Applications >

Utilities

 

         

 

 

Overview

Several utilities are available for you to customize your application.

This Help page contains the following sections:

Ad Hoc Reports

Organization

Email Configuration

Lookups

Payment Providers

Payment Providers Update

Combine Duplicates

Combine Duplicates Manual

Archive

 

 

Ad Hoc Reports

The Ad Hoc Report creates a list of selected data fields arranged in columns.  There are several ways to view and limit the data set. This utility allows you to export data in .csv format which can then be opened in Excel.  Once in Excel you can use the file to send mass emails to selected email addresses using Microsoft Word.  You can also easily create Pivot Tables and Pivot Charts.    

 

Phase 1 of the Ad Hoc Report functions as a query tool and works best with Internet Explorer.  It is secure enough to use in a hosted environment and can be restricted to users who have been granted permission to use it.  The program joins tables for you, and you can sort the results by clicking on a column heading.  When you want to exclude or limit information in one or more of the columns, use the filter at the top of each column of data.

 

 

Name

Begin by giving the report a name and description.

 

Report Name:

Report Desc:

 

Entity

An Entity is a collection of fields from a table (and related tables) used for reporting purposes. You will see a list of available entities on the left side of the page.

 

Query Builder

Double-click an Entity from the Query Builder or drag it into the work area.

Put a check mark next to the fields that you want to display.

At the bottom of the list, you will see other entities that you can connect with.

 

 

1:1 - one to one (one field in one entity matches with one field in another entity - example: 1 AR Payment links to 1 Journal Entry)

1:* - one to many (one field in one entity matches with many fields in another entity - example: 1 AR Bill links to several Invoices)

 

Choose one of the entities at the bottom of the list (matching fields are selected for you).

 

Data Grid

Refresh the Data Grid by clicking the Refresh  button on the upper right side of the screen.

 

The fields that are checked will display.

 

You can re-sort data within a column by clicking on the column header. You can change the order of the columns by dragging header names to different locations. You can group a column header(s) by dragging and dropping them onto the row just below the Data Grid. This action will group your data by the categories within the column (example: full and part time employees).

 

Click the Filter  icon to limit data in the column (options will vary depending on data type - some examples listed are below):

 

EqualTo

NotEqualTo

IsNull

NotIsNull

Between

NotBetween

 

Click the appropriate icon on the upper right side of the screen to Export to Excel (holds the groups), PDF, CSV or Word.

 

Click the Save  button and the data is saved (per user - for security purposes).

 

 

Organization

The Organization utility allows you to enter and edit information for your organization and adjust settings that affect every application within the program. There are two tabs, Organization Information and Settings.

 

Organization Information Tab

The following fields are available on the Organization Information tab:

 

Name: This appears in the top banner of all pages within the program and can be customized to your liking.

Organization Code: This is hard coded and cannot be changed.

Leader

Address Fields

Country

Description

URL

Note

 

The URL setting on this page is related to your licensing. You should not have to adjust this setting unless instructed to by Support.

 

Default Settings Tab

The Delete Merged setting affects what happens when combining names using the Combine Duplicates utility (More Information). If the box is checked, original records are deleted after the merged record is created. If the box is not checked, original records are retained. Retained records are marked as duplicates in the database and do not show anywhere except when in the Combine Duplicates utility.

 

The Phone Format field allows you to specify the way phone numbers are displayed within the program. Enter numbers in whatever configuration you would like, along with appropriate special characters. Two examples for US numbers are (111) 111-1111 and 111-111-1111. You can then enter the Default Area Code.

 

For Phone Validation, select either No Validation or Area Code Required from the drop-down list. If you are requiring that area codes be entered, you can customize the Phone Validation Error message.

 

Security Settings

The Security Settings tab allows you to customize your security settings.

Password Strength: Set the level of password strength required. (Select "Custom" to specify which special characters are allowed in a password.)

Pswd Strength Message: This is the message that displays when a user is entering a password.

 

Security Lock Account

The Security Lock Account section that allows you to lock out users for a specified amount of time after they enter an incorrect password a specified number of times within a specified number of minutes.

Threshold Count: Enter the number of times a user is permitted to login before being locked out of the program in the Threshold Count field. (Options are 3 – 10)

Threshold Minutes: Enter the length of time before the program restarts counting number of attempts in the Threshold Minutes field. (Options are 1 – 15 minutes)

Duration Minutes: Enter the length of time in minutes that the user will be locked out of the program. (Options are 1 or higher minutes)  A best practice is to use 10 minutes or greater for this field.

