Key Ops Dispatch
August 2004
Vol. 4, No. 4
Included in this issue:
1 Expiration Date for Product Authorization Extended
365 Days
2 Dealer Station® DDMS Edition 4.08 To Be
Released Aug. 21
3 Special Fort Worth Basic Training Event in
September
4 Coming This Fall: DDMS East and West Coast
Regional Users Meetings
5 FAQ: When Do I Set Up G/L Categories in Chart
of Accounts?
6 FAQ: Has the Method of Closing G/L Changed?
7 Tech Tip: Practical Limits to Adding Volume
Definitions
8 Tech Tip: Look Up Resolved QC#s on Program
Updates Web Page
9 Rebuilding Your Machine Service Last 10 Call
Display
10 Using the Customer Evaluation Module
11 Tell Us What You Think: Online Forms For
Your Feedback
1 Expiration Date for Product Authorization Extended 365 Days
With the Version 6.1.102 software releases, DDMS introduced a new automated authorization program. This program was developed to simplify the process of authorizing the products included in your specific software package.
Approximately once each month, the automated authorization program attempts to connect to the Internet and verify your account status and package authorization. (The program can also be run manually, for the benefit of dealers whose DDMS servers do not have a continuous Internet connection.) If verification is successful, the program resets a counter in your software according to your authorization term. Previously, this term was 90 days for all DDMS customers.
At the suggestion of the DDMS Executive Advisory Council, we have extended the authorization term to one year for every customer whose account is in good standing. We implemented the necessary changes in our authorization database as of July 13, 2004; your new authorization term should be in effect the next time your system connected to the database to verify your authorization. If your system connected to the database July 14, for example, the counter in the software would have been set to 365 days.
When the automated authorization program connects to the database each month, the counter will be reset back to 365 days, as long as your account is still in good standing. ECi reserves the right to reduce the authorization term in the event that a customer's account becomes past due. However, once that customer returns to good standing, the authorization term may be returned to one year.
The automated authorization program offers benefits to you and to ECi . It dramatically simplifies the authorization process, eliminating the need for you to call ECi Technical Support and enabling you to begin using your software much more quickly. We want to thank the executive advisors for their feedback on revising this program, and ultimately improving our customers' overall experience.
Please note that there are two distinct "counters" in the DDMS software. One counter is part of the authorization program described in this e-mail, which authorizes software features for up to 365 days. The other counter pertains to software version control. This counter, which has been in the software for years, is reset to one year each time you load a new general release version of the software. Authorization and software version control are two different functions, thus the need for two independent counters.
Additional information about the automated authorization program is available online. The Automated Authorization FAQ has been updated to include information about the extended authorization terms.
If you have questions that are not covered by the FAQ, please e-mail authorization@eci2.com.
2 Dealer Station® DDMS Edition 4.08 To Be Released Aug. 21
ECi released version 4.08 of Dealer Station® DDMS Edition on Saturday, August 21, 2004. Version 4.08 offers a number of enhancements designed to help you compete in the e-commerce marketplace, including the following:
- Custom Button Text. You will can customize the text displayed on the buttons for “Change Departments” and “Change Attention Name” on the consumer site. For example, you may wish to use terminology that may be more familiar to your customers. The fields for entering new button text are located on the Site Text page of the Admin site.
- Custom Account Request Instructions. You can customize instructions or promotional messages in normal text or HTML for the Account Request page. New options on the Site Text page of the Admin site allow you to add, edit, and remove text above and below the Account Request form.
- Assign Admin Favorites to all Departments. When you assign Admin Favorites to an Account’s departments, the Admin page pulls the account’s list of departments from the DDMS backend system. Previously, the drop-down selection list displayed only the first 200 departments for that account. With Version 4.08, you can select from among all the account's departments, with no limits.
For office supply dealers, an integrated e-commerce solution is included in your product package. If you don’t currently have an ECi Web storefront, you can sign up by contacting ECi Sales (call 866-374-3221, or email info@ecisolutions.com).
