SunBusiness reference manual

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SunSystems SunBusiness Reference Manual SunBusiness Reference Manual Issue 10 March 1997 (based on software version 4.2) Copyright © 1982-2001 Systems Union Holdings Ltd All rights reserved The copyright of this manual and the computer software described herein and provided herewith are the property of Systems Union Holdings Ltd No part of this publication or the computer software may be reproduced, transmitted, transcribed, stored in a retrieval system, or translated into any human or computer language, in any form or by any means without the express written permission of Systems Union Holdings Ltd Systems Union Holdings Ltd Systems Union House Lakeside Road Aerospace Centre Farnborough Hampshire GU14 6XP England Phone: +44 (0) 1252 556000 All trademarks mentioned are the products of their owners Contents User Assistance SunSystems Tools, Buttons, and Keystrokes FreeFormat Macros 13 What’s New in Version 4.2 of SunSystems 25 Actions 33 Multi-Lingual SunSystems 41 Address Analysis 45 Amend Password 49 Analysis Category Lengths 51 Analysis Codes 53 Analysis Definitions 57 Analysis Layouts 63 Analysis Mapping 73 Analysis Mapping Rule Sets 77 Assembly Structure 81 Assembly Structure List 83 Audit Control 85 Budget Check Definition 89 Business Definition 95 Calculation Definitions 107 Calculation Tables 115 Change Database 119 Change Printer 121 Change Terminal 123 Chart of Accounts 125 Commitment Inquiry 135 Commitment Transfer 139 Control Sequence Definitions 143 Conversion Definitions 145 Contents Conversion Tables 151 Customer Inquiry 157 Customer Listing 163 Daily Conversion Tables 165 Data Access Groups 169 Database Definitions 171 Expired Items 175 File Backup/Restore 179 File Creation 187 Generate Stock Take 191 Goods Receipt Matching 193 Inventory Allocation 201 Inventory Balances 205 Inventory Cover 209 Inventory Evaluation 213 Inventory Inquiry 215 Inventory Listing 221 Inventory Status 223 Inventory Usage 227 Invoice Approval 231 Invoice Register 235 Item Descriptions 239 Item Inquiry 243 Item Records 249 Item Special Processes 263 Item Suppliers 267 Language Definitions 271 Ledger Interface 275 Location Definitions 289 Miscellaneous Documents 291 Movement Analysis 293 Movement Definitions 295 Movement Entry 303 Movement Import 309 Movement Inquiry 315 SunBusiness Reference Manual Version 4.2 Movement Listing 319 Movement Presets 321 Movement Values Definition 325 Names and Addresses 327 New Period 329 Operator Buttons 331 Operator Definitions 335 Operator Permissions 341 Order Amendment Listing 351 Order Status 353 Period Cleardown 357 Price Book Definitions 363 Price Book Hierarchy 367 Price Book Listing 369 Price Books Maintenance 373 Print Acknowledgements 377 Print Alternative Picking Documents 379 Print Despatch Documents 383 Print Invoices 387 Print Movements 391 Print Picking Documents 393 Print Purchase Orders 397 Print Quotations 401 Print Statistical Declarations 403 Printer Definitions 405 Purchase Commitment 409 Purchase Detail Presets 413 Purchase Header Presets 417 Purchase Import 421 Purchase Inquiry 453 Purchase Invoice Entry 459 Purchase Invoice Matching 473 Purchase Listing 489 Purchase Order Definitions 493 Purchase Order Entry 507 Contents Purchase Order Status 519 Quotation Conversion 525 Quotation Entry 527 Report Definition 537 Sales Analysis 559 Sales Format Definition 561 Sales Inquiry 567 Sales Listing 573 Sales Order Definitions 577 Sales Order Detail Presets 589 Sales Order Entry 593 Sales Order Header Presets 605 Sales Order Import 609 Statistical Layouts 621 Stock Take Approval 625 Stock Take Clearance 629 Stock Take Definitions 631 Stock Take Entry 635 Stock Take Inquiry 641 Stock Take Listing 645 Stock Take Valuation 647 Supplier Inquiry 649 Supplier Listing 655 System Labels 657 Terminal Definitions 661 Unit Conversion Tables 665 Update BSP 667 View Stored Report 669 SunBusiness Reference Manual Version 4.2 User Assistance OVERVIEW This section outlines the manuals you can use to find out more about SunSystems It also covers the other ways in which you can investigate SunSystems and its functionality THE REFERENCE MANUAL Each SunSystems and SunBusiness function is presented in alphabetical order This includes all functions in Sales Order Processing, Inventory Control, and Purchase Order Processing Each section provides an overview of a function, followed by descriptions of the boxes on the screen Where you see the text Conversion Module, this indicates that the option described is only operational if you have a licence for multi-currency processing Where you see the text Multi-Lingual Module, this indicates that the option described is only operational if you have a licence for the multi-lingual facility The SunBusiness Reference Manual also covers the SunSystems tools and shortcuts, such as FREEFORMAT and CALCULATOR THE WORKBOOK The SunBusiness Workbook teaches you the rudiments of SunBusiness It takes