For example, by setting the Threshold Count = 5, Threshold Minutes = 10, and the Duration Minutes = 60, you can lock out a user after the user attempts to log in more than 5 times within a 10 minute time frame and will keep that user locked out for an hour (60 minutes).

 

Click the Update button to save your changes, the Reset link to undo all changes since the last time the Organization utility was updated and the Cancel link to return to the main Financials screen.

 

 

Email Configuration

The Email Configuration utility allows you to set up SMTP information so that you can email payroll vouchers to employees. The voucher is attached to the email message as a secured PDF file. The password is the last few digits of the social security number (for individuals) or federal ID number (for organizations).

 

Your IT department should be able to provide the appropriate settings for the fields below. 

 

Configure the following fields:

 

SMTP Server: Enter the name of your mail server or your Internet Service Provider (ISP) mail server.

Port: Enter the port your SMTP server uses.

Timeout: The default timeout when this field is left blank is 20 seconds.

Use SSL: If this box is checked use the SSL Log Path field to specify the location of the SSL log.

Batch Size: This setting determines how many emails are sent to the mail server in each batch.

Pause Duration: This setting determines how long (in seconds) the program pauses between sending each batch of emails to the mail server.

Username

Password

Email Log Path

Send Exception: If this box is checked use the Exception Recipient field specify an email address to which the system sends any exceptions. No exception notifications are sent if the Exception Recipient field is unpopulated.

Exception Recipient - Use in conjunction with the Send Exception option. Any exceptions that occur when sending email from the program cause the email address in this field to be notified.

Send ALERT - If this box is checked the system notifies Support of any exceptions.

Organization Email - Enter the from and return address for the emails sent from the program.

Organization Email Name - Enter your organization name or other name for the emails sent from the program.

 

The Username and Password fields auto-populate if you are using Google Chrome and choose to save your passwords on the site.

 

You can test your email configuration using the Send Test Email area. Enter an Email Address in the field provided and click Send Test Email. The system then attempts to send you an email message informing you that your configuration is working.

 

Click the Update button to save your changes, the Reset link to undo all changes since the last time the Email Configuration utility was updated and the Cancel link to return to the main Financials screen.

 

 

Lookups

The Lookups utility allows you to edit and organize lookup entries for addresses, phones, suffixes, and titles. Double-click on a Lookup Type or click the Edit  icon to edit a Lookup Type.

 

Address Type

You can edit the Type Name, Description, and Qualifier Title (there are 5 available qualifiers, plus the default qualifiers: Propagation, ??, and Module). The grid displays existing address types with the following columns:

 

Name

Propagation

??

Module

Qualifiers (one column per qualifier)

Active: This column contains a check mark if the address type is active.

 

Click and hold on the Move  icon to drag and drop items within the grid order. The order shown in the grid is the order that address types show up in drop-down lists throughout the program.

 

Double-click an existing entry in the grid or click the Edit  icon to edit. Click the Add New Lookup link to add a new address type. Click the Delete  icon by an address type in the grid to be prompted to remove it. You can only remove manually added address types that are not in use.

 

The Name field allows you to customize the name of the address type. You can use the Module field to specify the application within which the address type is to be used. Use the Active box to indicate if the address type is active. Click the OK button to save your changes and return to the address type update page or the Close link to return to the prior page without saving.

 

The Propagation and ?? qualifiers are only used by Arena. You can ignore these fields if you do not own Arena applications.

 

When finished click the Update button to save all changes to address types and return to the Lookups page, the Reset link to undo all changes since the last time address types were updated, or the Cancel link to return to the Lookups page without saving.

 

Countries

You can edit the Type Name, Description, and Qualifier Title (there are 6 available qualifiers, plus the default qualifiers: Display Name and Format). The grid displays existing countries with the following columns:

 

Name

Display Name

Format

Qualifiers (one column per qualifier)

Active: This column contains a check mark if the country is active.

 

Click and hold on the Move  icon to drag and drop items within the grid order. The order shown in the grid is the order that countries show up in drop-down lists throughout the program.

 

Double-click an existing entry in the grid or click the Edit  icon to Edit. Click the Add New Lookup link to add a new country. Click the Delete  icon by a country in the grid to be prompted to remove it. You can only remove manually added countries that are not in use.