For detailed instructions on installing, setting up, administering, and using Dealer Station® DDMS Edition, see Dealer Station® Documentation.
3 Special Fort Worth Basic Training Event in September
ECi will host special hands-on software training classes at our Fort Worth, TX, facility on September 20-24, 2004. These classes are the perfect training opportunity for:
- All new users selling office products or contract furniture
- Office products dealers preparing to convert from text-based to graphical applications
- Contract furniture dealers who want to learn the graphical furniture applications
- Any dealer who wants to use the new graphical accounting applications – A/R, A/P, and G/L
Each training class lasts one or two days. Attend a specific class, or join us for the entire week – whichever is more appropriate for your business. All of the classes offer hands-on training in the current version of the graphical software; you will have the opportunity to learn by actually using the software to perform everyday tasks.
Special rates are available for dealers attending both the office products or contract furniture training and the graphical accounting class, or for dealers attending all five days of training. See below for details.
Office Products Training
Monday and Tuesday, September 20-21, 2004
This class provides basic training in critical graphical applications
such as order entry and purchasing. It’s appropriate
for new customers and experienced dealers who are converting
from text-based to graphical software. Topics include:
· Supply System Flow
· Databases
· Order Entry
· Purchasing
· Distribution Flow
Contract Furniture Training
Monday and Tuesday, September 20-21, 2004
This class provides basic training in the graphical contract
furniture applications. It’s appropriate for both new
customers and experienced dealers who are converting from
the text-based software. Remember, the text-based furniture
module is scheduled to be removed from the software in early
Fall. This meeting is the perfect opportunity for dealers
still using text-based software to obtain training on the
graphical furniture applications.
Topics include:
- Furniture System Flow
- Database Overview
- Order Fundamentals
- Deposits
- Project Management/Overview
- Reports
- Advanced Techniques
Graphical Accounting Training
Wednesday, September 22, 2004
This one-day class provides basic training on the DDMS system’s
accounting applications. It’s appropriate for all DDMS
customers who want to learn about the graphical Accounts Receivable,
Accounts Payable, and General Ledger applications. A/P Posting
from P/Os, G/L Reports and financials will also be covered.
Going Live Training
Thursday and Friday, September 23-24, 2004
This class provides complete going-live training for new customers
who are just beginning to use the DDMS software. Existing
customers can also take advantage of this class to bring new
employees up to speed on the basics of system operation.
Topics include:
- System Security
- Basic Reporting
- Period-end Procedures
- Going Live Steps
- Mass Changes
- Loading O/PUS® item files
- Going Live Q&A
Class Rates
Rates for the individual training classes are as follows:
Office Products Training, $250
Contract Furniture Training, $250
Graphical Accounting Training, $125
Going Live Training, $200
Special Offer: Attend Two or More Classes and Save
Special rates are available for dealers attending multiple classes:
Office Products and Graphical Accounting Training, $325
Office Products, Graphical Accounting, and Going Live Training,
$500
Contract Furniture Training and Graphical Accounting Training,
$325
Contract Furniture, Graphical Accounting, and Going Live Training,
$500
Registration Information
To register for any of these classes, go to www.DDMS.com/training/events.htm and download a faxable registration form.
We encourage you to act quickly. Because this is hands-on training, class space is limited to 18 attendees.
For more information on these training classes, e-mail training@eci2.com.
4 Coming This Fall: DDMS East and West Coast Regional Users Meetings
This fall ECi will host regional users meeting on both the east and west coasts. These meetings offer convenient, intensive system training with discussions and system overviews for upper management, in-depth classes for employees, and previews of the future of your DDMS software and other technology advances from ECi . A wide selection of classes will help you use the newly released Version 7 software.