you through logging in to SunSystems, navigating the screens, entering transactions, creating records, and other simple procedures The Workbook examples use the demonstration database DEM, which is provided with your system Your own system setup may differ from the demonstration database, the basic principles are the same Throughout the Workbook there are practice sessions which will test your understanding User Assistance THE APPRECIATION GUIDE The SunBusiness Appreciation Guide describes the scope of SunBusiness It is aimed at the manager responsible for implementing SunSystems, and for controlling business procedures There is a section describing the user definable reports and documents available within SunSystems THE REFERENCE CARD A Reference Card is provided This is convenient when you start to use SunBusiness, as it provides useful information on a single, easy to use, card THE DEMONSTRATION DATABASE Three demonstration databases are provided with each system: DEM, DM1, and DM2 Each is a fully operational database, which includes examples of all aspects of SunSystems and SunAccount, with DEM including examples for SunBusiness You can use them to familiarise yourself with the system, before using your live database(s) THE SUNSYSTEMS PLATFORM MANUALS The SunSystems Platform Manuals have been written to help you install and run SunSystems in a variety of environments They contain technical information and advice and are critical to a successful implementation The platform manuals detail SunSystems upgrade procedures for new sites The SunSystems Platform Manual is divided into four sections: Preparation, Installation, Running SunSystems, and the Appendices THE TECHNICAL REFERENCE MANUAL The Technical Reference Manual is geared to the more technical user of SunSystems It includes information about the programming language, the structure of the programs, naming conventions, user hooks, and translating SunSystems into other languages The appendices outline the layouts of all SunSystems files SunBusiness Reference Manual Version 4.2 ONLINE HELP Each box in SunSystems is online help enabled If you need to find out what a box does while you are using SunSystems, use HELP See the section SunSystems Tools, Buttons, and Keystrokes for further information ONLINE MANUALS If you are using a graphical user interface (GUI) version of SunSystems, you can access the SunBusiness Reference Manual and SunBusiness Appreciation Guide online This enables you to use the online manual’s powerful text searching facilities You can access the online manuals by selecting Help and then Contents from the action bar User Assistance SunBusiness Reference Manual Version 4.2 Analysis Definitions 46, 57, 70, 607 Analysis Headings Changing 60 Analysis Layouts 61, 63, 108, 153, 293, 559, 636, 647, 648 Analysis Mapping 73, 77 Analysis Mapping Rule Sets 73, 77 Annual Usage 227 APACS Cheque Formats Printing 554 Approval (Purchase Order) 231, 278 Approval (Purchase) 487 Approval (Quotation) 525, 528 Approval (Stock Take) 637 Approved 140, 356, 359, 410, 464, 466, 470, 478, 480, 487, 532 Discrepancies 625 Invoice Interface 500 Period 465 Status 194, 198, 232, 255 Archive Files 33, 183 (see also Period Cleardown) Arrow Keys 318, 343, 457, 571, 652 (see also Configuring the Keyboard) ASCII Text File 610 Assembly Indicator 620 Level 82, 84, 258 Assembly Structure 81 Assembly Structure List 83 Asset Code Per Line 296, 497 Codes 296, 307, 313, 323, 497, 628, 639, 644 Marker 284 Posting 497 Sub Codes 307, 313, 323, 628, 639, 644 Asset Disposal 129 Asterisk 55, 59, 60, 72, 170, 296, 342, 620 Attribute Accept 661 Display 661 Message 661 Template 661 Window 661 (see also Terminal Definitions) Audit Date 175, 498, 627, 638 Files 39, 87 Report 88 Trail 39, 88, 489 Audit Control 39, 85 Automatic Posting 275 References 100, 102, 476, 529, 595 Available Credit 158, 529, 531, 595, 597 ii SunBusiness Reference Manual Version 4.2 Average Cost 64, 68, 69, 213, 217, 245, 256, 277, 297 B BACKTAB 321, 466, 468, 482, 513, 533, 600 Backup 180 Backup Indexed 181 BACS 133 Balance Allocated 205 Allocation 202 File Create 183 Forward 128 Free 210, 227 On Order 64, 205, 210, 227, 297, 303, 306 Physical 64, 84, 205, 210, 216, 227, 297, 303 Picked 205 Sheet Account 128 Balance Sheet Accounts 126, 276 Bank Payments 133 Base Language 41 Purchase Price 269, 467, 469, 483, 485, 514, 516 Selling Price 217, 245, 619 Value 277 Base Purchase Price 255 Updating 254 Base Selling Price 375 Price Books and 375 Specifying 260 Batch Control Record 310, 610 Line Number 316 Number 218, 298, 312, 317, 319, 384 Number of Movements 215 Postings 304, 309 Totals 304 Bin Location 206 Name 206, 380 Number 298 Budget 33, 135, 173, 183, 287 Files 183, 187, 188 Ledger 139 Budget Check Definition 89 Budget Checking at Analysis Code Level 56, 92 Parameters 89 Buffer Size 670 Business Definition 95, 187, 194, 202, 210, 275, 394, 459, 631 (see also SunBusiness) Button Bar 331, 333 C C-Codes 45, 54, 58, 64, 70, 112, 115, 358, 