System Manager 7.4 User Guide

System Manager 7.
4 User Guide
Epicor Software Corporation makes no representations or warranties with respect to the contents of this manual and specifically disclaims any and all implied warranties including, but not limited to, merchantability and fitness for any particular purpose. This manual is subject to change without notice. The contents of this manual are believed to be current and accurate as of its date of publication. Changes to this manual between reprintings and other important information about the software product are made or published in release notes and you are urged to obtain the current release notes for the software product. We welcome user comments and reserve the right to revise this publication and/or make improvements or changes to the products or programs described in this publication at any time, without notice. Copyright 2008 by Epicor Software Corporation. All rights reserved. Printed in the United States of America. No part of this publication may be reproduced in any form without the prior written consent of Epicor Software Corporation. Epicor is a registered trademark of Epicor Software Corporation. Microsoft, the Microsoft logo, Visual Basic, Windows, and Windows NT are either trademarks or registered trademarks of Microsoft Corporation in the United States and/or other countries. PowerBuilder is a registered trademark of Sybase, Inc or its subsidiaries. Crystal Reports is a registered trademark of Business Objects S. A. Intel is a registered trademark of Intel Corporation. UltiPro is either a trademark or registered trademark of Ultimate Software. All other trademarks are property of their respective owners. Epicor Software Corporation makes no representations or warranties with respect to the contents of this document and specifically disclaims any implied warranties of merchantability, satisfactory quality or fitness for any particular purpose. The contents of this document are believed to be current and accurate as of its date of publication. Changes to this document between reprintings and other important information about the software product are made or published in release notes, and you are urged to obtain the current release notes for the software product. We welcome user comments and reserve the right to revise this publication and/or make improvements or changes to the products or programs described in this publication at any time, without notice.
Item Code 70011-740-0003
Contents
Contents
System Manager
About This Guide
Getting Information about the Applications viii Using Adobe Acrobat Files xi
vii
Chapter 1 Getting Started 1

Understanding the Application 2 Configuring the System with System Manager 2 Security 4 Ongoing System Maintenance Tasks 6 System Manager Options for All Users 7 Epicor Financials Desktop Options for All Users 7 Using the Epicor Financials Desktop 8 Starting the Epicor Financials Desktop 8 Using Application Windows 10 Customizing Toolbars 10 Customizing the Windows 13 Using Zoom Windows 15
Chapter 2 Registering and Maintaining Software Licenses 19

Registering the Software 19 Viewing License Usage 27
Chapter 3 Configuring the System 29

Setting Up Company Information 30 Entering Company Information 30 Setting Up Third-Party Security 33 Installing Third-Party Security 33 Using Third-Party Security 35 Setting Up User Language 36 Integrating with Epicor for Service Enterprises 37 Task 1: Creating Site in Epicor for Service Enterprises 38 Task 2: Synchronizing Organizations 38 Task 3: Adding Windows NT Administrator 39 Task 4: Adding Users in Epicor Financials 41
System Manager User Guide
iii
CONTENTS
Task 5: Updating Security Data in Epicor for Service Enterprises 41
Chapter 4 Setting Up Users and Security Permissions 43

Adding New Users 44 Adding New Users 44 Task 6: Add Users to the System 45 Task 7: Define User Access to Applications and Options 48 Task 8: Change the Profile Path 51 Changing User Information 55 Changing User Information 55 Deactivating Users 57 Setting up Group Security 59 Adding New Groups 59 Task 9: Adding User Groups 60 Task 10: Define Menu Level Group Security 62 Task 11: Adding Account Groups 65 Task 12: Adding Customer Groups 66 Task 13: Adding Vendor Groups 67 Task 14: Adding Security Tokens 68
Chapter 5 Commands for All Users 71

Selecting a Company Database 72 Starting Epicor Financials Applications 73 Changing Passwords 73
Chapter 6 Using the Report Queue Server and Viewer 77

