Database Fundamentals – Part 1 Understanding the Sage 300 Construction and Real Estate Core Accounting Database

CPE Credit In order to receive CPE credit for this session, you must be present for the entire session. Session Code: C-0634 Recommended CPE Credit = 1.5 Delivery Method = Group Live Field of Study = Specialized Knowledge and Applications Visit the Sage Summit Connect kiosks to enter CPE credit during the conference. Required Slide This slide is required as part of our NASBA CPE certification. For the most part, you do not need to change the text on this slide. However, you do need to enter the Session Code and Recommended CPE Credit. A one-hour session is equal to 1 CPE credit. A 90-minute session is equal to 1.5 CPE credits. The session code is the same code as the session was listed on the Sage Summit website (www.sagesummit.com) and on the attendees schedule. An example of a code is C-CRE12 or P-ERP45. Sessions are either 60 (1 credit) or 90 minutes (1.5 credits). Information about how to claim CPE credit is provided at conference check-in and in the conference guide.

Introduction Presenters James Coyle, Co-Founder & President, Event 1 Software Michael Newland, Co-Founder & Vice Present Product Management, Event 1 Software This presentation will be available on Sage Summit Virtual Totebag Follow Sage on Twitter: @Sage_Summit Use the official hashtag: #SageSummit Recommended Slide A good introduction piques interest, sets expectations, and answers the question, “What’s in it for me?” Use this slide if you have particular issue(s) you need to cover about your session such as introducing guest speakers or roundtable participants, reminding participants of prerequisites or advanced content, explaining how you want to handle questions, and so on. Alternately, you can use your Title slide or Learning Objectives slide for this purpose (and delete this Introduction slide). You can change the title from “Introduction” to something that better suits your slide content or delete this slide altogether. Remember sessions are short in length so introductions should be brief and cover only information pertinent to the presentation. Example: For a session about Crystal Report® design, it might be relevant to describe presenters’ consulting experience, but their Microsoft® Certification is probably not relevant. Please add your Twitter hashtag

This Session – Approach Tools We’ll Use Sage 300 Construction & Real Estate Report Designer Office Connector Other Tools Event 1 Quick Aim Microsoft Access Crystal Reports Hands-On Goals Techniques to explore your database Discovery of where information lives

Names, Other Names, & More Names Data Security This Session – Agenda Database Concepts Exercise #1 – Data Exploration Files & File Names Exercise #2 – Observing Data Flow Names, Other Names, & More Names Data Security

Concepts Database (tables) How your data is organized Program Logic The software itself, containing all of the business logic and processes. User Interface Screens & menus that you use every day to carry out your tasks.

Concepts – All data is stored in tables

Concepts – Tables Columns (fields) Rows (Records)

Concepts – Tables, Columns, Records, Fields

Concepts – Understanding Primary Keys Vendor ID is the unique identifier. No two are the same! Some primary keys use more than one column

Concepts – Using Primary Keys  Relating tables in a report or query Foreign Key: Columns that contain the values of primary key columns in a related table.

Concepts – Using Primary Keys When will I use them? Report Designer Lookup function Office Connector TSLookup function SQL Queries – Table Joins Other Tools

Concepts – Recognizing Key Fields Report Designer Standard Order #1 Office Connector Key Symbol  Quick Aim Other Tools Bold

Exercise #1 – Data Exploration Enter a commitment Print (to screen) the tables and columns (fields) related to the JC Commitment screen. Explore the data Identify the primary keys Optional - Identify related tables

Exercise #1 – Data Exploration Table Information Table name, file type, and whether records can be create via ODBC (e.g., via Office Connector Write)

Exercise #1 – Data Exploration Field Name Name you normally see in Sage 300 Construction & Real Estate.

Exercise #1 – Data Exploration Internal Name Name that never changes and is used internally by Sage 300 Construction & Real Estate as well as by Office Connector.

Exercise #1 – Data Exploration Field Type The type of data the field stores (text, number, date, yes/no)

Exercise #1 – Data Exploration Length Maximum number of characters or digits that can be stored.

Exercise #1 – Data Exploration Code Appears with all customizable columns and all primary key columns. For primary keys, provides a means to identify Foreign Keys (related tables).

