directory. Every five seconds the serverlooks for this command file to see if it exists. If it does exist the server executesthe command found in the first line of the file.

The available commands are:

STOP This causes the Server to shut down by stopping theruntime.

KILL This causes the Server to kill the Scheduled Actionprocessor that is currently running on the server. Thiscommand is valid only when the Server is waiting on theScheduled Action processor.

STATUS This causes the Server to write a text file named“SWSVRSTS.TXT” in the company data directory. Thistext file contains information about the current status ofthe Server. The Scheduled Action Manager programuses this command to query the Server for current statusinfo.

LAUNCH This causes the Server to launch the Scheduled Actionprocessor. This command manually overrides theautomatic launch based on elapsed time.

The easiest way to launch these commands is to use the Scheduled ActionManager “Auto-Launch” tab. There are buttons in this tab to issue thesecommands. You could also manually write a text file with a command in order toissue a command to the Server.

Shutting Down the Server


When you want to shut down the SouthWare Server you can use any of thefollowing methods:a. Use the Scheduled Action Manager “Auto-Launch” tab and press the

“Stop” button to issue the “STOP” command to the server.b. Create the text file “SWSVRCMD.TXT” in the company data directory

with the command “STOP” in the first line of the file.c. Use the SouthWare Status Manager program (SWSTSMGR) to abort the

workstation number assigned to the Server.d. Kill the related process from the operating system.

Controlling Which Actions Are Launched by SouthWare ServerBecause the Server is running “invisible” without any user interface then youshould only launch Scheduled Actions that do not require any user interaction. Ifdata needs to be accepted or displayed in the process launched by theScheduled Action then you should specify that process to be run via StopCheck.

To control which actions are launched by the Server you can simply enter aspecific Operator ID for each Scheduled Action (XX-09-08-01, field 6):- For Actions to be run by the server, enter the Server operator ID as

specified in the command line used to launch the Server. - For Actions to be run via StopCheck enter a different operator ID who has

StopCheck enabled.

Automatic controlsThe server will automatically skip:- Keystroke macros- Reminders

Windows-only actionsYou may have actions that should be launched only in a Windows environment. This would apply in situations where the action required a Windows program suchas Microsoft Outlook or a PDF print driver. If your normal server environment isnot Windows (such as Linux/Unix), you should assign these Windows-onlyactions to a separate operator and launch a Windows version of the server forthis operator from a Windows machine on your network.

Monitoring Scheduled Action LaunchesThe Scheduled Action Manager program (XX-09-08-03) is the best tool formonitoring your Scheduled Action Launches. The “History” tab shows you thelaunch history for each Scheduled Action for this company. You also have theoption to show only the last launch for each Action.

One feature to monitor closely is whether a Scheduled Action was started but notcompleted. You can see this in the “Method” column on the history list - a Methodof “Not Finished” indicates that the Actions was started but not completed.


! Scheduled Action/Server Manager Program

This program (XX-09-08-03) helps you review and manage your scheduledactions and SouthWare server features.

The program offers three tabs, the Action List, Auto-Launch, and History tabs:

Action List Tab When you access the Scheduled Action/Server Manager you will see the majorgrouping categories (see below). The preview pane to the right of the screenshows information about the currently-highlighted record in the tree. You maychoose any of the following functions:- Expand a category - You may expand the tree for a grouping category

(double click or right arrow on the category) to see the details. For majorcategories you will see a list of groupings. When you expand a groupingany sub-groupings will be shown first, then each order within thegrouping will appear in the list.

- Edit record - If the highlighted record has a related maintenanceprogram you may edit the highlighted record by clicking on the Editbutton or pressing [F3].

- Refresh list - you may refresh the records shown in the tree view byclicking on the Refresh button ([F5]).

- Exit - you may click on the Exit button ([F8]) to exit the program.

Here are the categories available in the Scheduled Action/Server Manager:• Recurring Actions - This category includes the scheduled actions that

have a recurring (repeating) schedule. • One-Time Actions - This category shows the scheduled action records

that do not have a recurring schedule.


• Late Actions - This category includes the scheduled actions that have ascheduled date/time that is prior to the current system date/time. Thisindicates that they are late in running according to their schedule.

• Add New Scheduled Action - This is simply a shortcut that accessesthe scheduled action maintenance program (XX-09-08-01) so that youmay add a new scheduled item.

• TaskWise Alert Processor Manager - This is simply a shortcut to theTaskWise Alert Processor Manager program which manages the featuresof the Alert Processor. It is referenced here to remind you that manytypes of actions can be scheduled and conditionally launched using theAlert Processor features.

Auto-Launch Tab

This tab portal provides management of the SouthWare features that cause theautomatic launching of scheduled actions. These features include:T The SouthWare Server program that runs as an invisible background

process on your server.T SouthWare StopCheck™ which runs scheduled actions on idle

workstations.T TaskWise update which launches the Alert Processor.

Here are the components of this tab portal:

SouthWare Server FeaturesThe left part of this screen contains status information and function options for theSouthWare Server program:• Server is Running info - This indicates whether the server is currently

running along with the status date/time and started date/time.• Stop Server function - You may click on this button ([F4]) to send


a “Stop” command to the server. This causes the server to exitand stop running.

• Launch Status info - This indicates whether the server is currentlylaunching scheduled actions. “IDLE” indicates that the server is notprocessing scheduled actions. “WAITING” indicates that the server haslaunched the Scheduled Action processor and is waiting on it to finish.The info includes the last launch date/time and next scheduled launchdate/time.• Update Status - You may click on this button ([F5]) to issue a

“Status” command to the server to get current status info.• Kill Launch - You may click on this button ([F6]) to issue a “Kill”

command to the server. This causes the server to kill the currentscheduled action launch process.

• Launch - You may click on this button ([F1]) to issue a “Launch”command to the server. This causes the server to launch thescheduled action processor.

• Configuration Options - this indicates the current settings for the server. These include:• Audit mode (with the option to change audit mode)• Whether the auto-kill feature is enabled• The current interval for auto-launching

You may click on the “Edit Options” button to open the related text file onyour Windows workstation.

Related InfoThe right part of this screen contains the following information:• Server Operator - This shows the operator name used to start the

server.• Server Line Number - This shows the line number used to start the

server.• StopCheck/TaskWise Update status - This shows a literal indicating

whether operator options allow StopCheck and the TaskWise Updateprocess to run on idle workstations. If you are using the SouthWareServer you should normally disable these options. If any operators havethis option you also have the option to disable these operators. Ifapplicable, the screen will also show the related company ID intervals forStopCheck delay and the update interval.

• Display Server Audit - You may check this box to display the currentaudit file contents in a list box. The box sorts the audit file records so thatthe most recent entries are first in the list.

Note: Server Audit records are stored in the text file SWSVRAUD.TXT. You will need to periodically delete this file or remove unneededrecords from the file to keep the file from becoming too large.


History Tab

This tab shows a grid with the history from the scheduled action records. Eachschedule action contains a history of the last 10 runs. The grid contains thishistory and automatically sorts it so that the most recent runs are first in the list.

Last Run Only optionYou may click on this option to display only the last run for each scheduled action. This makes it easier to see when each action was last run.

Method infoThe Method column shows a literal that explains how the action was launched. Normally this will be “Auto-Launched” or “Manually Launched”. If the columnshows “Not Finished” then that means either that the action is currently beingprocessed or that the action started but was not able to finish (perhaps becauseof locked records or other errors).

! Scheduled Action Recurring Launch History Now Shows Aborted LaunchesWhen you launch a recurring Scheduled Action the history info will now indicate ifa launch was started but not finished. The “Method” of launch now contains an InProgress indicator that is set when the Scheduled Action is launched and thenreset when the Action is completed. If the Action is not completed then theMethod indicate will still indicate “In Progress”. In the Action Manager this willshow in the History Tab as “Not Finished” in the Method column. This allows youto easily spot a situation where the Scheduled Action was Auto-Killed by theSouthWare Server or otherwise aborted before completion.


! Option to Launch a Series of Objects (PEG)(PEG)

You may now choose to run a series of objects through the launch of a singleobject. This lets you use an object to drive a stream of processes that are definedin other objects. For example, you can now use an object to launch a series ofRCF Packets that run reports, run updates, and then run other reports.

This feature is added as a new object type in the Object record (XX-09-02, field3):

L - Link Multiple Objects:Enter “L” to use this object to launch a series of other objects. For thistype you may then enter a series of object IDs separated by semi-colons(with no embedded spaces). When you launch this object the first objectwill be launched, when it is complete the second object will launch, etc.

For example, lets say you want to run the following four objects insequence:• REPORT1 - runs a report RCF Packet• REPORT2 - runs a different report RCF Packet• EOD - runs an End of Day update process via an RCF Packet• REPORT3 - runs an report RCF Packet after the update

To be able to launch these objects in sequence you could create anobject (let’s say “EODSERIES”) with Type L and list each objectseparated by a semi-colon. This should result in the following commandline:

REPORT1;REPORT2;EOD;REPORT3

When you launch the EODSERIES object it will automatically run each ofthe RCF packets in the sequence specified.

Limitations:- You may not use a keystroke-type object in a series of objects.- You may not launch another “L” type object in a series of objects.- You may enter up to 95 characters to define a series- You may include up to 20 objects in a series (if this will fit in 95

characters)


! Ability to Perform Single Record Add/Delete for Selected Files via RCFPackets (PEG)(PEG)New capability has been added toselected file maintenance programs sothat you may use them to add or deletea single record via an RCF Packet. Inprevious revisions this was not possiblebecause the FlowPoint for the key fieldcould not be properly recorded.

Now when you call one of theseselected maintenance program torecord an RCF Packet the maintenanceprogram will automatically exit whenyou reach the first key field a secondtime. During the exit the program willnot record any value for the first key field, leaving the original value you recordedfor that field. This has the effect of allowing you to add or delete a single recordvia an RCF Packet.

For example, let’s say you want to be able to delete a quote with an RCF Packet. You would create the packet and have it call “RSBILENT/Q” as the program. Atthe order number field you would record a variable for the quote number to use. Then when the order is displayed you would enter “D” for delete. When theprogram returns to the key field, press [F8]. The [F8] value is not recorded sinceyou have already recorded a value for the key field. When you play the RCFPacket the program will automatically exit when it reaches the key field thesecond time.

Warning: Using an RCF Packet to automatically delete a record isobviously a function you should use VERY carefully. This featurehas great potential to streamline work, but it also has greatpotential to magnify the result of mistakes.

SafeguardThe RCF Packet records whether the recording of the packet was used to add arecord. T If the packet added a record, the running of the packet will only allow the

add of a record.T If the packet did NOT add a record, the running of the packet will not

allow the add of a record.

This safeguards against a situation where you pass a record key in to theprogram intending to delete a record, but the record no longer exists and theprogram instead tries to add the record. When the packet sees that the key beingused will result in an add, the packet will exit if the packet was not recorded as anadd.

LimitationsThe use of this feature for single-record RCF Packets is not available in allsituations. As a general rule you should prove that it will work rather thanassuming it will, particularly if you plan to run the RCF Packet in invisible mode orvia NetLink. Invisible mode requires that the program disable all tabs, lines,boxes, controls, and other display features since these will cause the runtime to


“hang” in invisible mode.

This feature has been tested in the following programs, which encompass theprimary files targeted by this change. The delete feature should work in manyother file maintenance programs, but it may not work in invisible mode. Theseprograms were the focus of this change and are the only ones that have beenverified to support the Delete feature (particularly in invisible mode):• Order Entry (RSBILENT)• Service Order Header Entry (SVSOHENT)• Service Order Detail Entry (SVSODENT)• Purchase Order Entry (POENTRY)• Customer Maintenance (ARCUSTMN)• Vendor Maintenance (APVNDMNT)• Stock Maintenance (RSSTKMNT)• Work Order Maintenance (S1WOMNT)• Service Maintenance (SVSVCMN1)• Contract Header Maintenance (SVCONHMN)• Contract Detail Maintenance (SVCONDMN)• Job Header Maintenance 1 (JCJOBMN2)• Job Header Maintenance 2 (JCJOBMN3)• Job Detail Maintenance (JCJOBMN4)• G/L Journal Maintenance (GLJNLMNT)• Extended Data Master Maintenance (XDMSTMNT)

General Limitations of this feature include:• For header/line item entry programs you should use ImportMate II to add

or change records. You may not add a line item to an existing order(since the header is accessed in change mode, the packet will not allowan add).

• If you are deleting individual line items then the RCF Packet may deleteonly one line item at a time

Specific limitations of invisible/NetLink mode include:• No special controls to display/accept can be used - controls such as tree

views, some grids, etc., cannot be automated/run via RCF Packets• If a program requires a transaction operator and you will be running the

RCF Packet from NetLink, you must record the operator in the RCFpacket since NetLink does not run as a normal operator and does nothave auto-default transaction operators

! Increased Text on NotesYou may now enter up to 5000 characters of text per SouthWare Note. Inprevious revisions you were limited to 720 characters. The notes text is enteredin a text field for improved ease of entry.

When you load this update the system will convert all of your Notes files toprovide this increased text field size. There is a separate Notes file for each typeof record that has notes, and the duration of this conversion will depend on howmany existing notes you have.


! Improved Notes Review Portal

When you access notes for a record that has more than one note the interfacenow automatically displays a notes review portal (on graphical workstations). This portal contains a List Tab and a Notes Entry tab:

List TabExisting notes are listed in a “List” tab. You may quickly review the existingnotes. You may display a preview pane for the currently highlighted note as wellas utilize other standard grid features. You may double click or press [Enter] on arecord to access/edit the note.

Notes Entry TabThe Notes Entry tab lets you add or edit notes records. The text for each recordmay contain up to 5000 characters. A note may also be used to reference anattachment such as a document or image file.


! Revised Notes Entry Program

The fields in the Notes Entry program have been rearranged for improvedappearance and use. When you add or edit a note the fields are now sequencedas follows:

1. Date/Time:Enter the date/time for the note or press <Enter> to default to the currentdate/time. You may also press <F3> to search for any existing notes forthis customer.

2. Purpose:Enter a brief (up to 30 character) description of the reason for the note.This will display in the notes lookup program when you search throughnotes for this record.

3. Type/Other:This field displays a plus box with the following fields:

TypeSpecify the type of this note:- Reference - Press <Enter> to skip this field if this is a reference

type note and should only be displayed when an operatorchooses to display it.

- Warning - (not available if you accessed Notes from a searchprogram or inquiry program) - Enter “W” if this is a warning noteand should be displayed whenever anyone selects this record inany program. This will force everyone to see this note.Example:

Your company is having serious problems with aparticular customer. You could attach a warning note tothe customer's record so that anyone who tries to workwith the customer (Order Entry, A/R, Service Orders,etc.) will know what you want them to know aboutdealing with the customer.


- Note Attachment - If you have defined special Notes AttachmentTypes you may select a type (such as an OfficeLink document,spreadsheet, image, etc.). See XX-09-10 for more info.

CategoryYou may enter a user-defined one-character category code orleave this field blank. When you print Notes on edit listings youhave the option to select a particular category of Notes.

Access Oper/Group:Enter a valid operator or operator group if you want to limitaccess to this note to a specific operator/group. The note searchand note entry/display program will verify that the currentoperator may access any note that has this special security.

File Attachment:For a File Attachment type record specify the full filename of theattached file. On Windows workstations you may use the Lookupfeature to browse files on your system.

For a File Attachment type record you also have the followingfunctions:- A “Launch” function (<F4>) lets you access the file from

the note. This uses either the Windows registry to openthe file with the proper program or uses an object thatyou defined for the Attachment Type.

- On Windows Workstations there is an “E-Mail” function(<F5>). This calls your default e-mail client program andstarts a new message with the file as an attachment tothe message. This is helpful when you need to forward orsend the file to someone else for review.

Note: This E-Mail function utilizes the “mailto:” function of theWindows shell and includes the syntax to specify the attachmentfile. On current versions of Microsoft Outlook this works fine but itmay not be supported by all e-mail client software.

4. (Notes text):Enter the text for the note in this field. The field allows up to 5000characters. If you need more room simply enter a second note with thesame date whose purpose is "Continuation" or something similar so it iseasy to spot in the lookup program.

Upgrade Note - Because of the rearranged field numbers the field FlowPoints forfields 2 and following are different than previous revisions. If you have definedany WorkFlow FlowMods for fields in SWNOTMNT you must update theFlowMod(s) to reflect the new FlowPoint numbers.

! Extract ID Processing ImprovementsSeveral new features improve the usefulness of Extract IDs within SouthWare. Extract IDs are used to designate records as being part of an extract “group”. You can then move a group of records from one system (or company) to anotherby dumping the “group” records to sequential files, moving the sequential files to


the other system, then building them into the other set of files.

Here are new Extract ID-related features available in this revision:• New Extract ID Manager program incorporates previous Extract ID

Packager functions as well as new functions (see related discussionbelow)

• Default extract directory for sequential files (the run directory is no longerthe default directory) - this initially defaults to “extract” under the rundirectory, but then defaults to the last directory used in the ExtractPackager (this is stored in the file “SWEIDDIR.TXT” in the run directory)

• Extract Packager now creates extract files only for the files that haverecords

• Extract Group name now allows ten-character group name• Extract Packager dump process now allows you to enter a

comment/description for the group being dumped• Extract Packager now creates a group header file that includes the

description of the group and a summary of the number of recordsdumped for the group (this file is “group.X00" and displays in the ExtractID Manager program) - before you load a group you can verify what isincluded in the group files

• Option to clear or change an Extract ID - via the manager you can easilyclear an Extract ID from records when the Extract ID is no longer neededor change it to a different Extract ID

• Extract ID Packager now includes the following additional files:• ReportMate DoWork records• NetLink Request Types• NetLink ReportMate Parameter Records• NetLink Table Format Records

! New Extract ID Manager Program


You may now use an Extract ID manager program to review and manage theExtract IDs you use to identify/dump/load records. This new program (XX-08-06-03) makes it much easier to identify the Extract IDs used in your files and tomanage the dumping and loading of related records.

When you access the Extract ID Manager the program will first run a data-gathering process that:• Reads through all your files and finds all records that use Extract IDs• Looks in your run directory for any extracted Groups that are available

for loading.

After this process is complete the manager shows a tree view with the majorgrouping categories (see below). The preview pane to the right of the screenshows information about the currently-highlighted record in the tree.

Here are the categories available in the Extract ID Manager:• Extract IDs Available to Extract - You may expand this category to see

a list of all Extract IDs used in your files. • Extract ID - You may expand an Extract ID to see all records

from all files that contain this Extract ID.• Extract IDs Per File - You may expand this category to see a list of all

files that have any records with Extract IDs. This gives you an overviewof which files contain records with Extract IDs as well as a count of thenumber of records with Extract IDs.• File - You may expand a File shown in the list to see all records

in that file that contain an Extract ID.• EID Group Files to Load - You may expand this category to see any

extracted groups that exist in your default extract directory (whichdefaults to “extract” under the run directory or to the last directory youused in the Extract Packager). A group may contain one or more ExtractIDs, and each group has a series of sequential files with the same Group


name and a different suffix for each type of record.

Here are functions available in the Extract ID manager:- Edit Record - If the highlighted record has a related maintenance

program the “Edit” button will appear at the bottom. Click on this buttonto execute the related maintenance program for that record.

- Change EID - If the highlighted record is an Extract ID the “Change EID”button will appear. You may click on this button to enter a new ExtractID to replace the current Extract ID in the related records (a confirmationquestion appears to prevent you from inadvertently changing/clearing anExtract ID). Enter spaces to clear the Extract ID from the records.

- Dump Extract ID - If the highlighted record is an Extract ID the “ExtractRecs” button will appear. You may click on this button to access theExtract ID packager and automatically default the highlighted Extract IDas the Group ID and as the range of Extract IDs to dump.

- Load Group - If the highlighted record is an extracted Group in your rundirectory the “Load Records” button will appear. You may click on thisbutton to access the Extract ID packager and automatically default thehighlighted Group as the Group ID to load.

- Refresh list - You may refresh the information shown in the tree view byclicking on the Refresh button ([F5]). This will run the beginning data-gathering process and then display the updated data.


! ZoomView URL Can Now Contain VariablesWhen you define a URL for a ZoomView record (XX-09-01, type 2) you may nowinclude SouthWare variables in the URL reference. For example, this allows youto launch NetLink URLs that contain variables for the Form Action URL, linkvalues, and other values. You may refer to any variable that is available fromXX99.

See the “P_NLMGR” Zoom View for an example.

! Interactive Transaction Accumulations Are Now Automatically EnabledBeginning with Rev 12 the interactive update of transaction accumulationstatistics is now a built-in feature rather than an option. The transaction portalsuse these values and it has caused unnecessary user confusion when thisfeature is not activated.

The flag in the company record that was related to this feature has beenremoved. When you load this update the feature will automatically be activatedand the current accumulations will be calculated if you were not already using thisfeature.

! Text Inquiry Display Now Uses Text Box ControlThe text inquiry function used in multiple programs now uses a text box control fordisplay instead of a grid on graphical workstations. This impacts the followingdisplays:• Display of text file in SouthWare Forms• Display of log file in GridView Record Maintenance (RM-05-01)• Display of OfficeLink text files• Display of Import text file in NetLink Import To Do file


! New Date/Time Variables for Printer Spool/HTML/PDF File Name TemplatesWhen you define an override file name template format in a spool/html/pdf printerdefinition (XX-05-05-01, field 6) you may now utilize standard variables that willinclude a date/time stamp as part of the file name. This eliminates the need touse data dictionary variables or constructed variables to include date/timestamping as part of the file name.

The variables are:

<DATE> inserts the current system date (CCYYMMDD)<TIME> inserts the current system time (HHMMSShh)<DATETIME> inserts the current date and time

! Grid Save Layout Technology Now Saves Collapsed AttributeIf you save the layout of a grouped grid after using the “Collapse All” function thenthe saved layout now includes the attribute of being collapsed. The saved layoutwill cause the initial display of the grid to display the groups in collapsed mode.

The saved layout will only save the collapsed attribute when:• The grid is completely collapsed (no expanded groups)• The grid was globally collapsed via the Collapse All function (if you

manually collapsed each group then this is not saved as a collapsed grid)

! Improved Grid List Format FeaturesThe following features have been added to the list format capability provided ingrids (a list format modifies the data/records shown in the list):• Popup window for list format now shows ID of current list format being

used• Popup window for list format now displays an asterisk beside the name of

the format being used• Modify list format window shows the list format ID and name in the

window title as a reminder of the format you are editing

! Improved Grid Load Speed in Lists Using [F]ile Load MethodThe loading of data into grids such as FileView, Inquiries, and task lists has beenredesigned to improve the speed, particularly on thin client workstations. Somesteps that resulted in communication between the workstation and server havebeen eliminated. In particular the File Load method (load all records) will result insignificantly faster grid loading.

In our testing, the average speed of loading a large grid is dramatically improvedon Thin Client workstations, up to 10 times faster. On Windows networkworkstations there is also a moderate improvement in performance.

This feature was released early as a FLASH update for Revision 11.

! Improved Load Speed of First Page for Paged ListsThe loading of the first page of data into paged grids such as FileView andInquiries is now significantly faster, particularly on Thin Client workstations. Thefirst page of records now uses the File Load method for improved performance. Subsequent pages also eliminate some of the redisplay processing to improveperformance.



! Improved Line Item Grid Display Speed in Transaction PortalsThe loading of the line item display info in transaction portals is now significantlyfaster, particularly on Thin Client workstations. The line item grid display nowuses the File Load method for improved performance. Portals affected by thisimprovement include:• Billing entry• Receivings entry• Service order entry• G/L Journal entry• Purchase order entry• A/P Manual Check entry• A/P Transaction entry• A/R Cash Receipts entry• Work Order entry• Payroll Exceptions entry• Rental Transactions entry


! New LearnFromYou Environment Variable for Default Print OptionYou may now use an environment variable to establish a default print option foryour reports and listings that don’t have learned values. The variable is:

SWENV-PARAMS-DFT-PRINT-OPTION

and its value can be any of the valid print option numbers. The default value ofblank defaults to spool. You may set this variable to "99" to display the printoptions box, or you could set it to "9" for html, "4" for display to screen, “13" forPDF output, etc. You may add this variable to your cblconfig file or you maymodify this variable via WorkFlow.

The environment variable is only valid for reports that have not already been"learned". If there is a learned record for the print option on a particular reportthen the learned value will be used.

Note: If the value is set to something the print program does not allow (such asdisplay to screen for posting registers), the operator will be forced toselect a different print option.


! Change to WebView URL EntryThe entry of URLs in SouthWare WebView has been changed so that the acceptalways retains focus. This makes it easy to enter shortcuts. But the accept is nolonger a drop-down menu so that your mouse wheel will scroll the browserwindow instead of the drop-down list. The history drop-down is now a separatebutton to the right of the entry field so that you retain all the previous access toURL history.