Setting Up the Servers and Viewers 79 Task 1: Identify Systems to Use as Report Queue Servers 79 Task 2: Install Software 80 Task 3: Run Report Queue Server for the First Time 80 Task 4: Grant Users Access 82 Using Report Queue Server and Viewer 84 Running the Report Queue Server 84 Sending Reports to a Report Queue Server 85 Using the Report Queue Viewer 87
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CONTENTS
Getting the Status of a Report 89 Changing the Report Options 90 Deleting a Report Queue Server 91
Chapter 7 Maintaining a Database 93

Database Backup and Recovery 94 Backup Strategies 94 Database Recovery Procedures 96 Improving Database Performance 98 Optimizing Databases 98 Purging Process Control Records 100
Chapter 8 System Manager Reports 101

Generating and Using Reports 102 Starting a Report 102 Creating and Editing Report Configurations 104 Report Descriptions 107 Company Profile Listing 108 License Password Listing 109 User Access Listing 110 User Profile Listing 111
Appendix A Error and Warning Messages 113

Message Reference 113
Appendix B Contents of Profile Files 119

Understanding .PRF Files 120 Sections of a .PRF File 121 OddFiles 124 Colors 125 Macros 126 Devices 126 MaskColors 127 DisplayMasks 128 FormManager 129 RptMan 131 DbFMLib 132 SQLProcess 133
CONTENTS
Applications 134 WindowPositions 135 SystemManager 135 Server 136
Index 139
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About This Guide

System Manager About This Guide
Overview
Introduction Epicor Financials and Supply Chain Management is a client/server software application that provides accounting, business operation, and decision-making functions. You can use Epicor Financials with other Epicor Software products to provide enterprise-wide resource planning system for your organization. System administrators use System Manager it to grant users access to parts of the system and maintain security. End users can use System Manager to manage processing queues. Who should read this user guide System Manager is designed to be used by system administrators and end users of Epicor Financials, but not all features apply to all users. Depending on the type of user you are, you should read the following chapters:
System Administrator s
Chapter About This Guide Chapter 1: Getting Started Chapter 2: Registering and Maintaining Software Licenses Chapter 3: Configuring the System Chapter 4: Setting Up Users and Security Permissions Chapter 5: Commands for All Users Chapter 6: Using the Report Queue Server and Viewer
End Users
vii
About This Guide
Chapter Chapter 7: Maintaining a Database Chapter 8: System Manager Reports Appendix A: Error and Warning Messages Appendix B: Contents of Profile Files
System Administrator s
End Users
* Report Queue Viewer section only.
Prerequisite knowledge
This user guide is written under the assumption that you have working knowledge of the following: Personal computers operating in a network environment and a familiarity with Microsoft Windows. Client/server architecture. Accounting principles.
Getting Information about the Applications

