Utilities FAQs
This page contains Frequently Asked Questions and technical notes about the Utilities module or related Windows functions when using DDMS and DDMS software. This includes DDMS parameters, reports, backups, automated procs, file maintenance, troubleshooting and diagnosis.
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On This Page: Parameters | Reporting | Backups | Automated Procs | File Maintenance | System Troubleshooting
Parameters
Identifying Invalid Records in Your Parameters File (pdf) If you have used third party software programs with DDMS, please note that they may have written records to the PARAMETERS file at some point. This may create invalid records that are incompatible with the new DDMS enterprise-class business system (EBS) architecture. As a result, it may prevent EBS applications from working properly, and an invalid data error message may display. Follow these instructions to verify if invalid records exist in your Parameters file.
DDMS Parameter Manual (pdf) The complete documentation for every DDMS parameter in Adobe Acrobat Reader format (also available under online help)
Parameters You've (Probably) Never Heard Of (pdf) Part of the power of DDMS business system software is its flexibility; most dealers can easily tailor the software to match their unique business flow without custom programming. The secret to this flexibility is the parameter screens that put you in control of each module and application. This Direction 2003 Conference handout, for both beginning and advanced users, examines some of the lesser-known system parameters—parameters that, depending on your operation, could have a large impact on your business. (file: param.pdf)
Reporting
Setting Up & Using SQL Preview Reports for DDMS (pdf) The new Preview Reports function in the Report Menu combines the current capabilities of the existing sales database report screens in DDMS with the new functionality of the SQL EBS database. It is designed to allow both new and experienced users to easily view and print SQL reports. It also allows users to make minor report changes on the fly that could previously only be made in more complex report designer applications. Information is displayed in an Excel-style grid with columns that can be fully customized using sorts and limits.
SQL Reporting Field Definitions (pdf) In DDMS 8.13 and higher, standard SQL reports print from their respective SQL tables. For example, the sales reports print from the current SQL SalesOrderJournal table and related supplemental files. This handout provides definitions for the fields in these new reports. In this handout, we provide field definitions for the sales reports and customer reports. For each of these reports, we provide a summary of the report, an example of the report, and field definitions. This document serves as a handy reference for experienced SQL query writers to use when using C1 Report Designer to compose SQL statements, design custom reports, and save them for other users to access from DDMS' SQL Report Preview application.
Executive Dashboard (pdf) ECi DDMS now extends modern SQL and spreadsheet-like graphing capabilities to a high-level overview of your business — the new Executive Dashboard. You can easily monitor your company’s cash flow, and manage the display of (and access to) the data. The Executive Dashboard allows you to view and monitor the totals for your business. These totals are based on fiscal year totals, previously presented in the text-based (PD) President's Screens. However, the Dashboard includes a complete visual breakdown of all accounts receivable, accounts payable, bank totals, and sales totals. While the Sales tab pulls from the previous Day-End's closed business, all other tabs (Accounts Receivable, Accounts Payable, and Bank) pull data in real time. For a different way of looking at your business, you can add new panels and screens, adjust screen layout or columns, and customize the graph type. With user groups and user security, you can grant executives and salespeople access to read-only views of data essential to their aspect of your business.
Using the EBS SQL Import Control Panel (pdf) Before you can use EBS SQL applications including Customer Price Plans, Price Modeling, Report Preview, Furniture Project Management and so on, your DDMS data must be initially validated, corrected as needed, and imported into the SQL database. After this initial processing, your data will be automatically synchronized thereafter. Use the EBS SQL Import Control Panel to confirm SQL connectivity to the server, ensure your data is valid before attempting to import it, and then import the data required to use the new applications. Then, set up a custom schedule to synchronize any changes between various database file groups throughout the day.
Troubleshooting EBS SQL Validation Errors (pdf) In the EBS SQL Import Control Panel, the Validate DBF Data tool checks each record in the files you mark to import. If data is missing or invalid, you will see a specific error. Common errors include: Split Volumes, File Not Found, File Not Compressed, Duplicate Key, Invalid Date, Invalid Number, and no purchasing vendor. Sometimes the software can logically make up for invalid data. Sometimes it’s actually OK to import a blank record. In many cases, however, it means manually correcting or deleting specific records. See this document for details on how to read the Validation error log, how to address each error, and a table that describes the best application to view and change individual records per file.