Menu Portals

! New Menu PortalsTwo new menu portals have been added in this revision:- Payroll Menu Portal (P_PROPR) - see the related discussion in the

payroll section of this release notice- NetLink Manager Portal (P_NLMGR) - see the related discussion in the

NetLink section of this release notice

! Changes to Menu PortalsThe following changes have been made to standard portals:• Customer Zoom View

• “TaskWise Info” now accesses relationship tabs• A “New Task” button creates a new task for the customer• A “TaskWise Service Quote” option in the menu under “Services”

now calls the new TWSVCQUOTE option to enter a servicequote

• Vendor Zoom View • “TaskWise Info” now accesses relationship tabs• A “New Task” button creates a new task for the vendor

• Employee Zoom View • “TaskWise Info” now accesses relationship tabs• A “New Task” button creates a new task for the vendor

• Relationship Zoom View • A “New Task” button creates a new task for the relationship

• Prospect Zoom View • A “New Task” button creates a new task for the prospect• You now have the option to create a service quote

Inventory/Sales

! Option to Auto-Default Tracking/Serial Numbers When Receiving TransferOrders (PEG)(PEG)When you receive transfer orders from another location you may nowautomatically default the sent tracking/serial numbers into the receivingtransaction. This can speed up entry in situations where you have confidence inthe transfer order information.

This field is implemented as a new operator option in the Receiving Options of theInventory operator record (IS-07-10, field 6):

Auto Recv Transfer Tracking?:Enter “Y” to have the system automatically create serial/tracking recordsfor items received on location transfer orders. When the receivedquantity matches the transferred quantity the system will automaticallyassume the received tracking numbers are the same as the numbersused on the transfer order.• If the received quantity does not match, no automatic creation of

tracking/serial number records will occur for a transfer receiving. You must enter the numbers as for other types of receivings.

• The invoice number will be blank on the received tracking/serialrecords. If you have already invoiced one or more of thesenumbers you may access the records in the maintenance and


enter the appropriate invoice number(s).• The floor plan vendor/date will default from the original (sending

location) serial record.

Enter “N” to enter the tracking/serial number records received for transferorders.

Note: If you have required Extended Data for tracking/serial recordsyou will be asked to enter this data for each received number. Ifyou are printing stock labels per tracking number you will also beasked about this option per number.

! Option to Search Serial History for Receiving of Transfer Orders (PEG)(PEG)When you access the serial/tracking entry window for a receiving transaction for atransfer order you now have the option to search serial item history. You may usethis feature to list the serial/tracking numbers that were used on the relatedtransfer sales order.

! Ability to Import Changes to PO Work File (PEG)(PEG)You now have the option to import changes into existing records in the PO WorkFile (IV33). This lets you edit the PO Work File via a GridView format (sample ofAUTPOWRK is released with Rev 12) to easily change quantities and costs.

Note: This is a change-only feature - records are added via the Work Filegeneration process or via the maintenance.


! Revised Stock Valuation Report for Prior Period Reporting (PEG)(PEG)The Stock Valuation Report (IS-05-03) now offers two separate reporting options:• Reporting for today (current valuation)• Reporting for a prior date (a date other than today)

For prior periods the report uses the stock ledger file for computing both thequantity and the costing information. The prior period report computes the stockquantity thru the ending reporting date. The cost/value is calculated two differentways:1. The value is computed by accumulating the ledger extended cost. Each

related ledger transaction is extended and accumulated.2. The value is also computed by multiplying the period on hand quantity by

the best “last” cost as explained below.

Best “Last” Unit cost used for computing value for prior periodFor prior period reporting the unit cost used to value the on hand quantity isdetermined by the Item Selling Cost Method from the stock record:• If the Cost Method is Last Cost then the unit cost comes the last

transaction for the range of dates.• If the Cost Method is Average Cost or Standard Cost then the unit cost

comes from the last outbound transaction for the range of dates. Anoutbound transaction is one in which the ledger quantity is negative.

• If the Cost Method is Tracking or LIFO/FIFO then the stock cost valuecomes from the unit cost of each ledger transaction because this is theactual cost used at the time the transaction was created.


There is a ledger value column that prints after the extended cost column to showthe actual cost from the ledger regardless of method.

Notes:• If no last outbound transaction or no last transaction is found then the unit

cost comes from the stock record average or last cost.• A comment prints at the bottom of the report that identifies which unit cost

is used for the value calculation.• The ledger types that affect On Hand quantity and therefore are included

in the prior period stock valuation are: S,C,R,P,B,M,T,A,U,E,Y,X. If thevaluation report encounters a B or M (Balance Forward or Maintenancetype) then it zeros out whatever accumulation it had before on quantityand cost and starts over with that amount since that is a replacement.

• If running the valuation for a prior date and the item is tracked orLIFO/FIFO costing:• When the program encounters a zero unit cost, the receivings

history is examined to determine if the cost is the true cost. Ifnot, the program will use the best “last” unit cost.

Running the reportWhen you execute the stock valuation report from the menu an option box givesyou the following choices:

1 Run for Current Date (from stock file) - Running for the current date usesthe cost and stock quantity from the stock record.

2 Run for Prior Date (from ledger file) - Running for a prior date uses thestock ledger file as described above - the entire ledger file is read tocalculate quantities and cost.

When you run this report you may enter the following parameters:

Date(s):If you are running the report for the current date then this field defaults totoday’s data but you may enter an “As Of” date to print on the report.

If you are running the report for a prior date you may enter a “ThroughDate” for the report. The valuation will be as of that date.

Report Sequence:You may choose one of the stock file sequences for the sequence of thereport.

Range of Values:Enter a range of values for the sequence option you selected.

Location Number:Enter a single location or press [Enter] for All locations.

Print Ledger Detail?:Applies only if you are running for a prior date.Specify whether you want the report to print the details from all stockledger records that are used to compute the quantities and costs.


Beginning DateIf you choose to print ledger detail, you may enter a beginningdate for the start of the detail. This allows you to analyze detailonly for a portion of the dates used to compute valuation.

Print Items w/Zero Qtys?:Applies only if you are running for the current date.Specify whether you want to include items with zero stock file quantitieson the report.

Print if Negative Qty?:Specify whether you want to include items that have a negative quantity.


! Option to Inquire Last Sale/Customer in Stock Inquiry (PEG)(PEG)When you inquire sales history for a stock item (IS-04-01, display an item, choose“Sales”) you now may choose to view only the last sale per sold to customer. Atthe “Begin Date” field you have the following option:

Last Customer Sale Only [F5]Press [F5] to choose to display only the last sale of this item per sold tocustomer. Normally you will see each sale of the item, but if you choosethis function the program will show only the last sale per customer of thisitem.- If you are viewing orders only, the sale with the most recent order

date for a customer will display.- If you are viewing invoices only, the sale with the most recent

invoice date for a customer will display.- If you are viewing both orders and invoices the most recent date

for the customer will display. If you have both open orders andinvoices you will see the most recent order and the most recentinvoice. If you have multiple sales of the item to the customer onthe same most recent date then the first one will display.

! Option to Include Purchase For Job Line Items when Copying a PO Quote(PEG)(PEG)When you copy a PO Quote you now have the option to copy line items that havepurchase for job information. This makes it easier for you to create multiplequotes for the same job requirements.

At the time you copy a PO quote the program checks to see if you have Job Costand if the PO contains line items that specify to purchase for Jobs. If so, anadditional question appears as part of the Copy window that assigns the new POnumber and asks about copying cancelled quantities.

Copy Items for Jobs?Enter “Y” if you want to copy the PO quote line items that are purchasesfor Jobs.

! New Credit Card Request Formatter/ManagerSee the “Credit Card Interface Manager” discussion later in this release notice for


details. This new module is now required if you plan to use credit cardprocessing with SouthWare.

! End of Day Register No Longer Modifies Program ID to Include WorkstationNumberIn previous revisions the end of day register (RSBILREG) modified its programname to include the workstation number so that the spool file name would beunique per workstation. This has been changed so that the program name is nolonger modified. The program still modifies the spool file name, but the programname is unchanged.

The major reason for this change is to allow an RCF packet that runs End of Dayto be recorded on one workstation and then run on other workstations. Prior tothis change the RCF values recorded for the workstation-specific name of thebilling register program were not applicable when played on a differentworkstation.

Warehouse Tracking

! Optional Override Staging SID per Ship Via MethodYou have the option to specify an override Staging SID based on the ship viamethod for an order. This is useful if you stage the shipments in differentwarehouse areas based upon the truck or shipper used.

This is specified via a new field in the Ship Via record (AR-07-05):

5. Override Staging SID:Applies only if you use Warehouse Tracking.Here you may enter an override SID to be used for staging when an orderuses this ship via method. For example, if you use different loadingdocks for your different delivery trucks you can enter the dock SID to beused for each truck’s ship via code.

To activate this in Warehouse Tracking there is a new option in the control record(WT-05-02, field 9):

Staging SID from Ship Via?:Enter “Y” if the staging SID in the order ship via code should override thenormal staging SID. Enter “N” to use the staging SID default from the WTcontrol record.

! New FlowPoint for the Assignment of Staging SIDThe FlowPoint 8701ST is available during the S5PIKSUB process at the pointwhere the staging SID is assigned. This allows you to use a WorkFlow FlowModto conditionally override the SID assigned by the program.

This FlowPoint occurs immediately after the program has assigned the defaultStaging SID (from the WT control record or from the Ship Via code for the order). To change the value of the Staging SID you would use a FlowMod to replace thevalue of the Staging SID in the transaction detail record (IV68 field 4).

Note: If you want to change the staging ID assigned during receivings, theFlowPoint is 8703.


! New Handheld Pages for Item MovementThe NetLink Handheld pages forWarehouse Tracking now includepages for a scan-initiated movement ofitems between SIDs. This is a newfunction available from the menu. It iscalled “Move an Item” on the menu. The purpose of the function is to allowa warehouse operator to easily recordthe movement of an item from one SIDto another SID (creating a newtransaction and completing it). It isdesigned for easy scanning of thefields. Here are the steps in thisprocess:

- Accept an Existing SID andStock Number - The system verifies

that the stock number is assigned to that SID when you submitthe data

- Enter the New SID (you must also enter a Tracking Number if applicable)- you may edit the quantity if needed, but it will automatically default tothe current quantity of the item in the Existing SID- The system will verify the data is valid and will require the

operator to resubmit if there is an error- If the data is OK, the request will launch an import to create a

new warehouse transaction with a completed status.

! New Handheld Pages to Verify Picking Details (and optionally Unloading inStaging) This is a new scanner-oriented verification option available for pickingtransactions. You may activate it via a new option in the Warehouse Trackingcontrol record (WT-05-02, field 9):

Handheld Picking Verify?:This field activates a special scanner-oriented details verification optionfor picking (PIK) transactions completed via the NetLink handheld pages. Select one of the following options:

Blank (default) - This indicates that the handheld pages shoulddisplay/process PIK transactions like all other transaction types.

P Verify Picking only - This indicates that PIK transactionsprocessed via the NetLink handheld pages should be verified perpicking detail. The system will require the operator to enter/scanthe SID/Stock numbers (and optionally Tracking) for each item tobe picked. The system will flag each detail line as it is done, andwill automatically complete a transaction when all of the pickingdetails (the detail lines with negative quantities) are done.

B Verify Picking and Unloading - This indicates that PIKtransactions processed via the NetLink handheld pages should


be verified for each detail line (both the Picking from thewarehouse and the Unloading in the Staging area). This mightbe appropriate if the picker will spend a lengthy time doingpicking and you want to require verification as the items areunloaded in the appropriate staging area.- The system will require the operator to enter/scan the

SID/Stock numbers (and optionally Tracking) for eachitem to be picked. The system will flag each detail lineas it is done, and will automatically complete atransaction when all of its details (both positive andnegative) are done. The handheld page allows theoperator to switch between Picking mode (viewing theitems to be picked) and Unloading mode (viewing thepicked items to be unloaded in Staging).

How the Picking VerificationWorksWhen an operator chooses toaccess Next Transaction, theNext Transaction page(HHWTTRXEDIT)automatically switches to thepage HHWTPIKDET if thecontrol record option isactivated and the nexttransaction is a pickingtransaction. This page usesthe current mode to display thenext detail line to becompleted.

The page for HHWTPIKDETshows the next item/SID detailline to be picked (or unloaded)and provides fields to scan inthe corresponding values. - The system verifies

that the item/SID (and tracking # if applicable) match thetransaction instructions. If not, the operator is asked to enter thevalues again.

- After each verified detail a companion program sets thecorresponding detail flag to Done. It also verifies if all detail flagshave been set and automatically completes the transaction iffinished.

- If there are other picking transactions they will continue toappear. If there are no other picking transactions theHHWTTRXEDIT page will be called for any type of nexttransaction.

! Option to Assign Pick Sequence by Serial/Tracking NumberA new picking assignment sequence option is available in the WarehouseTracking Control Record (WT-05-02, field 9):


Override Pick Assignment?:(Applies only if Use Tracking or Use Serial is “Y”)Enter “Y” if you want to assign tracking/serial numbers to pickingtransactions based on the tracking/serial number. This would beappropriate if your tracking/serial numbers have lower numbers for theolder records and you always want to pick the lowest values first.


! New Completion flags for Warehouse Transaction Header and Detail filesSome new fields have been added to the Warehouse Transaction Header andDetail files:

Done FlagA completed flag is now available for each transaction detail record. This flag canbe updated by ImportMate II. It is not used by the normal transaction entryprogram, but it is used by the Handheld pages that verify picking details.• Optional Done Flag (Open) : IV68 field 30 (importable)• Optional Done Flag (History): IV70, field 30 (importable)

Status of Detail Done FlagsThree ReportMate fields are available that examine the value of the detail Doneflags for the details on a transaction: • All Details Done (Open): IV67, field 49 • All Details Done (History): IV69, field 49

• All positive quantity Details Done (Open): IV67 field 50• All positive quantity Details Done (History): IV69, field 50• All negative quantity Details Done (Open): IV67, field 51

• All negative quantity Details Done (History): IV69, field 51

Header User FlagA new field has also been added to the warehouse transaction header record.This field is imported only. You may use this to store a flag for a transaction.

• WT Transaction Header User field: IV67 field 52 (importable)• WT Transaction History Header User field: IV69 field 52 (importable)



Credit Card Interface Module (PEG)(PEG)

As of March, 2006, we are pleased to announce the release of a new module for theSouthWare Excellence Series™ - the SouthWare Credit Card Interface Module.

This module offers you:! The ability to customize the interface file used to send credit card requests to your

card processing software (ICVerify or PC Charge) so that you can handle uniquerequirements of your card processor or bank. This interface file is a comma-delimited text file for ICVerify or an XML-formatted file for PC Charge.

! An integrated tree manager to simplify the job of reviewing/configuring your creditcard interface features.

BackgroundWhen SouthWare first released an interface to ICVerify the request file format was fairlystandard. In recent years the card processors and banks have greatly increased theoptions/discounts available as they compete for card processing revenue. Because it isno longer practical to support a single file format we have developed this new tool to allowyou to customize your interface to match the requirements of your processor. In addition,we wanted to provide the option to use other card processing software as an alternative toICVerify.

Module OverviewWith the Credit Card Interface Manager you can:T Review/customize the fields sent to ICVerify or PC Charge for each type of card

transaction (Pre-Auth, Sale, Void, etc.). On Windows workstations you canadd/rearrange fields via a grid.

T Add data dictionary fields to the interface file - you can reference the data dictionaryID of a field as one of the output components. This is limited to fields available fromXX99, but in conjunction with WorkFlow offers flexible ability to send custom data.

T Add literals/flags to the interface fileT Define/edit XML tags (PC Charge interface)


T Save the format of your custom layout in a text file - this allows editing via a texteditor for users on textual workstations

T Optionally use multiple custom layouts if you run multiple merchant copies of thesoftware

T Utilize an integrated Tree manager to:T Review/edit the Credit Card Interface IDs used in configuring the interfaceT Review/edit the credit card types/options defined in Accounts ReceivableT Review the current layouts for each transaction type via the tree manager screenT Review the NetLink-related credit card setup features if you process credit card

pre-authorizations via NetLink

When you define a custom layout for a transaction type the credit card processingfeatures of SouthWare will use the custom layout each time that transaction type issubmitted.

See the related documentation for this module for more information.

This new module was initially released with availability for both Revision 11 and Revision10. In these revisions it supports only an interface to ICVerify software..

! Support for PC Charge Processing Software (PEG)(PEG)As of Rev 12 the Credit Card Formatter module now interfaces with PC Chargesoftware from Verifone. This provides an alternative to ICVerify software for theSouthWare credit card interface.

The interface to PC Charge utilizes an XML-format request/answer file. The CreditCard Format Manager allows you to define/select the XML tags and fields to send toyour card processor in your request files.

There are numerous differences for this interface, including the storing of aTransaction Routing ID that is used for relating follow-on transactions (void or force)to the original transaction.

! New Fields for Level 2 Commercial Card Authorization (PEG)(PEG)Several new fields have been added in Rev 12 to provide information you may needto send as part of an authorization request in order to receive Level 2 authorizationfrom your card processor. These new fields are referenced by an ICVerify variablecode which applies to both ICVerify and PC Charge interfaces:

Variable Meaning Comments PCCHARGE TagCMW Customer Code User will enter up to 25 characters N/ACMY Duty Amount (0.00 SW does not calculate) N/ACMZ Freight Amount swenv-icverify-freight-amt N/ACmm Discount Amount swenv-icverify-disc-amt N/ACMN Cardholder Name swenv-icverify-customer-name CARDHOLDERcMo Order Date From system date N/AcmP Origination Zip swenv-icverify-orig-zip N/Acmp Destination Zip swenv-icverify-dest-zip DEST_ZIP_CODEDPC Destination State swenv-icverify-dest-state N/A

PC Charge only fields:USR User ID from swicvmnt definition USER_IDTID Routing Trans ID assigned by pccharge TROUTDTRK Track Data X(40) - TRACK2 ONLY TRACK_DATACCD Commercial Type X(2) B/C/D/P etc. CMRCL_FLAGMAN Manual Flag 0=No swipe 1=Swipe done MANUAL_FLAG


! Option to Void Credit Card Payment if Address Verification FailsIf you use address verification on your payments you now have the option to notifythe operator when a request fails the address verification. The card processortypically accepts the payment in this situation but the merchant pays a higherprocessing fee.

In the Credit Card Interface ID (XX-05-13-02) a new option is available:

14. Ask to Void if Addr. Fails?:Applies only if using Address VerificationThis option allows you to void a request if the payment fails on an addressverification. Voiding only applies to a Sales type transaction, but this option willalso notify the operator if a pre-authorization transaction fails the addressverification.

Enter “Y” if you want the system to notify the operator when the addressverification fails on a successful sale. The system will ask whether to void thesale (only if the void will occur on the same day as the sale). The operator maythen void the sale and reprocess the payment.

Note: Address verification applies only to non-scanned cards.

Explanation of AVS ResponseThe system uses the AVS Response from the card processor to determine whether to ask aboutvoiding the sale:

For Sale only, if flag above is YES, check out the AVS RESPONSE from the card processor:

If response = address and zip code matchAddress was verified OK

Else Ask a question showing the result and asking whether they want to void the sale

transaction. The result is placed in the "current field" for WorkFlow purposes so you coulduse a FlowMod to force the answer based on the result code.

! New Commercial Purchase Card Interface Option (PEG)(PEG)You now have the option to accept commercial purchase cards via the SouthWareCredit Card interface. Here are the components of this feature:

Activate Commercial Purchase Card FeatureIn the Credit Card Definition record (XX-05-12-02) you must indicate that you acceptCommercial Purchase cards. This is done via field 16:

16. Level-2 Commercial Cards?:Enter “Y” if you accept commercial purchase cards and want to submit them forLevel 2 verification (which lowers the merchant fees). This option activates thefollowing features of the credit card interface:- The system uses the ranges in the Commercial Purchasing Card Range

file to determine whether a card number is a purchasing card. By defaultthese range are those suppled by version 5.7.1 of PC Charge.

- For a commercial purchasing card the system will ask the operator toenter a customer code - this may be submitted as part of the processingrequest information.


Ranges of Commercial Purchase Card NumbersIn order to determine that a card is a commercial purchase card the system uses afile of card number ranges. You may edit this file from the Credit Card Managerprogram (XX-05-12-02) to add or change the ranges of card numbers to berecognized as commercial purchase cards.

This program allows you to maintain the ranges of credit card numbers that identifycommercial purchasing cards. A standard file of numbers is automatically built usingthe standard ranges used by PC Charge (version 5.7.1), and you may edit theseranges as needed.

1. Start Range:Enter the beginning range value (up to nine digits) for a range of commercial cardnumbers.

2. End Range:Enter the ending range value (up to nine digits) for a range of commercial cardnumbers.

3. Commercial Card Type:Enter a code (two-characters) to identify the commercial card type (if applicable). This code is sent on PC Charge transactions.

4. Reference:Here you may enter a reference (up to 10 characters) for this range record. Thiscan be useful if you enter/import your own ranges and want to identify themseparately from the standard records. When you upgrade SouthWare’s standardfile in the future you could then use FYI to export your records based on this fieldand then import your records back into the new standard file.


Accepting a Commercial CardWhen you enter a commercial card number the SouthWare credit card interfaceprogram will ask for a customer code. The resulting request file will include the valueentered for the customer code if your format includes the “CMW - CustomerReference ID” variable.

! Recommended Distributor for Credit Card SoftwareWe recommend that you obtain your ICVerify or PC Charge card processingsoftware from Payment Processing, Inc. (PPI), an authorized distributor of bothproducts. They are familiar with the SouthWare interface and will be able to help youwith your setup and other questions about the merchant software and cardprocessing. Because of today’s credit card complexities, we recommend that youwork with specialists such as the people at PPI to help ensure that you are notspending unnecessary money on card processing fees.

Contact SouthWare or your dealer for current contact information for PPI.

Service Management! New Quotes Option for Service Orders (PEG)(PEG)

You may now create a service order quote. This lets you produce a printed quote forservice work that includes all the information available for a service order. If thequote is accepted you can then turn the quotation into an active service order.

Service quotes are available for customers and, if you use TaskWise, for prospects. See also the discussion “Option to Enter/Access Service Order Quotes forRelationships” in the TaskWise section of this notice.

The major differences between a quote and an active service order are:T Parts/inventory line items do not commit stockT When you print the service order it prints as a quotationT The quotation status prevents the service order from showing in selected

lists/totals and from being used in other entry programs. See the “Other RelatedChanges” discussion below for more information.

T When you enter a quotation service order there are several differences in theentry flow. See “Create a Quote” below for more details.

Here are the components of this feature:

Setup of Quote StatusIn the Service Management control record Service Order Status field (SV-08-01, field10) a new field is available after the definition of valid statuses:

Quote Status:If you want to create service order quotes, enter the status (from the ones enteredabove) that indicates a quote. For example, if you have a status of “Q Quotation”you could enter the “Q” here. The system will consider any service order with thisstatus to be a quote.

Leave this field blank if you don’t need to create quotes for service work.


If you have existing service orders with this statusIf you enter a status that is already being used on existing service orders thenthose service orders are NOT automatically changed to quotes. You will need tohandle them as you did before activating this feature. Any new service ordersentered after activating this feature will be treated as quotes.

If you want to convert existing service orders to quotes you may use the copyfunction to copy them to quotes, then delete the old service order.

Related Service Order Operator OptionIn the service order operator record there is now a security option to control whetheran operator may enter a service order quote (SV-07-17, field 22):

Enter a Quote Service Order?Enter “Y” if this operator should be allowed to enter a new service order quote. Enter “N” to disable this capability.

When you activate the Quote Status Setup in the Control record (see above) then alloperators will automatically have “Y” in this field.

Create a QuoteTo enter a quote you may press the “Credit/Copy/Quote” button ([F4]) at the S/O #field (SV-01-01-03, field 1). These quote-related options are available:

3 - Enter a new QuoteSelect this option to start the entry of a new quotation. Most entry fields are thesame as for a normal service order, but the status is your quote status. If you areentering a quote for a TaskWise prospect then the customer is the miscellaneouscustomer (as defined in the SV Control record, SV-08-01 field 9).

4 - Create a Quote from existing S/OSelect this option to copy an existing Service Order to a quote. This optionaccesses the Service Order Inquiry program so that you may find the existingservice order. You may then highlight it and choose the “Select for Copy” function([F6]) to create a new service order quote from the highlighted service order.