 

The Name field allows you to customize the abbreviation of the country (e.g., US). Enter the full name of the country in the Display Name field. Use the Active box to indicate if the country is active. Click the OK button to save your changes and return to the countries update page or the Close link to return to the prior page without saving.

 

The Format qualifier is only used by Arena. You can ignore this field if you do not own Arena applications.

 

When finished click the Update button to save all changes to countries and return to the Lookups page, the Reset link to undo all changes since the last time countries were updated, or the Cancel link to return to the Lookups page without saving.

 

Payment Method

You can edit the Type Name, Description, and Qualifier Title (there are 8 possible qualifiers). The grid displays existing payment processor classes with the following columns:

 

Name

Qualifiers (one column per qualifier)

Active: This column contains a check mark if the payment method is active.

 

Click and hold on the Move  icon to drag and drop items within the grid order. The order shown in the grid is the order that payment methods show up in drop-down lists throughout the program.

 

Double-click an existing entry in the grid or click the Edit  icon to edit. Click the Add New Lookup link to add a new entry. Click the Delete  icon by a payment method in the grid to be prompted to remove it. You can only remove manually added payment methods that are not in use.

 

The Name field allows you to customize the name of the payment method. Use the Active box to indicate if the payment method is active. Click the OK button to save your changes and return to the payment method update page or the Close link to return to the prior page without saving.

 

When finished click the Update button to save all changes to payment methods and return to the Lookups page, the Reset link to undo all changes since the last time payment methods were updated, or the Cancel link to return to the Lookups page without saving.

 

Payment Processors

You can edit the Type Name, Description, and Qualifier Title (there are 6 available qualifiers, plus the default qualifiers: Class Name and Assembly Name). The grid displays existing payment processor classes with the following columns:

 

Name

Class Name

Assembly Name

Qualifiers (one column per qualifier)

Active: This column contains a check mark if the payment processor class is active.

 

Click and hold on the Move  icon to drag and drop items within the grid order. The order shown in the grid is the order that payment processor classes show up in drop-down lists throughout the program.

 

Double-click an existing entry in the grid or click the Edit  icon to edit. Click the Add New Lookup link to add a new entry. Click the Delete  icon by a payment processor class in the grid to be prompted to remove it. You can only remove manually added payment processor classes that are not in use.

 

The Name field allows you to customize the name of the payment processor class. Enter the Class Name and Assembly Name. Click the OK button to save your changes and return to the payment processor class update page or the Cancel link to return to the prior page without saving.

 

The Class Name and Assembly Name qualifiers are related to Arena. If you do not have Arena and need help with these fields, please contact support. 

 

When finished click the Update button to save all changes to payment processor classes and return to the Lookups page, the Reset link to undo all changes since the last time payment processor classes were updated, or the Cancel link to return to the Lookups page without saving.

 

Payment Type

You can edit the Type Name, Description, and Qualifier Title (there are 8 possible qualifiers). The grid displays existing payment types with the following columns:

 

Name

Qualifiers (one column per qualifier)

Active: This column contains a check mark if the payment type is active.

 

Click and hold on the Move  icon to drag and drop items within the grid order. The order shown in the grid is the order that payment types show up in drop-down lists throughout the program.

 

Double-click an existing entry in the grid or click the Edit  icon to edit. Click the Add New Lookup link to add a new entry. Click the Delete  icon by a payment type in the grid to be prompted to remove it. You can only remove manually added payment types that are not in use.

 

The Name field allows you to customize the name of the payment type. Use the Active box to indicate if the payment type is active. Click the OK button to save your changes and return to the payment type update page or the Close link to return to the prior page without saving.

 

When finished click the Update button to save all changes to payment types and return to the Lookups page, the Reset link to undo all changes since the last time payment types were updated, or the Cancel link to return to the Lookups page without saving.

 

Phone Type

You can edit the Type Name, Description, and Qualifier Title (there are 6 available qualifiers, plus the default qualifiers: Behavior and Family Wizard). The grid displays existing phone types with the following columns:

 

Value

Behavior

Family Wizard

Qualifiers (one column per qualifier)

Active: This column contains a check mark if the phone type is active.

 

Click and hold on the Move  icon to drag and drop items within the grid order. The order shown in the grid is the order that phone types show up in drop-down lists throughout the program.

 

Double-click an existing entry in the grid or click the Edit  icon to edit. Click the Add New Lookup link to add a new phone type. Click the Delete  icon by a phone type in the grid to be prompted to remove it. You can only remove manually added phone types that are not in use.