EBS SQL Furniture Project Management (pdf) With the EBS SQL Project Management application, you have unparalleled flexibility when limiting, filtering, summarizing, sorting, customizing, and updating your project data. Project Management tasks display in an easy to use panel, including views that fall into project, sales order, order summary (purchase order), and item levels. You can show or hide both global information and detail information with a single click. You can easily customize the display of columns and header information when you’re ready to save a report, or export to a spreadsheet or PDF file. You can restrict salespersons to viewing only their customers’ project data.
New! Setting Up PlanetPress Suite (pdf) ECi's partnership with Objectif Lune lets us offer you the variable data printing solution PlanetPress Suite. Documents created with PlanetPress Suite can be printed, archived, emailed and/or faxed as part of a sophisticated output management application driven by PlanetPress Watch or PlanetPress Server. PlanetPress Suite enables easy creation and printing of transactional variable content documents in house, eliminating the need for preprinted forms. These in house documents can be produced using any printer so there is no need to dedicate a printer just for forms. ECi offers customization of several forms including invoices, statements, delivery tickets, and purchase orders. All documents can be generated from the same data file used to create an invoice, so information is entered only once. Since documents can be created in house, PlanetPress provides significant savings on printing costs and also provides greater work process efficiency. Learn how to configure DDMS with PlantPress report formats, printers and Dayend process, and begin to use the intuitive PlanetPress Design application in conjunction with DDMS text files.
New! Planet Press Video 1 - Install Learn how to install Planet Press for use with DDMS.
New! Planet Press Video 2 - Printers Learn how to set up DDMS printers for use with Planet Press.
New! Planet Press Video 3 - Conditions Learn how to set up Text Conditions in Planet Press for use with various DDMS report formats.
New! Planet Press Video 4 - Designer Learn how to use the Planet Press Designer for DDMS reporting.
Advanced SQL Reporting Guide (pdf) If you are familiar with SQL databases and queries, you can use C1 Report Designer to create custom reports that you can view and edit in the DDMS Preview Reports application. While ECi does not support C1 Report Designer, this document presents helpful rules and definitions that should be useful in designing reports that are compatible with the Preview Reports
Setting Up C1 Report Designer for SQL Reporting (pdf) Learn how to set up C1 Report Designer to access the DDMS sales history database data now available in SQL. With authorization, you can launch the C1 Report Designer from the Keyop Menu in DDMS Version 8.11 or higher. Once your connection is successful, you can use C1 to compose SQL statements and design custom reports. You can select from lists of fields and limits, customize each report’s display, and manage saved formats. Other users can view and print your saved custom C1 reports in the Report Preview application, from the DDMS Reports menu. Report Preview can send the output to the printer, or export to Excel, PDF, or other options. You can use the same connection information to use the data on a read-only basis from Microsoft Access, Crystal Reports, or similar database reporting software.
Authorization Request For Third-Party C1 Report Designer (pdf) ECi developers rewrote all of DDMS's sales history databases and tables in Structured Query Language (SQL), a widespread industry standard for relational databases. As a result, all the SQL data for your DDMS sales history are now available for use with SQL reporting. With authorization, you can launch the C1 Report Designer from the Keyop Menu in DDMS Version 8.11 or higher. C1 entails composing SQL statements to design custom reports. You can select from lists of fields and limits, customize each report’s display, and manage saved custom formats. Other users can view and print your saved C1 reports in the Report Preview application, from the DDMS Reports menu. Report Preview can send the output to the printer, or export to Excel, PDF, or other options.