361 (see also Analysis, and SunBusiness) Calculate Depreciation 129 Calculation Codes 102 Calculation Codes in PD=Purchase Order Definitions 502 Intermediate 503 Price Books and 375 WGT 253 Calculation Definitions 98, 107, 115, 117, 266, 494, 502 Calculation Tables 58, 108, 112, 115, 494, 619 Calculations 465, 584 Absolute Value 111 Accumulation 111 Base Value 108, 115 Codes 64, 108, 126, 266, 276, 486, 502, 517 Constant 110 Item Process 111 Lines 264 Calculator Calendar Months 98 Years 98, 256 Cancelled 141, 359, 410, 480 Lines 479, 487, 512 Status 194, 198 Carriage 394, 589 Charge 116 (see also Item Special Processes) Creating Dummy Item Records for 251 Chaining FreeFormat Commands 17 Change Database 119 Change Printer 121, 338, 405 Change Terminal 123 Characters Per Line 72 Chart of Accounts Structuring Your 126 Chart of Accounts 46, 98, 125, 173, 283, 409, 530, 532, 579, 596 Cheques Payment 133 Printing to APACS Cheque Formats 554 Printing to French Formats 554 Classic Menus 33, 336, 338 Client 45 Accounts 126, 128 (see also Account Type) Closed Account 129 (see also Account Status) Colour Monitors 661 Terminals 662 (see also Terminal Definitions) Columns 64, 559 Calculations 66 Codes 65, 648 Width 72 (see also Terminal Definitions) Comma 174 Command File 336 (see also FREE FORMAT) Commands FreeFormat Macros 17 Comment Lines 217, 533 Comments 454, 478, 530, 568, 619, 656 Commission Rate 58 (see also Asset) Commitment 102, 139 Accounting 99 (see also Chart of Accounts) Balances 136 Checking 136 Transfer Report 409 Commitment Inquiry 135, 173 Commitment Transfer 99, 102, 139, 278, 287, 470, 487, 498 Commodity Code 258 Company Bank Account 126 Name 327 Components 83, 258 List 81 Compressed Print 407 Confirmation of an Order 419 Consolidation 275, 359, 361 Contact Name 158, 650 Control Account 91 (see also Commitment) Control Sequence Definitions 88, 143, 407, 548 (see also Printer Definitions) Conversion Code 105, 131, 146, 151, 280 Difference Accounts 147, 154 Module 131, 151 Name 146 Of Quotations 532 (see also Quotations) Rate Override 112 Rates 151 Realised Gains/Losses 167 Conversion Definitions 145 Conversion Tables Daily 165 Conversion Tables 151 Index iii Conversions Code 98 Convert to Words Defining the Currency Name 153 Cost 201 Amendments 276, 297 Calculating Average 256 Centres 481 Entry 299 Flag 299 Input 105, 277, 298, 307, 322, 643 Per Purchase Unit 269, 469 Per Stock Unit 469, 485, 517 Price 251, 255 Specifying Latest 255 Specifying Standard 255 Update 255 Value 504 Costing Method 68 Costs Recording Unforseen 256, 474 Counted Quantity 636, 642 Stock 637 Crash 180 Create 34 Creating FreeFormat Macros 15 New Reports 541 Stock Items 251 Credit 264, 276, 614 Details 531, 597 Levels 358 Limit/Rating/Worthiness 46, 133, 158, 595 Note Number 100 Notes 276, 388, 573, 578, 581, 593 Transaction 494 Credit Limit Blocking 101, 348 Credit Limit Tolerance 133, 348 Credit Limits Applying Globally 101 Blocking 101 Creditor 126 Accounts 128 Currency Gender 146 Name 153 Printed Format of 556 Subunit Name 146, 556 Unit Name 146 Current Date 96 Period 97, 329 Stock 210 Stock Take Number 206 Year 96 iv SunBusiness Reference Manual Version 4.2 Current Period Displaying 11 Customer 45, 126, 327 Address 568 Code 568 Control 258 Order Number 596 Quotation Reference 530 Reference 568, 606, 615, 619 Customer Inquiry 157, 248, 567, 571 Customer Listing 159, 163, 586 Cutoff Level 84 Percent 224 Cyclical Stock Takes 104, 290 D Daily Conversion Tables 165 Data Dictionary File 185 Excluding From Accumulators 551 Files 180 Importing 421 Items 399, 402, 590 (see also Document) Specifying For Reports 550 Transfer 43, 64 Types Used in Reports 548 Data Access Groups 55, 88, 169 Operator Permissions and 131 Data Dictionary Data Item Length 550 Data Items In Report Definition 540 Length 550 Database Definitions 88, 96, 135, 139, 171, 181, 185, 187, 311, 338, 612, 670 Databases 172 Changing 119 Code 172, 182, 187 Creating 96, 119, 187 Demonstration 171 Displaying 11 Language 42 Name 97 Permissions 341 Date Displaying 11 Format 171 Of Last Update 37 Other Selling Price Applies 217, 245 Debits 276, 283, 614 Debtor 126 Accounts 128 Debugging FreeFormat Macros 22 Decimal 72 Places 9, 72, 98, 111, 148, 173, 174, 306, 311, 586, 612, 620 Point 173, 174 Separator 173, 174 Decimal Places Setting a Decimal Separator 272 Shown on Reports 552 Decimal Separator Setting a Decimal Separator 272 Default 172, 296, 338, 535, 579, 595 Database 172 Printer 121, 406 Purchase Price 254 Stock Take Cycle 105 Defining Languages 271 Delete A Range 35 Delete 35 FreeFormat Macros 19 Range 34 Reports 542 (see also Range Delete) Delivery Address 327, 454, 462, 477, 509, 529, 595, 614, 619 Date 454, 510, 568 Note Number/Reference 530, 568, 596 Reference 606, 619 Ticket 383 Time 269, 527, 594 Depots 213 (see also Warehouse) Description 69, 460, 467, 593 Despatch 393 Documents 353, 355, 384, 530, 582, 596 Note 383, 580 Note Number/Reference 195 Printing Documents 383 Details Lines 