Introduction Epicor Financials includes documentation that shows you how to use it. This section shows you when to use each piece of documentation and when to use it.
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Getting Information about the Applications
Documentation formats
Epicor Financialscomes with context-sensitive online Help and online versions of application manuals. This online documentation is provided in the following formats: Online Help is provided in Windows Help format. These files have .HLP extensions. Online versions of the user guide and release notes for each application are provided in Adobe Acrobat portable document format (.PDF). You can view the documentation on the computer screen or print out some or all of the pages.
When to use documentation
The following Help and documents are available with System Manager. The following table explains what is in each type of documentation and when to use it.
What It Includes Overviews of processes and procedures. When to Use It To understand how the application works and how to use it.
Documentation User Guide (this document)
Guidance on what information to To resolve problems that prevent provide and field to use on forms. the application from working. Troubleshooting information. References to reports. Release Notes Last-minute changes to the application. Closed problem tracking reports (PTRs). Online Help Basic procedures. Before you start using the application. To identify changes from the previous release, if you are upgrading. To get information about reports.
To get details on specific fields and forms. Detailed information and instructions for using each field. To find common procedures quickly. Definitions of terms used in the application. To look up definitions. References to keystrokes, toolbars, and commands. To find shortcuts for common procedures. Online interactive series of questions to guide you to the appropriate solution to the problem.
Installation Troubleshooter
If you have a problem that might be related to the installation.
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About This Guide
Documentation Epicor Software web site (http:// www.epicor.com)
What It Includes Open SCRs. Last-minute product information that was not able to be included in the documentation. Information about the company and other Epicor Software products.
When to Use It To resolve and prevent problems. Learn about other products that can enhance your system.
Using documentation
You can get to most of the documentation by selecting it from the application Help menu. If the application is not running, you can open the appropriate file using the Windows Explorer. Follow these instructions to view the online help or documentation:
How to Start
Documentation From the Application User Guide Release Notes From the Help menu, choose User Guide. From the menu that appears, select the type of documentation you want, and then the application. (In this case, System Manager.) To get the contents of Help: From the Help menu, choose Contents. To search for a topic in the help: From the Help menu, choose Search for Help on. To get help on a specific field or option: Press F1. From Windows Run SMUG.PDF in the Epicor Financials client directory. Run SMRN.PDF in the Epicor Financials client directory. Run SM.HLP in the Epicor Financials client directory.
Online Help
Using Adobe Acrobat Files
How to Start Documentation From the Application Installation Troubleshooter From Windows Under the cascading menu of e by Epicor in the Start menu, double-click on the Installation Troubleshooter icon. If you do not have this icon, run INSTRBL.HLP in the Epicor Financials directory. Epicor Software web site From the Help menu, select Epicor on the Web. Run a web browser and connect to http://www.epicor.com
Problems accessing documentation
If you are having trouble accessing Help or Acrobat files, make sure that they have been installed properly. See the Epicor Financials Installation Guide and Installation Troubleshooter for assistance.

Introduction The Epicor Financials online documentation takes advantage of Adobe Acrobat features to make it easier for you to find the information you need. Features that are specific to Epicor Financials documentation are described in this section. For information about using Adobe Acrobat, see the Acrobat Reader online help. Hypertext jumps Wherever you see a page reference in Epicor Financials online documentation whether it is in the table of contents, a table of topics, a cross-reference, or the index it functions as a hypertext jump. Clicking on the jump immediately takes you to the information you need. In the body of the manual, hypertext jumps are in dark blue type.
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About This Guide
To use the hypertext jump feature, do the following:

Step Action Make sure that the hand tool is active. If it is not, click the hand button on the toolbar, or choose Hand from the Tools menu. Move the mouse pointer over the page number in the document. The pointer changes to a pointing finger. Click the page number. Acrobat Reader takes you to the selected page.
2 3
To return to the previous location, select Go Back from the View menu or click the Back button:
Note: Adobe Acrobat numbers pages differently from the way page numbers are printed in the online manual. To make sure you go to the right page, use the hypertext links to jump to page you want. Avoid using the scroll bar and referring to the page number indicated by it.
Bookmarks In the Epicor Financials online documentation, the Adobe Acrobat bookmark feature is used as a table of contents. This feature enables you to navigate through the manual and scan the topics quickly. You can expand and contract headings as needed.
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To view the bookmarks, select Bookmarks and Page from View menu. The bookmarks appear to the left of the page. Bookmarks
See the Acrobat Reader Help for instructions on using this feature.
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About This Guide
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Chapter
Getting Started
System Manager
1
Chapter 1
Overview
Introduction
Getting Started
This chapter provides information you need to get started with the Epicor Financials and Supply Chain Management Desktop and System Manager, including: A basic description of what the Epicor Financials and Supply Chain Management Desktop and System Manager do. An overview of the tasks performed with this application. Basics on how to use the application.
Who should read this chapter
All users should read this section to become familiar with the general operation of the Epicor Financials and Supply Chain Management Desktop and System Manager. However, a number of the functions described here are only used by system administrators. This chapter has the following sections:
Topic Understanding the Application Using the Epicor Financials Desktop Page 2 8
In this chapter
CHAPTER 1 Getting Started
Understanding the Application