Exercise #1 – Data Exploration Replaceable Can be updated via a program that uses ODBC to update information, such as Office Connector Write.

Exercise #1 – Data Exploration Special Values For “Option Button” and “List Box” columns, provides a list of the possible values.

Exercise #1 – Data Exploration Primary Key Columns identified for standard order #1 make up the primary key for the table.

Files & File Names – What Are They? NOT actual files (anymore) Today, they represent logical groupings of related tables Stored and managed as collections of files by the Pervasive database server

Files & File Names – Naming Convention . MASTER J C M File Type T = Transaction M = Master S = System/Standard Z = Issues I = Invoice Two-Letter Application (AP, GL, JC, etc) The name tells you something about how the file is used by the software.

Files & File Names - Types Master Files Setup Records Settings Accumulated Totals Custom Fields Transaction Files Dated Entries New – Unposted Current - Posted System/Standard Files Rates Others Control File Issues Examples MASTER.GLM MASTER.APM MASTER.JCM MASTER.PRM New.GLT Current.GLT History.GLT System.PRS Standard.BLS TS.CTL Issue.IAI Issue.APZ

Files & File Names – Data Flow (General Ledger) Data Entry Master.GLM Accumulated Totals Validation New.GLT Transactions Current.GLT Transactions Post Entries Update totals

Files & File Names – Data Flow (Job Cost) Data Entry Master.JCM Accumulated Totals Validation New.JCT Transactions Current.JCT Transactions Post Entries Update totals

Files & File Names – Data Flow (Accounts Receivable) Data Entry Validation New.ART Transactions Activity.ARA Master.ARM Accumulated Totals Current.ART Transactions Post Entries Update totals

Files & File Names – Data Flow (Accounts Payable) Data Entry AP Master Accumulated Totals + Invoices Validation New.API Invoices Update totals Post Entries Current.APT Transactions

Files & File Names – Data Flow (Between Applications) General Ledger Accounts Payable Accounts Receivable Job Cost

Exercise #2 – Observing Data Flow Enter a simple set of journal entries. Capture the current state of the accounts. Create some ad-hoc queries using Office Connector. Post Entries. Observe what changed.

Names, Other Names, & More Names Custom Descriptions Change to reflect customizations Intuitive Used by Report Designer & Default ODBC DSNs Standard Descriptions Never change Used with Crystal Reports & ODBC Solutions Dictionary Names Less intuitive Used with Office Connector & ODBC Solutions

Names, Other Names, & More Names – Tables Custom Description Standard Descriptions Dictionary Names MASTER_JCM_COST_CODE JCM_MASTER__COST_CODE MASTER_JCM_RECORD_3 MASTER_JCM_PHASE JCM_MASTER__EXTRA MASTER_JCM_RECORD_2 MASTER_APM_VENDOR APM_MASTER__VENDOR MASTER_APM_RECORD_9 MASTER_APM_INVOICE APM_MASTER__INVOICE MASTER_APM_RECORD_1 CURRENT_GLT_BATCH GLT_CURRENT__BATCH CURRENT_GTL_RECORD_1 NEW_JCT_TRANSACTION JCT_NEW__TRANSACTION NEW_GLT_RECORD_2 Custom Description Convention Standard Description Dictionary Name FILENAME_TYPE_CUSTOMCAPTION TYPE_FILENAME__STANDARDCAPTION (note – two underscores after FILENAME) FILENAME_TYPE_RECORD_NUMBER

Names, Other Names, & More Names – Columns Custom Descriptions Account Phase Cost_Code Amount Standard Descriptions Extra Dictionary Names TACCT CEXTRA ODJCPHS TAMT

Data Security Securable Items: Menu/Screen Access ODBC Read/Write Access Specific Records Reports

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Contact Information Presenter Contact Information: James Coyle: jamesc@event1software.com Michael Newland: michaeln@event1software.com Follow us on Twitter: @Sage_Summit Use the official Sage Summit hashtag: #SageSummit Don’t forget to use the Sage Summit mobile or web app for all your conference needs. Access presentations on Sage Summit Virtual Tote Bag. www.sagesummit.com/virtualtotebag Thank you for your participation.