The following differences apply when entering a quotation:T Dispatched and Schedule fields are skipped and cannot be accessed in

change modeT Close date is the same, it cannot be accessedT Picking ticket question will not be askedT You can't change the status field but you can access it to get to the dateT When entering a normal s/o you cannot assign it a quote statusT When you enter the equipment and serial number on the header the

customer equipment record is not validated and therefore you are notasked if to create it.

T You will not receive any credit limit messages from SV contracts.T You are not required to enter a po# if the customer requires one.T You can't enter payment info, you can enter misc. chargesT You can change the customer number on a quote it there is no contract

numberT You can change the customer number when you turn it into an orderT At the line items you are not allowed to enter a quote for customer and


part exchanges. Also loan/rental line item types are not permitted on thequote.

T You can't enter a tracking numberT Entering a stock item the stock quantity fields(committed and backorder)

are not updated at all.T No stock level checking is done and no quantity is backorderedT You will be allowed to print the service order quote as per the normal

service order print option. Just notice the literal will say quote instead ofservice order (in the question and the prompt)

Print a QuoteThe standard service order print option uses a Quote format for service orders thathave the Quote Status. This is similar to the standard service order except that theheading indicates it is a Quote and the form does not include areas to hand-writeactions or details.

Turn a Quote into an Active Service OrderTo turn a quotation service order into an active service order you simply access theservice order in the entry program and choose the “Create Service Order” function([F6]). This allows you to update the service status/dates. Any line items forinventory will also be committed during this process.T If the customer requires a PO# you will be taken to the PO# field.T The customer equipment is validated and you will be asked to create it if it does

not exist in the customer equipment file.

Other Related ChangesT Status changes - Quotation service orders are not considered “Open” service

orders in the Service Order Inquiry, Service Order Listing, or Service Order StatusReport. Quotes will be included when you select “All” statuses. There is also aseparate status for Quotes Only.

T Quotation service orders are ignored by the following programs:T PO Status ReportT Automatic PO GenerationT Service Batch Picking TicketsT Technician SchedulerT ExecuMate Gather of Master File StatisticsT Service Operator Transaction Totals

T Quotation service orders may not be used in:T PO EntryT PO Work File MaintenanceT Receivings EntryT Vendor ReturnsT Customer ReturnsT Technician Scheduler Maintenance

T Importing service ordersT You can import a service order quote by importing with the quote statusT No stock quantities are updated for a service quoteT You may NOT change a service order from a quotation to an open

service order via import - the related steps require operatorreview/intervention

Special Program Call Options• SVSOHENT/Q will limit the service order entry program to quotations


• SVSOHENT/Q/U/O will automatically assume you want to create a new serviceorder quotation for a customer - when you finish the entry of the service orderquote the program will exit.

• SVSOHENT/Q/ /P will automatically assume you want to create a new serviceorder quotations for the current prospect - when you finish the entry of the serviceorder quote the program will exit.

• SVSOHENT/Q/M/P will allow you to maintain quotes for the existing TaskWiserelationship based on the name (since all prospects use the miscellaneouscustomer, the name is used to identify the related quotes).

Related Objects• TWSVCQUOTE is an object that creates a new service order quote for the

current relationship. You may launch it for a prospect or customer.• Calls TWRELSUB [SVCQUOTE] which calls the service order program

with the appropriate switches (see above) depending on whether thecurrent relationship is a customer or prospect.

• TWSVQUOMNT is an object that maintains the existing service order quotes forthe current relationship (customer or prospect). You may not create a newservice quote via this object.• Calls TWRELSUB [SVCQUOMNT] which calls the service order program

with the appropriate switches (SVSOHENT/Q/M/P).

! Eight Additional Service Order Status CodesIn the Service Management control record (SV-08-01) you may now define up toeight additional service order status codes in the Service Order Status field (field 10). This allows you to have up to 18 codes for more precise status information forservice orders.

! Access to Line Item Details from Service Order Inquiry (PEG)(PEG)From the service order inquiry zoom (SV-04-01) you now have the option to zoom tothe service order entry program in inquiry mode. This provides the benefits of:• Allowing you to see all line item details including related equipment info• Allowing you to access and maintain Extended Data fields for the line item

When you are displaying the list of line items for a service order you may press theZoom key ([F4]) to zoom to the highlighted line item. You may also access any lineitems while in the zoom mode. The service order entry program allows you toaccess the various fields but will not allow changes to any data except the ExtendedData fields.

Advanced NoteThis feature calls the service order line item entry program with special switches(SVSODENT/I/N/Q). The use of the switches indicates to automatically use thecurrent link values for service order. You could call directly to this program fromother places when useful.

! Option to Require Service Order Numbers to be System-Assigned (PEG)(PEG)You now have the option to require that all service orders use system-assignednumbers. This option eliminates the operator’s ability to create a new service ordernumber by entering a service order number that is not system-assigned.

This feature is a new option for the “Assign” option in the Service ManagementControl Record (SV-08-01, field 2, Assign). In addition to the “Y” and “N” optionsthere is now a “P” option:


P Allow program assignment and do not allow operator assignment. Use this optionto require that all service orders use system-assigned numbers.

! New Contract Template Flag to Include Cost (PEG)(PEG)A new flag has been added to the contract template file (SV-07-18, field 6) that letsyou specify whether to use the service cost on the order that creates the contract. Inprevious revisions the service cost was not used - this is now an option.

Cost w/Contract Bill?Enter “Y” if you want the contract to be created with the cost flag set to “Y”. Whenthe service is entered on an order and a proposal created, the cost from SV0704will be passed to the sales order line item. If the Bill First Period flag is also set toY then the cost will be passed to the line item on the order since it is the first billfor the contract.


Rental Department! Option to Modify/Reprint Contract After Periodic Billing

You now have the option to modify a rental contract after periodic billing hasoccurred, then re-print the rental contract. • If a periodic billing generation has occurred and End-of-Day has not yet been

processed, you may not reprint the rental contract. • After End-of-Day has been run you may access the rental contract (via RD-01-01-

01) - a prompt appears to give you the option to print the rental contract. • If periodic billings have already occurred then the new rental contract will print a

Prior Billings column in the totals to show how much of the rental total has alreadybeen billed.


! Summarize Tracking #s Option Now Prints Multiple Tracking #s Per LineWhen you set the Summarize Tracking #s option (RD-06-01, field 11) to “Y” therental contract print program now prints as many tracking numbers as will fit per line. In previous revisions the summarization would only print one tracking record per line. Now the rental contract and rental invoice will print multiple tracking #'s on each linedepending on the length of the tracking #'s.

This is particularly useful when you have a large number of serial/tracking numberson a contract since this will significantly reduce the number of pages needed to printthe contract.


Job Cost! New Job List in Job Inquiry (PEG)(PEG)

In the Job Inquiry program (JC-03) you may now display a list of jobs and zoom tothe details for a selected job.

When you access this program you may enter the following parameters:

Master Job:Enter a single master job number or press [Enter] for All.


Cust #:Enter a single customer number to search or press [Enter] for All.

Status:Select a single job status or press [Enter] for All:- Not Started- Started, Not Completed- Completed- Closed

Sequence:Select a sequence for the list of jobs:- By customer number- By job number (default)- By master job number- By job description

Starting Value:Enter a starting value for the sequence you selected.

File:Select which source file to search:- Open Job File (default)- History Job File- Both Open and History

After you select these parameters a list of jobs that match these criteria will display. You may select a job and zoom to the job detail inquiry for status information andtotals for the job.

! Job Inquiry Detail Zoom Uses Standard List TechnologyWhen you zoom to the details for a job in the Job Inquiry function (JC-03) the list ofjob detail records now displays using standard list technology. This means that thelist of details shows one record per line and displays in a grid (Windows) or scrollinglist. In the grid display you can now use the powerful grid technology features for thejob detail list.

In prior revisions the detail information displayed via a non-standard three-linestacked list. The same fields are now shown in a wider single-line display.

! New Excellence Period History for Job Headers and Job Details (PEG)(PEG)The system now maintains Excellence Period History for Job Header and Job Detailrecords. This lets you review and analyze job activity per period for the life of a job.

This enhancement has the following components:T Job Header Excellence Period History - This information is available from the

job header maintenance (JC-02-03, [F6] from second screen) and Job Inquiry(JC-03, [F4] for Budgets and [F6] for Header info, or zoom to detail and then [F6]for Detail info). The fields available include:• # Billings• $ Billings• # Payments• $ Payments• # Payrolls


• # Change Order Transactions• Revenue Recognized• Cost Recognized• Profit Recognized• Total Labor Cost• Total Materials Cost• Total Other Cost• Total Indirect Labor Cost• Total Subcontractor Cost• Total Cost

T Job Detail Excellence Period History - This information is available from the jobdetail maintenance screen (JC-02-04, [F6] from record) and Job Inquiry (JC-03). The fields available include:• Actual Units• Actual Cost• # Change Order Transactions

T Job Header Excel Period History Report - This report (JC-04-13-08) allows youto print the job header period history. This is a standard Excellence PeriodHistory report with options such as:• Width of report• Field(s) to print• Time period• Reporting period• Sequence/range• Options for totals only

T Job Detail Excel Period History Report - This report (JC-04-13-09) allows youto print the job detail period history. This is a standard Excellence Period Historyreport with options such as:• Width of report• Field(s) to print• Time period• Reporting period• Sequence/range

• Options for totals only

T Access to Excel Period History via Job Inquiry - In the Job Inquiry programyou may access the Job Excel Period History via the Estimates and Budgetswindow ([F6] for Excel History).

T Data Dictionary Files for ReportingInformation for the job-related Excellence Period History is available via theSouthWare Data Dictionary file • JC13 - Job Header Periods• JC14 - Job Detail Periods • JC02/JC12 - fields 601 thru 699 are job header fields calculated from

Excellence Period History for trend reporting• JC03/JC13 - fields 601 thru 699 are job detail fields calculated from

Excellence Period History for trend reporting

T Option to Rebuild Periods from HistoryIf you run the XLEVTFIX/B program to rebuild period histories, the Job Header


and Detail period history files will be rebuilt.

When you load the Rev 12 update the program automatically builds ExcellencePeriod History from existing job history details.

! Data Dictionary Access to Job Header Budget Totals (PEG)(PEG)You may now access the total budget amounts for a job via the Data Dictionary. Thefollowing fields are now available for files JC02 (Job Header) and JC12 (Job HeaderHistory) as fields 123 thru 143:• Budgeted Labor Cost (Original, Change Orders, Current)• Budgeted Labor Hours (Original, Change Orders, Current)• Budgeted Material Cost (Original, Change Orders, Current)• Budgeted Other Cost (Original, Change Orders, Current)• Budgeted Subcontractor Cost (Original, Change Orders, Current)• Budgeted Indirect Labor Cost (Original, Change Orders, Current)• Budgeted Total Cost (Original, Change Orders, Current)

! New Range Options on Relieve Work in Process Update (PEG)(PEG)The WIP Relief process (JC-05-02) now offers additional range options for selectingthe jobs to process. Here are the options available:

If you use the Contractor option and Recognize Revenue/Cost• Post Date• Range of Master Job IDs• Range of Job Numbers• One or all customer numbers• One or all project managers• Billing Type

If you use the Contractor option and Recognize Profit Only• Post Date• Range of Master Job IDs• Range of Job Numbers• One or all customer numbers• One or all project managers

If you use the Manufacturer option• Post Date• Range of Master Job IDs• Range of Job Numbers• One or all customer numbers• One or all project managers

General Ledger

! Rearranged Financial Statement Menu (PEG)(PEG)The GL-03 menu has been revised for easier use. The selection process is alsoseparated from the maintenance of selection records so that they can have differentsecurity levels. For security purposes the selection process requires a level 6 in G/Land the maintenance of selection records requires a level of 7 in G/L:• GL-03–01 remains the same, Create Financial Statement Formats• GL-03-02 menu is now Financial Format/Selection Records


• GL-03-02-01 is Financial Format/Selection Manager• GL-03-02-02 is Maintain Format Records• GL-03-02-03 is Maintain Selection Records• GL-03-02-04 is List Format Records• GL-03-02-05 is List Selection Records

• GL-03-03 is now Activate Selection Records• ....The remainder of the menu is the same.


! New Financial Statement Manager for Easier Review/Editing

On Windows workstations a new Financial Statement Manager (GL-03-02-01)makes it easier for you to review and edit financial statement formats and runselections. This manager incorporates the financial statement features andorganizes them by tabs:

“List” TabThis tab provides a tree view outline of the financial statement formats and runselections. The tree is organized as follows:• Financial Statement Formats

• Create a New Format (see GL-03-01)• Print a Format Listing (see GL-03-02-04)• Income Statement

• Existing Income Statement Formats• Run Selections where format is used

• Balance Sheet• Existing Income Statement Formats

• Run Selections where format is used• Source and Application of Funds

• Existing SAF Formats• Run Selections where format is used

• Supporting Schedule• Existing Supporting Schedule Formats

• Run Selections where format is used• Cash Flow

• Existing Cash Flow Formats• Run Selections where format is used

• Selections/Columns• Create a New Selection (see GL-03-02-03)


• Print a Selection Listing (see GL-03-02-05)• Existing Run Selections

• Formats used in run selection• Edit Active Selection Flags (see GL-03-03)• Run Selected Financials (see GL-03-04)

As you highlight an existing format or selection record the pane to the right showssome more information about the record. The Structure Tab appears if you arehighlighting a Format record. The Preview Tab appears if you are highlighting aformat record within a selection record (since you must have defined columns inorder to do a test run).

Format Functions• Create a New Format - To create a new format you may highlight the “Create a

New Format” entry and press the “Run” button ([F3]). This accesses the createfunction as described in GL-03-01 in the manual.

• Edit the Format - To access the maintenance for a format, highlight the formatand press the “Edit” button ([F3]). This accesses the header informationdescribed in GL-03-01 in the manual. From this screen you can edit the details.

Run Selection Functions• Create a New Selection - To create a new selection you may highlight the

“Create a New Selection” entry and press the “Run” button ([F3]). This accessesthe maintenance in GL-03-03 which allows you to add a new run selection record.

• Edit the Highlighted Selection - To edit the highlighted run selection, press the“Edit” button ([F3]). This accesses the run selection maintenance programdescribed in GL-03-03 in the manual.

“Structure” Tab(Appears only if you are highlighting a format)The Structure tab presents a grid that overviews the layout of a format. Down theleft side of the Structure grid you can see the records that define the vertical layout ofa format. If you are highlighting a format under a selection record the Structure tabalso shows the horizontal (selection columns) elements of the format. This helpsyou visualize the resulting statement. From this tab you can choose to:• Edit Format - Click on the Edit Format button ([F3]) to access the format

maintenance. You may then display the Details editing grid.• Edit Columns (if applicable) - Click on the Edit Columns button ([F4]) to access

the Selection maintenance. You may then display the column definition window.

“PDF Preview” Tab(Appears only if you are highlighting a format under a selection record)The PDF Preview tab allows you to generate a sample version of a format. Thisfeature utilizes the financial statement run process (GL-03-04) and the standardSouthWare PDF print driver (but see “Override PDF Driver” below) to provide thepreview.

When you click on this tab you must first specify the run parameters for the relatedselection. The print program then outputs the highlighted financial statement to theSouthWare PDF printer and opens the resulting file in a browser window within thetab. This makes it easy to preview the report via the paging features of the AcrobatPDF Reader program.


Note: To use this feature you must have loaded Adobe Acrobat on yourworkstation and the “pdf” file extension must be associated with AdobeAcrobat.

Override PDF DriverYou may set up a PDF printer (XX-05-05-01) with the name “GLFSMGR” to usethis as the PDF printer for the Preview function instead of the SWPDF defaultPDF printer. This is useful when you use a special font page style for your normalprinting of financial statements, and want to have the same look for the Previewthat you will have for the printed copy.

Reload FunctionThere is a “Reload” button on the PDF Preview tab. This reloads the previewPDF file in the browser. This is useful if the browser has a display issue or otherproblem displaying the PDF file.

! Improved Selection of Financial Formats to Process (PEG)(PEG)

When you select which financial statements to process (GL-03-03) you may nowreview your selection(s) via a grid. The selection process is now separated from themaintenance of selection records (which is now GL-03-02-03). For securitypurposes the selection process requires a level 6 in G/L and the maintenance ofselection records requires a level of 7 in G/L.

When you choose the Selection option a list of the defined Financial StatementSelection records will appear. You have the following options:• Individually Select/Unselect Records - You may click on the checkbox to the

left of each selection to toggle the “Active” flag on or off. • Select Batch - You may click on the Select Batch button ([F4]) to select a group

of records. The program will ask for a batch ID ([Enter for All]). If you enter a


batch ID, the program will select all records that contain that Batch ID. If youleave the batch ID blank the program will select all records. You could thenindividually unselect records as needed.

• Unselect Batch - You may click on the Unselect Batch button ([F5]) to unselect agroup of records. The program will ask for a batch ID ([Enter for All]). If you entera batch ID, the program will unselect all records that contain that Batch ID. If youleave the batch ID blank the program will unselect all records. You could thenindividually select records as needed.

• Edit Selection Record - You may highlight a record click on the Edit button ([F3])to access the selection maintenance program (GL-03-02-03) for the record. Youmay also double-click or press [Enter] on a record.

• Run Selected - You may click on the Run Selected button ([F5]) to run theselection records flagged as Active. This is the same as choosing GL-03-04 andspecifying to Run Based on the Active Flags.

! Comments for Financial Statement Selections (PEG)(PEG)You may now define comments for your financial statement selections to help youremember their purpose. These comments are added as an additional text fieldaccessible from the description field in the selection (GL-03-02-03, field 2).

Comments:Describe the purpose of this selection record (up to 1000 characters). Thecomments appear in a preview pane as you highlight the selection in the selectiongrid.

! Financial Statement Selection File Now Available via ReportMate (PEG)(PEG)You may now access the records and fields in the G/L financial statement selectionfile via the SouthWare Data Dictionary (file GL07). This lets you create FYI reportsor ReportMate reports that list your financial statement selection data.

! Financial Statement Editing List Now Uses Grid


The display of the scrolling editing list when editing a financial statement format (GL-03-02-02) now utilizes a grid. This improves the appearance and provides easierscrolling through the list of items.

! G/L Chart of Accounts Wizard now asks if Budgets should be Copied to NewAccountsWhen you use the G/L Chart of Accounts Wizard (GL-08-02-02) to copy accountsthe program now asks if you want to Copy Budgets from the Original Input Account. In prior revisions the Wizard automatically copied budgets.


Accounts Receivable! Audit Trail History of Canceled A/R Sales Transaction Documents (PEG)(PEG)

This feature applies only if you are keeping Paid Item History in Accounts Receivable(AR-08-02, field 8)The system now maintains a history of canceled A/R sales transactions instead ofremoving them from your files. This makes it easier for auditors to reviewtransactions that have been canceled.

When you cancel an A/R sales transaction the system shows the document on theposting register. This is your primary audit trail. The system now also does thefollowing to record the canceled transaction:• Creates the cancellation document in the history file

• The amounts are reversed from the original transaction• The G/L post date will be the sales transaction G/L post date

• Creates the expense distributions in the history G/L file and flags them ascanceled. The amounts are reversed.

• Moves the open item being canceled to history and flags it as canceled. The G/Lpost date is not changed.


• Flags the expense distributions for the canceled open item as being canceled

The canceled document information is flagged as canceled, which prevents it fromprinting on any standard reports or appearing on inquiries.

! Audit Trail History of Canceled A/R Cash Receipts (PEG)(PEG)This feature applies only if you are keeping Paid Item History in Accounts Receivable(AR-08-02, field 8)The system now maintains a history of canceled A/R cash receipts instead ofremoving them from your files. This makes it easier for auditors to reviewtransactions that have been canceled.

When you cancel an A/R cash receipt the system shows the cancellation on theposting register. This is your primary audit trail. The system now also does thefollowing to record the canceled payment:• Creates the cancellation transaction in the history file

• The amounts are reversed from the original transaction• The G/L post date will be the sales transaction G/L post date

• Creates the expense distributions in the history G/L file and flags them ascanceled. The amounts are reversed.

• Marks the payment as canceled if the payment is already in history. If thepayment is still in the open item file, the system moves the payment to history andflags it as canceled. The G/L post date is not changed.

• Flags the expense distributions for the canceled open item as being canceled

The canceled payment information is flagged as canceled, which prevents it fromprinting on any standard reports or appearing on inquiries.

! Reporting of Canceled A/R Documents/Receipts (PEG)(PEG)To print canceled sales transactions or cash receipts for audit purposes you may usethe Customer Activity report (AR-05-03). The following new parameter is available:

Include Canceled Documents?This option applies only if you select to print History AND you choose alldocument types.This option allows you to include any canceled documents on the report. Theoptions available include:Y Include Canceled Documents - choose this option to include Canceled

Documents in addition to other documentsO Canceled Documents Only - choose this option to print ONLY canceled

documents on the reportN Don’t Included Canceled Documents - choose this option to skip any

canceled documents in history

The legend of the report shows whether you selected to Include Canceleddocuments or to show Canceled Only. The document type shown for canceleddocuments is as follows:

XINV Canceled invoiceXCRM Canceled credit memoXPAY Canceled paymentXDEB Canceled debit memo


CANC Cancellation transaction

Purging of Canceled ItemsThe History Purge process will include any cancellation transactions for the datesbeing purged. The related purge register will show these transactions with the samedocument types used on the Paid Item Listing.

Advanced Reporting DiscussionCancellation transaction information is automatically ignored by SouthWare’s data access routines. Thisis based on a SouthWare “linkage” flag related to showing cancellation information. This flag defaults to“N”, but when the flag is set to “Y” or “O” the data access routines will include cancellation information.

You may manipulate this linkage flag (XX99, field 191) via a SouthWare WorkFlow FlowMod if you wishto include cancellation information for a special situation such as a ReportMate report. For example, youcould set this flag to “O” for Cancelled Only, print a ReportMate report from the A/R history file that showscanceled transactions, then set the flag back to “N”.

Note: This flag is utilized by both A/P and A/R - setting it will impact both A/P and A/R historyreporting.

! New ReportMate Fields to Test if Record Matches Current SalespersonSeveral new fields have been added to ReportMate so that you can create reportsthat limit lists to the current logon salesperson (as defined in the employee recordassigned to the logon operator). These fields have the description “Salesmn MatchCurr?” and have the following results:- “Y” if the document being tested is assigned to the current salesperson- “Y” if the document being tested is assigned to a split salesperson code and the

current salesperson is one of the salespersons in the split- “N” if the document being tested is not assigned to the current salesperson or to a

split that includes the current salesperson

Here are the files that contain this field:

File Description FieldAR01 Customer 89AR02 A/R Open Items 61AR03 A/R Paid Items 61 (does not include payment records)RS07 Order Header 335RS10 Invoice Header 335

Accounts Payable! Audit Trail History of Canceled A/P Documents (PEG)(PEG)

This feature applies only if you are keeping Paid Item History in Accounts Payable(AP-07-02, field 3)The system now maintains a history of canceled A/P transactions instead ofremoving them from your files. This makes it easier for auditors to reviewtransactions that have been canceled.

When you cancel an A/P transaction the system shows the document on the postingregister. This is your primary audit trail. The system now also does the following torecord the canceled transaction:• Creates the cancellation document in the Paid Item history file

• The amounts are reversed from the original transaction• The reference is “Canceled Trx # xxx” where “xxx” is the canceled

document transaction number• Creates the expense distributions in the history G/L file and flags them as


canceled. The amounts are reversed.• Moves the open item being canceled to history and flags it as canceled.• Flags the expense distributions for the canceled open item as being canceled• Leaves any special Vendor Pay To address on file for the canceled document.

The canceled document information is flagged as canceled, which prevents it fromprinting on any standard reports or appearing on inquiries.

To Report Canceled Items

To print the canceled documents for audit purposes you may use the Paid ItemHistory report (AP-04-07). This report now includes the following new parameter:

Include Canceled Documents?This option allows you to include any canceled documents on the report. Theoptions available include:Y Include Canceled Documents - choose this option to include Canceled

Documents in addition to other documentsO Canceled Documents Only - choose this option to print ONLY canceled

documents on the reportN Don’t Included Canceled Documents - choose this option to skip any

canceled documents in history

The legend of the report shows whether you selected to Include Canceleddocuments or to show Canceled Only. The document type shown for canceleddocuments is as follows:

X-INV Canceled invoiceX-CRM Canceled credit memoCANCEL Cancellation transaction

Purging of Canceled ItemsThe History Purge process will include any cancellation transactions for the datesbeing purged. The related purge register will show these transactions with the samedocument types used on the Paid Item Listing.

Advanced Reporting DiscussionCancellation transaction information is automatically ignored by SouthWare’s data access routines. Thisis based on a SouthWare “linkage” flag related to showing cancellation information. This flag defaults to“N”, but when the flag is set to “Y” or “O” the data access routines will include cancellation information.