The meetings will also offer a hands-on Software Lab with the most current software from DDMS. The Software Lab was one of the most popular sessions at the recent South Central Regional Users Meeting; it provides you the opportunity to use the latest software and practice what you have learned at the meeting. You can also bring your own questions and receive assistance from the technical experts staffing the lab.
While there is a charge to attend these meetings, ECi will be subsidizing a substantial portion of the cost in order to make the training even more accessible for our customers. The registration fee for each of the regional users meetings is only $175 per person.
The DDMS East Coast Regional Users Meeting will be held October 22-23, 2004, at the Radisson Plaza-Warwick Hotel in Philadelphia, PA.
Visit www.DDMS.com/training/events.htm
for comprehensive information about the East Coast Regional
Users Meeting, including:
• Meeting schedule.
• Session descriptions.
• Online or downloadable registration forms.
• Hotel and transportation information.
The following month, ECi will host the DDMS West Coast Regional Users Meeting at the Alexis Park Resort in Las Vegas, NV. The meeting will be held November 5-6, 2004.
In addition to basic software training, the West Coast Regional Users Meeting features special classes for contract furniture dealers and for machine and equipment dealers. The text-based furniture applications are scheduled to be removed from the software in early Fall. This meeting is the perfect opportunity for dealers still using the text-based furniture module - as well as dealers who haven't yet implemented the furniture applications - to obtain training on the graphical version of the software.
The classes for machines and equipment dealers will provide training on our new graphical management software, DDMS(tm) Machines & Equipment Edition. Note: Classes for machine and equipment dealers will start one-half day earlier than other meeting sessions, at 1:00 pm on Thursday, Nov. 4, 2004.
Visit www.DDMS.com/training/events.htm for comprehensive session, registration, and travel information.
Register Early - Class Space is Limited!
In order to provide an optimal learning environment, individual class sizes will be limited at both meetings. Register now to reserve your place! We look forward to seeing you in Philadelphia or Las Vegas!
In the meantime, if you have questions regarding the regional meetings, please e-mail regionals@eci2.com or call (800) 959-3367 x3252.
5 FAQ: When Do I Set Up G/L Categories in Chart of Accounts?
If you plan to use the graphical Financial Reports application (or advanced procedures such as G/L Drill-Downs), you must first set up G/L categories and subcategories. These new graphical applications require that categories be defined in your Chart of Accounts in order to display G/L accounts.
Note: If you only use the text-based G/L application, it is not necessary to set up categories until you are ready to begin using the graphical financial reports and drill-downs.
For detailed instructions on using the graphical G/L and Chart of Accounts windows, setting up categories and the reporting and analysis features in the graphical G/L application, see your online help or General Ledger (pdf).
6 FAQ: Has the Method of Closing G/L Changed?
Version 7 features the new graphical General Ledger (G/L) application. Some customers have inquired whether the procedures have changed for closing G/L at the end of their upcoming fiscal year.
The answer is, no changes are necessary. You can continue using the same procedures to close G/L for the end of your fiscal year. However, graphical G/L functions can now be used in place of the text-based functions for some procedures. The steps for closing G/L are listed below. Each step includes the standard text-based function and, where applicable, the equivalent graphical function.
- Add any new G/L account numbers to the Chart of Accounts before closing G/L. You may do this in the (J) Chart of Accounts Master screen. Alternatively, you may use the new graphical Chart of Accounts Master window.
- Complete all postings for periods 0 - 11. (You can still post to periods 12 and 13 after closing G/L for the previous year.) You may post to G/L in the (K) General Ledger Posting screen or the graphical G/L Posting window.
- To release batches, you must use the (W) General Ledger Reports screen, selecting the [A] Print G/L Batch report.
- To update the balances of G/L accounts in the file CHARTFILE using the postings in the file GL-MASTER, you can use the (+J) Special Chart of Accounts screen to reset summaries. Alternatively, you can use the graphical Chart of Accounts Master window. Select View > Special Functions from the menu bar to open the Chart of Accounts Special window; then you can use the Reset Summaries action.
