IBS Enterprise Help Centre 9.0Business Suite 2016

Standard functions in IBS Enterprise

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All IBS Enterprise applications conform to the standard base functions within the system. The following base functions are described in this document:

Accessing tables and their records

The definition of a table in IBS Enterprise is a collection of controlling data, used when entering information into your company's system. There are two types of tables:

  • One is the more standard type of table, where you have the option to add new records, select existing records and position in the table. Examples of tables are the Budget numbers table and the IBS user profile table.
  • The other uses the "Work with" method, allowing you to use shortcuts to different activities instead of different menu options. Examples of "work with" programs are Work with currencies and Work with signatures.

For more information, see Working with records in tables and files.

You can very easily access all tables and programs, assigned to the company you are working with, via Miscellaneous tasks or the user defined function keys from panels or through the Menu item selection program.

Table maintenance

Select the Table maintenance programs menu item under Miscellaneous tasks to access all table maintenance programs. You can access some of these programs from the ordinary IBS Enterprise menus, as well.

"Work with" program maintenance

Access the applicable menu item from Select menu item under Miscellaneous tasks or directly from the Menu view.

Table (and file) enquiry

Select Enquiries from the Main menu bar to access the listing of enquiry programs. From here, you can access the assigned enquiry programs, according to your enquiry setup in the IBS user profile table, as well as all enquiries in the system.

Note: The Enquiries menu item does not only primarily handle enquiries on tables. Its use is mainly for making enquiries on transaction files such as sales orders, invoices, supplier and debtor ledgers, and the general ledger. Enquiries for master files, such as the Business partner file, Item file, Account file, are also common.

Table printout

Select the Table printout programs menu item under Miscellaneous tasks to access all table printout programs.

Validation check on panels

When you have entered data on a panel and click OK, the system highlights fields containing incorrect or incomplete data. In addition, the system displays a message in the Messages view.

The format of an IBS Enterprise message is Description of the message, for example Valid entries are Y (YES) or N (NO). If the message text starts with the word Warning, then the message is only a warning message, which can be ignored by clicking OK.

Positioning and selecting records in a list

The procedure of positioning a list of records on a panel is the same throughout the IBS Enterprise modules. The following sections will give you examples of different situations.

You can always scroll a list of records on a panel by pressing Page Up and Page Down, by clicking Previous and Next, or by using the scroll bar.

The selection fields can be used separately or in combination with each other. If several fields exist on your panel, then the first field is always a positioning field.

The following selection types exist in tables, enquiries and files:

  • Positioning
    Used to display the sequential list, starting with the character or value that you have entered.

    If only one positioning field exists on your panel, it can be used in two ways. If you enter part of the value/code the field will function as a positioning field. If you enter a complete value/code the field will function as a direct access to that record.

    Note: "Work with" programs never give you a direct access.
  • Exact match
    Used to narrow down the number of records in a list. Only records that are equal to the value you have entered will be displayed.
  • Search
    Used to find a specific record in a list. Enter a search argument consisting of one or several characters. All records that hold the search argument that you have entered will be displayed.

    Note: This selection type is primarily used for description-related fields (free text fields combining upper and lower case letters).

How to position records in a table

The following describes how you can position records with only one positioning field. This situation is common in tables.

  1. Select a table or program, for example Work with countries. You can position the records from countries starting with a specific value. For example, enter F in the Country positioning field and click OK.
  2. The system displays the list starting with F and forward. Note: If you enter an exact match in the positioning field (e.g. FR), then you will get direct access to the detail information for France.

How to select records in a list

In some files you have the opportunity to make a selection of the listed records on a panel. This is common on panels displaying a list of a transaction file (sales order file, postings in general ledger, etc.) or a list of a master file (Business partner file, etc.). These kinds of panels have several positioning and selection fields with which you can work.

The following describes how you can list customers only using a selection field in the Business partner file.

  1. Access the Business partner file enquiry. Enter a selection value in the Type field. The following types are valid:
    Type Description
    1 Customer
    2 Supplier
    3 Both customer and supplier

    If you, e.g. enter 1 and click OK, then the system only displays customers in the list. Note: You can narrow down the list further by entering information in other selection fields, as well.

Viewing and accessing records in a table or file

There are two ways to view and access existing records in a table or file from a panel. You can either access a window listing existing records or you can access a corresponding enquiry program. The window function includes all tables and master files. Enquiry programs include all tables, master files and transaction files.

In general, you use the window when the content of a table is of interest. Use the enquiry programs for master files (more parameters for searching than the window) and transaction files.

