IdealWare Online Users Manual

GS2-04 GENERAL SYSTEM GUIDE INFORMATION
29079 General System Information

 

UPPERCASE

 

Programs require that all data be entered in uppercase. The simplest way to ensure this is to toggle the CAPS LOCK key to on. Optionally the system can be configured to convert all entered data to uppercase, alleviating the need to ensure that the caps lock key is on at various prompts that are expecting uppercase input. Speak to your Ideal consultant if you would like your system configured to convert all input to uppercase automatically.

 

 

ENHANCED PASSWORD ESCAPE

 

In some error situations, programs allow the use of an "enhanced escape password" to clear the error. Please consult you Ideal trainer/consultant for an explanation of when error escape is possible and when an error should be cleared only by an Ideal programmer.

 

NEVER attempt to escape from an error that occurs during any batch update. Call the Ideal support line at once. Escaping, or even attempting to escape from an error during a batch update can cause serious data corruption.

 

NEVER attempt to escape from an error that occurs at ANY STAGE of A/R Cash Receipts Entry. The Cash Receipts program writes to the A/R Customer Transaction File during data entry. Escaping from an error can cause serious data corruption.

 

 

ESCAPE MENU (General Inquiry Options)

 

From any screen pressing the escape key opens the Escape Menu. The list of items that appear on the menu are determined by a user's security profile.

 

Escape Menu display:

┌────────────────────────────┐
│    < GENERAL OPTIONS >     │
│────────────────────────────│
│ EXIT Options               │
│ 1 Order Inquiry            │
│ 2 Customer Inquiry         │
│ 3 Supplier Inquiry         │
│ 4 Product Inquiry          │
│ 5 Maintenance Menu         │
│ Print Screen               │
│ Refresh Screen             │
│ Calendar/Notes             │
│ Escape password            │
└────────────────────────────┘
EXIT Options

 

All options can be selected by using the ↑/↓ arrow keys followed by pressing [Enter].

 

 

[F4] to close the escape menu.

 

You may also close the menu by pressing [Enter] when the EXIT OPTIONS field is selected.

 

 

"1" to access sales order inquiry (IdealWare only).

 

"2" to access customer inquiry.

 

"3" to Access Supplier Inquiry

 

"4" to access product and inventory inquiry (IdealWare only).

 

"5" to display the Maintenance menu:

 

┌────────────────────────────────────────────────┐
│   Maintenance Options                          │
│      1 Customer Master                         │
│      2 Supplier Master                         │
│      3 Product & Inventory                     │
│      4 Product Pricing                         │
│      5 Supplier/Product Costing                │
│      6 Contract Master/Pricing                 │
│                                                │
│   Enter Selection (F4 To End): ____            │
└────────────────────────────────────────────────┘

Enter Selection (F4 To End): ____

 

Enter the line number of the program you wish to access.

 

Product, pricing and contract options are displayed in IdealWare only.

 

 

[F4] to close the maintenance menu window.

 

Select PRINT SCREEN to Print a screen dump of the current display.

 

The Printer Selection utility permits you to select the desired printer.

 

 

Select REFRESH SCREEN to refresh the current display.

 

Select CALENDAR/NOTES to display a calendar of the current month.

 

[F5] to display company notes.

 

Select ESCAPE PASSWORD to display the current enhanced password.

 

 

DATA FILE EXPORT

 

Your data files can be exported into ASCII format files. The ASCII format files can then be used for importing into other software packages (ie Excel, Access or any word processor). Files may also be exported in ACCPAC format for importation into ACCPAC. Some preliminary setup is required. If you would like to utilize the data export functions, please ask you Ideal consultant.

 

 

MAINTAINING AN AUDIT TRAIL

 

Maintaining an audit trail of your batch transactions is very important for two reasons. The first, for your own reference to be able to produce documentation of specific data entry either for tax purposes or client/supplier verification. The second, to enable you and/or Ideal support specialists to track down data entry errors and take appropriate corrective steps.

 

There are two ways to maintain a complete audit trail. The first is to file all of your batch registers in three-ring binders, collate and maintain these binders for whatever period of time you deem appropriate. The second is to print all batch registers to PB first for archiving, and then to a paper printer for review before updating. Printing to PB ensures that a permanent copy of batch registers remains with your system. All registers so printed are backed up regularly with your system data and this eliminates the possibility of loss or damage to paper printouts and maintaining a number of binders. If you would like to archive your registers and other printed output by using printer PB, some setup is required. Please ask your Ideal consultant.

 

Whichever method you select, it is vital to keep your batch registers and not simply discard them after updating batches.