Reports 2006: Reports meet SQL and .NET (pdf) A new interface, a new style. Graphical reporting is available today in applications including G/L History, Financial Reports, Trial Balance, Cash / Bank Reconciliation, and Price Plans. The graphical functionality allows you to drill down to detail information, print a preview to a screen, add or customize header information, print to a printer, or export to Excel, PDF, or other options. In addition, the new Reporting Module is designed to include SQL Database files for sales reports, a reports screen, the ability to view, design, and manage reports, and sales reports designed by ECi personnel and customer beta test sites.
Customer Marketing Tools (pdf) Your DDMS system offers more ways than ever to optimize your customer base. This overview class looks at Campaign Manager, Customer Evaluation, Volume Discounts, and Notes Everywhere and how these tools can help you increase sales and improve customer satisfaction.
Procs Like a Pro (pdf) Proc (procedure) files can automate many of your routine procedures. From simple tasks like day-end procedures and reports to complex functions that can calculate their own date limits and modify databases, proc files can be that extra manpower you need. Learn how to run proc files as completely unattended automated functions, or set them up as an interactive program to prompt for key information and then run procedures based on user input.
Reports for Efficiency (pdf) An illustrated guide to common reports in DDMS, describing the uses of the data for maximizing efficiency.
Beyond Advanced Report Writer: Making Report Writer Jump Through Hoops (pdf) Learn how to utilize the eye candy of laser printing, logos, and watermarks by creating graphic file overlays, PCL macros that you can call from a DDMS ticket or report, send to your laser printer, and embed PCL commands in a DDMS format file for correct graphic positioning. Mike Clare from Hicks Office Plus led this User Perspectives session at the ECi Direction 2003 User Conference.
Report Writer Manual (pdf) The full documentation for writing and customizing reports in DDMS was part of the Optional Books from the DDMS Version 3&4 manuals.
Quote request for a custom form or report (pdf) Use this form to get a quote on a custom format for a form or report, such as custom invoices, statements, and so forth
Exporting reports from a DDMS Windows system (pdf) export information from DDMS systems, and import it into Excel and other Windows applications
Printing a Report Writer Analysis (pdf) Learn to help Support quickly diagnose problems with your custom reports.
Backups
New! Setting Up Your ECi Remote Backup Solution (pdf) Any dealer can take advantage of ECi Remote Backup for disaster recovery and peace of mind. However, this Web-based service is critical for those whose business system runs on Windows 2008 Server, since that operating system no longer supports tape backup solutions. Learn how to implement ECi Remote Backup's client software on your DDMS server with assistance from your ECi support team. You'll be able to log in to the remote Web service to view backup logs and restore files as needed. Rest assured that the ECi Remote Backup Solution retains your files in a secure location, daily files for 30 days, monthly for 18 months, and yearly may be retained for 7 years, depending on your subscription.
Backing Up SQL Data, Version 7.11 and above (pdf) Beginning with Version 7.11 released September 21, 2005, some DDMS applications use a SQL database engine that stores data in a different folder than the standard volumes. It’s important to ensure a complete backup in the event that you need to restore. Follow these instructions to verify that the SQL data is included in your daily and other period-end backups.
Protecting Your Data for Dedicated Procedures (pdf) Some DDMS system maintenance functions must be done in a dedicated environment. Dedicated functions are procedures that can only be performed when no one else is using the system, or, if performed while others are using certain system files, can corrupt the files or lock up the system. Learn what steps to take to protect these files before you commence these dedicated procedures.
File #243: Backing Up Your DDMS Files in Microsoft® Windows 2000 (pdf) Learn exactly what options to select in Windows Backup to ensure a complete backup of your DDMS system
Making sure your backups are good (pdf) How to verify backups on each platform, how to store tapes safely, when to replace them, and which tapes work with your tape drive
Restoring backups under Windows 2000 (pdf) Restoring individual files or entire volumes from tape on the Windows 2000 platform. See also the NT version.
Automated Procs
New! Using Proc Files Tutorial Proc Files are automated procedure programs that combine a series of DDMS text-based procedures into a single operation. Proc files automate work that a DDMS user would otherwise do manually. Many procs are scheduled to run on a regular basis. Common examples include running reports and updating files, day-end procedures, and month-end procedures. However, there are special cases when you want to suspend this schedule. For example, when you close your books at year-end, you may wish to suspend day-end and month-end procs in favor of doing them manually, so that you can then complete year-end procedures at your convenience. This animated tutorial demonstrates how to: manually inactivate a proc file, temporarily suspend a proc file, and reactivate a proc file.