You may manipulate this linkage flag (XX99, field 191) via a SouthWare WorkFlow FlowMod if you wishto include cancellation information for a special situation such as a ReportMate report. For example, youcould set this flag to “O” for Cancelled Only, print a ReportMate report from the Paid Item history file thatshows canceled transactions, then set the flag back to “N”.

Note: This flag is utilized by both A/P and A/R - setting it will impact both A/P and A/R historyreporting.

! Improved Audit Trail for Voided A/P ChecksThe system now updates A/P check history for each voided check. In past revisionsthese voided checks showed on the appropriate registers but were not recorded inhistory. Posting them to history makes it easier for auditors and others to ensurethat voided checks are properly handled.

This change includes the following features:


• When you print an interactive check for a Prepaid A/P transaction and thencancel the transaction, the voided check information is posted to the check historyfile as it is written to the check reconciliation file.

• When you reprint checks during batch printing or choose to abandon the checkrun, the original check numbers being voided are posted to the check history file.

• If checks have been printed but not posted and you access the payment portal(AP-02-03-01), a message explains that checks have been printed and asks ifyou want to delete the check file. If you answer Yes, the voided checks arerecorded in check history with a void status.

• The A/P check inquiry program displays the literal “** Voided Print **” when youzoom on a voided check header.

Note: This feature does not apply to alignment checks.

! 1099-MISC Changes Two new amount fields were added to the 1099-MISC form beginning with reportingyear 2005. These new fields are 409A Deferral amount and 409A Income amount. The income amount is a subset of the 409A deferral amount and is added to theNon-employee compensation accumulation in box 7 of the printed forms and amountcode 7 for magnetic media files. These amounts only apply when the Vendor recordin SouthWare is defined as (7) Non-Employee Compensation. The AP 1099 Buildprocess does not update these new fields. These fields can be manually updated inthe 1099 work file (AP050604).


! A/P Check Printing via Synapsis Cartridge Now Allows Multiple BankAccounts If you use a Synapsis cartridge for A/P check printing you may now print for multiplebank accounts. If your control record (AP-07-02) specifies to use Synapsis (field 5)and that you use multiple cash accounts (field 10) then the check printing will ask forthe Route # and Bank Account # for each check printing run. These values defaultto the values specified in the Control record, but you may change them per checkrun.

FlowPoints for APCHKPRT are assigned to these fields in the check run so you canautomate them via WorkFlow:- 8501SY - the Route #- 8502SY - the Bank Account #


Payroll

! New Payroll Menu Portal


The Payroll menu portal (Zoom View and object of “P_PROPR”) is designed to helpa payroll operator easily navigate the commonly-used SouthWare programs involvedin processing payroll. This includes information about the current payroll and accessto the payroll processing portal (PR-01-02). This portal does not show othercompany payroll statistics from XV05 because of the sensitive nature of payrollinformation.


! Payroll Check Processing Portal

The definition, entry, review, and printing of normal payroll checks (PR-01) is nowmore integrated and efficient. When you access the Define a New Payroll option(PR-01-02 or from the Payroll Menu Portal) the Payroll Check Processing Portal willbe available. You can quickly define/select a payroll, enter/review exceptions, andreview the tentative checks before printing any reports or checks.

Here are some highlights of the portal:

Navigation TabsThe portal contains tabs for integrated access to the related functions. The tabsavailable in this portal include:• Define Payroll - entry of dates/accounts and selection of pay frequencies and

recurring frequencies for employees to pay (see “Define Payroll Tab” later in thissection)

• Exceptions - list of entered and generated exceptions for the payroll and accessto the exceptions entry program (see “Exceptions List Tab” section below)

• Tentative Checks - grid listing of tentative checks (see “Tentative Checks Tab”section below)

Status InformationThe transaction status area includes the following data:• Current payroll number• Current payroll period ending date• Current payroll check date

Transaction ButtonsAvailable one-click transaction buttons (that are enabled or disabled as appropriate)


include:• Generate Salary Distributions• Exceptions Edit Listing• Pre-check report• Calculate Full Payroll• Print checks option

Define Payroll TabIn this tab you may define the general payroll parameters for the payroll you want toprocess. These are the same fields described in PR-01-02. When accessed aspart of the Payroll Check Processing Portal you must enter or select a payroll toprocess before you may access the other portal tabs.

! Exceptions List Tab

This new grid (graphical workstations only) in the Payroll Check Processing portalprovides an interactive review of the exceptions that have been generated andentered for the current payroll. When you access the Exceptions tab the programdisplays a line for each exception header record and shows columns that indicatethe following information:• Employee number• Whether the exception is for an alternate check (Y/N)• Employee name• Social Security Number• Work Location• Whether a Salary exception exists (Y/N)• Whether a Regular pay exception exists (Y/N)• Whether an Overtime pay exception exists (Y/N)


• Whether a Vacation pay exception exists (Y/N)• Whether a Holiday pay exception exists (Y/N)• Whether a Sick pay exception exists (Y/N)• Whether a Special pay exception exists (Y/N)• Whether any Other type of exception exists (Y/N)• Transaction operator who entered the exception• Multiplier to Annualize Pay Period• Number of Weeks Worked• Sick Accrual Hours• Vacation Accrual Hours• Whether to Use Recurring (alternate checks only)• Import Error flag

This grid is much quicker to review than an exception edit listing. You can quicklyreview who and which types of exceptions will affect the checks for this payroll.

From the exceptions list you may zoom on any line shown to access the exceptionsentry program (PR-01-03) for that record. You can then make any changes and exitexceptions entry to return to the list (which will be refreshed to show any changes).

Tip: If you use the portal to edit your exceptions you should normally set youroperator options to turn off the questions about printing the edit listingand generating Job Cost distributions - these will be asked each time youexit the entry program and return to the list.

New ExceptionYou may click on the “New Exception” button at the bottom of the list to access theexceptions entry program (PR-01-03) to create new exceptions. When you exitexceptions entry the list will be refreshed to show any changes you made.


! Tentative Checks Tab

This new grid (graphical workstations only) in the Payroll Check Processing portalprovides an interactive review of the checks that will result from your currentfrequencies and exceptions. When you access the Tentative Checks tab theprogram processes the tentative payroll and displays the following summaryinformation per check:• Employee Number• Alternate Check Indicator• Employee Name• Work Location• Regular Hours• Overtime Hours• Vacation Hours• Holiday Hours• Sick Hours• Special Hours• Gross Pay• Total Taxes Withheld• Total Other Deductions Withheld• Check Amount

This grid is much quicker to review than a printout. And because of the navigationtabs it is easy to click over to the Exceptions tab, enter or edit an exception, thenclick back to the Tentative Payments tab to see the results.


Tentative Check Details Grid

For any tentative check shown in the grid you may zoom to a grid list that shows theindividual earnings, deduction, and taxes records that result in the tentative checktotals. The list also shows the source of the detail such as whether it was entered asan exception or calculated.

From the Tentative Checks tab you may select to process the Full Calculation (whichproduces the related reports) and then choose to print the checks and complete thepayroll.

! Option to Print W-2s in a Four-to-a-Page FormatA new four-to-a-page W-2 print option is available beginning with the 2005 reportingyear. This is for EMPLOYEE COPIES only. If you choose to print the 4 to a pageform, you MUST PRINT FOUR W-2's per employee. This is exactly one page.

WARNING: This form requires 8 lines per inch init string. Also the top margin shouldbe 3/8 inches.


! New Payroll Tax calculation for Non-resident aliensA new procedure for withholding income taxes on the wages of non-resident alienemployees is in effect as of January 1, 2006. Essentially this requirement addsamounts to earnings for tax calculation purposes only. Please review yourCircular E to determine if this new procedure applies to you and your customers.

Setup: A new field is added to the Payroll Control Record (PR-08-02):

27. Non-resident Aliens?: Enter “Y” to display a table to enter Additional Wage amounts per pay frequencyfor non-resident aliens. The program will annualize the wages and thenannualize the add-on amount for that pay frequency for the total annualizedfederal wages to determine federal tax withholding. The add on amount is used in


calculating federal tax withholding only and is not included in any totals in theemployee record.

The current add-on amounts for calculating taxes are located in the Circular E.

A new field is added to the Employee File (PR-07-01, field 31):

Non-Resident Alien?:Indicate whether this employee is a non-resident alien. This will activate thespecial non-resident alien calculation routines as set up in the Payroll controlrecord (PR-08-02, field 27).


! Option to Void a Payroll Check Based on G/L Post DateYou may now void a Payroll check that doesn’t match the Check Date of theManual/Void run. In previous revisions the check date was required to be the exactcheck date of the defined Manual/Void run. If GL post date is based off of checkdate then the program allows the user to enter a date in PR0201 when setting up themanual/void PR.


SouthWare WorkFlow

! Improved E-Mail Solutions (PEG)(PEG)With Revision 12 you have moreflexibility and powerful solutions fore-mailing your business partners. Have you ever wanted toautomatically e-mail statements toall your customers in the middle ofthe night? Maybe you've wanted toquickly e-mail a collection letter tocustomers who are delinquent inpayments. Perhaps an executivein your company would like to havea custom report e-mailed to himonce a week. Rev 12 offers allthese e-mail solutions and has theflexibility for you to solve otherbusiness e-mail needs usingWorkFlow E-mail Templates. TheWorkFlow E-mail Templates now support attaching RCF packet-produced files,OfficeLink output, and other files to e-mails. Combined with Rev 12's new DoWorktechnology and SouthWare Server you may now utilize e-mail in many new ways.

The following chart illustrates how you can utilize SouthWare technologies toaddress some common e-mail scenarios:


Sample E-Mail Application How to Address

Create a blank e-mail message for a singlecustomer

There are many ways to create a blank e-mail message fora customer. Some examples are:

• From Customer Zoom View, click on e-mail link.• From TaskWise Client Info tab, click on e-mail link.• From TaskWise task, click on "Send Email" button from

toolbar.• Define an object that does a Windows call

"mailto:<@AR010069>" and execute it with WorkFlowwherever AR01 is primary.

Create an e-mail message for a customer thatutilizes a pre-defined template for thecontents of the message

You can pre-define a template for an e-mail by using WFE-mail templates. When using the Outlook interface, thiscan be HTML or regular text and you can define it to auto-send the message or wait for possible changes and allowthe user to send it. For command-line e-mail software,regular text is supported and it is sent automatically.

Quickly create a report file and e-mail it tosomeone

There are a few ways to accomplish e-mailing a report tosomeone. If you want the report to be the body of the e-mail, you could choose to send the report via E-mail fromthe print parameters for the report.

After being prompted for the e-mail address and pressingsend, the report contents will be in the body of the e-mail. If you would rather attach the report to the e-mail and havea different body, you can use WF E-mail templates and thefollowing technologies to accomplish this:

• RCF Packet that creates output file for report (Spool,HTML, PDF)

• E-mail Send ID• WF E-mail Template (referencing RCF Packet as

attachment)

Then, this WorkFlow could be used as a scheduled item,DoWork, or a hotkey from some place in SouthWare.

Automatically create PDF versions ofcustomer statements and e-mail them to thecustomers as a batch job

Statements can be sent to customers in batch modewithout user intervention using the following technologies:

• RCF Packet• E-mail Send ID• WF E-mail Template• TW Alert Processor• Action Scheduler• SouthWare Server

See the discussion below "How It Works: SendingStatements to Customers Using SouthWare Server”

Identify customers who need collection lettersand automatically create/e-mail customizedcollection letters

You can send collection letters with a simple click of abutton using the following technologies:

- OfficeLink ID- E-mail Send ID- WF E-mail Template- DoWork ID- FYI Report

See the discussion below “How It Works: SendingCollection Letter to Customers in FYI”


Create and send a summary OrderConfirmation as an HTML-format e-mail

Similar to customer statement example above, but useHTML body and Outlook for WF Template.

Create and send a summary Service Order asan HTML-format e-mail

You can create a WF E-mail template that usesinformation from “SV04” and include any variables you’dlike available from “SV04”. You can define a flowmod thatwill automatically launch this E-mail template via hotkey orquestion in any place that you’d like. Refer to WF E-mailtemplate “SERVICWORK” for an example.

Tips on Mail Interfaces

Here is a comparison of sending e-mail via Microsoft Outlook versus a command-linesoftware (such as Blat):

Interface Type Advantages Disadvantages

Microsoft Outlook • Can use HTML body• Sent copies saved in Sent folder• Option to AutoSend (review or not)

• Windows only• Must have Outlook (not Outlook

Express)• Feature-set is limited to

SouthWare’s interface to Outlook

Command-Line • Uses less system resources• Multi-platform availability• Runs invisible• Feature-set determined by product

• Cannot review before sending• Text-only body• Sent copies not automatically

saved in a folder • If you would like to receive

copies of the sent statements,you can use a "Bcc" (BlindCarbon Copy) option of thecommand-line e-mail softwareto send a copy to yourself orsome e-mail address definedfor this purpose.

Other Tips on Using E-Mail • If you want to send PDF attachments, you must run on a Windows system.

SouthWare does not create PDF files on non-Windows systems. This will workwith the Windows runtime or thin client. For example, if you are running thinclient with a Linux server, and you want to automate sending of e-mail with PDFattachments via SouthWare Server, you should execute SouthWare Server viathin client, NOT from the UNIX server.

• If you are using the Form PDF Archive feature of Rev 12, you cannot send PDFattachments for archive-enabled forms. A PDF output cannot be archived,therefore is not allowed.

• If you are using the Form PDF Archive feature of Rev 12 and you send batch e-mails from a non-Windows computer, no archiving is done. This is becausearchiving of forms requires a Windows system. So, if you want to send e-mailstatements using SouthWare Server and have them archived, you should berunning the SouthWare Server from a Windows system via the Windows runtimeor thin client.

• Command-line option - BLAT - Blat is a Win32 command line utility that sendse-mail using SMTP or post to Usenet using NNTP. It is a product that can beused free of charge and is included with Rev 12 in a “Blat” directory off the mainSouthWare directory. There is a complete readme file in “Blat/docs” directory that


explains how Blat works. A “BLAT” sample E-mail Send ID has been includedwith Rev 12 and will work after Blat is installed. To install blat, execute thefollowing command line:

SouthWare Dir\Blat\full\blat -install smtpserver senderemail

Where:smtpserver = SMTP Server address (ex. mail.yahoo.com)senderemail = Sender’s E-mail address (ex. [email protected])

---------------How It Works: Sending Statements to Customers using SouthWare Server

Statements can be sent to customers in batch mode without user intervention using the followingtechnologies:

- RCF Packet- E-mail Send ID- WF E-mail Template- TW Alert Processor- Action Scheduler- SouthWare Server

RCF Packet (XX-09-14-01)Example ID: CUSTSTMT

Setup an RCF Packet to print an individual statement. You may choose the output option that youwould like attached to the e-mail (spool/plain text, HTML, PDF). Use variables for parameters asnecessary - specifically the customer number range. For all variables, the primary file should be"AR01".

E-Mail Send ID (XX-05-12)Example ID: BLAT

Setup an E-Mail Send ID of type "E" for Command Line E-mail. This way, no user interface will beinvolved and the process can be run on the SouthWare Server.

WF E-mail Template (WF-03-02)Example ID: CUSTSTMT

Setup a WorkFlow E-mail Template for the customer statement. The "To" address should be a datadictionary value referring to the customer's e-mail address. The body of the e-mail should mentionthat the statement is attached. The attached file should be the RCF Packet previously defined. TheSend ID used should be the command line e-mail ID previously defined. For all variables, the primaryfile should be "AR01".

TW Alert Processor (TW-04-11-02)Example ID: CUSTSTMT

Setup an Alert Driver for customer statements. Make the primary file "AR01" and use a customschedule of whatever you desire. The Alert Driver Maintenance program will automatically take youto the Scheduled Action record related to it. The program will also take you automatically to theFlowmod maintenance so you can define what steps should be taken. The flowmod should executethe mail template previously defined with any conditions you want.

Action Scheduler (XX-09-08-01)Example ID: TWCUSTSTMT


When defining the Alert Driver, the Action Scheduler item was defined as well. You can test theaction with some sort of test data at XX-09-08-02. The scheduled action should be setup to executewith the operator ID used by the SouthWare Server (SERVER, for example).

SouthWare Server Start SouthWare Server and a workstation or server that is capable of sending these e-mails. Thecomputer would have to have proper access to the SouthWare files and have access to the commandline e-mail product you are using.

---------How It Works: Sending Collection Letter to Customers in FYI

Collection letters can be sent to customers with a simple click of a button using the followingtechnologies:

- OfficeLink ID- E-mail Send ID- WF E-mail Template- DoWork ID- FYI Report

RCF Packet (XX-09-11)Example ID: ZZCOLLECT1

Setup an OfficeLink ID related to the customer file that can be your collection letter. An example oneis released with SouthWare. Field 4 "Extract Data" should be "Y".

E-Mail Send ID (XX-05-12)Example ID: OUTLOOK

Setup an E-Mail Send ID of type "E" for Command Line E-mail or "O" for Outlook. Since this is aninteractive send of an e-mail, Outlook might be the best e-mail software to use. However, you maychoose a command-line e-mail as well.

WF E-mail Template (WF-03-02)Example ID: CUSTLTR

Setup a WorkFlow E-mail Template for the customer letter. The "To" address should be a datadictionary value referring to the customer's e-mail address. The body of the e-mail should mentionthat the letter is attached. The attached file should be the OfficeLink ID previously defined. The SendID used should be the E-mail ID previously defined. For all variables, the primary file should be"AR01".

DoWork ID (RM-05-03)Example ID: CUSTLTR

Setup a DoWork ID to send the customer letter. The primary file should be "AR01". The relatedflowmod should execute the WF E-mail template defined previously. The "To" address should be adata dictionary value referring to the customer's e-mail address. The body of the e-mail shouldmention that the letter is attached. The attached file should be the OfficeLink ID previously defined. The Send ID used should be the E-mail ID previously defined. For all variables, the primary fileshould be "AR01".

FYI Report (RM-06)Example ID: CUSTBAL

Setup a new FYI Report for "AR01". Select the previously created DoWork ID to be on the report. You may want to put the past due balance on the report and add a range or some selection criteriarelated to the past due balance to limit the records shown in the FYI grid. Then, access the GridViewtab and click the "Edit" button. Now you can click on the DoWork ID and send collection letters tocustomers!


! Option to Create E-Mail Attachments for WorkFlow E-Mail Templates (PEG)(PEG)You now have the option to use a WorkFlow Mail Template (WF-03-02) to sendan e-mail message with an attached document. This feature works when usingan Outlook mail interface or a command-line mail interface that supports thesending of attachment files.

This feature is implemented via a new option in field 9 of the WorkFlow MailTemplate (WF-03-02):

Attachment Option:Here you may choose whether e-mail messages created from thistemplate should have a file attachment for the message. This featureworks only when using an Outlook mail interface or a command-line mailinterface that supports the sending of attachment files.

(blank) Leave blank or select “None” to skip the attachmentfeature for this template

T Template - the name of the attachment file will beprovided from the template. In the "Filename" field youmay specify the pre-defined file name. You may useenvironment variables (<@ENV=varname>) to referencea file name controlled by the value of the environmentvariable specified.

D Data Variable - the name of the attachment file will beassigned depending on the data of the current record. Ifyou select this source type you may then reference theData Dictionary file/field in the Filename field.

R RCF Packet - the name of the attachment file will be afile created by running an RCF packet print job (such asoutputting a report to a PDF file). You may then specifythe RCF Packet to run.

O OfficeLink - the name of the attachment file will be a filecreated by an OfficeLink job. You may then specify theOfficeLink ID to run.

How Attachments WorkWhen WorkFlow launches a Mail Template here is how it obtains theattachment file:

• For “T” type attachment - the program obtains the file name fromthe template and uses that as the attachment file

• For “D” type attachment - the program obtains the value of thevariable and uses that as the attachment file

• For “R” type attachment - the program launches the object for theRCF Packet (which prints the report), obtains the file name usedfrom an environment variable, and uses that file name for theattachment file

• For “O” type attachment - the program launches OfficeLink in“silent mode”, obtains the file name from the OfficeLink, and usesthat file name for the attachment file


After obtaining the attachment file name the program creates the e-mailmessage and attaches the file:• For Outlook-type interfaces the program references the

attachment file name in the ActiveX interface to Outlook• For command-line interfaces the program uses the file name for

the attachment file. This replaces the <@FILE> command in theAttachment command line of the send ID (field 5 of XX-05-12),which replaces the “ATTACHMENT” variable in the commandline.

! Improved WorkFlow E-Mail Template Body EditingWhen you create a WorkFlow E-Mail Template to send e-mail messages it is noweasier to create/edit the body of the message in a separate file. This isparticularly useful if you want to use HTML formatting for the body for improvedappearance.

To Create/Edit E-Mail body in a separate fileIf the Body Text source (in field 11) is “F” for file and you enter a file name(instead of a variable), you have the option to create/edit the file name youentered.• If the file name ends in “.htm” or “.html” the program will use a web

editor screen to display the web page file for editing.• For other file name extensions the program will use a text editor control

to display the file for editing.

In both editing options a prompt explains how you can insert a SouthWarevariable to be replaced with data at runtime.

As you display a record that uses a file name the program will display thecontents of the file if possible. An Edit button allows you to access the file in theappropriate editor.

Note: If you use variables in the body file name you may only use variablesavailable from XX99, XX88, or the primary file for the FlowMod.

! Rearranged Fields in WorkFlow E-Mail TemplateThe fields in the WorkFlow E-Mail Template records (WF-03-02) have beenrearranged to accommodate the new fields. • SouthWare Mail options are now field 8• Internet E-Mail options are now field 9• Subject in now field 10• E-Mail Body is now field 11• If the E-Mail Body is in a separate file the program will display the file

contents if available.

! New Standard FlowPoint for Accessing Change Number Fields (PEG)(PEG)A standard FlowPoint is now available for testing the field number that a user isabout to access when changing (not adding or inquiring) a record in a FileMaintenance type program. Here is the new FlowPoint:

92CHG# Occurs when you are accessing a change number for an existingrecord in change mode. The Current Field value at thisFlowPoint will contain the field number of the field about to be


accessed. This can be either a primary two-digit FlowPointnumber or a primary field in a Plus Box window (see Limitationfor field groups below).

This procedural FlowPoint contains FAIL logic - if your FlowModspecifies to FAIL then this will abort the access of the changenumber. If you are trying to access the field from the ChangeNumber prompt this abort will return to the change number field. If you are accessing the field in another way the abort will besimilar to a skip field and will go to the next field.

Notes and Limitations• This FlowPoint does not apply to adding a record or to accessing a

record in inquiry mode.• If you define a FlowMod for this FlowPoint it will be executed at every

field in the program that you access in change mode. If you only needthe FlowMod to be executed at one or two fields it will be more efficient touse the individual field FlowPoint(s) instead of this global FlowPoint.

• This FlowPoint is a procedural FlowPoint, not an accept FlowPoint. If youwant to test for a function key pressed or other entry then you should dothis at the normal “92" or “96" FlowPoints or at a specific field FlowPoint.

• This FlowPoint is only executed at the first field of any special field“groups”. For example, in Customer Maintenance the Credit Limit andCredit Rating fields are part of a group - the FlowPoint is executed only atthe Credit Limit field.

• Timing 1 and Timing 2 FlowMods will not be executed at the Change #field. Timing 3 FlowMods will be executed at the Change # field sincethis is a procedural FlowPoint.

ExampleLet’s say that when operator JSMITH accesses customer maintenance you onlywant him to be able to change the address info (fields 2 through 7). ThisFlowPoint provides a simple way to do this via a FlowMod:

Program: ARCUSTMNFlowPoint: 92CHG#Steps:

IF XX990001 (operator) = ‘JSMITH’AND Current Field LT 8 EXITELSE FAILEND

! New FlowPoint for Second Character of Change Number PromptMaintenance FlowPoints (9202 for main screen, 9602 for line items) have beenadded to the second character of the Change # prompt. At these FlowPoints youcan test Current Field, which will be the second character entered. However, theprimary purpose of these fields is to record the value for all entries whenrecording RCF Packets.

! Increased Maximum Number of FlowMods Per Program (PEG)(PEG)


The maximum number of FlowMods that can be used in a program has beenincreased from 400 to 550. These are stored in a WorkFlow Traffic file that keepstrack of these per workstation.

! WorkFlow Variable Replacement Now Supports Alternative FormatsYou may use any of three different syntaxes when defining a SouthWare variableto be replaced in a text field/file. Each syntax refers to the Data Dictionaryfile/field using xxxxyyyy where xxxx is the Data Dictionary file and yyyy is theData Dictionary field:

<@DD=xxxxyyyy> The previous standard for WorkFlow variables. You should NOT use this syntax in an HTMLpage since the tag enclosures (< >) and “=” maybe misinterpreted as HTML syntax.