531, 567, 593, 610, 636 Of Products 251 Presets 465 Screen 594 (see also Sales Order, and Movement) Deterioration of Stock 175 Direct Debits 132 Directories 172, 338 Location of 172 Path Names 172 Discount 47, 108, 112, 116, 126, 134, 260, 276, 589 Date 134 Days 134 Discrepancies 479, 626, 638, 645 (see also Stock Takes) Disk Drive 172 Space 87, 360 (see also Errors) Display Attribute 663 (see also Terminal Definitions) Displaying Customer transactions 157 Operator Information 11 Sales Detail Lines 571 Serial Number 11 System Information 11 Displaying Sales Detail Lines Displaying Split Detail Lines 571 Distance Of Goods 116 Divide 10 Document 353, 414 Format 182, 297, 378, 494, 498 Previewing 291, 561 Dot Matrix Printer 405 Double Spacing 36, 164, 192, 212, 214, 222, 224, 229, 233, 237 Drill Down 157, 243, 453, 567, 649 Drive 172, 338 Due Date 133, 396, 409, 462, 477, 530, 534, 579, 582, 591, 601, 619 Per Line 496 Dummy Item Record 251 DUPLICATE 8, 9, 132, 460, 508, 595 Duplicate References 462 DUPTOEND E Edit Code 553 Editing FreeFormat Macros 15, 18 End Of Period 358 Of Report 670 Product 81, 83 Entered as Invoice Status 487 Errors Suspense Account 126 Escape Sequences 407 (see also Control Sequence Definitions) Evaluation Method 214 Examine 35 Exit 11, 40, 171 Expired 356 Expired Items 175, 470, 487 Expiry Date 257, 298, 528, 638 (see also Quotations) Index v Exporting 37 Data 37 Report Formats 543 (see also Transfer) Extended Item Description 259 F F-Codes 58 (see also Analysis) Fast Moving Items 227 Fax Number 158, 650 FIFO Allocation 101, 106, 202, 257, 298, 306, 310, 394 File Backup/Restore 179, 310, 357, 360, 610 (see also Backup) File Creation 96, 119, 173, 183, 187 File Formats *.MDF 14 Files Drive 172 Location 171, 172 Name 188, 311, 543, 613 Financial Reports 139 Year 97 Finished Goods 81, 83, 289 Items 81, 83 Fixed Assets 277 Fonts Changing in Reports 548 Forecast Annual Average Usage 210 Forecasting 68, 210, 409 Availability of Stock 209 (see also Budget) Foreground 663 Foreign Languages 271 Currency 279, 307 Orders 578 Format Code 581 Details 547 Format Definition Defining Formats 561 Printing Formats 291 Format Definition 561 Forward Orders 579, 595 Free Balances 210, 227 Stock 210, 216, 227, 244, 602 FREEFORMAT 331, 333, 336 FreeFormat Macros Available Commands 17 Chaining 17 vi SunBusiness Reference Manual Version 4.2 Creating and Editing 15, 18 Debugging 22 Expanded FreeFormats 15 File Layout 14 Interrupting 17 Looping 17 Macro Log Files 23 Overview 13 Repeating 17 Running FreeFormat Macros 19 Running With Switches 20 Running Without Logging In 21 Syntax Rules 16 French Cheque Formats Printing 554 Frequency of Stock Take 631 Full Stock Take 104, 290, 631 Stop 174 Function Key 5, 331, 333 (see also Configuring the Keyboard) Funds Availability Checking 173 G Gains 154 Generate Allocations 129 Generate Debits 129, 130 Generate Payments 129, 130 Generate Stock Take 104, 191, 626, 636, 642, 645 Glossary 41 Goods Receipt 454, 460, 649 Approval 278 Date 195 Matching 499 Note (GRN) 103, 195, 287, 479, 495, 507 Processing 494 Quantity 194 Reference 194 Stage 520 Goods Receipt Matching 97, 103, 111, 193, 460, 495, 498, 507, 513 Graphical User Interface (GUI) 331, 661, 663 GRN 140 H Header Presets 418 (see also Sales Order, and Preset) Held Status 141, 232, 356, 410, 526, 594, 599 Help Text Hierarchy 71, 82 Historic Data 358 History Files 358 Hyphen 8, 284, 294, 414, 415, 418, 467, 483, 514, 533, 560, 590, 600 I I-Codes 54, 58, 64, 70, 112, 115, 358, 503, 631, 633, 668 (see also Analysis) and Item Records 261 Import 37 Batch Control 310 Data 37 File 309, 311, 609 File Preparation 310 File Report 310 Validation 312 (see also Journal Import, Transfer, Movement Import, and Sales Order) Importing Report Formats 543 In-house Languages 42 Include Approved 232, 237, 356 Matched 232 Rejected 356 Unapproved 237, 356 Zero Balances 69 Index Files 181 Installation File 182, 185 Insufficient Free Stock 253, 348 Inventory 394 Physical Stock 348 Integers 9, 72, 98, 174, 269, 620 Interface Approved Invoices 279 Commitment 278 Inventory 278 Unapproved Invoice 278 Interfacing 309, 609 (see also Ledger Interface, and Transfer) Internal Transfers 391 Interrupting FreeFormat Commands 17 Invalid Transactions 310 Inventory 191 Account 277 Balance 393, 494 Balance Quantities 223 Balance Values 223 Interface 298 Issues 201 Levels 223 List 631 Movement 99, 199, 215, 221, 276, 293, 295, 303, 309, 465, 481 Receipts 201 Replenishment 223 Values 213, 278 Inventory Allocation 202, 276, 306, 469, 602 (see also Allocation) Inventory Balances 205, 210, 223, 227 Inventory Cover 206, 209 Inventory Evaluation 213, 223 Inventory Inquiry 215, 296, 315 Inventory Listing 221, 319, 354 Inventory Status 206, 221, 223, 268, 319 Inventory Usage 227 Invoice 393, 454, 567, 573, 578, 593, 649 Address 327, 619 Date 389, 462, 477, 595, 656 Line 464 Number 71, 99, 580 Print Run 353 Processing 194 Proforma 291, 387, 561 Quantity 461 Reference 475, 497 Stage 520 Value 461, 