- If this is your first year to close G/L, or if you have added new G/L numbers to the Chart of Accounts, you must make certain that your Balance Sheet accounts carry forward but your Profit and Loss accounts do not. You can use the (+J) Special Chart of Accounts screen, where the CF column will indicate Y for accounts that carry forward, and N for accounts that do not. Alternatively, you can use the graphical Chart of Accounts Master window, where a checkmark beside Carry Forward indicates that the account will carry forward.
- To run a full G/L detail report for your audit trail, you can use the (W) General Ledger Report Screen, selecting the [B5] Detail report. Alternatively, you can use the graphical Trial Balance Reports window.
Note: If you plan to use the graphical Trial Balance Reports application, you must first set up categories and subcategories in the graphical Chart of Accounts.
- To back up your CHARTFILE, GL-MASTER, and BUDGETFILE, your month-end backup is sufficient.
- Next, you must archive or save the CHARTFILE and BUDGETFILE for the fiscal year you are closing to filenames such as Ø4CHART and Ø4BUDGET. (Note: Your company’s specific naming conventions may differ; check your (LJ1) G/L Archive Parameters screen.) To create archive copies of these files, you may use the (Z) System Utilities screen, selecting the [C2] Copy Single File utility. In Microsoft(R) Windows, you can use Windows Explorer to copy all three database files (such as CHARTFILE.CDX, CHARTFILE.DBF, and CHARTFILE.KEY or BUDGETFILE.CDX, BUDGETFILE.DBF, and BUDGETFILE.KEY) to another folder temporarily. (The reason why you must use a temporary folder is that Windows will not create a duplicate filename within the same folder.) Rename each file in the temporary folder, and then move the renamed files back to the original folder.
- To perform the year-end function for the Chart of Accounts, you must use the (J) Chart of Accounts Master screen, selecting the [Y] Year End action code, and renaming GL-MASTER to a journal filename such as Ø4GL. (Again, your naming conventions may differ; check your (LJ1) G/L Archive Parameters screen.)
Note: ECi recommends using a matching naming scheme for all of your archive files, such as Ø4GL, Ø4CHART, Ø4BUDGET, and so on.
- To specify the closed fiscal year’s journal files and volume serial locations in your G/L Parameters, you must change the (LJ1) G/L Archive Parameters screen for that fiscal year.
- To post retained earnings, you may use the (K) General Ledger Posting screen. Alternatively, you may use the graphical G/L Posting window.
Note: Make sure retained earnings are posted to Period ØØ of the new fiscal year.
- If you print the optional financial statements (Profit and Loss or Balance Sheet), you can use the same (W) General Ledger Report Screen, selecting the [C] Print Financial Statements report. Alternatively, you can use the graphical Financial Reports window; however, you must first set up G/L Categories and Subcategories.
For detailed instructions on using your graphical G/L and Chart of Accounts windows and setting up categories, see your online help or General Ledger, G/L Chart of Accounts, and G/L Categories.
For detailed instructions on the reporting and analysis features in the graphical G/L application, see General Ledger.
For instructions on closing G/L and posting retained earnings, see the 2003 Year-End Key Ops.
7 Tech Tip: Practical Limits to Adding Volume Definitions
When your computer system is processing data, it must know
where to store and search for information. In the DDMS(R)
system, files for each module (such as Customer, A/R, Vendor,
A/P, Inventory, Order Entry, P/Os, G/L, Personnel, and so
on) are grouped together on your system’s hard disk.
This storage area is divided into several folders, which DDMS
has traditionally called units. Within your DDMS software,
each unit is identified by a number and a volume serial. A
volume serial is a name or label assigned to a specific unit
on your hard disk.
When you receive your system, file groupings (customer files,
A/R files, inventory files, and so on) have already been assigned
to specific disk units by entering the units’ volume
serials in the (LØ) Global Master Parameters screen.