<@xxxxyyyy> A shorter alternative to the previous standard. This is thebest syntax to use when you have limited space tospecify a variable. The enclosure tags make thisinappropriate for HTML text.

@var_dd_xxxxyyyy_@ This syntax is intended for use in HTML text since it doesnot contain characters that might be misinterpreted by abrowser. It requires more characters so is less desirablefor entry in limited fields.

TaskWise

! Standard Grid Toolbar Now Available for TaskWise Grids (PEG)(PEG)The TaskWise grids have been modified to include the grid toolbar available inFileView lists. This provides you with consistent toolbar access to features suchas:• Modify View (List Format options)• Find Text• Paging buttons• Output to Microsoft Excel• Output to HTML web page• Print the Grid

This toolbar has been implemented in the following grids:• Task List• Project List• Alert List• Relationship List• Contact List

! List Format Option Now Available for TaskWise Task Grid (PEG)(PEG)You may now define list formats for use in your Task List!

The standard task list layout shows commonly referenced fields. If you want tosee different or additional fields you may create alternate List Formats. TheseList Formats use ReportMate technology to define the columns for the FileViewlist. With a List Format you may:- Select which fields to show in the list, including fields from related files

(any field available from the primary file for the Task list, TW10)


- Determine the default sequence of the columns (prior to any savedlayout)

- Add special ranges or record selection criteria that qualify the records toappear in the list (these will be applied to records that otherwise meet theFilter parameter criteria for the list)

See also “Option to Predefine Default List Format for a TaskWise List Tab” later inthis section.

To Create a List Format from the Task ListSelect the Modify View button ([Alt M]) to display the pop-up menu and choosethe Add New Format function. Then use the List Format wizard to complete thefollowing steps (same as for a FileView List Format):

a. Specify Name and DescriptionYou must enter a name (up to eight characters) and description for theList Format. The name must be a unique ReportMate format name.

b. Select the FieldsThe Wizard then displays a tree view on the left of the screen. This viewshows all the fields in the file. The view also lets you access all the otherfiles available from the file via the SouthWare Data Dictionary.

To select a field you simply double-click on it or highlight it and press theSelect button ([F4]). The field now appears in the list on the right of thescreen. Continue selecting fields until all the fields you want are shownin the list on the right. The program calculates and displays the totalwidth of the fields you have selected (the maximum width for a ListFormat is 264 characters).

If you change your mind about a field you may remove it from the list bysimply selecting it again. The program will ask you to confirm that youwant to remove the field and will then take it out of the list of selectedfields. You may also remove a field in the grid via the right-mouse menu.

c. (Optional) Access Advanced Format Setup FeaturesWhen you have selected all the fields click on the Finish button ([Alt F]). A question then asks if you want to access advanced features of thesetup. You may answer “N” if you don’t need to define any specialranges or selection criteria to use to qualify the records that shouldappear in the list.

If you choose to access Advanced Setup you will see the Range/Selectscreen of ReportMate format maintenance. There you may set up thesefeatures that same as for any ReportMate format. If you defineparameters that require runtime entries the List Format will ask thesequestions each time you select it for a TaskWise list.

Note: This option may be disabled for an operator via the OperatorSpecial Security (XX-03-02, field 8).

To Select a List Format from the Task ListIn the Modify function list you also have the following options


- Use Standard Format Choose this option to revert to the standard format if you have been usinga customized format.

- View Format List Choose this option to display a search list of the List Formats that havebeen defined for this task list.

- Enter Format NameChoose this option if you know the List Format name you want to use -you may then enter the name.

- Select Format (from the list of Formats shown)At the bottom of the pop-up menu is a list of the available List Formats. You may click on one to select it.


! List Format Option Now Available for TaskWise Relationship Grid (PEG)(PEG)You may now use List Formats to customize the data shown in TaskWiseRelationship Grids. See the “List Format Option Now Available for TaskWiseTask Grid” discussion above for an explanation of the benefits/features.

See also “Option to Predefine Default List Format for a TaskWise List Tab” and“Option to Predefine Relationship Type for Relationship List Tab” later in thissection.

! List Format Option Now Available for TaskWise Contact Grid (PEG)(PEG)You may now use List Formats to customize the data shown in TaskWise ContactGrids. See the “List Format Option Now Available for TaskWise Task Grid”discussion above for an explanation of the benefits/features.


! List Format Option Now Available for TaskWise Alert Grid (PEG)(PEG)You may now use List Formats to customize the data shown in TaskWise AlertGrids. See the “List Format Option Now Available for TaskWise Task Grid”discussion above for an explanation of the benefits/features.


! List Format Option Now Available for TaskWise Project Grid (PEG)(PEG)You may now use List Formats to customize the data shown in TaskWise ProjectGrids. See the “List Format Option Now Available for TaskWise Task Grid”discussion above for an explanation of the benefits/features.


! Option to Predefine Default List Format for a TaskWise List TabIf you want to use a List Format as the default format for a TaskWise Tab youhave two methods of defining the default:

Via the Tab RecordThe Tab Info box for the tab record (TW-04-05, field 04) now contains a DefaultList Format option. This is the simplest way to establish a default list format for aTaskWise tab:

Default List Format:Here you may enter a valid list format for this list to provide a custom listof fields or selection criteria. This list format will automatically be thedefault when the tab is displayed (unless a WorkFlow FlowMod overridesthe default).

Via WorkFlowIf you want to conditionally alter the default format for a tab you may use aFlowMod. Here are the FlowPoints/fields to use:

List Type Program ID FlowPoint Primary FileTasks TWVIEW 8301 TW11


Alerts TWVIEW 8301 TW12Projects TWVIEW 8301 TW09Relationships TWRELGRD 8301 TW01Contacts TWCONGRD 8301 TW02

For example, let’s say you want to alter the task list format based on the operator. You could use the following FlowMod:

Program: TWVIEWFlowPoint: 8301IF XX99 0001 = “operator”AND XX99 0084* = “TW11" LFMT name EXITEND-IF

* XX99 field 84 is the current primary file

! Option to Predefine Relationship Type for Relationship List Tab (PEG)(PEG)You may now specify a single relationship type for a TaskWise relationship listtab (at the Main level of tabs). This is defined via a new option in the Tab Infobox for the tab record (TW-04-05, field 04 that appears to the right of “ReserveType” field if you choose the “R” type):

Rel Type:If you want to limit this list to a single relationship type you may enter thetype here. Otherwise leave this field blank to include All relationshiptypes.

When you enter a single type the list will automatically show only recordswith this type. This makes it easy for you to create a tab such as“Prospects” and then show only prospect relationships in the tab.


! New Tab Type for GridEdit List or FYI Report

You now have the option to create a TaskWise tab that displays a GridEdit list orFYI report (as discussed in RM-06). This lets you:• Create a GridEdit list in FYI or ReportMate that displays data you want to

see and optionally edit in the list• Directly access and use the GridEdit list within a TaskWise tab• Directly access a frequently used FYI report within a TaskWise tab

For GridEdit lists this also gives you TaskWise-based access to DoWorkfunctions that you have defined for the list.

Setting up a GridEdit/FYI Tab in TaskWiseYou may define a TaskWise tab (TW-04-05) with the Reserved Type of FYI Grid(field 4, “Reserved Type”):

G - FYI GridSelect this type to display an FYI format list (as defined in RM-05 or FYI)on the tab. When you click on this type of tab the FYI format will run anddisplay the grid within the TaskWise tab. See RM-06 for more details onusing FYI.

Within the Tab Info field you may then enter the following additional fields:

FYI Grid FormatFor a “G” type tab you must enter the FYI format name. You may use theLookup feature.


Use Full FYI?For a “G” type tab enter “Y” if you want to display the full FYI reportingportal within this TaskWise tab. The tabs available in FYI will be shownwithin the tab.

Enter “N” to show only the GridView. This allows you to limit the use ofthis TaskWise tab to the GridView and GridEdit features.

Security NoteThe security features of FYI and GridEdit apply to the grids displayed inTaskWise tabs. For example, the design tab is not available to operatorswho may not edit a format. Also, the editing features within a grid arecontrolled by the related GridEdit record.

Running a GridEdit/FYI Tab in TaskWiseWhen you click on a “G” type tab in the TaskWise Coordinator (TW-01) the tabshows the grid or FYI portal:

• If you are not displaying the Full FYI portal, the GridView will appear. Atthe top of the tab is a “Filter” button that provides access to theParameters (ranges, etc.) for the related ReportMate report.

• If you are displaying the Full FYI portal, the normal tabs from FYI willappear within the tab so that you can access all the FYI features. TheTaskWise tab automatically “learns” the last FYI tab you used and willdisplay that FYI view each time you access the TaskWise tab.

! Option to Enter/Access Service Order Quotes for Relationships (PEG)(PEG)In conjunction with the new service order quotes feature you may now create aservice order quote for a prospect or customer. This works similarly to the orderentry quote process. See the related discussion in the Service Managementsection of this release notice for more details.

There are two standard objects that may be called for the current relationship:• TWSVCQUOTE is an object that creates a new service order quote for

the current relationship. You may launch it for a prospect or customer.• Calls TWRELSUB [SVCQUOTE] which calls the service order

program with the appropriate switches (see above) depending onwhether the current relationship is a customer or prospect.

• TWSVQUOMNT is an object that maintains the existing service orderquotes for the current relationship (customer or prospect). You may notcreate a new service quote via this object.• Calls TWRELSUB [SVCQUOMNT] which calls the service order

program with the appropriate switches (SVSOHENT/Q/M/P).

! Service Order Quotes Included in Process of Turning Prospect IntoCustomer (PEG)(PEG)When you turn a prospect into a customer the program asks about assigningquotes for the prospect to the new customer. This feature now includes bothsales order quotes and service order quotes if you choose to reassign the quotes.

! Streamlined Entry of Parameters for Relationship FiltersThe entry of relationship list filter parameters has been streamlined. When youaccess the filters (on graphical workstations) the program uses learn technology


(FlowPoint TWENTRTN, 01SPEC) to position in the last “mode” you used. If youentered a customer number, the filter will be ready to accept a customer number. If you did a search list the program will default to search mode. This isparticularly helpful when you repeatedly use this filter to enter a particular type ofrelationship key.- If the list is for a specific relationship type you may not access the top

portion of the filter which lets you enter a specific customer/vendor/etc.

! Option to Call Directly to Relationship Tabs (PEG)(PEG)You may now call directly to the Relationship tabs for a relationship via an objector program call. This is a special call to the TWVIEW program that you may usewhen you have access to the relationship ID.

To call to the relationship tabs for a relationship, execute the following command:

TWVIEW/R/E/L [relid]

where relid is the relationship number key for a relationship.

When you call directly to the relationship tabs this functions just as if youaccessed the tabs from TaskWise except that when you exit the relationship tabsyou will exit the program instead of going to the Main level of tabs.

! Option to Call Directly to Create New Task for a RelationshipYou may now call directly to the task entry program to create a new task via anobject or program call. This is a special call to the TWTSKMNT program that youmay use with our without a specific relationship ID.

To call to the task entry program to create a new task, execute the followingcommand:

TWTSKMNT [TASKSTART relid]

where relid is the relationship number key for a relationship.

This direct call will display the task entry window with a new task. If you passed arelationship ID this will be defaulted into the task as if you had selected “NewTask” from the task grid for this relationship. When you exit the task you willreturn to the point from which you executed the command.

! New Data Dictionary Field for Forward To Operator on Tasks (PEG)(PEG)A new field “Forward To Oper ID” has been added to the Data Dictionary for thetask file (TW10 and TW11, field 146). This field lets you identify the operator towhich a task was forwarded.

! Alert Create Date/Time Added to TaskWise Alert GridThe Alert Create Date and Alert Create Time for an alert are now standardcolumns in the Alert View grid. The two new columns are added to the end of thegrid view.



SouthWare Forms! PDF Form Archive Feature for Paperless Form Copies!

OverviewYou may now createfile/archive copies of selectedforms without printing andfiling paper! For selectedforms you may now useSouthWare Forms to activatean automatic PDF archivefeature. The function of thisfeature is to automaticallycreate a PDF file copy of aform that you send tocustomers and vendors. Youcan then use this PDF file as areplacement or on-linesupplement for the file copiesyou currently keep. You may also print or send the PDF file if you later need toprovide a copy to a customer or other person.

This feature is available for the following forms and works with standard orcustom-format forms:• All invoice-related forms including invoices, quotes, order

acknowledgments• Customer Statements• Picking Tickets• Purchase Orders• Rental Contracts• Service Orders• Service Order Quotes

Note: PDF technology is supported only on Windows workstations. Unless youprint on a Windows workstation the PDF archive will not be created.

BackgroundA costly function in most businesses is the printing and filing of copies ofdocuments. The handling and filing and retrieving of paper document copies is avery labor-intensive task. But it is important to be able to occasionally retrieveone of these filed copies in order to answer a question or solve a problem.

With advances in technology the cost of computer disk space is now insignificantcompared to the cost of physical filing space. Progressive businesses are nowlooking to reduce the manpower associated with paper handling by storingdocument images on their computers.

One option is to scan the paper documents in as electronic images. A majordisadvantage of this option is that it is typically a laborious task and most imagescanning creates a file per single sheet of paper. When you have documents thatinclude multiple pages, scanning/storing/retrieving can be a complicated function.


An attractive alternative to scanning is to produce PDF files with electronicversions of the documents. PDF viewers are freely available and PDF hasbecome a widely-used standard for on-line documents. PDF files haveadvantages such as:• Integration of multiple page documents into a single file• Easy searching/printing/other features available in PDF viewers• Option to use background images for watermarks

SouthWare Forms now offers an easy way to create PDF versions of selectedforms in addition to the normal printed version.

How PDF Form Archive WorksWhen you print one of the forms that has this option the related print programchecks to see if the PDF Form Archive feature is activated. If it is activated forthe form, the print of the form includes the following additional functions:• Test for Ability to do the Archive and abort the print job if unable to

archive - If you activate archiving the system assumes that archiving isrequired and will not allow you to continue with print if the archive filescannot be created. A message explains the reason for the abort.• Validates the main directory and aborts if not valid• Creates sub-directory if doesn’t exist - aborts if sub-directory is

not valid and can’t create• Writes a test file to the sub-directory to confirm that permissions,

etc. allow writing to directory - aborts if cannot write file• For each form (batch or interactive printing) the system assigns a unique

PDF archive file name (based on the setup feature for the form). If thearchive copy is to include a background PDF image then this is activatedfor the file.• This use of the SouthWare PDF Creator does NOT use the

“SWPDF” printer record for fonts or directories. The fonts are thesame fonts used for the normal form print job.

• As each line of the form is printed, the line is also sent to the SouthWarePDF routine to be “printed” to the archive file. The design is to send thesame information to the PDF routine that is sent to the printer (except seeArchive Limitations below).

• When a form completes, the system writes a cross-reference record tostore the name of the PDF archive file that was created. This cross-reference record makes it easy to review/find the PDF files.• The key to the cross-reference record is form type, document#,

date, time. If you print a document multiple times you may havemultiple related archive files (however, if you say a form is notOK then its archive copy is automatically deleted - see below).

If you print a form and then say the form is not OK, the form print program willcause the PDF archive file to be deleted. If you have printed a batch of forms, allPDF archive files printed in the batch will be deleted.

Archive Limitations• Strings and other special characters sent to the normal print job will not

be sent to the PDF archive job, since these typically will not be treated asprinter strings in a PDF file.

• If you don’t have a special font defined for the form print then the PDFarchive job will use Courier 12 as the font.


• The archive option will work with any valid output option for forms (print,spool, HTML) except standard PDF output. If the archive feature is activefor a form you will not be allowed to choose PDF as the output option. However, you could select a printer that outputs a PDF file as long as itdoes not use the standard SouthWare PDF driver.

• You may not use both the archive option and simultaneous spooling inaddition to the primary printing. If you are using archiving you don’t getthe option to spool a backup of the print file. You can use spooling asyour primary print option.

• On non-Windows systems the archive feature is ignored.• If you choose to display a form (via Display or Preview) then the

displayed form will NOT be archived - the intent is to archive printedforms (which includes print, spool, HTML).

• If you use DocTransfer and do not output an actual form there is noarchiving since no form was produced.

Advanced Technical NotesHere are some features available for advanced users:• SWENV-DISABLE-ARCHIVE-FLAG can be set to “Y” to disable the archive process. This

lets you use WorkFlow to conditionally disable an archive.• FlowPoints to disable an archive - each of the FlowPoints below has “FAIL” logic which will

skip the PDF archive for the current document:

Program FlowPoint Primary FilePOPRINT 83ARC1 IV05RSPIKTIK 83ARC1 RS07RSBILPRT 83ARC1 RS07 (invoice)

83ARC2 RS07 (order acknowledgment)83ARC3 RS07 (quote)

ARSTMNTP 83ARC1 AR01R1BILPRT 83ARC1 RS10RDCTRPRT 83ARC1 RD07SVSOPRT 83ARC1 SV04 (service order)

83ARC2 SV04 (service quote)SVPIKTIK 83ARC1 SV04

• Maintenance of Archive Cross-Reference file - the program “SFARCXFM/M/N/T” maintainsthe cross reference file of archived files. You can use this to review the records.

Setting Up the PDF Form Archive OptionTo activate the PDF Form Archive feature involves the following steps:

Define Archive DirectoryIn the SouthWare Forms control record (SF-03-01) you must set up the ArchiveDirectory:

4. PDF Archive Directory:Enter the full pathname (up to 45 characters) of the main directory inwhich you want to store your PDF Form Archive files. You may leave thisfield blank to default to “xxxarcpdf” where “xxx” is your company IDdirectory. This directory should contain any PDF background files usedfor your archive files, and it will contain the sub-directories defined in yourForm Archive Definition records.

You may use <@ENV=xxxx> environment variables in this field, but theremust be a valid value for the variable. If the directory does not exist theprogram will create it.


This directory is set up as an environment value for a session each time auser logs in. If you do change this field you will need to log off and backin to SouthWare before the change takes effect.

Note: The internal cross-reference file names stored for PDF archivefiles do NOT include this directory. This means that if you needto move the archive directory you can simply create the newdirectory, move the contents of the old directory(subdirectories/files) to the new directory, and change this field. No conversion/update would be required for the file cross-reference records.


Activate/Edit Form Archive Definition records (SF-03-02)

In this program you may activate and edit the form archive features available inSouthWare Forms. The file automatically contains a record for each form thatsupports the PDF Form Archive feature. Here are the fields contained in therecord:

1. Form Type:This field contains a unique key that matches the Forms Type used in aForms Definition record (SF-01). You may find or enter a key to accessthe existing record. You may not add a new key since only the keysshown support this feature.

2. Description:This is the description of this form type that appears in the search and theManager. You may edit this if desired.

3. File Name Format:This field defines the format of the file name that will be created for eachPDF archive file for this form. The standard default format is:

AAAAxxxxxxxxxxx.datetime.PDF

where:• “AAAA” is a unique four-character code that identifies the form

type with valid values of:• INVC for invoice• OE02 for order acknowledgment• OE03 for sales order quote• AR21 for customer statement


• OE21 for sales picking ticket• PO01 for purchase order• RD01 for rental contract• SV02 for service order• SV03 for service picking ticket• SV04 for service quote

• “xxxxxxxxxx” is the related document number (or other uniqueidentifier such as customer number for statements)

• “datetime” is a user-controlled portion of the file name. The literal“<datetime>” is the default, which will insert the current date/timeas part of the file name - this ensures a unique file name. Youmay modify this portion of the file name as needed.

4. Sub-Directory:This is an optional field (up to 20 characters) that allows you to place thePDF Archive files for this form in a sub-directory under the ArchiveDirectory. You may enter a sub-directory name or default to thefollowing:

• “invoice” for invoices• “ordack” for order acknowledgements• “quote” for quotes (sales and service)• “stmnt” for customer statements• “picktick” for picking tickets (sales orders and service orders)• “purchord” for purchase orders• “rental” for rental contracts• “svcord” for service orders

If you change this directory and have existing archive filesThe sub-directory used for a form type is stored in each archivecross-reference record. This means that if you change the value of thisfield then any existing archive records will point to the old directory whilenew files will be created in the new directory.

Variables in Sub-Directory NameYou may use Data Dictionary variables in the sub-directory name if youwant to vary the subdirectory. A good example of this use would be toinclude a standard variable that causes the files to be separated bymonth. For example, the standard variable XX99 192 is the currentMMYY. So for invoices you could use the sub-directory“invoice/<@DD=XX990192>/” which would result in “invoice/1106/” inNovember of 2006, “invoice/1206/” in December of 2006, etc.

5. PDF Background File:Here you may enter the file name of a PDF file that should be used as abackground image in the PDF Archive file. This is intended for use toprovide a watermark (such as an image “File Copy”) for the PDF file.

Any file referenced here must exist in the Archive Directory as defined inthe SouthWare Forms control record.

6. Active?:This flag indicates whether this PDF Archive record is active. This allowsyou to activate/deactivate archiving for the standard records. After you


activate a record, the next form printed will start using the PDF Archivefeature.

Accessing the PDF Form Archive CopiesThe PDF Archive files are standard PDF files that you may display in AdobeAcrobat reader or any other tool that displays PDF files. There are two primaryways to access a PDF archive copy of a form:a. From a related inquiry programb. From the operating system

Accessing from a related inquiryHere is how you can access a PDF Archive file from the related inquiry programs:• Orders/Quotes/Invoices/Picking Tickets - The Billing Inquiry program

(IS-04-02) allows you to access order-related PDF Archive files. Whenyou zoom on an order/invoice the system checks to see if there arerelated archive files. If there are, one of the Zoom options available is“Display PDF Archive”. Select this option to zoom to the PDF ArchiveManager in a special Document mode to display PDF Archive filesrelated to this document. See “PDF Archive Manager for Documents”below for more information.

• Statements - The Customer Inquiry program (AR-04) allows you toaccess customer statement PDF Archive files. When you are viewing acustomer one of the “Option” choices is “Display PDF Archive” if there areany archive files related to this customer.

• Purchase Orders - The Purchase Order Inquiry program (IS-04-03)allows you to access purchase order PDF Archive files. When you areviewing a list of PO headers, a prompt “[F6] Options” appears if there areany archive files related to this purchase order.

• Rental Contracts - From the Rental Contract Inquiry program (RD-02-02) you may access rental contract PDF Archive files via the OrderInquiry. When you are viewing a list of contracts, zoom to the relatedorder inquiry program. You may then zoom to the PDF archive for therental order via the Zooms option (see “Orders/Quotes/Invoices/PickingTickets” above).

• Service Orders - The Service Order inquiry program (SV-04-01) allowsyou to access service order-related PDF Archive files. When you zoomon a service order you now have the ZoomView option of “Display PDFArchive” if there are any archive files related to this service order.

Accessing from the Operating SystemThe PDF Archive directories and related files are accessible from WindowsExplorer. You can access them directly to display the contents of files.

Accessing via Special “Last” Data Dictionary VariablesThere are Data Dictionary fields related to each type of archive record that allowyou to access the “Last” archive file for the record. This is intended to allow youto be able to automatically identify and/or send the last archive file. These fieldsinclude:

File Field DescriptionAR01 100 Last statement for a customerRS07 99 Last Invoice for an open order


RS07 223 Last Order Acknowledgment for an open orderRS07 224 Last Quote for an open orderRS07 250 Last Picking Ticket for an open orderRS10 99 Last (only) invoice for invoice numberRS10 223 Last Order Acknowledgment for an invoiceRS10 224 Last Quote for an invoiceRS10 250 Last Picking Ticket for an invoiceIV05 100 Last purchase order for active POIV25 100 Last purchase order for history PORD07 53 Last rental contract printed for an orderRD10 53 Last rental contract printed for a rental historySV04 181 Last service order printed for an open service orderSV04 182 Last service picking ticket for an open service orderSV04 183 Last service quote for an open service orderSV14 181 Last service order printed for a history service orderSV04 182 Last service picking ticket for a history service orderSV04 183 Last service quote for a history service order

These fields will return the value of the subdirectory and base file name, butnot the main archive directory. To construct the full file name (such as to use itin a WorkFlow e-mail attachment) you will need to prefix these fields with theenvironment variable SWENV-SFARCHIVE-FULL-MAIN-DIR. For example, todesignate the full path name of a history invoice as a WorkFlow e-mailattachment you would enter an attachment name of:

<@ENV=SWENV-SFARCHIVE-FULL-MAIN-DIR><@DD=RS100099>

PDF Archive Manager for DocumentsThe PDF Archive Manager serves as a special viewer for existing PDF archivefiles for a document. When you call the manager for a document the managershows two tabs, the List tab and the Full View tab:

Note: If there is only one archive file for a document the manager willautomatically show the archive file in the Full View Tab.