Updated! Custom Day-End/Month-End Proc - Terms Agreement & Request Form (pdf) To initiate a request for a custom day-end and/or month end proc, whether new or upgrade, complete this request form and fax the signed copy to ECi Sales. See also the specifications form.
Updated! Custom Day-End/Month-End Proc File Specifications Form (pdf) Once you have agreed to the terms, you will be asked to fill out this form to specify the steps and special requirements for your day-end and month-end proc(s) so that our developer can complete the work.
Updated! Procs Like a Pro (pdf) Proc (procedure) files can automate many of your routine procedures. From simple tasks like day-end procedures and reports to complex functions that can calculate their own date limits and modify databases, proc files can be that extra manpower you need. Learn how to run proc files as completely unattended automated functions, or set them up as an interactive program to prompt for key information and then run procedures based on user input.
New! Going Paperless: Operational & Billing Efficiencies (pdf) Eliminate the costs of postage, paper, and forms by faxing or e-mailing invoices and statements with Autocomm II. This session also includes information on paperless reporting capabilities such as saving monthly and daily reports to text files, setting up multiple printers to save your text file reports for automated procs, and importing into Excel.
The Efficiencies of Using Proc Files This handout from a March 1998 User's Meeting includes the fundamentals that would be most useful for new customers and those who are still doing Day End and Month End procedures manually.
Proc File Basics For advanced users, this handout from a January 1997 User's Meeting describes how to code a proc file from scratch.
Proc file commands that do not work under Windows Lists the proc commands and variables that you cannot use in procs that run on the Windows platform (file:proc-nt.pdf)
File Maintenance
New! Using the EBS SQL Import Control Panel (pdf) Before you can use EBS SQL applications including Customer Price Plans, Price Modeling, Report Preview, Furniture Project Management and so on, your DDMS data must be initially validated, corrected as needed, and imported into the SQL database. After this initial processing, your data will be automatically synchronized thereafter. Use the EBS SQL Import Control Panel to confirm SQL connectivity to the server, ensure your data is valid before attempting to import it, and then import the data required to use the new applications. Then, you can set up a custom schedule to synchronize any changes between various database file groups throughout the day.
Updated! Troubleshooting EBS SQL Validation Errors (pdf) In the EBS SQL Import Control Panel, the Validate DBF Data tool checks each record in the files you mark to import. If data is missing or invalid, you will see a specific error. Common errors include: Split Volumes, File Not Found, File Not Compressed, Duplicate Key, Invalid Date, Invalid Number, and no purchasing vendor. Sometimes the software can logically make up for invalid data. Sometimes it’s actually OK to import a blank record. In many cases, however, it means manually correcting or deleting specific records. See this document for details on how to read the Validation error log, how to address each error, and a table that describes the best application to view and change individual records per file.
11 Tips on Validating DBF Data With EBS SQL Import Panel (pdf) DBF data validation is the most important step in implementing the new SQL applications such as Customer Price Plans, Price Modeling, Furniture Project Management, and SQL Preview Reports. The new Microsoft SQL architecture has very rigid rules for database fields (or data types). By comparison, DDMS' DBF flat-file database structure has been much more lenient. Before importing, you must make adjustments as needed to address validation exceptions, and test validation again until no more exceptions are found. Your ECi DDMS Technical Support teams offer several tech tips to help with this process.
Protecting Your Data for Dedicated Procedures (pdf) Some DDMS system maintenance functions must be done in a dedicated environment. Dedicated functions are procedures that can only be performed when no one else is using the system, or, if performed while others are using certain system files, can corrupt the files or lock up the system. Learn what steps to take to protect these files before you commence these dedicated procedures.
System Maintenance (pdf) Keep your system running in top shape by performing the necessary system maintenance tasks. This handout covers tasks such as deleting old inventory items, organizing sales journals and other journal files, how to create different file folders on the DDMS drive, etc.