Overview
Introduction This section gives you basic information about System Manager. It includes key concepts used throughout this user guide. System Manager provides the following features, depending on what type of user you are:
Users System administrators only Features Setting up general system features Configuring system security Performing data management tasks All users Selecting a company for processing Changing passwords
In this section
This section includes the following topics:

Topic Configuring the System with System Manager Security Ongoing System Maintenance Tasks System Manager Options for All Users Epicor Financials Desktop Options for All Users Page 2 4 6 7 7
Configuring the System with System Manager

Description System Manager is an important part of the Epicor Financials system. System administrators need to run System Manager after installing or upgrading Epicor Financialsto do the following: License Epicor Financialssoftware. Set up company information. Set up user options and security.
Configuring the System with System Manager
Set up organization security (optional) Set up Report Queue Server and Report Queue Viewer. Software registration The system administrator needs to use the registration feature in System Manager to unlock and use the software. When you register the software, you enter the information about your company and installation. You can then send the information directly from the registration program by e-mail or print out and fax the information to Epicor Software. Epicor Software then sends you an unlock password. You enter the unlock password into the registration program to unlock the applications for the number of users specified in your sales contract. For instructions on using the registration feature, see Chapter 2: Registering and Maintaining Software Licenses. Company information The system administrator also needs to set up a name for each company on the Epicor Financials system. For each company, System Manager creates a unique ID number that is used by all Epicor Financials applications. See Setting Up Company Information on page 30 for procedures to set up and change company information. Accompanying System Manager are the following applications: Report Queue Server: This application enables you to designate a workstation as a remote report server. Users can send reports to be processed and queued on these servers instead of their own workstation. They can also use Report Queue Server to set reports to print later or at the same time on a repeating basis. The system administrator sets up servers and assign user access. Report Queue Viewer: This application enables users to track the progress of reports on the Report Queue Servers to which they have access. Users can also change processing settings for reports they have sent. Report Queue Viewer can be set up on any Epicor Financials workstation. Chapter 6: Using the Report Queue Server and Viewer contains procedures for setting up and using Report Queue Server and Report Queue Viewer.
Report Queue Server and Report Queue Viewer
Security
Description Each user who uses Epicor Financials needs to be granted security access in System Manager. The system administrator can control which options each user has access to in Epicor Financials applications by specifying security levels and granting read-only, read-write, or no access to different options. The system administrator can also set up security associated with customers, vendors, and accounts for use with inter-organization functionality. This section explains the levels of user security and what options are available for controlling user access to the system. Procedures for setting user access are shown in Chapter 4: Setting Up Users and Security Permissions. Levels of user security
Security Type
The system administrator assigns a security level for each Epicor Financials user. The following security levels are available:
Can Install or upgrade Epicor Financials. Set up user security rights, passwords, and access. Maintain and back up the databases. Add new users. Use System Manager (use of other Epicor Financials applications is not recommended.) Cannot
Epicor Financials system administrator
User
Have access to Epicor Financials Override key business activities. applications as granted by the sys- Create and assign security access. tem administrator. Perform system installation and Change their own passwords. maintenance tasks.
Security
Security Type Manager
Can
Cannot
Have access to Epicor Financials Create and assign security access. applications as granted by the sys- Perform system installation and tem administrator. maintenance tasks. Change their own passwords. Override key business activities. Customize icons, components and desktop layouts. Have access to Epicor Financials applications as granted by the system administrator.
Designer Group
Security permissions
For each user, the system administrator assigns either access or no access to applications, commands, and companies. For some commands, the system administrator can specify read-only or read-write access. Group users who perform like activities into security groups. For example, a system administrator might only grant an AP clerk access to Accounts Payable and no other applications. Within Accounts Payable, the system administrator might grant the AP clerk access to voucher entry and no access to check printing. Within an Organization, the system administrator might grant the AP clerk access to voucher entry for a specific set of customers and vendors. Note Users can belong to multiple groups and multiple organizations. When inter-organization functionality is turned on, the security layer is determined by the organization you are logged in to.
Use of NT integrated security
Epicor Financials works with NT integrated security when users are properly configured for it. NT integrated security enables users to log directly into Epicor Financials applications using their NT user name and password.
In order for NT users to use Epicor Financials, they need to be set up as Epicor Financials users and be given access to applications and commands. In order for you as system administrator to grant access, you need to log into Windows NT as sa so that you can be given access to administrative commands in System Manager. The sa login is also required for you to log into the Distribution and Manufacturing applications when no other users have been set up. Security Tokens Security Tokens are used to identify which users can access which resources. When inter-organization processing is turned on, Security tokens can be associated with Organizations to define users that can access specified resources for an organization. These tokens are used to associate account groups, vendor groups, customer groups, and user groups to enable or limit access other areas of the application.
Ongoing System Maintenance Tasks