476 Invoice Approval 231 Invoice Register 235, 475, 477 Invoices Printing 388 Recording Unforseen Costs 256 Issues 140, 295, 296, 303, 310, 312, 316, 410 Summary 221 Transactions 296 Value 584 Item 293 Alternate Item 253 Code 213, 221, 235, 354, 467, 483, 514 590, 618, 619 Description 239, 268, 316, 483, 514, 590, 601 Lines 511 Purchase Account 256, 496 Records 58, 60 Item Code Specifying 252 Item Customers 601 Item Descriptions Extended 259 Item Descriptions 239 Item Inquiry 158, 161, 243, 318, 453, 457, 567, 649 Item Records Adding Extra Text to 239 Analysis Definitions 58 Item Records 64, 202, 249, 279, 326, 467, 485, 504, 600, 631 Item Special Processes 111, 263, 394, 534, 618 Item Supplier 98, 415, 483, 485, 514, 516 Item Supplier Record Creating and Updating 254 Item Suppliers 252, 267 Index vii J Journal Description 494 Hold File 183, 188 Number 276 Sources 276, 287 Types 281 Journal Definitions 130 Journal Entry Linked Account Codes 130 Journal Entry 130, 136 Journal Import 130, 131, 276 Journal Presets Linked Account Codes 130 Justification 316 K Keyboard (see also Configuring the Keyboard) Keyboard Command 333 Kit List 81, 83, 258 L Language Code 42, 43, 272 Language Definitions 88, 271, 339 Language Version 271 Languages Defining 271 Right to Left 273 Laser Printer 405 (see also Printer) Latest Cost 64, 68, 213, 217, 245, 255, 277, 297, 467, 483, 514 Layout Code 65, 294, 560 Lead Time 269 Leading Zeros 100, 101, 311, 529, 595, 612 Ledger Definition 154 Ledger Interface 98 Posting Accounts 262 Purchase Account 262 Recognition Codes 261, 262 Recognition codes 657 Sales Account 261 Ledger Interface 140, 200, 275, 297, 304, 460, 498, 530, 579, 584, 596, 603, 658 Ledger Revaluation 129, 130 Ledgers 183 Archive File 188 File 181, 183, 188 Level Codes 64, 71 Life Cycle of an Order 193, 401, 527 Line Extension Calculations Manual Override in VE=Purchase Invoice Entry 470 viii SunBusiness Reference Manual Version 4.2 Lines Details 464, 478, 511, 533, 598 Extension Calculation 494, 502, 584 Number 312, 414, 466, 480, 481, 513, 533, 598, 600, 616 On a Monitor 662 Per Page 546 Spacing 523 Value 235, 479, 503 Zero Suppress 69 (see also Terminal Definitions) Linked Accounts 130 List Price 260 Location 293, 316 Code 64, 99, 197, 213, 221, 290, 306, 322, 395, 468, 484, 516, 602, 633 Of Files 171, 172, 311 Location Definitions 216, 289, 306 Log Files and FreeFormat Macros 23 Logging In/Out 171, 332, 335, 357, 661 Logical Names 172 LOOKUP 6, 7, 35, 328, 460, 468, 475, 508, 528, 533, 534, 571, 601 Looping FreeFormat Commands 17 Losses 154 Lower Case 10 Use of 127 M M-Codes 58, 64, 169, 317, 358, 605 Macros 333 (see also FREE FORMAT) Manual Allocation 106, 202, 257, 298, 306, 384 Masks 59 (see also Subcategories, and Analysis) Match 410, 464 Criteria 503 (see also Transaction Matching) Values 102, 503 Matched Status 194, 198, 232, 255, 459, 466, 480, 487 Matching 140, 278 Goods Received 194 Material 59 Maximum Number of Periods 98 Stock Level 205 Memo Account 126, 128 (see also Account Type) Memory Message 414, 474, 593 Millions 72 Minimum Cover 210 Order Quantity 269 Order Value 45 Stock Level 205, 210, 216, 223, 227, 244 Miscellaneous Documents 291 Movement Analysis Definitions 58 Date 312, 317 Documents 298, 391 File 184, 188 Reference 70, 293, 305, 316, 319 Status 317 Type 218, 221, 293, 296, 303, 313, 322, 384, 632 (see also Movement Definitions) Movement Analysis Reports 63 Movement Analysis Categories 58 (see also M-Codes) Movement Analysis 63, 223, 293, 296 Movement Definitions 64, 202, 255, 277, 295, 303, 359, 391, 627 Movement Entry 97, 276, 295, 303, 309 316, 321, 326 Movement Import 303, 309, 316 Movement Inquiry 215, 297, 305, 315 Movement Listing Defining Reports 537 Movement Listing 203, 221, 297, 317, 319, 354 Movement Presets 303, 321 Movement Value Definition 317, 325 Movement Values Definition 297 Multi-Currency 280 Multi-Lingual Data Processing 43 Multi-Lingual Module 41, 271, 339 Multi-Lingual Processing 44 Multi-Lingual System 336 Multi-User System 357, 388, 661, 670 Multi-Volume Backup 172, 181, 182 Multi-User System 304 N Name 328 Names & Addresses Analysis Definitions 58 Names & Addresses 45, 126, 268, 327, 418, 496, 509, 525, 529, 532, 595, 606, 650 Naming Currency Subunits 146 Currency Units 146 Navigating SunSystems 338 (see also Action Bar) NDF Format 38 Negative 494 (see also Debits, and Credit) Balances 582 New Customer 527 New Period 97, 329 (see also Periods) Next 36 Credit Note Number 100 Invoice Number 99 Option 36 Purchase Order Number 101 Quotation Number 99 Sales Order Number 99 Next Selling Price 217, 245, 619 Non-Moving Stock Report 228 Non-Validated Codes 54, 61 Nonstocked Details Lines 533 Item 467, 470, 483, 503, 514, 579, 590, 600 Not Analysed 55, 294, 361, 560 Number of Issues per Item 227 Numbering Sequence 100 O On Order Balances 64, 199, 205, 210, 227, 303, 465, 481 Stock 210, 216, 227, 244, 602 One-Off Cheques/Checks 133 Open Dates 98 Item 128 Periods 97 Operating System Displaying 11 