List TabThe list tab shows any archive files for the document/form type being reviewed. When you highlight a file the preview pane shows the information from the cross-reference record.

View Button - When a file is highlighted you may also choose to click the Viewbutton to open the file in your system’s default program for PDF files (typicallyAdobe Acrobat Reader).


Full View TabYou may highlight an archive file in the tree and click on this tab to display thePDF file in Adobe Acrobat Reader.

Advanced Technical NoteThe call to the Manager uses the following format:

SFARCMGR/D/C/F [xxxxyyyyyyyyyyy]

where xxxx is the form type and yyyyyyyyyyy is the document number. The document number mustcontain leading spaces if appropriate (e.g. a numeric PO number “81" must have 8 spaces betweenPO01 and the 81).


PDF Archive Manager for Setup Features

This program (SF-02-04) helps you manage the setup features of the PDFArchive feature for forms. When you access the PDF Archive Manager you willsee a tree of the setup features (see the setup categories below). The previewpane to the right of the screen shows information about the currently-highlightedrecord in the tree. You may choose any of the following functions:- Edit record - If the highlighted record has a related maintenance

program you may edit the highlighted record by clicking on the Edit buttonor pressing [F3].

- Refresh list - you may refresh the records shown in the tree view byclicking on the Refresh button ([F5]).


The setup categories within the List are:- PDF Archive Directory - this displays the entry from the control record if it

is different than the run directory - you may zoom to the control record toedit this directory.

- (each PDF Archive type) - this displays each available form archive typeand indicates whether the archive option has been activated.

Purging Unneeded Archive FilesYou may purge PDF archive files no longer needed. A purge process isavailable via SF-02-05. This process has the following options:

Range of Form TypesEnter a range of Form Types or press [Enter] for ALL types.


Range of Purge DatesEnter a range of purge dates for processing. All archive files created onor between these dates will be deleted from the system along with theirrelated cross-reference records.

! Form Editor Preview Option via PDF

When you are editing a custom format on a Windows workstation you may nowuse a “PDF Preview” tab to display a preview of the custom form for a samplerecord. This feature utilizes the Test print feature and the standard SouthWarePDF print driver to provide the preview. This is particularly useful if you are usingfonts or images in your form since the PDF format will display these as they willprint.

In the visual editor (SF-01, [F6] from a forms record) a “PDF Preview” tab is nowdisplayed. When you click on this tab:• The program asks you to enter any necessary parameters for the test

print (if applicable).• The print program outputs the record to the SouthWare PDF printer, then

opens the resulting file in a browser window within the tab. This makes iteasy to preview a multiple page form via the paging features of theAcrobat PDF Reader program.

Note: To use this feature you must have loaded Adobe Acrobat on yourworkstation and the “pdf” file extension must be associated with AdobeAcrobat.


Override PDF DriverYou may set up a PDF printer (XX-05-05-01) with the name “SFVSEDIT”to use this as the PDF printer for the Preview function instead of theSWPDF default PDF printer. This is useful when you use a special fontpage style for your normal printing of forms, and want to have the samelook for the Preview that you will have for the printed copy.

Reload FunctionThere is a “Reload” button on the PDF Preview tab. This reloads thepreview PDF file in the browser. This is useful if the browser has adisplay issue or other problem displaying the PDF file.

! New Service Order Quote Form (PEG)(PEG)You may use SouthWare Forms to customize the service order quote form. Ituses the standard text file of “SFSVCQUO.TXT” for the form layout. This formuses the same data names and has the same format as the standard serviceorder form with the following exceptions:• The standard heading literal of “S E R V I C E O R D E R” is replaced

with “S E R V I C E Q U O T E”.• The quote skips the ACTBLANK subarea.• The quote skips the DETBLANK subarea.

! Option to Print an Image on the Back of a Form for Duplex printingA new form option has been added to allow you to print an image on the reverseside of a form via the duplex printing feature on your printer. This option allowsyou to name an image file in your custom form and designate that it is to printevery other page without affecting page breaks and page numbering. Forexample:- A one page invoice will print 2 pages, invoice page and image page- A two page invoice will print 4 pages, invoice page, image page, invoice

page, image page

This is intended for such uses as printing a terms and conditions page on theback of your forms.

This is implemented via a new parameter for the EJECT option:

@CTL_FORMLENGTH=EJECT, @DUPLEXNAME=imagename

The @DUPLEXNAME parameter tells the print program to print the specifiedimage on a page after each page break. When your printer is set to duplexprinting then the image will print on the reverse side of the form.

• This feature is limited to forms that support the EJECT form length optionalong with Header/Body/Footer sections. This includes:• Statements• Invoice-related forms• Purchase Orders• Picking Tickets• Work orders• Rental Contracts• Service Orders


• The imagename is limited to 16 characters and must exist in theswhtml\images directory just like other images used with SouthWareForms.

• The image will be printed at line 1 position 1 and scaled to the WIDTH ofthe form.

This feature (for invoices only) was released early as a FLASH update forRevision 11.

! New Data Names for Payroll ChecksThe following additional data names are available for the Payroll Check customforms. These are intended to allow you to create a more extensive check stub.

T Other Earning Code data names (including OTHER-EARN-CODE-nn,OTHER-EARN-DESC-nn, OTHER-EARN-AMT-nn, and OTHER-EARN-HRS-nn) now allow up to 20 occurrences (increased from 11)

T OVT-RATE is now available for overtime rateT OTHER-EARN-RATE-nn is now available to print up to 20 other earning

rates (the first rate for any given code will be used)T OTHER-EARN-YTD-nn is now available to print up to 20 other earning

YTD amounts (including the current check)T Other Deduction Code data names (including OTHER-DED-DESC-nn,

OTHER-DED-AMT-nn, OTHER-DED-YTD-nn) now allow up to 20occurrences (increased from 11)


! New Data Name for Rental Contract Prior BillingsThe data name TOT-PRIOR-BILL-AMT is now available for the printing of thetotal periodic billing amount already billed for a printed rental contract.



ExcelReport

! Tab Switching Between Time Period Views

The display of the ExcelReport Report Card now includes tabs for the availabletime periods. This lets you easily switch between the following views:T Period TrendT PTD ComparativeT YTD Comparative

Clicking on a tab maintains the same current period but switches the perspectiveon that period. You still have the option to use the Option button to select aperiod other than the default current period.

ExecuMate II

! Tab Switching Between Main and Area Views


The view screens of ExecuMate now include integrated navigation tabs so thatany view is accessible via a single click. This makes these various views morevisible and easier to access.

The views integrated via tabs include:T Main - the initial summary viewT Accounts Receivable area viewT Accounts Payable area viewT Inventory/Sales area viewT Services Management area viewT Payroll area viewT Job Cost area view

! Improved Defaults During ExecuMate II SetupThe following improvements have been made to the defaults when you create anew ExecuMate II Control record (XM-04-01):T Ratio Triggers - the following standard ratios are set up as example

triggers:T Current Ratio LT 1.0T Debt to Equity Ratio GT 2T Profit to Equity Ratio LT 1T Profit Margin Ratio LT .1


ReportMate! Powerful “DoWork” Automated Links for Grid Edit Lists!

Get your work done fasterand easier!

A major objective of theSouthWare ExcellenceSeries™ is to help youefficiently perform the tasksrelated to your role. SouthWare DoWork technologynow provides a new way tohelp you accomplish a lot ofwork in a short period of time. DoWork buttons help youcomplete a To Do list byperforming the steps to do thework:T Use FYI to create a list of

items on which you need“to do” some work

T Put DoWork buttons in thelist to quickly get the work“done”

A “DoWork” button is a pre-programmed process (via a SouthWare FlowMod)that you can selectively launch from a GridView Edit list in FYI (in Edit mode). Each DoWork button is prompted via a button column in the grid, and you launchthe related process for a record by clicking on the button/graphic. You may alsoselect multiple records and then launch a DoWork for the selected records. Theobjective of the DoWork option is to automate tasks so that you have theminimum effort to accomplish your goals.

Note: You must have licensed SouthWare WorkFlow in order to use DoWorkbuttons - the processing done by a DoWork button is launched viaWorkFlow Flowmods.


For example, let’s say that you have a list of customers in an FYI list that you useto review customer status info. Possible DoWork options that might be usefulinclude:T A button to send an e-mail to a customerT A button to launch an OfficeLink that creates a Word document containing

customer dataT A button to create a task for the responsible salesperson to contact the

customerT A button to update an Extended Data date field indicating that you have

reviewed the customer todayT A button that uses a WorkFlow Note template to help you quickly create a

note to attach to the customer record

The FYI List is updating link values (such as customer number in the exampleabove) as you highlight records in the grid. When you launch a DoWork buttonthe current link value is available for use by the related FlowMod. The relatedrecord is also read so that you may use fields from the primary file in yourFlowMod.


Create/Edit DoWork RecordsYou may create a DoWork action record via the DoWork maintenance program(RM-05-03):

1. DoWork ID:Enter a unique ID for this DoWork launch button (up to 15 characters).

2. Description:Enter a brief description of the DoWork action (up to 30 characters). Thiswill appear in search lists when you specify a DoWork action. It will alsoappear as a popup hint when a user hovers over the DoWork button in aGrid List.

3. Primary File:Indicate the primary file from the SouthWare Data Dictionary for this DoWorkrecord.

When you specify to create a DoWork button on a ReportMate format the listof available DoWork records will be limited to the ones that are availablefrom the primary file of the report.

4. Appearance Info:This field displays a plus box of the info that controls the appearance of theDoWork button in the grid:

[I]mage or [T]extSpecify whether the face of the DoWork button should display a bitmapimage or display a text literal.


Display TextFor a Text-type button enter the text to display (up to 20 characters). Tryto use shorter literals when possible so that the the width of the DoWorkcolumn won’t take up more space on the screen than is necessary.

Image File NameFor an Image type button enter the name of the image file for the button. The file should exist in the SouthWare bitmaps directory. For best resultsthe images should use the standard size of 16x16 pixels.

Column HeadingSpecify the column heading (up to 20 characters) to display for thecolumn of DoWork buttons. Remember that keeping your headingsshorter will allow you to fit more columns in the list display.

O/R PopUp Tip TextHere you may enter text (up to 200 characters) that will display in apopup “hint” when you hover over the DoWork button. This helps ensurethat the user knows what will happen by clicking on the button.

You may insert data variables in the popup text to make the hint morespecific. The variables should use the syntax <@DD=xxxxyyyy> wherexxxx is the Data Dictionary file number and yyyy is the Data Dictionaryfield number. For example, if the button will send an e-mail to a customeryou could insert the variable <@DD=AR010069> in the popup text todisplay the customer’s e-mail address when the user hovers over thebutton.

If you leave this blank the description of the DoWork will be the popuphint.

5. Related FlowMod(s):This field automatically accesses the WorkFlow FlowMod program (WF-02-04) to add or edit the FlowMod steps for this DoWork action. The program IDand FlowPoint are automatically filled in and the program knows the PrimaryFile for your tests. You may use any of the valid WorkFlow Step Types.

FAIL LogicYou can utilize Fail logic at this FlowPoint. If the FlowMod specifies toFAIL then instead of the grid displaying the button with a greenbackground (showing that it was clicked) it will show the button with a redbackground (showing that it was clicked but FAILed on the FlowModprocessing).

Examples:For example, the FlowMod to launch an object can be as simple as:

EXEC objectname

Or to make it “smarter”:IF sometest is true EXEC objectnameEND


And to make it more visible you could add a message:

IF sometest is true EXEC objectname MESG messageIDEND

And you could incorporate a FAIL step so that the grid will indicate via ared background for the button that the processing was not done:

IF sometest is true EXEC objectname MESG messageIDELSE FAILEND

Advanced NotesT The program ID for the DoWork FlowMods is “_DWdoworkid”. For example, the program

ID for the DoWork ID of “MYDOWORK” would be “_DWMYDOWORK”.T The DoWork maintenance program automatically creates a WorkFlow Program Doc record

for each DoWork ID with the appropriate primary file. T If you delete a DoWork record the DoWork maintenance program will delete the related WF

Program Doc record and all related FlowMods.T The FlowPoint for the DoWork FlowMods is “01" and the Timing is 1.T If you copy a DoWork record you should copy the related FlowMods as well.

6. Comments:Here you may enter more extensive documentation (up to 4000 characters)of the function/purpose of this DoWork record. This can be helpful indocumenting how the function is accomplished so that other users canunderstand.

7. Security Options:Here you may define special security requirements for this DoWork process. These requirements will restrict who can use this DoWork in a list. If anoperator does not pass these security tests then the DoWork button will notappear in the grid.

Security LevelIf you want to restrict this DoWork based on security level, enter theminimum security level required (for the systems below) to run thisDoWork process.

Primary System NoEnter the primary SouthWare system number to test for the necessarysecurity level above.

Alternate Sys (1 thru 5)Here you may define alternate system numbers to test as alternatives tothe primary system. An operator who has the minimum security level inany one of these systems can run this DoWork.

Run Group/Oper


Here you may specify an operator/group for this DoWork - only operatorswho are part of the group or match the operator will be able to run thisDoWork.

If you enter both system/security level AND a Group/Operator then anoperator must pass BOTH security tests in order to be able to use theDoWork.

8. Other Info:This field displays a window with other fields:

Extract ID:You may enter an Extract ID (up to ten characters) to identify this recordas part of a group of related records. The Extract ID Packager (XX-08-06-03) allows you to extract records that match a particular ID to sequentialfiles for transfer to another system.

Default on New Formats?:Enter “Y” if this DoWork should be selected by default on new formatscreated for this primary file. If you choose to add DoWork buttons to aformat this one will be automatically selected.

Remove Grid Row?Enter “Y” if you want to remove the related row from the grid afterexecuting this DoWork for the row. This is useful when you are using aDoWork to delete a record or when you simply want to remove rows fromthe grid after running this action for the related record.

DoWork Options for a GridView ListThe DoWork buttons to be used on a ReportMate/FYI format are stored in theGridEdit record (RM-05-01). A new field provides access to these options:

12. DoWork Options:This field displays a window of options related to DoWork buttons used toautomatically launch processing from a GridEdit list:

DoWork IDs (1 thru 10)These fields display the DoWork IDs that have been enabled for thisformat (maximum of 10). You may maintain them here, but normally youwill maintain them via the DoWork selection list (see “Adding DoWorkButtons to a GridEdit Format” below).

DoWork Only?Enter “Y” if you want to disable editing of all other fields in the GridEdit listand allow only the defined DoWork functions. Normally a GridEdit listallows editing of the fields shown in the list unless the editing is disabledfor a particular field/column. This option automatically disables theediting of all fields/columns and allows only the DoWork buttons to beused for editing.

Allow Multiple Selections? Indicate whether an operator using this grid may select multiple recordsand then launch a DoWork in “batch” mode for the selected records. This


is particularly useful if the DoWork takes some time to do its processingand you want to be able to launch the DoWork on several records withoutwaiting on each one to finish.

If you enable this option the following features are enabled in theresulting GridEdit list:T A checkmark “DoWork” column appears at the left of the grid.

You use this column to select the records for a multi-selectionlaunch of a DoWork.

T A Multi-Record DoWork Options button appears at the bottom ofthe grid. This button gives you access to the functions of:T Running a DoWork for the selected rowsT Selecting all rowsT Unselecting all rows


Adding DoWork Buttons to a GridEdit FormatThe best way to add DoWork buttons to a format is to use the DoWork selectiongrid. This grid shows a list of the DoWork buttons available for a primary file andlets you check/uncheck DoWorks to maintain the list of buttons in the GridEditrecord (RM-05-01, field 12).

This selection list is available for a format from:• The GridEdit Options record (RM-05-01, [F6] when record is displayed)• The FYI Design Tab, “Select DoWork IDs” button• ReportMate format maintenance, list of maintenance functions, “Select

DoWork IDs” option• The automatic creation wizard for a format via FYI

Using a DoWork button in a GridEdit ListTo use the DoWork buttons for a format you must display the GridView tab in FYIand switch to Edit mode (you may also define Edit mode as the default in RM-05-01, field 11):Appearance of DoWork Buttons• By default the DoWork buttons will appear in new columns at the left of the

list.• If the operator does not pass the security tests for a DoWork then the

DoWork button will not appear in the grid.• If you have enabled Multiple Selections for DoWorks then a new “DoWork”

selection column appears at the far left. This is a checkbox column that youcan use to select records to process with a DoWork.

• The DoWork button columns are not “frozen” in the grid, so you may movethem around like any other column. If you save the grid layout with thesecolumns moved then they will be saved in their moved positions. Thisenables you to place a DoWork button beside a related column of data.

• Image-style buttons will display the image in the column for the DoWork. Text-style buttons will display the text as a “hyperlink” to indicate that it isclickable.

• When you hover over a DoWork button a popup hint will display the text hintas defined in the DoWork record.

Launching a DoWork for a Single RecordSimply click on the image/text of a DoWork button to launch it for the record inthat row. The following occurs:


• The program launches the FlowMod(s) associated with that DoWork. • If the FlowMod does not “FAIL” then the grid changes the cell background

color for the cell in which you clicked the button (the same appearance as acell that you edited in GridEdit). The color changes to yellow as theFlowMod is running, then changes the background color to green when theFlowMod is finished. The color change helps you know that you havealready clicked on that DoWork for that record

Launching a DoWork for Multiple RecordsThis feature is available if you have enabled the “Allow Multiple Selections” optionin the related GridEdit options record (RM-05-01, field 12). If this is enabled: • A checkmark “DoWork” column appears at the left of the grid. You use this

column to select the records for a multi-selection launch of a DoWork.• A Multi-Record DoWork Options button appears at the bottom of the grid.

This button gives you access to the functions of:• Running a DoWork for the selected rows• Selecting all rows• Unselecting all rows

To select the records to process with a DoWork you click on the DoWork columnto place a checkmark (or you may use the Select All Rows function of the Multi-Record DoWork button at the bottom of the screen). Then you click on the Multi-Record DoWork Options button, choose “Run DoWork for Selected Rows”, andchoose the DoWork to apply. The program will then launch the DoWork for thefirst selected record, launch the DoWork for the second selected record, and soon until all selected records have been processed.

After the processing is complete a question asks if you want to unselect the rows. Normally you would unselect them after processing, but if you want to perform anadditional DoWork on the same records you could leave them selected.

Standard Sample DoWork Buttons• AR01 (Customer file)

• CUSTEMAIL - Send e-mail to customer• CUSTSTMT - Send full statement to customer• CUSTREL - Display TaskWise relationship info• CUSTNOTE - Create a note for customer• CUSTVIEW - Display customer zoom view• CUSTTASK - Create a task for customer• CUSTHOLD - Put customer on Hold status• CUSTHOLDOFF - Put customer on Normal status• CUSTMAINT - Access customer maintenance• CUSTLTR - Create collection letter for customer

• TW01 (Relationship file)• TWRELVIEW - Display relationship view tabs for the relationship

• RS07 (Sales Order header)• ORDHOLDON - Put order on hold status• ORDHOLDOFF - Remove order hold status• ORDEMAIL - E-mail order acknowledgment to customer• ORDQUODEL - Delete a quote

Advanced Notes


The examples above utilize some new program options that could be used inother situations. These new features include:• See “Option to Call Directly to Relationship Tabs” in the TaskWise section of

this release notice.• See “Option to Call Directly to Create New Task for a Relationship” in the

TaskWise section of this release notice.

! Option to Automatically Start in Edit Mode for a GridViewYou may now specify to automatically display a GridView grid in Edit Mode ifediting is enabled. This feature is available in the GridEdit options record (RM-05-01):

11. Default Start Mode:Select the starting mode for the display of the GridView for this format:

V - View OnlyThis will initially display the grid in view mode (the normal default).

E - Edit ModeThis will initially display the grid in Edit mode (as if you displayed the gridand then clicked on the Edit button). This is particularly useful if theformat is designed as a DoWork list since the list will automatically showthe DoWork buttons that appear in Edit mode.

! Option to Allow Update of Multiple RecordsA new option allows you to specify whether operators should be allowed toupdate multiple records in a GridEdit format. This is defined in the GridEditoptions file (RM-05-01):

10. Update Multiple Records?:Specify whether users of this format should be allowed to use the “UpdateMultiple” option when editing data in a grid column. This is the option thatallows you to make a change and then automatically have the programmake the same change in all records or in all records that matched the pre-change value for the field.

Enter “N” to disable this feature.

! Option to Override Field Headings for Fields Output to Grids/OfficeLink(PEG)(PEG)You now have the option to override the field headings used for data sent fromReportMate to grids or to OfficeLink. In previous versions the Data Dictionarydescription was used as the column heading.

To override the heading there is a new field in the Field Options box that you useto edit settings for a field:

Grid Heading:Here you may enter an override heading to use for this field when it isdisplayed in a grid or output to an OfficeLink job. If you enter a value here itwill override the default, which is the Data Dictionary description. Leave thisfield unchanged to use the Data Dictionary description. If you enter spacesin this field this will override the description.


This override is used in FYI grids, NetLink grids, and OfficeLink jobs outputfrom ReportMate.

For example, if you are outputting fields from Excel Period History then theData Dictionary description is “generic” and may not clearly describe thefield/time period. If you use the same field number multiple times you canuse this override to make the description more specific.

Note: This override grid heading does NOT affect the output (such asprinting) that normally uses the heading lines in the format(although FYI does automatically change the format heading linewhen you edit via the field selection wizard). Also, if you use anoverride grid format it will use the headings that existed at thetime the grid format was saved.

! Improved Speed on Format Editing GridInternal changes have been made in the programming of the Format Editing Gridto improve the speed of loading and editing. Accessing and moving within theediting grid should be smoother and quicker than in previous revisions.

Advanced Technical NoteTo improve the loading of the format grid it now uses xml files for the standard blank grid. These filesare REQUIRED to be in the SouthWare run directory (they are loaded as part of the normal installprocess). They are:

ALRMGRL1.xml – Grid layout for 80 column reportALRMGRD1.xml – Grid data for 80 column reportALRMGRL2.xml – Grid layout for 132 column reportALRMGRD2.xml – Grid data for 132 column reportALRMGRL3.xml – Grid layout for 264 column reportALRMGRD3.xml – Grid data for 264 column report

! GridEdit Key Size Increased to Handle Larger KeysThe GridEdit function can now handle the editing of files with keys up to 150characters. In previous versions the maximum key was 80 characters. Thisincrease now allows editing of the Marketing Catalog files (RS15 and RS16).

! New Files/Fields AvailableNumerous files/fields have been added to the Data Dictionary technology. Highlights include:

AP History Add cancel flagAP10 Add void printed flagAR History Add cancel flagAR06 Ship Via - override Staging ID for Warehouse TrackingGL07 G/L Financial Statement Selection FileJC02 Job Header - 600 series fields for Excellence Period HistoryJC03 Job Detail - 600 series fields for Excellence Period HistoryJC14 Excellence Period History for Job HeaderJC15 Excellence Period History for Job DetailNL01 NetLink Request - additional ReportMate reportsNL03 NetLink Session file - Add NetLink Order NumberNL04 NetLink History - rewritten to be a consolidated history fileNL06 NetLink ReportMate Parameters - Expanded Parameters and

new fields


NL20 NetLink Control - new test requestor fieldsNotes fields Expansion of Notes fields for increased textPR25 Payroll Control file - New fields (81+) for last payroll calculatedRM11 ReportMate format detail - new flags for override desc and hex-

encodingRM13 New file of Grid Edit controlsRM14 New file of DoWork IDsSV files Quote-related fieldsTW20 New Tab Header fieldsWF05 New fields for WF Mail Template attachmentsXX99 New field for include cancelled document options

New fields for Current MMYY and current MMCCYY

! Increased ReportMate Record “Count” Size (PEG)(PEG)The COUNT function available in ReportMate reports now handles counts up to10 digits. In previous revisions this was limited to 7 digits.



SouthWare NetLink

! Option to Format Included ReportMate Reports as GridsYou can now include the output of a ReportMate report in your NetLink page as agrid! This both improves the look of your pages AND adds selected gridfunctions to the report. In a single NetLink page you can include multiple grids foran incredibly powerful web page!

From a web page conceptual standpoint this grid option is simply an alternativepresentation of an HTML table. There is no difference in the RM format - it issimply a report. When you choose to include the report in a page (with the@var_include_rmx_@ syntax) NetLink replaces the variable with the RM report. If you choose to format the report as an HTML table, NetLink will insert thenecessary HTML code for a table. If you choose to format the report as a grid,NetLink will insert the necessary code for a grid.

Limitation:Your browser must support ActiveX and VBScript web page functionality inorder to use the grid control. Your browser must allow VBScript to run inorder for this feature to work (which may require a change to browser


security settings to “Enable” or “Prompt” on ActiveX controls). The ActiveXGrid control must be downloaded if it does not already exist on yourworkstation (automatically prompted if needed).