Description System administrators also use System Manager for ongoing maintenance tasks. These include: Maintaining system information that was set up earlier. Adding and changing users and their security options. Using the Report Queue Server and Viewer. Running System Manager reports. Maintain databases. The first three items are already covered in previous sections. The second two are described as follows. System Manager reports System Manager reports enable the system administrator to review the Epicor Financials configuration and keep track of any changes. These reports are described in Chapter 8: System Manager Reports. System administrators are responsible for backing up and optimizing databases periodically to protect the valuable data and ensure all users efficient access to data files.
Maintaining databases
System Manager Options for All Users
The most important task in system maintenance is regular, frequent backups. A current backup is crucial for the recovery of data in the event of system failure or data corruption. Backing up and restoring a database must be done directly in SQL Server. Refer to the SQL Server System Administrator's Guide for the appropriate procedures.
System Manager Options for All Users

Description All users of System Manager can change their own password, if they are not using NT integrated security. If they use NT integrated security, they use the Windows NT utilities for changing passwords. These procedures are shown in Chapter 5: Commands for All Users.
Epicor Financials Desktop Options for All Users

Description Log in and start applications. Users can start applications and then opening the application, or they can start and log into an application directly. Users have the same login name and password for all applications to which the system administrator has granted them access. Change to a different company or organization for processing. Users can only select companies and organizations to which they have been granted access by the system administrator. From the Epicor Financials desktop, select Tools, Change Company.
Using the Epicor Financials Desktop

Overview
Introduction This section covers the basics of using the Epicor Financials Desktop, including how to start the application and how to use and customize various features of the application window. For more information about using the application, see the online Help. This section includes the following topics:
Topic Starting the Epicor Financials Desktop Using Application Windows Customizing Toolbars Customizing the Windows Using Zoom Windows Page 8 10 10 13 15
In this section
Starting the Epicor Financials Desktop

Prerequisites Epicor Financials must be installed as shown in the Epicor Financials Installation Guide. System Manager is installed automatically with the Epicor Financials client software. Also, you need to have a login name and a password, which is as follows: If you are the system administrator logging into System Manager for the first time, your login name is sa in lower case. Your password is the one you defined for SQL Server. If you are an end user, use the login name and password that has been given to you by the system administrator. You can change the password later.
Starting the Epicor Financials Desktop
Login window
When you start Epicor Financials Suite, a login window appears as shown:
Log into the application by following these steps:

Step Action Type your user name and password. If this is the first time you are logging into an application, click the Properties button. The login window expands as shown:
1 2
Select the control and company databases you want. You can select the databases on the server you selected. To use the same databases each time you log in, put a check in the Save as default box. Click OK. The application starts.
Using Application Windows