Operator Displaying 11 Group Mask 346 Id 287, 332, 335, 336, 337 Languages 42 Password 49 Operator Buttons 88, 331 Operator Definitions 49, 88, 122, 169, 185, 335, 342, Operator Groups 169 Operator Permissions 50, 169, 332, Order 454, 494, 507, 567, 573, 578, Cycle 526, 583 Date 396, 568, 595, 615 Documentation 526 Number 71, 101, 496, 580, 596 Reference 194, 463, 509, 568 (see also Sales Order) Order Amendment Listing 351 295, 405, 661, 670 341, 636 649 Index ix Order Entry Analysis Definitions 58 Order Line Allocation 202 Order Status 353, 528, 530 Other Amount 280 Over Commit 348 Delivery 194, 199 Expenditure 89, 103, 136 Overlay Option 455, 651 Overriding Calculation Codes in PD=Purchase Order Definition 502 Overriding Line Extension Calculations in VE=Purchase Invoice Entry 470 P Packing 264 Page Control 406 Level 71 Number 82 Paper (see also Printing, and Stationery) Length 121 Part Orders 388 Unit 81, 83, 269 Passwords 50, 336, 337 Amending 49 Payables 126 (see also Creditor Accounts) Payment Account 148 Date 232, 419 Days 133, 579 Due Date 462, 477, 530, 568, 596, 656 Method 133 Terms 133, 462, 477, 579 Percentage 118 Of Minimum Stock 216, 244 Performance Improvement 358 Period Cleardown 47, 128, 181, 184, 210, 227, 294, 297, 357, 391, 530, 532, 560 Periods 152, 294, 317, 560 End 359 Maximum Number 97 Number 97 Valid 96 Perishable Items 175, 202 Permissions 341, 344 Account 344 Database 344 Miscellaneous 344 x SunBusiness Reference Manual Version 4.2 Physical Balances 64, 84, 199, 205, 210, 216, 227, 244, 295, 297, 303, 468, 481, 495 Count 626 Stock 191, 210, 227, 306, 384, 602 Pick Method 47 Picked Balance 205, 358 Picking 353, 355, 393, 579, 619 Date 396 Documents 383, 582 List 101, 526 Positive 494 Postal Address 328 (see also Address) Posting 199, 311, 479, 481 Period 232, 313, 465, 656 (see also Prohibit Posting) Posting Account 262 Purchases to SunAccount 262 Sales to SunAccount 261 Posting to this Analysis Code Prohibited 55 Prefix 99, 102, 463, 476, 490, 498, 529, 580, 595 Preset Movement Entries 321 (see also Journal Presets) Previewing Alternative Picking Lists 380 Despatch Documents 383 Invoices 387 Picking Documents 393 Quotations 401 Reports 542 Reports And Documents 291 Statistical Declarations 403 Previewing Reports and Documents 561 Price Book Definitions 363 Price Book Hierarchy 367 Price Book Listing 369 Price Books Maintenance 373 Code 112 Creating 364 Creating Basic 260 Price Book Hierarchy 367 Prices Base Selling Price 260 Calculation 107 Change 254, 260, 298 Changing Base Selling Prices 261 Controlling Validity of 375 Creating Price Books 364 Price Variances 376 Reporting 369 Running Sales and Promotions 367 Setting Selling Prices 251 Primary Conversion Rate 153 Print Control Sequence 143 Device 122, 406 Directory 172 Queue 408 Print Acknowledgements 377 Print Alternate Picking List 379 Print Despatch Documents 383, 582 Print File 336 Drive 338 Print Invoices 97, 387, 581, 583, 599 Print Movements 295, 297, 305, 391 Print Picking Documents 101, 111, 388, 393, 579, 582 Print Purchase Orders 397 Print Quotations 401, 528, 581 Printer 121, 336 Code 65, 121, 122, 338 Not Available 670 Printer Definitions 88, 143, 185, 338, 405 Printers Displaying 11 Linking to Reports 545 Printing 121, 355 A New Page 71 APACS Cheque Formats 554 Customer Listings 163 Despatch Documents 383 French Cheque Formats 554 Paused 670 Proforma Invoices 573 Purchase Listing 489 Sample Reports 543 Priority 47, 133, 395 Process Components 258 Processing Stages 140 Time 87 Product Specifying Product Details 251 Product Type 112, 263 Profit and Loss 276 Accounts 126, 128 Proforma Invoices 291, 387, 561, 573 Program Files 180 Prohibit Posting 55, 129 Promised Delivery Dates 486, 517 Prospective Customers 529 Orders 527 (see also Quotations) Pull Down Menu 33 Punctuation 174 (see also Decimal Separator) Purchase Account 217, 245, 262, 277, 486, 496 Control Account 262, 277 Cost 485, 516 Data Import 422 History 184, 188 Import File 422 Invoice 193, 231, 235 Invoice Line Details 235 Liability 409 Price 469 Quantity 98, 103, 415 Tax 502 Units 469, 485, 516, 656 Value 465, 475 Purchase Commitment Ledger 188 Purchase Commitment 409, 470, 487, 496 Purchase Detail Presets 413, 494 Purchase Header Presets 417, 494, 501 Purchase Import Commitment Checking 424 File 422 File Structure 422 Formats 425 Overexpenditure Checking 424 Record Structure 425 Validation 423, 425 Purchase Import File Importing 423 Purchase Import 421 Purchase Inquiry 247, 453, 475, 649 Purchase Invoice 276, 278 Purchase Invoice Entry 474 Purchase Invoice Entry 97, 102, 136, 236, 267, 459, 470, 656 Purchase Invoice Matching 97, 102, 111, 136, 236, 359, 397, 459, 470, 473, 495, 507, 509, 511 Purchase Listing Defining Reports 537 Purchase Listing 198, 235, 268, 475, 489, 655 Purchase Order 126, 295, 304 Amendments 351 File 184, 188 Life Cycle 193, 494 Number 305, 498 Printing 397 Reference 475, 656 Transaction Details 352 Purchase Order Definitions 107, 139, 194, 277, 397, 418, 