Since VBScript functionality is not supported by all browsers thisfeature is best used in Internal-Use NetLink pages or pages notdistributed to the general public. If NetLink detects that the browser doesnot support the grid technology it will create a ReportMate table instead of agrid. You may want to add webpage functionality or text that indicates thepage is designed for Internet Explorer.

Note: At the time of release NetLink checks for “MSIE” as the value ofthe system variable “http_user_agent” to see if ActiveX issupported. This may be changed in the future if other browsersbesides Internet Explorer provide support for this feature. Seealso the “Option to Override Grid Use During a Session”discussion below.

Unique benefits of the grid include:• Ability to specify the grid size within the web page - a long report doesn’t

have to make your web page long because the grid has its own scrollingarea

• Ability to move/hide/resize columns in the grid• Ability to sort the grid - you can click on the column header to sort the data

by that column’s values• Ability to create groupings - you can toggle on a grouping area and drag a

column into that area to group records• Ability to create grouping totals so you can calculate totals within the web

page• Ability to export to Excel - you can export the grid data to a Microsoft Excel

spreadsheet• Ability to export to HTML - you can export the grid data to an HTML table

for easy printing or e-mailing• Ability to click on a cell and zoom to a predefined link (either another web

page or a SouthWare program)

New Parameters for Grid FormatThe grid format is now an option of the “Format Include Data” field in the NetLinkReportMate Parameters record (NL-01-04, field 6):

G - Grid FormatEnter “G” to format the report data as a SouthWare grid. You may thenenter the following additional parameters:

Grid Dimension UnitsFor the grid Height and Width you may specify a value using either pixels orpercentage. To enter percentages place a “%” at the end of the number.

Grid HeightEnter the height of the grid within the page (default is 300 pixels). Thegrid will display a scroll bar as needed.

Grid Width


Enter the width of the grid within the page (default is 700 pixels). Thegrid will display a horizontal scroll bar as needed.

Show Toolbar?Here you may specify whether to place a grid toolbar above the grid. This toolbar contains buttons to activate the following grid features:• Toggle Grouping Pane• Toggle Totals• Expand Groups• Collapse Groups• Export to HTML (create a separate page with the grid data as an

HTML table)

Excel?If you specified to show the toolbar, you may specify whether toallow users to export the grid data to a Microsoft Excelworksheet. Enter “Y” to include the Excel export button in thetoolbar. To use this feature:• You must have Microsoft Excel on the workstation

viewing the grid page• Your browser must allow additional security access to

launch Excel, which is in addition to the running ofActiveX controls required for the grid (in MSIE you mustenable/prompt the option to run ActiveX controls notmarked as safe)

Override LayoutThis is an optional advanced feature with a “wizard” function that lets youpredefine a grid layout to apply to the formatting of the grid. You can sort,group, move columns, or change column width, then save this layout. When NetLink inserts this grid into the web page it will reference thissaved grid layout so that it becomes the default appearance for the grid.

To create an override layout press [F4] at this field to launch the wizard. The wizard will run the ReportMate report and create a resulting grid. You may then sort, group, or otherwise modify the layout. When you areready to save the layout, click on the “Save” button. The program willautomatically save the layout file to your standard HTML directory.

Using an override layout for embedded @var_ variables needed forpathing The NetLink table-formatting feature that allows lines beginning with@var_ to be processed for variables but skipped in the table output doesnot apply to grids. If you need to use an @var_ line in a grid-formattedreport (because you have to print a field from one file in order to accessfields in another file) you must:• Use a custom grid layout and remove the @var_ information from

the grid layout• Remember that the value of the @var_ variable will not be

available for replacing variables in the HTML template

Defining a Grid in a NetLink PageHere are the steps to create a grid report:1. Create the RM report


a. Do not include tildes and grave accentsb. Do not include any HTML syntax

2. Create the RM Parameters record (NL-01-04) for the report. Choose the“G”rid Format option and enter the related parameters as described above.

3. Create the NetLink Request Type (NL-01-02) and reference the RM report. 4. In the template for the Request Type insert the variable

@var_include_rmx_@ where “x” is the relative number of the RM formatwithin the Request.

Grid Functions in a NetLink PageWhen you run a NetLink Request that includes a grid-formatted report, the reportdisplays as a grid within the web page. It contains its own tool bar and scroll barsfor independent functioning from the remainder of the web page.

Standard grid functions include:• Scrolling up/down and right/left as needed• Column sort via click on column header• Move columns by drag/drop• Hide columns by dragging off of the grid• Resize columns by dragging column separators

Special functions available via the tool bar include:• Toggle grouping pane on/off (with option to add groups)• Add totals for groupings• Export to Excel - prompts user for file name, then creates an Excel

worksheet with the data in the grid and launches Excel (your browser mustsupport automation of Excel - this may require a change to the securitysettings for your browser)

• Export to HTML - creates an HTML page with the grid data shown as anHTML table (this makes it easy to print or e-mail the grid contents separatelyfrom the rest of the web page)

How the Variable Replacement WorksWhen NetLink processes an RM report variable for a grid-formatted report it doesthe following:• Directs ReportMate to output the report data as an XML file• Creates a column definition grid layout file (unless the format has an

override grid layout)• Replaces the @var_include_rmx_@ variable in the page with VBScript

syntax (from a standard template file) that contains programming for the gridfunctions and references the following components• A standard Grid Layout File and the report’s column definition file OR the

custom layout file created for the format• The XML file created by ReportMateThe VBScript includes the grid dimensions as defined in the ReportMateparameters record.

Advanced Discussion - the Script Template FilesHere are the standard template files used by this feature. They are stored in the standard NetLinkHTML directory:• swgrid.vbs - this is the VBScript template that contains the programming for the grid functions. • swgrdlay.xml - This is the standard Grid Layout file. It defines grid characteristics such as

fonts, colors, etc. It is used if there is not an override grid layout for the format.


• swgrdtmp.txt - This is the grid template file for each grid occurrence. It contains the followingstandard variables:• @var_grid_height_@ - replaced with grid height from NetLink RM Parameters file• @var_grid_width_@ - replaced with grid width from NetLink RM Parameters file• @var_grid_show_toolbar_@ - replaced with toolbar setting from NetLink RM Parameters

file• @var_grid_rm_sub_nbr_@ - replaced with number of RM format in request (1 to 9)• @var_grid_layout_filename_@ - replaced with the name of the custom grid layout file if

applicable• @var_grid_data_filename_@ - replaced with the grid data file name (XML data from

ReportMate)• @var_grid_column_filename_@ - replaced with the column definition file name

If you are proficient in programming these technologies you may modify these standard files. Mostusers will not need to change these files and should not attempt to modify them. If you decide to tryto modify them, make sure you back up the standard files before making any changes.

Other files used by this process:• formatname.xml - Override Grid Layout file (if applicable) - stored in NetLink template directory• session#.gdn.xml - Grid Data File - stored in NetLink temporary directory• session#.gcn.xml - Grid Columns File - defines each cell - stored in NetLink temporary directory

Option to Override Grid Use During a SessionNetLink checks for “MSIE” as the value of the system variable “http_user_agent”to determine if ActiveX is supported. If NetLink determines ActiveX is supportedthen a ReportMate report that is to be formatted as a grid will be output as a grid. If NetLink determines that ActiveX is not supported then a report that is specifiedto be output as a grid will instead be output as an HTML table.

There are two situations which might be exceptions to the standard assumptionsNetLink is making:1. If a user has a browser that supports ActiveX BUT for security reasons you

don’t want to activate ActiveX support you would need to override theassumptions and force NetLink to revert to HTML tables on all formatsspecified to use grids.

2. If a user has a browser that supports ActiveX but the http_user_agentvariable is not “MSIE” then you would need to override the assumptions andforce NetLink to output grids on grid-specified formats instead of reverting totables.

You can override the use of grids during a session via a flag in the sessionrecord. This flag is called Use Grids O/R?” and is blank by default for nooverride. You can set this flag at any time for a session by sending a value forthe NetLink variable “@var_sess_grid_ovr_flag”. Below are the two valid valuesfor this variable:

@var_sess_grid_ovr_flag=Y Will output grids regardless of thehttp_user_agent value

@var_sess_grid_ovr_flag=N Will NOT output grids regardless of thehttp_user_agent value

So in scenario 1 above, you would set this variable to “N” to disable grids for thesession. In scenario 2 above you would set this variable to “Y” to enable grids forthe session.


If you have specific requestors that need this override all the time then you couldstore the default value in a requestor user field and then use that value to set thisvariable each time the requestor logs on.

Limitations on Syntax in RM FormatsHere are some limitations on the syntax you may use within a ReportMate formatto be output as a grid:1. No embedded HTML - HTML syntax is not interpreted within a grid, so don’t

insert any HTML table or link-related code if you plan to output a grida. For links, use field hyperlink tags instead

2. No embedded @var_ variables that are needed for variable replacement -The NetLink feature that allows lines beginning with @var_ to be processedfor variables but skipped in the table output does not apply to grids. If youneed to use an @var_ line in a grid-formatted report (because you have toprint a field from one file in order to access fields in another file) you must:a. Use a custom grid layout to remove the @var_ information from the gridb. Remember that the value of the @var_ variable will not be available for

replacing variables in the HTML template

Upgrade Notes: • If you had originally written a report for an HTML table and had inserted

HTML link syntax or other HTML code, you must remove this code beforechanging the formatting to a grid.

• If you have @var_xxxx variable lines in your RM format, you must use acustom grid format and remove the variables from the grid format.

! NetLink Request Creator WizardThis new wizard (Windows workstations only) makes it easier for you to createcommon types of NetLink requests. With the NetLink Request Wizard you canquickly create ready-to-run reporting and inquiry pages. You can also use theWizard to help streamline some of the steps of creating more complicated typesof NetLink requests.

The NetLink Request Wizard is available from the NetLink Request TypeManager (NL-01-08).


When you select the Wizard you will be helped through the following steps (if youchange your mind about a previous step you can fix it in the manager when youget to the Review/Test step):

Select Request Template to UseThe wizard will base the new request on an existing request template. Requesttemplates are requests that have an underscore (_) as the request category. When you continue with this step you may select a request template from the listthat appears.

Define New ID and InfoWhen you continue with this step you may enter the new Request ID anddescription for the request you are creating. The program will then copy therequest template to this new request record.

Add/Create ReportMate FormatsWith this step you may create/specify ReportMate formats to use to extract thedata needed for this NetLink request. When you start this step you may chooseone of the following options:

• Create a New Table/Grid Format• Create a New Variable Data Format• Specify an Existing Format

If you select to Create a new format the program will launch the appropriateReportMate/NetLink wizard. This makes it easy for you to select the fields to


include on the format and to have them formatted properly. You may then definethe appropriate ranges and selection criteria for the record(s) to be extracted.

If you select to specify an existing format you may enter the name of the format touse.

Each time you create or specify a format the format is added to the request. Youmay continue to add formats up to the request limit of nine formats.

Edit HTML TemplateAfter you have defined the ReportMate formats for the request you may edit therequest HTML template so that it will show the extracted data. The Wizard usesthe WebPage Editor (as described in XX-08-09-05) in a special NetLink mode. This mode helps you see what data is available from the ReportMate reports sothat you can easily insert the appropriate variable names in the template.

See “New Request Template Editing with Special NetLink Features” later in thisrelease notice for more details.

After you have edited the template as needed you may save and exit the editor toreturn to the Wizard.

Edit Request as NeededAt this point the request and related files/records are created. When you continuewith this step the Wizard will display the completed Request record (in NL-01-02)so you can make any needed changes to the info supplied from the requesttemplate (such as comments).

Review/Test Finished RequestThe Wizard steps are complete! At this point the Wizard will exit and the NetLinkType Manager program will display the completed request. Via the Manager youcan test or continue to edit the components of the request as needed.


! New Request Template Editing with Special NetLink Features

You may now edit NetLink request templates using the same technology used inSouthWare’s WebPage Feature Manager program (XX-08-09-05). This functionis implemented as a tab within the NetLink request type manager (NL-01-08). When you are highlighting an HTML template in the type manager a “TemplateEdit” tab appears. Click on this tab to access the editor.

The functionality of the editor is described in the SwiftMate manual in section XX-08-09-05. Here are the unique features designed specifically for NetLink requesttemplates to make template editing easier:

• Insert of SouthWare Data Variables - This function displays the fieldselection wizard and shows the data variables available for this particularNetLink request. They are categorized as follows:• Session variables - This category includes all the standard variables

available for a session.• RM format variables - This category includes all the data variables

supplied by any ReportMate formats run by this request (now you don’thave to remember the names you gave them! (). The list also shows therelated Data Dictionary field or calculated data in the format that isassociated with the variable name.

• Include filename variables - This category includes all the standard“include_xxxx” variables as well as include variables for any ReportMatereports run by this request.


Via the field selection wizard you can now easily select the fields to insertinto your template. You can also specify to include them in a table for easycreation of a table of variables.

• Insert of SouthWare Link - This function helps you create a link to anotherSouthWare request. In addition to the types of links that you can use in aWeb Portal page, you can choose the Type of Call of “NetLink Request. This lets you put the NetLink Request ID in the ID field, and creates a linkwith the URL“http://@var_form_action_url?session_no=@var_session_no_@&request_id=xxxxxxxx”

You can insert the syntax for additional variables in the Passing Info field -these will be appended to the standard URL. For example, if you put“&my_var=123" in this field then this will be appended to the link URL.

! New Test Portal Feature for Testing/Debugging Requests

Testing NetLink Requests is now MUCH easier! You now have a test functionthat makes it easy to run/test a NetLink request (Windows workstations only). With this Test portal you may test launch and analyze a NetLink request as astand-alone operation with test values that "simulate" the values/links normallysupplied by a previous NetLink page. • You can insert various test values and run the request as many times as you

wish as you test to ensure that it works properly.


• This test function also provides a special log file and diagnostic analysis ofthe test launch. This lets you quickly identify problems that need to becorrected.

This function is implemented as a tab within the NetLink request type manager(NL-01-08). When you are viewing a request in the manager the Test tabdisplays a screen with a Test Portal. Here are the main components of this Testportal:

T List of Run Variables - In the upper left of the screen is a grid that lists thevariables required to run this request. The list includes:• Login info if the request requires a valid session - the Test launch uses a

valid login for each test instead of using a session number. The loginvalues default from the NetLink control record field 12 if you havespecified default logins for Testing.

• Parameters and runtime variables needed for running each ReportMatein the request

The information shown in the grid includes the following:• “Include” indicator - This checkmark column indicates whether the

variable should be included in the Test URL used to launch the request.You may click on this column to check/uncheck values(although duplicatevariables and literals may not be checked).

The test tab defaults these checkmarks to provide a suggested Test URL:• The first occurrence of a variable name will be checked (included

in the URL)• All duplicate occurrences of a variable name will not be checked

(since only one occurrence is needed for the entire request)• All values defined as literals (enclosed in quotes) or Data

Dictionary values in the NetLink ReportMate parameter recordwill not be checked in the grid

• Src (Source) - This column indicates the source of the variable name.This will be “STD” for login type variables, and will indicate the relatedReportMate for the request (RM1, RM2, etc.) for variables needed forranges or selection criteria.

• Type - This column gives an indicator of the type of variable (such as“RB1" for Range Beginning 1, “RE1" for Range Ending 1, etc.).

• Description - this column gives a description of the variable. This istypically the data dictionary name of the field.

• Variable - This column contains the variable name. This is the variablename the NetLink request will use to recognize the value for thisparameter.

• Test Value - This column contains the value to use for the variable in theTest URL. When calling this request from another NetLink request thepreceding page or session info normally supplies these values. Fortesting purposes, you can edit the values in this column to provide thevalues for the Test URL. When you enter or edit a variable value the TestURL is automatically updated. • The list does not allow you to edit duplicate variables since these

will have no impact on the resulting requests - they are shownonly to help you be aware of all parameters. For example, let’ssay the request you are testing is the CINVLST standard request.The first range for the first ReportMate uses the variable


“CUST_NO” as both the beginning and ending value. In the gridyou may enter a value for the beginning CUST_NO, but the gridwill disable the second occurrence of CUST_NO since its valuewill be determined by the first value.

Learned Test ValuesThe Test tab automatically saves the Test Values you use for a request if thevalue is not spaces, not a duplicate, or not unchecked (omitted from the TestURL). This makes it easy to switch from/to the Test tab without losing yourtest values. These Test Values are saved via SouthWare’s LearnFromYoutechnology, so they are saved per operator in the Learn database.

T Launch Test URL - At the bottom of the screen you can see the Test URLthat will be used to launch the test of the request. The Test URL isconstructed from the info in your NetLink control record and from thevariables/values in the List of Run Variables.

You can click on the “Launch Test URL” button ([F4]) to launch the URL inyour default web browser. This creates a separate window that you canclose/resize as helpful.

For testing purposes you may also directly edit the Test URL beforelaunching so that you can insert additional variables or make othermodifications to test scenarios.

Elapsed TimeAfter the launch is completed the program tries to find a matching historyrecord for the launch. If it finds one then the program displays the ElapsedTime in Seconds from the history record. This displays underneath theLaunch URL field. This helps you analyze the affect on performance as youenter test values or make changes to the request.

Intranet License OptionIf the requestor specified for the test is an internal-type requestor and mayuse an Intranet Login (“Y” in field 13 in Requestor Maintenance) the screenwill show a checkbox beside the launch button labeled “Use IntranetLicense?”. By default this will be checked. When this is checked theLaunch function will call the SouthWare WebView program to launch theURL since the Intranet License may only be used within SouthWareWebView.

If you have both an intranet and external NetLink license you maycheck/uncheck this box to launch the test with either WebView or yourdefault browser.

Note: The SouthWare WebView program is limited to a URL of 200characters or less. If the test URL includes a lot of variablestypically sent via a form and exceeds this limit, you will not beable to launch it directly from the test portal. One workaround inthis situation is to launch the preceding form page in test mode,then call your page from this page.


Advanced optional discussion - When the intranet license mode checkbox is checked, the TestURL includes the variable “intranet_license=Y”. This tells the NetLink process to use theIntranet License instead of an external license.

T Test Mode - An checkbox option in the upper right of the screen controlswhether the test launch uses a special "test mode" that logs details of theprocessing in a separate file. This test mode also utilizes a specialdiagnostic tool that analyzes the log file and gives you a summary report. The summary report will appear in the browser window replacing theoverview message.

For each major step in the processing of the NetLink request the summaryreport shows whether the step seems to have been successful. Thissummary is based on information in the special test log file created byNetLink during the run. From the Summary web page you can zoom to thedetails of the log file if desired as well as zoom to the session record ifapplicable.

Steps shown/analyzed include:T The login/license check processT The session number validation/assignment (with a link to view the

session record if applicable)T The running of each ReportMate (and whether its related output was

found)T Any file access errors encountered (which often indicates missing data or

permissions problems)T The running of a secondary program if applicable


T The replacement of template variables to create the resulting pageT The running of an import job if applicable

The Result column in the summary report shows various informationdepending on the logged details. For certain errors the page will show a linkto a troubleshooting page that outlines possible causes and solutions.

Advanced optional discussion - When the test mode checkbox is checked, the Test URLincludes a variable that passes the current workstation number as the value of “test_mode”. This tells the NetLink process to output its audit information to a special log file named“ALNLTESTxxx.SEQ” in the NetLink run directory (where xxx is the workstation number). TheTest portal then runs a process that examines the contents of this file, creates a web pagesummary, and displays the web page in the Test portal.

T Audit Options - The Test tab provides easy access to the optionalauditing/debug options available for NetLink. Audit mode can enable adetailed logging of program activity in the ALNLCFG.SEQ file so that youcan see details not otherwise available (since NetLink runs invisibly on theserver). These options include:• Set Audit Mode - You can use the available radio buttons to choose

whether audit mode should be Off, On, or On Short (no list of variables).Clicking on one of these options automatically changes the NetLinkconfiguration file.

• Clear Audit Each Launch? - This checkbox provides a conveniencefeature. When checked, the Test tab will automatically clear the contentsof the audit file before each new Launch of the Test URL. This makes iteasier to quickly review the audit information since the file will containonly the info from that request. If you uncheck this option the audit file willappend the info for each new launch to the audit file.

• Display Audit File - This button launches your default browser with aURL that displays the contents of the audit file. This provides easyaccess to the audit info as you are testing/debugging a request.

Note: You do not need to use audit mode for the special Test Modefunction of the Test Portal. You typically would use audit modewhen you want to launch a request, launch other requests fromthat page, and then examine the audit results.

! Optional Test Requestor Info in Control RecordYou may define the default requestor info to use when using the new Test Portalfor NetLink. This is defined in the NetLink Control record (NL-01-01, field 12):

12. Test Options:This field displays a window that allows you to define test requestor IDs touse in the Test Portal available from the NetLink Type Manager (NL-01-08). Each time you launch a test run for a request that requires a valid sessionthe Test Portal includes valid login info. By specifying a login operator youcan speed up your testing by eliminating the need to define login info eachtime you test a request.

For each type of requestor simply enter a valid requestor ID for the relatedrequestor type (Customer, Vendor, Internal, or Other). The Test Portal willautomatically default the appropriate requestor ID, password, and requestortype into the information needed for the test launch.


For example, if you create a customer-type requestor of “TESTCUST” youcould enter that here. Each time you test a NetLink requestor for thecustomer type, this will be the default login requestor for the test launch.


! Improved Request Type Manager

The Request Type Manager program for NetLink (NL-01-08) now providesadditional functions that make it easier for you to create, manage, and test yourNetLink requests. These functions include:T Access to Request Creator Wizard for new requestsT New Test Tab for Debugging and Test Launch of Requests - this allows

interactive testing and analysisT Access to Web Page Editor for template editing

T This includes the display of all RM variable names available to theRequest

The Request Type Manager now includes the following tabs on Windowsworkstations:• Requests

• Displays the tree view of request types as available in previous versions• Test (Displays only when a request is highlighted)

• Displays a screen that allows you to enter example parameters for therequest and launch a test run. From this tab you can also toggle theNetLink audit mode and view the audit file.

• Template Edit (Displays only when a template is highlighted)• Allows you to edit the request template via the web page editor used in

SouthWare’s WebPage Feature Manager (XX-08-09-05)

Access to Request Creator WizardFrom the Requests tree you may double-click on the “Add a New Request” option to access the Request Creator Wizard.


Test Tab for Debugging RequestsWhen you have highlighted a Request record you may use this tab to help youtest and debug requests. The tab includes the following components:• List of variable values (and sample values) needed for the ReportMate

reports run by the requests• Test URL to launch the request - the program builds a suggested URL

based on the known parameters, but you may edit this as needed• Test mode to analyze and summarize the results of the test• Audit mode features - you may toggle audit mode on/off and view the audit

results

See “New Test Tab Feature for Testing/Debugging Requests” in this releasenotice for more details on the Test Tab.

Template Editing via Web Page EditorWhen you have highlighted a template you may click on this tab to view theWebPage editor and modify the template. See XX-08-09-05 for more explanationon using the editor.

See “New Request Template Editing with Special NetLink Features” in thisrelease notice for more details on the Template Edit Tab.

Additional Info in NetLink Request Preview PaneThe preview pane now shows the following additional fields for a request type:• Option Request ID• Validate Session Flag• Extract ID (PEG)(PEG)

! New NetLink System Manager Persona Menu Portal (PEG)(PEG)

You now have a NetLink System Manager persona menu portal to help manageand administer your NetLink system. This portal (Zoom View and object of“P_NLMGR”) is designed to help a NetLink system administrator easily review thecurrent status of NetLink and see key information. This provides access toinformation about requestors, request volume, errors, and security issues.


This portal utilizes NetLink for the display. The information shown also providesexamples of utilizing some of the new technology options such as showingReportMate reports as grids.

! New Combined History File Consolidates NetLink Logged Info with RequestHistory (PEG)(PEG)The logged information recorded by NetLink is now stored in a combined historyfile that integrates request history with logging of errors and other info. The newhistory file replaces the previous request history file and now includes informationpreviously logged in text files. This allows combined reporting access andanalysis for the various logged situations as well as the request history.

The information stored in the combined history file now includes:• NetLink request history (the previous history file)• NetLink license errors (previously logged in ALNLBLIC.SEQ text file)• NetLink bad login attempts (previously logged in ALNLBLOG.SEQ text file)• NetLink other errors (previously logged in ALNLERR.SEQ text file)• NetLink-related File Access Errors and other abort errors (see “Audit

Information Now Includes File Access Errors” later in this section)

Below are additional notes about the information in this file:

History Record SearchIn the NetLink History Review program (NL-03-01) you may see the fields in eachhistory record.