For detailed instructions about accessing the enquiry programs, see About using the IBS Enterprise XT Client.

The following describes how to retrieve data from a window in the Business partner file.

  1. Select the Work with business partners menu item and proceed to the Basic data panel. Click the prompt icon or press F4 in any table or master file controlled field, for example Country.
  2. You access the Countries window. Select a record and click OK to transport the value to the accessing field. Note: Click Cancel to return to the accessing panel without transporting any value.
  3. The system transports the selected value into the Country field on the accessing Basic data panel in the Business partner file.

Working with records in tables and files

There are two kinds of tables in IBS Enterprise modules. One is the more standard type of maintenance table, where you have the option to add new records, select existing records and position in the table (see Positioning and selecting records in a list). The other uses the "Work with" method, allowing you to use shortcuts to different activities instead of different menu items. The "Work with" is used in various parts of the system, e.g. in Work with sales orders in IBS Distribution and Work with A/R transactions in IBS Financials.

IBS Enterprise modules use the same technique when entering, modifying or deleting records in tables and files. There are two ways to enter new records; one for all tables/programs and some master files, and one for the remaining master files.

Translating description
There are several tables in IBS Enterprise that concern external documents, e.g. invoices, transport notes, reminders, etc. These kinds of tables give you the additional option to enter a record description in each language that exists in Work with languages. See Translating record descriptions in tables for more information.

How to enter new records in tables and files

  1. Select the table (or master file) for which you want to enter new records.
  2. You access the main panel displaying a list of existing records in the table. Click Add to enter a new record.
  3. On the detail panel, which is accessed in Add mode, enter the required information for the new record. Click OK to update the information. If the entered values pass the validation check, you will access the next detail panel, if available. When the new record has been updated, exit the routine.

How to access and modify an existing record in tables and files

  1. Select the applicable program.
  2. You access the main panel displaying a list of existing records. There are several ways of accessing the detail panel:
    • For table maintenance programs, double-click on a record or mark the record and click Select. If you want to access several records at the same time, mark the records in question and click Select. Note: Table records can also be accessed via the positioning field. Enter the complete code/value for the record in the positioning field and click OK.
    • For "Work with" programs, select the record and click Change. If you want to access several records at the same time, select the records in question and click Change.
  3. Modify the accessed record and click OK to verify and update the changes.

How to delete existing records from tables and files

  1. Select the applicable program.
  2. You access the main panel displaying a list of existing records. There are several ways of deleting a record from a table:
    • For table maintenance programs, access the record and click Delete twice.
    • For "Work with" programs, select the record and click Delete and then OK to confirm the deletion, or access the record and click Delete twice.

    Note: Records belonging to the Business partner file and the Item file cannot be deleted as described above. The records must first be inactivated, i.e. the records will not be physically deleted. The reorganisation programs for each master file will physically remove the inactivated records in each file.

Translating record descriptions in tables and programs

In tables and programs concerning external documents (invoices, reminders, etc.), you have the additional option to enter record descriptions in each language that exists in Work with languages. The Translate option on the main panels and the Translate function key on the detail panels indicate that you can translate the record description.

This function allows you to print the information in your customers' and suppliers' languages.

How to translate a record description

For example, you have entered a record named 30 in Work with terms of payment and the original description is Thirty days net. Since you have Swedish customers, you want to translate this description to the Swedish text 30 dagar netto. When you print external documents to the Swedish customers, the system selects the Swedish description of the terms of payment record 30.

  1. Select the applicable menu item.
  2. On the main panel, select the record you want to translate and click the Translate option.
  3. On Table translation file maintenance, enter the translated text for the applicable language(s) in Translated value. Language records that you leave blank will receive the original description. Click OK to confirm and update. Exit the routine.

Working with codes

Codes that you enter for different purposes in IBS Enterprise depend on the language in which you are working. Your IBS user profile defines the language you are using.

The codes are defined, per language, in Work with languages. The defined codes are then used throughout the different maintenance and printout programs in IBS Enterprise. If you enter an incorrect value in the programs that use these codes, then you receive a message informing you of the valid codes.

Note: In user documentation, user-defined language codes are referred to as:

  • "Indicate if ...",
  • "Set to YES if ...",
  • "If NO, then ...", etc.

This should be interpreted as:

  • "Enter the code for YES if ...",
  • "If the code for NO, then ...".