You can assign the file groups to other specific units to
meet the needs of your business. For example, some customers
create additional volume serials/units to store archive data
or data from multiple locations, using the TBLConfig program
on their DDMS server.
While TBLConfig allows you to add and define as many new units as you want, your DDMS software will recognize up to 30 units. If you define more than 30 units, the system may have problems accessing the correct volume(s) during file operations, which can cause problems with affected data.
It is also critical to keep the unit numbers sequential, so that you do not skip a unit number. For example, if you have units 4, 5, 6, 7, 9, 10, and 11 but are missing unit #8, the system may have problems accessing the correct unit, which can result in data problems.
8 Tech Tip: Look Up Resolved QC#s on Program Updates Web Page
Did you know our Program Updates Web page lets you look up a list of Quality Control reports (QC#s) for programming issues that have been resolved?
DDMS adds or updates records to the Program Updates database on our Web site when a change has been made to our software and assigned to a version number. If it is assigned to a regular version number, such as 7.5.2, the fix has been released to customers who reported the problem.
Some software changes have version numbers that end with the letter X, such as 7.5.X. This means that we have completed and tested this change, but have not yet released it to customers.
The Program Updates
page allows you to search resolved issues:
• By product (such as Ensite, AutoComm, PSN, and so
on).
• By product version number.
• By software category (such as A/P posting, A/P history,
customer database, president’s screens, reports, utilities,
wholesaler communication/PSN, and so on).
• By graphical or text interface.
• By customer account number (to look up issues your
company has reported).
• By QC tracking number.
Our Search engine lets you search by keyword or phrase. The Main Search page allows you to enter some key words related to your problem, and select a Program Updates checkbox so that the results pages will show only Program Updates records. The Advanced Search page allows you to narrow the results even more by exact phrase, date, page section, and so on.
Note: There are always programming issues and enhancement requests that are unreleased, pending review, programming, or testing. These issues are not ready to be released, so they will not appear in Program Updates.
9 Rebuilding Your Machine Service Last 10 Call Display
When you retrieve a customer record in the (EZO) Log In Calls screen and select either [Ø] Call-In or the number assigned to one of the customer’s serial items, the screen should display a list of this customer’s last ten calls. If the previous calls are not displayed, you can reindex the Z-NUMBERS file, which stores information about the last 10 calls.
To learn how to reindex the last 10 calls on a system, see Tech Note # 261: Reindexing the Last 10 Machine Service Calls.
10 Using the Customer Evaluation Module
The new Customer Evaluation Module, displays real-time graphs of a customer’s history, including sales, sales categories, service, and credit. Easily understood charts and graphs simplify analysis of sales dollars and trends, sales versus costs, order trends, credit status, and more. You can access the Customer Evaluation Module from both the Customer Database and Order Entry windows.
To learn about this new feature for Version 7 DDMS(R), see Customer Evaluation Module.
Note: The Customer Evaluation Module is included in product packages B, C, and D. This module is also available separately. If your product package does not include the The Customer Evaluation Module, contact ECi Sales for more information (call 866-374-3221, or email info@ecisolutions.com).
11 Tell Us What You Think: Online Forms For Your Feedback
We are always open to your ideas for continual improvement, and we want to make it as easy as possible for you to communicate those ideas.
Can you think of anything we can do to make ECi Technical Support even better? Please send any comments or suggestions to keyops@eci2.com.
If you have feedback or corrections to report for documentation, please use the online documentation feedback form.
Of course, you can also send a simple email to docfeedback@eci2.com, but using the online form will help us find exactly what needs to be fixed.
To submit Support requests, please enter detailed information about your problem on the Contact Support form.
The online form provides your Support tech with information regarding your issue, which is helpful before returning your call. You can also call us at 800-366-4778 or email us at ddmssupport@ecisolutions.com.
For other ECi contact information, please see the Contact Us Web page.
Key Ops Dispatch, an e-mail newsletter, comes free of charge to all DDMS customers.
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