You may search the history file for records using the [F4] Lookup History from thefirst field. Available search keys include:• Start Date• Request ID• Session Number• Requestor Type/ID• Error Number

New Error NumbersThere are new error numbers to provide more information and to standardizereporting. The error numbers are:

93 General Xmit error - this is a general transmission error and may result fromvarious issues (this corresponds to the existing XMIT-ERROR-FLAG="Y"condition)

94 Import error (this corresponds to the existing IMPORT-ERROR-FLAG="Y"condition)

96 Improper security to run - this typically indicates that the sysadmin passwordwas incorrect

97 Force Fail Request - this occurs for IPERROR only (this is a security error)98 Fatal File Access Error - this occurs for error codes that begin with "3" or "9"

Error Type Category CodesError numbers are now classified by a new type. Some errors do not have arelated number and are identified only by type.

ERR Programming errorFAE Fatal File Access error


INF Info onlyLIC License errorIMP Import errorSEC Security Error (including ipaddress requestor restrictions and request

type restrictions)

Reporting TipsHere are some tips on reporting from this file:• This file can become quite large. For reporting it is a good idea to limit the

number of records read, typically using a range of dates.• NL04 is available only as a primary file for reporting. To report by session

number and limit to a range of session numbers you must use the sessionnumber as both the first range and the first sort for the report. Otherwise thereport may read more records than needed.

• You should purge history periodically to speed up reporting.• See the NLSYSTDY report used in the NetLink System Manager Portal

(P_NLMGR zoom view) for examples of reporting from this file.

Conversion NotesWhen you load this update the previous request history file and the informationstored in the ALNL*.SEQ text files is “converted” into the new combined historyfile.

The combined history file is referenced by the Data Dictionary file NL04, whichwas the request history file in previous revisions. The fields have been re-numbered and rearranged to incorporate the new types of history records. If youhad prepared any reports for this file in previous revisions you must revise thereport to match the new field numbers. The conversion process will automaticallydeactivate any reports for NL04.

! Now Up to Nine ReportMate Formats Per Request Type (PEG)(PEG)You may now use up to nine different ReportMate formats in a single NetLinkrequest type. This allows you to create more sophisticated forms pages (such asmultiple drop-down lists). In conjunction with the new option to format reports asgrids (see above) you may also insert more grids into a single page.

In the Request Type record (NL-01-02) in field 5 you may now specify up to nineReportMate formats. Please note that each format you add will increase theprocessing time for the page.

! NetLink ReportMate Record Now Allows Maximum Number of Parameters(PEG)(PEG)The NetLink ReportMate parameter record (NL-01-04) has been expanded toallow you to reference the maximum number of parameters allowed by a report. In previous revisions the record allowed a maximum of 10 parameters.

The entry of the parameters is now organized by type of parameter. Thefollowing fields are used for parameters:

3. Range Values:For each range (beginning and ending values) defined in the ReportMateformat you may enter the variable name, literal/constant, or Data Dictionaryfield that will supply the value during the NetLink run.


4. Record Select Values:For each record selection criteria defined in the ReportMate format you mayenter the variable name, literal/constant, or Data Dictionary field that willsupply the value during the NetLink run.

5. Other Runtime Values:For each other runtime value referenced in the ReportMate format (such as“@DATE”, “@CONST”, etc.) you may enter the variable name,literal/constant, or Data Dictionary field that will supply the value during theNetLink run.

Conversion NotesWhen you load this update the NetLink ReportMate records are automaticallyconverted to this new format. Because the format is different you may NOT useextracted dump files from previous revisions to load records into the new fileformat. Make sure all your records are in the file to be converted - if youneed to dump these records you should do it AFTER the conversion usingthe Rev 12 dump program.

! Option to Define a Literal to Display When a ReportMate Include FileReturns No Records (PEG)(PEG)When you have a ReportMate include file variable (@var_include_rmx_@) in yourtemplate this is normally replaced by the output of the report. If the report runresults in no records (due to bad ranges or no matching data) then the variable isnormally replaced with spaces. You now have the option to display a specificliteral so that the user knows the report did not result in any records.

This option is definable per ReportMate format. In the NetLink ReportMateparameters record (NL-01-04) you may enter a value for the following field:

10. Zero Records Literal:Enter a literal (up to 50 characters but see “Option to Reference a SeparateHTML File” below) that should be displayed when this report is to beincluded in a template (via @var_include_rmx_@) but zero records areselected for processing. This could be due to wrong range values, wrongselection criteria, or simply no data that matches the parameters. Thepurpose of the literal is to allow you to give a more descriptive message tothe user if this situation occurs.

For example, if a report is to provide a list of invoices based on ranges theuser entered, you could insert the literal “<b>No invoices found for theseranges</b>” in this field. Notice that you can insert HTML tags asappropriate since this literal is inserted in the source for the page.

Related Situations/Results• If you have a variable in a page that is not supplied by the request, the

resulting page will show “(Not Available)”• If you have an include_rmx variable in a page but do not define a

corresponding ReportMate format, the resulting page will show “(NotAvailable)”

• If you have an include_rmx variable in a page AND the ReportMate runsbut processes no records, then the resulting page will show the ZeroRecords Literal defined here


Option to Reference a Separate HTML FileIf you want to display a more elaborate message with links, graphics, orother HTML syntax then you may insert an “include” statement in this fieldthat references a separate file containing the HTML code. When no recordsare processed, the resulting NetLink page will include the contents of theHTML file as the No Records literal.

For example, you could create a file “norecords.htm” and insert the followingstatement in the Zero Records Literal field:

@var_include_html=norecords.htm_@

NetLink will replaced this variable with the contents of the file“norecords.htm”.

! Ability to flag fields that need to be URL-encoded for NetLink hyperlinksWhen you use ReportMate to create hyperlinks in a NetLink web page the datamay not contain any special characters not allowed by the HTTP specifications. The characters “+”, “&”, “=”, and “#” must be converted to hexadecimalrepresentations if they are to be considered as data.

ReportMate now allows you to flag a particular field in the NetLink format asbeing part of a hyperlink that must have any special characters in its data beconverted to hexadecimal equivalents. For example, if you are including stocknumber in a link and one of your items contains a pound sign (#) in the stocknumber then this must be hexadecimal encoded in the URL link.

In the options box for a field there is a new flag “URL-encode?” flag to the right ofthe Hyperlink ID:

URL Encode?:(Applies to NetLink processing only.)Enter “Y” to have the system convert any occurrence of the specialcharacters +, &, =, or # in the data for this field to be output as hexadecimalrepresentations. Enter “N” to output the data normally.

Encoding results are:

Character Hex encoding + %2B & %26 = %3D # %23

Note: If the field does not have a hyperlink ID tag (see below) the printline on the format should include enough room for the encodedversion of the field. If the resulting encoded field does not fit inthe space allotted for the field then the results will be truncated. For example, a value of “#AB” will be encoded as “%23AB”which is two characters longer. The print line should allow forfive characters from the start until the next field.


If the field does NOT have a hyperlink IDFor example, let’s say you are creating a list of stock items and want thestock number to display as a hyperlink that passes the stock number toanother request. if you are including a stock number in a link and one ofyour items contains a pound sign (#) in the stock number then this must behexadecimal encoded in the URL link. So you would:• Indicate “Y” to URL Encode on the stock number value that is part of the

data passed in the hyperlink• Indicate “N” to URL Encode on the stock number value that is displayed

as the text for the link.

If the field has a hyperlink IDWhen the field has a hyperlink ID and you specify to URL encode the field,the encoding will apply to any data dictionary variables in the NetLink StartTag for the hyperlink record. The encoding will NOT apply to the field itself,since it is now surrounded by an encoded tag and serves only as the visibleprompt for the link. In this situation you do not need to allow room on theprint line for the encoding.

! Option to Run an RCF Packet Via a Variable NameYou now have the option to send a variable to NetLink that specifies an RCFPacket that NetLink should run. This is in addition to the feature that allows youto specify an RCF Packet within a NetLink request. The purpose of this newfeature is to allow more flexibility in running RCF Packets from NetLink withoutrequiring a separate Request Type for each RCF Packet.

The reserved NetLink variable name is “@var_run_rcfpacket” and can be passedas part of a Get string (hyperlink) or Post string (form). When you pass a valuefor this variable to NetLink, NetLink will attempt to run this RCF Packet beforeprocessing the Request Type. This means that the RCF Packet will run beforeany ReportMate or template processing is done for the request.

The intended use of this feature is to allow you to use the same Request Type formultiple possible RCF Packets. For example, in a table you could have links toseveral different RCF Packets. When the user clicks on any of the RCF Packetlinks the same Request Type would be run (possibly to refresh the list) but thespecified RCF Packet will be run prior to the request processing.

! Option to Delete a Record in Selected Files via an RCF Packet Launchedfrom a NetLink page (PEG)(PEG)See the related discussion in the General section of this release notice. Thisfeature allows you to use selected maintenance programs to delete a record viaan RCF Packet, and you can launch the RCF Packet from a NetLink page. Forexample, this could be used to offer the option to delete a quote from a NetLinkpage.

! Values for First Five User-Defined Session Variables Now Always Available(PEG)(PEG)You may now obtain the values for the first five user-defined session variables(SESS_USER1 thru SESS_USER5) without using a ReportMate report. Thevalues of these variables are now available the same as other standard reservedvariables such as CUST_NO and LOC_NO.


This lets you utilize these first five session variables as part of the “environment”for the user that apply to all pages. For example, you could store security-relatedinformation in these variables and then use the information on each page tocontrol which links and options are available to the user.

Note: All of these user-defined session variables are still available viaReportMate so any pages that already use these will still function. Theremaining five variables (SESS_USER6 thru SESS_USER10) are onlyavailable via ReportMate.

Note: These five variables now apply toward the variable limits per request.

! New Standard Variables for Shopping Cart Totals (PEG)(PEG)The following shopping cart-related variables are now always available for use inNetLink pages. They are based on the current NetLink order number for thecurrent session. They allow you to show the current shopping cart info on yourpages without the need to run a ReportMate report to obtain the totals.

CART_TOTAL_AMT Replaced with the current order total dollarsCART_NO_ITEMS Replaced with the current total number of line items on

the orderCART_TOTAL_QTY Replaced with the current total quantity for all line items

! Audit Information Now Includes File Access ErrorsWhen you run NetLink in audit mode or the new test mode the information loggednow includes File Access Errors (these begin with “3" or “9"). This is very helpfulin diagnosing problems with missing data or file permissions.

! Ability to Rename Internal Requestors (PEG)(PEG)You may now rename an internal requestor to create a new record. The programblanks out the employee number in the created record since you may not havetwo records with the same employee number.

! Ranges of Dates/Numeric Values Now Allow Blank for ALL During NetLinkRunNetLink will now treat a blank beginning value as “ALL” dates/values when yousend a range of dates or numeric values as parameters to a NetLink ReportMatereport. In previous revisions you were required to send a valid beginning value toa date/numeric range.

! Easier Use of NetLink URLs in ZoomView PortalsWith the new availability of SouthWare variables in ZoomView URLs you maymore easily utilize NetLink to provide more sophisticated ZoomViews. See“ZoomView URL Can Now Contain Variables” earlier in this release notice formore information.

! NetLink Variable ITEM_UNIT_PRICE_OVERRIDE now works in change modeWhen you use the variable ITEM_UNIT_PRICE_OVERRIDE to submit anoverride price from a NetLink page, the override price will now work both whenadding and when changing a line item. In previous revisions this variable wasavailable only when adding a new line item.



File ChangesBelow is an overview of the files changed via conversion programs by this update.

Product Files Reason CommentsMultiple Notes Changed text to a

Text field that allowsup to 5000 characters

Each type of recordthat allows notes isstored in a separatefile

General Ledger FinancialStatementSelections

Add Comments fields

Job Cost Job HeaderExcellence PeriodHistory

New file

Job DetailExcellence PeriodHistory

New file

NetLink NetLink History New combined filereplaces old requesthistory andsequential files

New file record sizeNew error numbers

NetLink RMParameters

Added expandedparameters

New file record size

ReportMate Grid Edit Added DoWork fields New file record size

SwiftMate Company record Automatically enableinteractive statistics

Credit cardinterface records

Upgrade for newCredit Card Interfacemodule

Credit card ranges New file


Conversion NotesBelow are some notes you should read before loading this update.

System Requirements! Runtime required

- Windows - 7.01 runtime patched for SouthWare (available on Rev 12product CD)

- Unix - 7.01 runtime patched for SouthWare - Thin Client - 7.01SW acuthin patched for SouthWare (available on Rev

12 product CD) Aculaunch - 7.01 patched for SouthWare

! Compiler Required (Developers only)- 7.01 patched for SouthWare

! Minimum Hardware- Pentium 1 ghz or equivalent- At least 256 mb per Windows workstation

! Disk Space- Should be similar to Rev 11. Allow for up to a 10% expansion.

Steps Before You Load the Upgrade! Post pending transactions. This is not mandatory but is good practice.! Make a good (tested) backup of your data and run directory.! Rebuild all data files using vutil to ensure the integrity of the data files prior to the

conversion. If you have not been doing this regularly you may recover more diskspace than any additional space required for Rev 12.

! If you have sufficient disk space you can plan on running parallel. - If you will be using Rev 12 in a new environment/directory make sure you

plan to change any macros, icon paths, config paths, etc. that must beadjusted for the new file paths.

- If you remove or rename the old run directory you may need to re-registerany Windows controls that were registered from the old directory. Thisshould be handled automatically but you may need to verify if you haveproblems after installation.

Recommended ApproachNOTE: SouthWare highly recommends that you install Rev 12 in your current

run directory:- back up your current SouthWare system into a separate directory- delete all programs (files that end in “.OBJ”) in the SouthWare program

directory- delete sort files (files such as “Z*.FIL” and “RMRN*.FIL”) in the

SouthWare temp directory- install Rev 12 into your current SouthWare programs directory- run the Rev 12 conversion in your current SouthWare directory.

You may change to a new directory for Rev 12, but because of OfficeLinkfiles, spool files, NetLink files/paths, macrobmp directories, desktop iconpaths, etc., it is much easier to convert in the same directory whereSouthWare is currently running. To run parallel we recommend you copyyour Revision 11 system to another directory.


! Turn on overwrite protect or save sequential files for records that you don’t wantto be overwritten by standard SouthWare records.

Loading the Upgrade! Install Rev 12 in your existing environment. Use the normal installation steps for

a new system.! Controls such as the grid control require the latest version - this is released and

installed with the products.

Running the Conversion ProcessAfter you load the update the first logon session in Rev 12 will automatically run theconversion process. ! Locking Other Users Out of the System

It is a good idea to log out and lock other workstations before running theconversion. You may use the Workstation Abort process and WorkstationLockout process described in XX-02-01. This essentially puts you in single-usermode for the conversion. After the conversion you may use the Status Managerto unlock other workstations.

The First Time You Log On to Rev 12 (Windows workstations only)! Interactive Release Notice - The first time each operator logs in to Rev 12 the

menu program automatically executes an object “REV12". This object displays ahelp topic that provides an interactive web page with highlights of Rev 12. Youmay click on links for more explanation or zoom to selected programs to try outnew features.

! Register Windows Controls - Selected Windows controls will be re-registeredas needed for updated versions.

Other Steps to Consider After the Upgrade ConversionNone are needed - you may want to make a list of features to review after the conversion.


Special Notes for SouthWare DevelopersUpgrading Your Custom Source to Rev 12

Here are the requirements for upgrading your custom source to Rev 12 of SouthWare:T You must upgrade your compiler/runtime to version 7.01 patched for

SouthWare.

There are no required source file changes for Rev 12.There are no required source file changes for Rev 12.

As long as you are using SouthWare standards and copy libraries you will simply need torecompile with the Rev 12 copy libraries and the Acucorp 7.0 compiler. - Numerous changes have been made to the standard SouthWare routines but

none of these require changes to your source programs. - Of course, if you have changed our standard libraries or file definitions you will

need to make the appropriate changes for Rev 12.

Other Developer Information

Here are features that you may choose to implement in your custom code or applicationswhen you receive Rev 11 source:

! Option to Stick on Passed Key - a new feature has been added to the FM Logicroutine that enables any File Maintenance type program to be called and passedthe key to a record. With this feature you can programmatically called the relatedmaintenance program for a “key” value and have the maintenance display thatrecord without any programming changes to the maintenance program.

To utilize this feature:• Move the key value (group) to RM-LINK-PASSING-FIELD• Move “@” to RM-LINK-SWITCH-3

When the FM Logic portion of the program detects the “@” character in the thirdswitch, it will automatically assume that the key value is in RM-LINK-PASSING-FIELD. It will use this key to display the record, and will then automatically exitwhen you clear this record from the screen.

For example, the new Extract ID Manager program uses this feature to call therelated programs for records that have an Extract ID. The manager programstores the saved record key and the related program name for each record type. When you select the Edit function for a record the manager program simplymoves the saved key to RM-LINK-PASSING-FIELD and moves “@” to the thirdswitch before calling the related program.

! Optional Abort Paragraph in FM LogicSee the notes on this in the SWFMSLGC.PL copy library.

! New Standards for Boxes, Lines, and Window I/OWe have implemented new syntax options for displaying/removing boxes, lines,and windows via SouthWare’s display technology. This is helpful in supporting“invisible” mode on certain programs. This has been implemented in selected


programs but is an optional change and has not been globally implemented inSouthWare source. See the related notes in SWMESG.PL for more info.


Input from PEG Group and Reseller CouncilThe following features were directly or indirectly related to suggestions and input wereceived from the SouthWare Dealer Product Enhancement Groups (PEG) and theSouthWare Reseller Council. We are grateful for their assistance in improvingSouthWare products.

Suggestions by Release Notice Description

New Scheduled Action Server for Background Processing of Scheduled Actions . . . . . 11Scheduled Action/Server Manager Program . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16Scheduled Action Recurring Launch History Now Shows Aborted Launches . . . . . . . . 19Option to Launch a Series of Objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20Ability to Perform Single Record Add/Delete for Selected Files via RCF Packets . . . . . 21Extract ID Processing Improvements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25Option to Auto-Default Tracking/Serial Numbers When Receiving Transfer Orders . . . 31Option to Search Serial History for Receiving of Transfer Orders . . . . . . . . . . . . . . . . . 32Ability to Import Changes to PO Work File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32Revised Stock Valuation Report for Prior Period Reporting . . . . . . . . . . . . . . . . . . . . . . 32Option to Inquire Last Sale/Customer in Stock Inquiry . . . . . . . . . . . . . . . . . . . . . . . . . . 34Option to Include Purchase For Job Line Items when Copying a PO Quote . . . . . . . . . 34Credit Card Interface Module . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39Support for PC Charge Processing Software . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40New Fields for Level 2 Commercial Card Authorization . . . . . . . . . . . . . . . . . . . . . . . . . 40New Commercial Purchase Card Interface Option . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41New Quotes Option for Service Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43Access to Line Item Details from Service Order Inquiry . . . . . . . . . . . . . . . . . . . . . . . . . 46Option to Require Service Order Numbers to be System-Assigned . . . . . . . . . . . . . . . 46New Contract Template Flag to Include Cost . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47New Job List in Job Inquiry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47New Excellence Period History for Job Headers and Job Details . . . . . . . . . . . . . . . . . 48Data Dictionary Access to Job Header Budget Totals . . . . . . . . . . . . . . . . . . . . . . . . . . 50New Range Options on Relieve Work in Process Update . . . . . . . . . . . . . . . . . . . . . . . 50Rearranged Financial Statement Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50New Financial Statement Manager for Easier Review/Editing . . . . . . . . . . . . . . . . . . . . 52Improved Selection of Financial Formats to Process . . . . . . . . . . . . . . . . . . . . . . . . . . . 54Comments for Financial Statement Selections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55Financial Statement Selection File Now Available via ReportMate . . . . . . . . . . . . . . . . 55Audit Trail History of Canceled A/R Sales Transaction Documents . . . . . . . . . . . . . . . . 56Audit Trail History of Canceled A/R Cash Receipts . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57Reporting of Canceled A/R Documents/Receipts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57Audit Trail History of Canceled A/P Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58Improved E-Mail Solutions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67Option to Create E-Mail Attachments for WorkFlow E-Mail Templates . . . . . . . . . . . . . 72New Standard FlowPoint for Accessing Change Number Fields . . . . . . . . . . . . . . . . . . 73Increased Maximum Number of FlowMods Per Program . . . . . . . . . . . . . . . . . . . . . . . 74Standard Grid Toolbar Now Available for TaskWise Grids . . . . . . . . . . . . . . . . . . . . . . 75List Format Option Now Available for TaskWise Task Grid . . . . . . . . . . . . . . . . . . . . . . 75List Format Option Now Available for TaskWise Relationship Grid . . . . . . . . . . . . . . . . 78List Format Option Now Available for TaskWise Contact Grid . . . . . . . . . . . . . . . . . . . . 78List Format Option Now Available for TaskWise Alert Grid . . . . . . . . . . . . . . . . . . . . . . 78List Format Option Now Available for TaskWise Project Grid . . . . . . . . . . . . . . . . . . . . 78Option to Predefine Relationship Type for Relationship List Tab . . . . . . . . . . . . . . . . . . 79


Option to Enter/Access Service Order Quotes for Relationships . . . . . . . . . . . . . . . . . . 81Service Order Quotes Included in Process of Turning Prospect Into Customer . . . . . . 81Option to Call Directly to Relationship Tabs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82New Data Dictionary Field for Forward To Operator on Tasks . . . . . . . . . . . . . . . . . . . 82New Service Order Quote Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95Option to Override Field Headings for Fields Output to Grids/OfficeLink . . . . . . . . . . . 108Increased ReportMate Record “Count” Size . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110Option to Format Included ReportMate Reports as Grids . . . . . . . . . . . . . . . . . . . . . . 111Additional Info in NetLink Request Preview Pane . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127New NetLink System Manager Persona Menu Portal . . . . . . . . . . . . . . . . . . . . . . . . . 127New Combined History File Consolidates NetLink Logged Info with Request History . 128Now Up to Nine ReportMate Formats Per Request Type . . . . . . . . . . . . . . . . . . . . . . 129NetLink ReportMate Record Now Allows Maximum Number of Parameters . . . . . . . . 129Option to Define a Literal to Display When a ReportMate Include File Returns No Records

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130Option to Delete a Record in Selected Files via an RCF Packet Launched from a NetLink

page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132Values for First Five User-Defined Session Variables Now Always Available . . . . . . . 132New Standard Variables for Shopping Cart Totals . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133Ability to Rename Internal Requestors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133

Suggestions by PEG/Reseller Group

Accounting GroupAudit Canceled A/P Trx . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58Audit Canceled A/R Cash . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57Audit Canceled A/R Sales . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56, 57Audit Voided A/P Checks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59Fin Stmt Comments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55Fin Stmt Manager Portal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52Fin Stmt Selection Grid . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54Fin Stmt Selections in RM . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55Revised G/L Fin Stmt Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

Inventory/Sales GroupCard Processing Formatter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39Commercial Credit Cards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40, 41Default Transfer Track #s . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31Edit PO Work File via Grid . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32Inquire Last Sale/Customer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34Past Stock Value Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32Search Transfer Serial Hist . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32

Job Cost GroupCopy Job Info on PO Quote . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34DD Access to Job Budgets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50Job List in Inquiry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47Job Period History . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48WIP Relief Range Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

NetLink Group"No Records" Literal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1309 RM Reports in Request . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129Allow Max RM Parameters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129Combined Reporting History . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128Delete via RCF Packets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21


Format Report as Grid . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111Improved Request Mgr . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126NetLink Administrator Portal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127Rename Internal Reqrs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133Session Var Availability . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132Shopping Cart Variables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133

Reseller CouncilAlternative to ICVerify . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39, 40Sched Action Abort History . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19Scheduled Action Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16Scheduled Action Server . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Service Mgt GroupInquire SO Line Item Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46New Contract Template Flag to Include Cost . . . . . . . . . . . . . . . . . . . . . . . . . . 47Required SO# Assignment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46Service Order Quotes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43SO Quote Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95SO Quotes for Prospect . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81SO Quotes for Relationship . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81

TaskWise GroupCall Directly to Rel Tabs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82Forward To Operator . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82Grid Toolbar in TW Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75List Formats - Alerts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78List Formats - Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78List Formats - Projects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78List Formats - Relationships . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78List Formats for Task Grid . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75Predefine Tab List Format . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78Relationship Type for Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79

Tools GroupExtract Improvements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25FlowPoint at Access Chg# . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73Improved WorkFlow EMail Solutions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67Increase Max FlowMods . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74Increased RM "COUNT" . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110Launch Series of Objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20Override Grid Field Heading . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108Tool Ability to Delete Recs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21WF E-Mail Attachments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72