In the IBS Enterprise XT Client, these codes are interpreted as follows:

  • YES = checkmark in a field
  • NO = blank field

Use of languages in external documents

IBS Enterprise contains translations of all headings used in the external documents (invoices, reminders, purchase orders, etc.) in the following languages:

Language Key in
Work with languages
Danish DA
German DE
English EN
Finnish FI
French FR
Norwegian NO
Swedish SV

The choice of the heading's language depends on the language code for each customer and supplier in the Business partner file. If the customer or supplier has another language code defined than specified above, then the system prints the headings in the system language as defined in Work with companies.

Working with printouts

The design of printout programs is similar throughout the IBS Enterprise applications. Each printout program contains only the relevant options for printing. This means that all options do not apply for all printout programs.

Note: You can always access the Panel help for each printout panel to get more information about the specific fields.

Sequencing the records

In several printout programs you have the possibility to define the order in which the records should be sequenced on the printout.

The sequence you define controls the printing order for the selected records.

Sequence no. Result
1 Gives the primary sort order. In the example below, the customer's salesman is the primary sort order.
2 Sorts the information within number 1. In the example below, the system sorts the selected records within each salesman by area.
3 Sorts the information within sequence number 2. In the example below, the selected records within each area will be sorted by the internal name of the customers.
4 Sorts the information within sequence number 3, and so on. In the example below, the system orders them by the customer number if the same internal name exists for several customers.

Example

Selecting records

In most of the printout programs you have the possibility to limit the list to the records that are of interest at the time of printing. When selecting records, you have several methods from which to choose. The selection fields decide the method allowed. These methods are:

  • From - To values:
    Fields with a layout like: ____________ - _____________ allow only from - to values.
  • Range or single values:
    Fields with a layout like: __ _____ _____ _____ _____ _____ allow both ranging values and selecting single values. You define in the first field (one position) if the selection values are range or single values. The following codes are valid:
    Code Description
    1 Single selections
    2 Range selections
    3 Single selections, omit
    4 Range selections, omit

Below is an example of a selection panel.

Example

  • Area has single values selected. The printout program considers only the records with area codes SCA and CEN.
  • Salesman/Handler has a range of values selected. The printout program considers only the records within the values of BFW and HRS.
  • Last movement date has 'from' value and 'to' value entered. The printout program considers only the records within these dates.

The printout displays only the records that can fulfil all these conditions together. Note: Selection fields without any value, i.e. the field is blank, means that the printout program takes all existing field values into consideration.

Defining printing parameters

Printouts have the following standard parameters:

    Remarks
    You can enter a text of your own choice in this field, which prints on the cover page. If you leave this field blank, the system prints the user profile, with which you signed on to the system.
    Note: This field does not apply in printout programs for external documents, e.g. reminders and invoices.
    Printer queue
    The system shows the printer you used last in any IBS Enterprise printout program since signing on to the system. Initially, the system proposes the printer default from your user profile in the iSeries.
    Note: Contact your System Administrator, if you are uncertain of the printer queues to use.
    Number of copies
    You can choose from 1 up to 99 copies for the printout.
    Hold on spool file
    If you choose not to hold the printout, the printing starts as soon as the printout is ready and the printer is free. You also have the option to delay the printout from printing, by putting it on hold. After the job has started to create the printout (printout = the spool file) you can, on request, release the printout for printing.

Note: Panels for printout handling can be accessed via Miscellaneous tasks/Server management/Display server jobs and Display printer output.

Processing printouts

When you have entered all values for a printout, click OK to process the list in batch.

As default, all printout programs are batch processed in IBS Enterprise. Batch jobs are first sent to a job queue. If there are no queued jobs, the actual processing starts.

You also have the possibility to process these programs interactively by clicking F2 if your IBS user profile allows this.

CAUTION: Avoid using F2 as an interactive run of a typical batch job. This action may have a negative effect on other interactive jobs (e.g., entering sales order, entering suppliers invoices, etc.) in the system. This is because you allocate space meant for interactive processing with a batch job, which often are heavy to process.

Tracking printouts

  • Spooled files
    Access Display printer output via Miscellaneous tasks/Server management or click the icon from the Main menu bar.
  • Output queue
    Access Display server jobs via Miscellaneous tasks/Server management or click the icon from the Main menu bar.

Viewing server jobs

To view and work with server jobs, select Display server jobs via Miscellaneous tasks/Server management or click the icon from the Main menu bar.

The job can have the following statuses:

Status Description
JOBQ The job is in the queue for process.
ACTIVE The job is processing.
OUTQ The job has completed the process and has created printer output files.

If you have any questions about the job queue names, etc., contact your System Administrator.

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