 

The Name field allows you to customize the name of the phone type. Use the Active box to indicate if the item is active. Click the OK button to save your changes and return to the phone type update page or the Close link to return to the prior page without saving.

 

The Behavior and Family Wizard qualifiers are only used by Arena. You can ignore these fields if you do not own Arena applications. 

 

When finished click the Update button to save all changes to phone types and return to the Lookups page, the Reset link to undo all changes since the last time phone types were updated, or the Cancel link to return to the Lookups page without saving.

 

Suffix Type

You can edit the Type Name, Description, and Qualifier Title (there are 8 possible qualifiers). The grid displays existing suffix types with the following columns:

 

Name

Qualifiers (one column per qualifier)

Active: This column contains a check mark if the suffix type is active.

 

Click and hold on the Move  icon to drag and drop items within the grid order. The order shown in the grid is the order that suffix types show up in drop-down lists throughout the program. 

 

Double-click an existing entry in the grid or click the Edit  icon to edit. Click the Add New Lookup link to add a new suffix type.

 

The Name field allows you to customize the name of the suffix type. Use the Active box to indicate if the item is active. Click the OK button to save your changes and return to the suffix type update page or the Close link to return to the prior page without saving.

 

When finished click the Update button to save all changes to suffix types and return to the Lookups page, the Reset link to undo all changes since the last time suffix types were updated, or the Cancel link to return to the Lookups page without saving.

 

Title Type

You can edit the Type Name, Description, and Qualifier Title (there are 8 possible qualifiers). The grid displays existing title types with the following columns:

 

Name

Qualifiers (one column per qualifier)

Active: This column contains a check mark if the title type is active.

 

Click and hold on the Move  icon to drag and drop items within the grid order. The order shown in the grid is the order that title types show up in drop-down lists throughout the program. 

 

Double-click an existing entry in the grid or click the Edit  icon to edit. Click the Add New Lookup link to add a new title type. Click the Delete  icon by a title type in the grid to be prompted to remove it. You can only remove manually added title types that are not in use.

 

The Name field allows you to customize the name of the title type. Use the Active box to indicate if the item is active. Click the OK button to save your changes and return to the title type update page or the Close link to return to the prior page without saving.

 

When finished click the Update button to save all changes to title types and return to the Lookups page, the Reset link to undo all changes since the last time title types were updated, or the Cancel link to return to the Lookups page without saving.

 

 

Payment Providers

The Payment Providers utility allows you to set up the Payment Providers that are referenced in Revenue Center Information in Accounts Receivable (More Information) and used via the Portal. The Portal lets external users view and pay Accounts Receivable invoices, create Purchasing Management requests, View Payroll earnings information, and request time off.

 

The grid displays Payment Providers set up in the program with the following columns:

 

Title

Processor

Process

Merchant Account

User Name

URL

Process Time

 

Double-click on a Payment Provider or click the Edit  icon to edit. You can also click the Add New Provider link to add a new Payment Provider (More Information). Click the Delete  icon by a Provider in the grid to be prompted to delete it.

 

The program accepts ShelbyNext | Giving as a payment provider. Click www.shelbynext.com/giving to learn more about and sign up for a ShelbyNext | Giving account.

 

 

Payment Providers Update

Payment Providers: Update allows you to enter or update Payment Providers. Populate all appropriate fields as directed by your payment provider:

 

Title

Payment Processor: Select the payment processor class you are using. Payment processor classes are set up in the Lookups area (More Information).

Process: Select Credit Card or ACH.

Merchant Account

Sub-Merchant Account

User Name

Password

Gateway URL

 

Leave the Password field blank to keep the current password when editing a Payment Provider. Entering a value in this field overrides the currently saved password. 

 

Click the Update button to save changes to the Payment Provider and return to the Payment Providers screen, the Reset link to undo all changes since the last time the page was updated, or the Cancel link to return to the Payment Providers screen without saving your changes.

 

 

Combine Duplicates

The Combine Duplicates utility allows you to search for and combine duplicate records into one new record based on a variety of criteria.  A new record is created in the program when you combine two or more records. Depending on the Delete Merged setting under the Organization utility the combined records are deleted or kept and marked as duplicates (More Information).  The utility automatically searches for organization/last name matches along with other specified criteria.

 

First Name Characters: This filter searches for four matching characters in the first name by default. You can adjust this however you like (from 0-99). There are also options for Compare Title and Compare Suffix.