Introduction When you start Epicor Financials, the application appears in a window similar to the other Windows applications you use. You can use common Windows commands for selecting commands and options; closing windows; and cutting, copying, and pasting text. The window contains a status bar that provides information about the application and a toolbar that provides a shortcut to common commands. Special fields on windows When you look at fields in an Epicor Financials window, you will notice that some fields may be in a different color. (You can change the color as shown in Customizing the Windows on page 13.) The colors indicate the following types of fields: Key fields are the field by which the records are sorted. By default, these fields are colored. Lookup fields enable you to select from previously defined values from a zoom window. (See Using Zoom Windows on page 15 for details). By default, these fields are light blue. Restricted fields enable you to find records based on matching values. If you have restricted fields on the window, and then perform a search command (First/Last/Next/Previous), the system only recalls records that match information in the restricted fields. Also, if you restrict fields on a window and then choose the New command, the system clears all fields on the window, except those that are restricted. By default, restricted fields are yellow.
Customizing Toolbars
Introduction From within any module, you can select which toolbars appear in the application, which buttons appear on them, and where they appear.
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Customizing Toolbars
Selecting toolbars to appear
You can select from several toolbars. To select which toolbars you want to appear, do either of the following: Right-click on a toolbar. A pop-up menu appears. Select the toolbars you want. A check appears next to the open toolbars. From the View-Toolbars menu, select Customize. Click the Toolbars tab, select the toolbars you want, and click OK. To remove a toolbar, select it again to clear the check in front of the toolbar name.
Moving toolbars
You can place toolbars anywhere within an application window. You can even make a toolbar float in the middle of the window, as shown in the following example.
Click on the toolbar and drag it to the desired location. To resize a toolbar, click on one of the sides or corners and move it until it is a desired size. Adding and removing toolbar buttons You can place additional commands on toolbars by adding buttons. You can also remove buttons that are already there.
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To do this, use the Commands tab in the Customize dialog box, which looks like this:
Follow this procedure:

Step Action Make sure the toolbar you want to change appears in the application window. Open the Customize dialog box by doing either of the following: From the View menu, select Toolbar, and then Customize. Right-click on a toolbar. From the pop-up menu that appears, select Customize.
1 2
3 4
Click the Commands tab. In the Categories box, select the type of commands you want to add. The toolbar buttons for that category appear in the Commands box.
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Customizing the Windows
Step
Action Change the toolbar buttons as follows: To add a button, drag it to the desired position in toolbar. To remove a button, drag it off the toolbar and back to the Customize dialog box.
6
Creating new toolbars
When you are finished, click the Close button.
To create a new toolbar, follow these steps:
Step
Action Open the Customize dialog box by doing either of the following: From the View-Toolbars menu, select Customize. Right-click on a toolbar. From the pop-up menu that appears, select Customize.
2 3
Click the Toolbars tab. Click New to create a new toolbar. You are prompted to give the new toolbar a name. An empty toolbar appears on the screen. Click the Commands tab and add toolbar buttons. Select the type of buttons you want from the Categories box and then drag the desired buttons from the Commands box into the toolbar. To remove a button, drag it off the toolbar and back to the Customize dialog box.
When you are finished, click the Close button.
Customizing the Windows

Introduction You can change the appearance of the windows by changing the colors and screen fonts. Changes you make to settings are saved in the profile file when you close the application. For more information about profile files, see Appendix B: Contents of Profile Files.
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Changing window colors
From the View menu, select Options, and then Colors. The following dialog box appears:
Note: Write down the current settings before you change them in case you want to go back to them.
Select the item under Applications Colors you want to change and move the Red, Green, and Blue sliders to change the colors to what you want. Click OK to accept all of the changes. To turn color on or off from only the key and lookup fields, use the Show Lookup Fields and Show Key Fields commands in the View Options menu. Changing the screen font You can use any font installed on your system as the screen font. This includes system, TrueType, and Adobe Type Manager fonts.
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Using Zoom Windows
From the View menu, select Options, and then Screen Font. The following window appears:
Select the font and size you want and click OK. The default font is 12point MS Sans Serif. Applying color and font settings to other applications Provided that the client files are installed locally on your workstation, the color and font changes you make apply only to System Manager on your workstation. Each user can set colors on each application individually. If you want to use the color and font settings with other applications and users, open the System Manager profile file SM.PRF file in the Epicor Financials directory and copy the appropriate settings to the profile file for another application or another users SM.PRF file. For information about profile files, see Appendix B: Contents of Profile Files.
Using Zoom Windows