465, 479, 481, 493 Purchase Order Entry 111, 136, 173, 198, 267, 359, 459, 490, 507 Purchase Order Status 519 Purchase Price Default 254 Updating 254 Purchasing Cycle 520 Index xi Q Quantities Balancing 465, 475, 478 Converting Purchase/Stock 665 Quarter 293 Q UERY 5, 333, 338, 467, 484, 515, 528, 533, 534, 601, 650 Level 338 Queue 670 Quotation Conversion 525, 528, 532, 580 Quotation Entry 99, 401, 526, 527, 585, 589, 605, 609, 613 Quotations 69, 99, 158, 353, 354, 358, 401, 525, 567, 573, 578, 589, 609 Date 529 Details 568 Documents 581 Expiry Date 530, 620 Header 528 Printing 401 Reference 402, 528, 568 Value 531 R Random Cyclical Stock Take 256, 631 Range Delete 480 Raw Materials 81, 83, 289 Recalculate Inventory Balances 210, 227 Receipt 295, 296, 303, 310, 312, 504, 632 Date 454 Of Stock 103, 193, 305 Quantities 203 Reference 60, 70, 71, 197, 201, 293, 298, 305, 312, 317, 322, 394, 469, 484, 485, 497, 516, 617, 633, 647 Reference Description 298 Reference per Line 497 Summary 221 Value 584 Receipt References Stock Takes and 647 Receivables 126 (see also Debtor Accounts) Received Quantities 193 Record Layout 610 Type 312 Record Types Available For Reports 550 Recording Unexpected Charges 251 Redundant Transactions 357 Reference 418 Audit 85 File 33, 182, 188 xii SunBusiness Reference Manual Version 4.2 Functions 34 Maintenance 5, 182 Records 12, 33, 35, 87, 182 Sequence 489 Refused Quotations 532 Reject 356, 610 Released Status 140, 194, 232, 410, 478 Remove Accounts 127 Repicking 394 Report Definition 108, 143, 537 Available Actions 543 Control Parameters Entries 544 Format Details Entries 547 Report Areas 539 Report Structure 538 Reporting 63, 163, 213, 358 Quantity 69 Transaction Details 519 Transaction Statuses 519 Value 69 Reports 36, 172, 293, 310, 559 Amending Reports 542 Audit 39 Changing Fonts Used 548 Conditional 549 Creating New Reports 541 Decimal Places Shown 552 Defining Data 540 Deleting Reports 542 Examine Format 542 Format 380 Format In Use By Another User 541 Lines Per Page 546 Linking to Specific Printers 545 Name 65, 671 Previewing 291, 561 Previewing Reports 542 Printing Sample Reports 543 Purchase Order Status 519 Record Types Available 550 Selecting Areas to Work On 540 Selecting Data Items for Inclusion 550 Selecting Existing Reports 541 Transactions 69 Transferring Formats 543 Types 545 Working With Reports 540 Reprint 384, 392, 395 (see also Printing) Restore 180 (see also File Backup/Restore, and Backup) Returns 276, 494, 507 Revaluation Method 154 Suppress 130 Reverse Debit/Credit 265 Right to Left Languages Defining 273 Rough Book 129 Rounding 72, 99 S Sales 98, 276 Account 217, 245, 261 History File 184, 188, 358 Invoice 578 Tax 578 Units 253 Sales Analysis 358 Reports 63 Sales Analysis 58, 63, 108, 559 Sales Detail Lines Displaying 571 Sales Inquiry 158, 161, 247, 567, 586 Sales Listing Defining Reports 537 Sales Listing 268, 354, 570, 573, 586 Sales Order 387, 593, 609 Details 598 File 184, 188 Import File 610 Lines 598 Number 99 Type 594 Sales Order Definitions 99, 107, 110, 222, 276, 377, 528, 530, 535, 577, 593, 603, 619 Sales Order Detail Presets 483, 515, 533, 578, 589, 600, 619 Sales Order Entry 97, 111, 387, 589, 593, 605, 609, 613 Sales Order Header Presets 578, 605, 619 Sales Order Import Batch Control 610 File 610 Record Layout 610 Validation 613 Sales Order Import 99, 609 Screen 123, 661 Scroll Bar 670 Second Reference 454, 475, 478, 509 Security 87, 97, 169, 180, 181, 336 Amending Operator Passwords 49 Copy 180 Selection Codes 64, 70, 560 Criteria 70 Selling Prices 363 Setting Selling Prices 251 Updating Base 667 Separate Page 84 Separators Decimal 272 Thousand 272 Sequence 160, 310, 317, 533 of Price Books 367 Serial Number 106, 202, 216, 245, 257, 298, 305, 306, 313, 469, 484, 485, 497, 507, 516, 602 Displaying 11 Serialisation 43, 336 Services 251 (see also Item Records) Settlement Discount 126 Terms 134 Shipping Documents 383 Short Cut Keys Short Heading 61 Shortened Names (see also LOOKUP) SHORTHAND Sign Print Indicator 553 (see also Report Definition) Single Payment 133 (see also Payment) Spacing 164 Slow Moving Items 227 Source Document 305, 459, 473 Language 42 Spacing 36 Split 394, 474, 481, 504, 512, 599 Allocation 203 Lines 199, 203 Quantity 194, 199 Value 466, 481, 512 Spool 670 (see also Printer, and Printing) SSISSUE.MDF 14 Standard 277 Cost 64, 68, 69, 213, 217, 245, 255, 297, 326 Standard Cost Specifying 255 STANDARD.MDF 14 (see also FREE FORMAT) Start Character 550 Statement Layouts 153 Stationery 406 Specifying For Reports 546 Statistical Declarations Printing 403 Statistical Layouts 621 Index xiii Status 464, 480, 512, 598 (see also Held Status, Matched Status, and Released Status) Statuses Reporting Transaction Statuses 519 Stock 98 Adjustments 303 Allocation 201 Cover 210 Inquiring on Items 243 Issues 201 Levels 81, 224, 626 Movement 293, 295, 303 Out of Date 175 Physical 191, 306 Quantity 199, 416, 504 Receipts 193, 201 Record 251 Transfer 303 Units 253, 469, 