Address Characters: This filter searches for matching characters in the address lines on individual records. You can leave this at zero or put in up to a two digit number. Options are also available for Compare City and Compare State.

Postal Code Characters: This filter searches for matching characters in the address postal code on individual records. You can leave this at zero or put in up to a two digit number.

Compare Phone Number: This filter compares the phone number in addition to any other filters in use.

 

All of these are 'AND' filters so the more options you select the narrower your search parameters.

 

Click the Search button to show results, the Clear Filters link to clear the filters, or the Manually Combine Names button to manually select which names to combine (More Information).

 

Possible duplicates display along with an explanation of why they matched. For each record the following information displays:

 

Identifier

Name

Address

Phone Number

Applications

 

If you do not want to combine a group of records, leave the drop-down list set to Don't Combine for each. If you do want to combine a group of records, select Primary for the record that you want to keep and Combine for any you wish to combine into that individual. You can then click the Combine Selected People in this grid link.

 

The record selected as Primary is used for default values for fields with differing information. All financial history is retained under the new combined record.

 

The Primary record is the name from which employee and vendor information (e.g., compensations, deductions, terms) are retained when there is a conflict. Conflicting information on other selected records is discarded. All financial history is retained from all selected records.

 

Fields with conflicts such as Title, Salutation, First Name, Middle Name, Marital Status, Gender, Federal Identification, and any conflicting phone fields then display. Select the desired value for all of these fields via drop-down list and then click the Combine button to combine the records. The newly combined record is then opened automatically. 

 

The Family, Anniversary Date, and Graduation Date fields are related to Arena and can be ignored during the combine process.

 

 

Combine Duplicates Manual

The Manually Combine Names utility allows you to combine multiple duplicate records into one new record. A new record is created in the program when you combine two or more records. Depending on the Delete Merged setting under the Organization utility the combined records are deleted or kept and marked as duplicates (More Information).

 

The first record chosen is used for default values for fields with differing information. All financial history is retained under the new combined record.

 

The first record selected is the name from which employee and vendor information (e.g., compensations, deductions, terms) are retained when there is a conflict. Conflicting information on other selected records is discarded. All financial history is retained from all selected records.

 

Select the first record by clicking the (not set) link or the Search  icon. This displays the Person Search screen. By default the search text for the Name field searches for last names and organizations. To search for first and last names enter your search in the "lastname, firstname" format. You can also search by City and State. Select the first record and click Select. Alternately, click the Cancel link to return to the previous screen without selecting a record.

 

Note: Search for just a first name by starting your search with a comma (e.g., ", James"). Display a complete list of individuals by searching for just a comma.

 

Select the second record by clicking the second (not set) link. You can select as many duplicate records as necessary. Click the Compare button to move forward in the combining process.

 

Fields with conflicts such as Title, Salutation, First Name, Middle Name, Marital Status, Gender, Federal Identification, and any conflicting phone fields then display. Select the desired value for all of these fields via drop-down list and then click the Combine button to combine the records. The newly combined record is then opened automatically. 

 

The Family, Anniversary Date, and Graduation Date fields are related to Arena and can be ignored during the combine process. 

 

 

Archive

The Archive utility allows you to archive General Ledger source documents as well as attachments from Accounts Receivable, Accounts Payable, and Purchasing Management. The archiving process lets you download a zip file of the items you are archiving. Once archived, these items are removed from your database.

 

Select the From Date and To Date from which you wish to archive. You can then select which Items To Archive, which also determines the searching parameters of the date range:

 

Journal Source Documents: This searches the Journal Date.

AP Transaction Attachments: This searches the Transaction Date.

AR Invoice Attachments: This searches the Invoice Date.

Purchasing Management Attachments: This searches the Date Issued.

 

Click the Archive button to begin the procedure or the Cancel link to return to the dashboard. You are prompted as to how many items are in the date range that you have selected. Click the Yes button to more forward or the No link to cancel.

 

When prompted to download the zip file, save it to a location of your choosing. After it has been downloaded, confirm that it contains the proper information. The zip file contains your attachments or source documents in addition to a identifying text file containing a code. For reference purposes, we advise you do not delete this file.

 

Once you have confirmed that your files downloaded properly, click Finish to remove/archive the items from your database or the Cancel link to leave the items in your database.

 

 

 

Compiled on 5/24/2018 9:19:57 AM