Housekeeping for Your DDMS Server (pdf) Just as you change your car’s oil on a regular basis, you should perform regular maintenance on your DDMS server. For example, you should clean up the disk; diagnose, repair, and compress DDMS files; analyze your disks and defragment if necessary. You can even set up Desktop shortcuts to some system maintenance tools to make it easy to get to them on a regular basis. Learn how to clean up unnecessary files and streamline system performance.
File #252: Deleting Temp Files on Your DDMS Windows Server (pdf) Customers who use DDMS graphicl applications will occasionally experience a Windows error that says, “Cannot create program workspace temp files.” This error occurs when there are too many temp files in the Environment Variable temp directory. Learn how to locate this directory and remove the files using a command prompt.
File # 239: Removing a Vendor (pdf) If you wish to remove a vendor from your inventory database for any reason, some of the procedures are best done when loading O/PUS.
File #8: Maintaining Your DDMS System in Windows (pdf) See a list of (Z) screen utilities that are replaced by Windows utilities, along with brief instructions.
Compressing a single file (pdf) Compress files after doing mass deletions or making significant changes; also called rename and copy
Deleting invalid inventory locations with ;KILLOC (pdf) Delete invalid location records from I-WHL, I-HISTORY, I-COLUMNS, I-AUX, and I-PRICE
Compressing files on the Windows platform (pdf) Learn which files you need to compress on Windows 2000 systems, and when to compress them
File #232: Converting Old Journals for DDMSducts (pdf) Dealers who have converted from older DDMS text-based screens to graphical applications, and from PGD or UNIX to Windows, may encounter a problem reading journalized history: it won’t show up in graphical software but will display in text-based. Learn how to correct the file layout so that it uses the latest version’s columns and file length.
Finding binary characters in one or more files with ;SPCFINDBU (pdf) Search for binary characters in one file, or in all the data files on a unit; will only find one binary character (if any) per file
Finding binary characters in a single file with ;SPCFINDBN (pdf) Search for every binary character in a single file
Cleaning binary characters with ;UTLCLEAN (pdf) Clear binary characters from data files
System Troubleshooting
System Maintenance (pdf) Keep your system running in top shape by performing the necessary system maintenance tasks. This handout covers tasks such as deleting old inventory items, organizing sales journals and other journal files, how to create different file folders on the DDMS drive, etc.
Networking (pdf) Learn how to manage your DDMS business system in a Microsoft Windows® 2000 network environment. This handout provides step-by-step procedures on common setup and maintenance procedures such as adding a printer, adding client workstations, loading software updates, and setting system parameters in a network environment.
File #231: Setting Up and Using Symantec pcAnywhere™ (pdf) Learn how to give our technicians sufficient access to your Windows PC to help us troubleshoot your problems when you call us.
Is Your System Up to Speed? (pdf) Learn what you can do if your anti-virus software is slowing your DDMS system. Anti-virus software can also slow the performance of Windows applications. It can cause noticeable delays in applications that open a number of files, such as order entry and inventory in DDMS. Although anti-virus software is certainly necessary, you need to balance security concerns against performance when setting scanning levels for your anti-virus package.
Checking for file problems on the Windows platform (pdf) Learn how to use NT Diagnostic to check for file problems on Windows 2000 systems
Tech Note #256: ElfView.exe Helps Troubleshoot Graphical Problems (pdf) When you use DDMS™ graphical software, the system writes time-stamped information about errors, warnings, and processes taking place to an Ensite Log File called ensite.elf. If you discover a problem while using DDMS, you can optimize the settings so that the information in this file can help your support technician isolate the cause and resolve the issue as quickly as possible. After your problem is resolved, you can set up custom logging options to save disk space.
Printing Pick and Purchase Order Dumps (pdf) Learn to help Support quickly diagnose problems with pick tickets and purchase orders by printing pick dumps and P/O dumps.
Recovering from a push error (pdf) Learn what to do when your monitor displays a return from push error or error return from valent message.