485, 516 Update 194, 199, 313, 481 Stock Items Defining 251 Stock Quantity 196 Stock Take Approval 105, 191, 625, 642 Stock Take Clearance 629 Stock Take Definitions 191, 626, 631, 636, 638, 642 Stock Take Entry 104, 191, 626, 635, 642, 645 Stock Take Inquiry 641 Stock Take Listing 636, 645, 647 Stock Take Number Stock Take Valuation and 648 Stock Take Valuation 636, 647 Stock Takes 184, 191, 290, 360 Code 192 Cycle 104 Date 192 File 184, 188, 191 Frequency 104, 256 Number 206, 636, 642 Per Year 104 Report 191, 632 Reprint 645 Tolerance 105 Valuation Report 647 Store 289 Storing Data 357 String Items In Report Definition 540 Subcodes 55 Sub Assembly 81, 83, 258 Subcategories 59 Code 71 Mask 61 xiv SunBusiness Reference Manual Version 4.2 Subtotal 266 Summary Screen 159, 569 SunAccount 96, 136, 139, 75, 279, 289, 295, 327, 329, 359, 384, 388, 460, 465, 482, 531, 597, 599 Budget Ledger 498 (see also Budget) Due Date 579 SunBusiness Transfer File 184 SunSystems Displaying Serial Number 11 SunSystems Serial Number Displaying 11 SuperUser SUN 332, 336 Supplementary Statistical Declaration 621 Supplier 45, 126, 231 Address 454, 461, 477, 509, 649 Code 232, 236, 454, 650, 656 Control 257 Details 267 GRN Reference 195 Invoice Reference 237, 419, 462 Item 268, 483, 514 Ranking 268 Reference 460, 474, 475, 477 Supplier Inquiry 248, 453, 457, 462, 649 Supplier Listing 198, 235, 489, 653, 655 Suppress Descriptions 212, 228 Details 214, 222, 233 Item Indicator 552 Line Indicator 551 Surcharge 108 (see also Item Special Processes) Suspended Account 129 Suspense Account 278 Syntax Rules FreeFormat Macros 16 System Backup 180 Crash 180 Manager 171, 180, 336, 337 System Labels 657 T T-Codes 58, 59, 169, 289, 301 Table Code 112, 117 Tax 276, 278, 394 Account 277 Amount 107 Code 132 Commodity Codes 622 Creating Dummy Item Records for 251 Details 132 EU Authorities 621 Exempt Customers 58 On Sales 283 Rates 117 Recording Tax Rates 251 Reports 258, 621 Status 58 Telephone Number 158, 650 (see also Names & Addresses) Template Attribute 663 (see also Terminal Definitions) Temporary Address 525, 527, 529 Terminal 336 Code 124, 338, 662 Description 662 Terminal Definitions 338 Text 415 Adding Text to Stock Records 239, 550 File 37 Messages 460 Thousand Separator 272 Setting a Thousand Separator 272 Thousands 72, 174 Time Recording Daily Conversion Tables and 165 Total Line 108 Total Items In Report Definition 540 Transaction Analysis 129 Analysis Definitions 59 Date 129, 355, 389, 454, 568, 574, 614, 619 Details 159, 569 Entry 459, 507, 527, 593 File 184, 188 Lines 474 Present 47 Reference 202, 354, 454, 460, 508, 568 Type 317, 384, 393, 504, 578, 589, 590 Value 454, 568 Transaction Matching 129, 154 Transactions Reporting Transaction Details 519 Transfer 37, 139, 295, 296, 322 Data 64 File 43, 131, 359, 388, 465, 482, 509, 599 File Name 38 Format 38, 72, 140 In/Out 543 Movement 295, 303, 306, 308, 309, 310 Report Formats 543 Stock 303, 306, 308, 309, 310 To SunAccount 139 Transfer Stock 295 Transferring Data SunBusiness to SunAccount 657 Troubleshooting Automatic Logout 49 Tutorial Mode 339 U Unallocated Movements 217, 602 Unapproved 356, 459, 465 Interface 104 Invoices 104 Period 232 Undelivered 359, 410 Unexpected Charges Recording 251 Unforseen Costs Recording 256, 474 Uninvoiced Orders 356 Unit Of Purchase 269, 467, 483, 514, 665 Of Sale 216, 245, 619, 665 Of Stock 313, 467, 483, 514, 665 Weight 217, 253 Unit Conversion Tables 252, 269, 469, 485, 516, 665 Unit of Sale Specifying 253 Unit of Stock Specifying 252 Unpicked Stock 393 Unrealised Gains Account 147 Losses Account 147 Update Assets 277, 497 Base Purchase Price 254 Latest Cost 255 Stock Balance 264, 504, 514, 534, 535, 579, 601 Update BSP 261, 667 Upper Case 10 Use of 127 Usage Per Period 210 Using DUPTOEND To see Detail Line Calculations 457, 571 V Validation 276 Of Analysis Codes 54, 61 Of Imports 312, 613 Valuable Items 202 Index xv Value Balancing 478 Too Large Message 108 Variance 66, 67 VAT 107 View Stored Report 669, 670 VMS 408, 671 W Warehouse 206, 289 Warnings Report Format In Use By Another User 541 Weight Of Goods 116 Whole Numbers 98 Units 216, 245, 269 Wide Columns 72 Windows 661 Work Files 336 Work In Progress 289 Y Year End 359 To Date 66, 68 Z Zero 69, 261, 306, 326, 469, 479, 485, 517, 580 Amounts 362 Issues 228 Stock Balances 632 xvi SunBusiness Reference Manual Version 4.2 ... facility The SunBusiness Reference Manual also covers the SunSystems tools and shortcuts, such as FREEFORMAT and CALCULATOR THE WORKBOOK The SunBusiness Workbook teaches you the rudiments of SunBusiness. .. for further information ONLINE MANUALS If you are using a graphical user interface (GUI) version of SunSystems, you can access the SunBusiness Reference Manual and SunBusiness Appreciation Guide... the online manual? ??s powerful text searching facilities You can access the online manuals by selecting Help and then Contents from the action bar User Assistance SunBusiness Reference Manual Version