Database Fundamentals – Part 2 Applying Table Relationships in Sage 300 Construction and Real Estate to Create Meaningful Reports

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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

Session Agenda Relating Tables Driving Table Relationship Types Exercise #1 – Identify a Table Relationship Driving Table Relationship Types Exercise #2 – Report Groundwork

Relating Tables Example – Report drives from AP Distribution table Can the JC Commitment item table be accessed?

Relating Tables – Examine Candidate Table Unique database-wide codes that mean the same thing in any table JC Commitment Item

Relating Tables – Finding the Foreign Keys AP Distribution

Relating Tables – Expressing the Relationship An AP Distribution can “lookup” values from a JC Commitment Item record using its Commitment (#20) and Commitment Line Item (#22) fields. This is because the Primary Key of JC Commitment Item is Commitment (#20) and Item Number (#22). Note The names and internal names of the fields don’t need to match Every Primary Key field in the table being added (JC Commitment Item in this case) must have a value which would ordinarily be represented as a Foreign Key in the existing table (AP Distribution in this case).

Exercise #1 – Identify a Table Relationship Print available fields for GL Transaction Print available fields for AP Distribution Find the relationship. If reporting a list of GL Transactions, how would the rows from the AP Distribution table be included (related)? Example – For the purpose of including the JC Cost Code.

The Driving Table Every row in this table meeting the criteria (if any) will be represented in the report.

Choosing the driving table: Utilize Experience My report needs to include every “________” What table best represents this? Consider desired level of detail Master file table vs. Transaction file table

Related Table (Need to pull in additional content) Relationship Types Driving Table Contains much of the required content Related Table (Need to pull in additional content) To lookup information Break out details

Relationship Types Driving Table Related Table Many to One (Lookup) Many rows in driving table related to the same row in a related table Each Driving Table row is included only once Driving Table Related Table

Relationship Types Driving Table Related Table One to Many (Detail) Provides detail for each row in the driving table Each Driving Table row may repeat any number of times Driving Table Related Table

Relationship Types One to Many (Detail) Example Query with Driving Table rows combined with Related Table rows Repeating information from Driving Table

Relationship Types One to Many (Detail) What to do with repeating values? Approach 1 : Suppress Repeating Values Typical Reporting Features – Print Controls (RD), Groups (CR), Suppress Duplicates (CR), Formulas (OC), Conditional Formatting (OC) Approach 2 : Aggregate the Detail Typical Reporting Features – Aggregate Functions (ASUM (RD), TSSUM (OC)), SQL SUM & Group By (OC,CR)

Relationship Types One to Many (Detail) Approach 1 : Suppress Repeating Values Typical Reporting Features – Print Controls (RD), Groups (CR), Suppress Duplicates (CR), Formulas (OC), Conditional Formatting (OC)

We can only aggregate amounts Relationship Types One to Many (Detail) Approach 2 : Aggregate the Detail Typical Reporting Features– Aggregate Functions (ASUM, TSSUM), SQL SUM & Group By We can only aggregate amounts Desired Result

We can only aggregate amounts Relationship Types One to Many (Detail) Approach 2 : Aggregate the Detail Typical Reporting Features – Aggregate Functions (ASUM, TSSUM), SQL SUM & Group By We can only aggregate amounts

Relationship Types One to Many (Detail) Approach 2 : Aggregate the Detail Typical Reporting Features – Aggregate Functions (ASUM, TSSUM), SQL SUM & Group By

Relationship Types One to Many (Detail) Approach 2 : Aggregate the Detail Typical Reporting Features – Aggregate Functions (ASUM, TSSUM), SQL SUM & Group By

Exercise #2 – Report Groundwork Job Cash Flow Summary Groundwork is what we need to do before starting to build the report design. MOCK-UP

Exercise #2 – Report Groundwork Find Job-Related Fields Find the GL Company Name Field Find the source for each cash flow amount Identify the Driving Table and Table Relationships

Exercise #2 – Report Groundwork Conclusion Column Answer A – Company Table JC Job Column Cost Account Prefix B – Company Name Table GL Company (Prefix A) Column Company Description C – Job Table JC Job –OR– JC Transaction Column Job D - Description Column Description

Exercise #2 – Report Groundwork Conclusion Column Answer E – Cash Receipts Table JC Transaction Column Amount Condition Transaction Type equals “Cash receipt” F – Dollars Paid Table JC Transaction Column Amount Condition Transaction Type equals “Dollars paid” G – Other Costs Column Amount Condition Transaction Type is one of “AP cost”, “EQ cost”, “IV cost”, “JC cost”, “PR cost”, “SM cost”. Also where Application of Origin <> “AP”

Exercise #2 – Report Groundwork Conclusion Fast-Forward To Completed Report Design (Report Design Review)

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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.