Activant Prophet 21

Understanding Prophet 21 Databases This class is designed for…

„ Prophet 21 users that are responsible for report writing ‹ System Administrators ‹ Operations Managers

„ Helpful to be familiar with SQL Query Analyzer and how to write basic SQL statements Objectives

„ Explain the difference between databases, tables and columns „ Extract data from different areas of the system „ Discuss basic SQL statements using Query Analyzer „ Use Prophet 21 to gather SQL Information „ Utilize Data Dictionary This course will NOT cover…

„ Basic Prophet 21 functionality „ Seagate’s Crystal Reports Definitions

Columns Contains a single piece of information (fields) Record (rows) One complete set of columns Table A collection of rows View Virtual table created for easier data extraction Database Collection of information organized for easy selection of data SQL Query A graphical user interface used to extract Analyzer data SQL Query Analyzer

Accessed through Microsoft SQL Server SQL Server Tools

„ Enterprise Manager ‹ Perform administrative functions such as backing up and restoring databases and maintaining SQL Logins „ Profiler ‹ Run traces of activity in your system Basic SQL Commands

„ sp_help „ sp_help „ select * from „ Select from Most Common Reporting Areas

„ Address and Contact tables „ Order Processing „ Inventory „ Purchasing „ Accounts Receivable „ Accounts Payable „ Production Orders Address and Contact tables

„ Used in conjunction with other tables „ These tables hold every address/contact in the system ‹ Customers ‹ Vendors ‹ Suppliers ‹ Ship to locations ‹ Company locations Tables and Views

„ Tables ‹ Stores all data ‹ One set of information Tables and Views

„ Tables ‹ Stores all data ‹ One set of information

„ P21 Views ‹ Basic and Master Views ‹ Single or multiple tables linked together Understanding Basic and Master Views

„ Basic Views ‹ Start with nine characters: P21_VIEW_ ‹ Ex: P21_VIEW_oe_hdr ‹ Every table has a basic view „ Master Views ‹ End with _VIEW ‹ Ex: P21_order_VIEW p21_view_ oe_hdr

„ Contains most of the information seen in the order header p21_view_oe_line

„ Holds most of the line item information in the lower portion of an Order Processing window p21_view_oe_hdr_salesrep

„ Contains sales rep information per order p21_view_oe_line_schedule

„ Contains release information for an item Order Processing

„ Basic Views ‹ P21_View_oe_hdr ‹ P21_View_oe_line ‹ P21_View_oe_hdr_salesrep ‹ P21_View_oe_line_schedule „ Master Views ‹ P21_ORDER_VIEW p21_view_inv_mast

„ Contains most of the information found in the Item Maintenance window p21_view_inv_loc

„ Contains most of the location-specific information on the location tab of an item p21_view_inventory_supplier

„ Contains most of what is found on the supplier list and supplier detail tabs in Item Maintenance Inventory

„ Basic View ‹ p21_view_inv_mast ‹ p21_view_inv_loc ‹ p21_view_inventory_supplier „ Master Views ‹ P21_ITEM_VIEW ‹ P21_ITEM_LOCATION_VIEW ‹ P21_INVENTORY_USAGE_VIEW p21_view_po_hdr

„ Contains most of the information found in the PO header section of Purchase Orders p21_view_po_line

„ Contains most of the information found in the line section of a PO Purchasing

„ Basic Views ‹ p21_view_po_hdr ‹ p21_view_po_line „ P21 Views ‹ P21_PO_VIEW p21_view_assembly_hdr

„ Contains the information on the top half of the assembly maintenance screen p21_view_assembly_line

„ Contains the information on the bottom half of the assembly maintenance window p21_view_prod_order_hdr

„ Contains information on the top half of the production order entry window p21_view_prod_order_line

„ Contains information from the bottom half of the production order entry window p21_view_prod_order_line_component

„ Contains the component information for each assembly detail record p21_view_prod_order_line_link

„ Contains information from the Production order tab in order entry Production Order

„ Basic Views ‹ p21_view_assembly_hdr ‹ p21_view_assembly_line ‹ p21_view_prod_order_hdr ‹ p21_view_prod_order_line ‹ p21_view_prod_order_line_component ‹ p21_view_prod_order_line_link „ Master View ‹ p21_assembly_view p21_view_invoice_hdr

„ Contains most of the information found in the header section of the A/R Drill Down by Invoice Number p21_view_invoice_line

„ Contains most of the information found in the line section of the A/R Drill Down by Invoice window p21_view_ar_receipts_detail

„ Contains payment information „ Commonly used fields - receipt_number - customer_id - invoice_no - payment_date - payment_amount - terms_amount Accounts Receivable

„ Basic Views ‹ p21_view_invoice_hdr ‹ p21_view_invoice_line ‹ p21_view_ar_receipts_detail „ Master Views ‹ P21_AR_VIEW ‹ P21_SALES_HISTORY_VIEW ‹ P21_AR_RECEIPTS_VIEW p21_view_apinv_hdr

„ Contains most of the information found in the header section of an AP voucher p21_view_apinv_line

„ Contains most of the information found in the line section of an AP voucher Accounts Payable

„ Basic Views ‹ p21_view_apinv_hdr ‹ p21_view_apinv_line „ Master View ‹ P21_AP_VIEW Linking

„ Necessary when working with more than one table/view „ Relationships are important „ Tables linked together by an ID/key field „ Provides more descriptive information Linking

„ In this example ‹ oe_hdr does NOT hold line item detail ‹ oe_line does NOT hold the Item_ID Linking

„ oe_hdr links to oe_line by order_no Linking

„ oe_line links to inv_mast by inv_mast_uid Joins

„ How tables/views are linked is referred to as a JOIN „ Default = Inner Join Joins

Table/View 1 Joins

Table/View 1 Table/View 2

Inner Join

Left Right Overlap Left Outer Join

Table/View 1 Table/View 2

Left Outer Join • All data from this table • Matches from joined table

Left Right Left Outer Join Example

p21_sales_history_view inv_xref

Sales History Delete flag Tips and Tricks

„ Fields common among tables ‹ Complete flag ‹ Delete flag ‹ Cancel flag ‹ RMA flag in order tables ‹ Quote flag in order tables Tips and Tricks

„ Fields common among tables ‹ Complete flag ‹ Delete flag ‹ Cancel flag ‹ RMA flag in order tables ‹ Quote flag in order tables „ Enumerated Values Enumerated Values inv_mast_uid Enumerated Values SQL Information

„ RMB on field „ Choose Help „ SQL Information SQL Information Data Dictionary Data Dictionary Searches

„ Table ‹ View columns and column definitions „ Column ‹ View tables that contain a particular column „ Look into information ‘behind the views’ Summary

„ Explain the difference between databases, tables and columns „ Extract data from different areas of the system „ Run basic SQL statements using SQL Query Analyzer „ Use Prophet 21 to gather SQL Information „ Utilize Data Dictionary Published Solutions

„ Published Solution 6294 – How to back up and restore a SQL server database „ Published Solution 4242 – How to create/add a login/user for SQL server and Prophet21 „ Published Solution 3637 – How to run a query for support using SQL 2000 Query Analyzer „ Published Solution 26762 – How to run a trace using Server 2005 profiler Published Solutions

„ Published Solution 3638 – How to run a trace using Microsoft SQL 2000 For More Information…

„ Prophet 21 Help Files „ Visit Activant on the web: www.activant.com ‹ View Educational Services course offerings ‹ Browse Documentation ‹ Search the Solutions database ‹ Submit a web case „ Email Professional Services Sales ‹ [email protected] Crystal Reports WBT suite

„ Getting Started with Crystal Reports

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