Description The zoom window enables you to select an entry for a field among a list of valid options. You open the zoom window and select the option you want to use for that field. Lookup and most key fields have zoom windows attached to them.
System Manager User Guide 15
Opening a zoom window
You can open a zoom window one of the following ways: From the View menu, select Zoom. Press Ctrl+Z. Double-click on the field. Click the zoom button on the toolbar. Right-click on the field and select Zoom from the pop-up window. Any one of those methods causes the zoom window to open for that field. The title bar of the zoom window indicates the type of information you need to select.
Finding an entry
Use the scroll bar to find the entry you want. You can also use the larger arrow buttons to jump to pages of the list of entries. If you know the first few characters of the entry, type them in the box in the bottom left corner and click OK. The first entry to match those characters appears at the top of the list.
Selecting an entry
To select an entry in the zoom window, you can do either of the following: Double-click on the entry. Click once on the entry, and then click OK or press Enter.
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Using Zoom Windows
Either of these closes the zoom window and inserts the entry into the field.
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Chapter
Registering and Maintaining Software Licenses

System Manager
2
Chapter 2
Overview
Introduction
Registering and Maintaining Software Licenses
You need to register your software in order to use it. This section shows you how to register the software and maintain licenses. The procedures in this section are only performed by system administrators. This chapter has the following topics:
Topic Registering the Software Viewing License Usage Page 19 27
Who should read this chapter In this chapter
Registering the Software

Introduction You need to license your copy of Epicor Financials before you can begin processing. Licensing the software offers you the following benefits: Unlocks the applications so that you can use them on an ongoing basis. Entitles you to standard technical support and gives you the ability to purchase additional support choices.
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CHAPTER 2 Registering and Maintaining Software Licenses
Puts you on a mailing list to receive information about future upgrades and enhancements, product fixes and changes, training courses, special events, and other helpful information. How registration works When you register Epicor Financials, you register the software by server. The license permits a certain number of users to run the applications installed on the server. When you start Epicor Financials on an unregistered server, you are prompted to register the software. Once you enter your information into the registration software, you send it to Epicor Software by fax or e-mail. Epicor Software then sends you an unlock password that enables you to use the software for the number of licenses you ordered. While you wait for the unlock password, the registration software provides a 90-day grace license from the time you enter the registration information. The grace license is for all applications and five users. When you receive the unlock password, you enter it into the registration software and save it. This gives you a license for the applications and the number of users you purchased. You will no longer receive any reminders to register the software. The license information depends on the site ID you specify with the registration software. When to register Depending on what licenses you already have on a server and what you are installing, you will need to register the software. The following table lists when you need to register the software:
Licenses on Server None
Software You Are Adding
Register? Yes
Comments You get a 90-day grace license when you enter and save registration information.
Epicor Financials
Platinum SQL 4.2 or later Financial Suite
Same applications in Epicor Financials(except eIntelligence Explorer).
No
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Licenses on Server Platinum SQL 4.2 or later (with or without Advanced Distribution and Manufacturing 6.02). Releases before Platinum SQL 4.2
Software You Are Adding
Register? Yes
Comments Platinum Explorer was an unlicensed product in Platinum SQL 4.2x. You need to license eIntelligence Explorer in
Epicor Financials and adding applications (including eIntelligence Explorer).
Epicor Financials Epicor Financials (with the assistance of the Custom Solutions Group)
Yes
Registration requirements
Note the following as you register the software: Be sure you are using the current version of System Manager and supporting files. To check the version, from the Help menu, select About Epicor Financials. When you do the server software installation for an upgrade, do not use the Minimum Installation (requires CD) option. You need to install the server software on your workstation in order for all the necessary update scripts to be run for registration. You can use Minimum Installation for new installations.
Preparing the server for registration
Before registering the software, you need to make sure that the server is properly named. There are also a few precautions you need to follow if you are upgrading from a previous Epicor Financials release. The SQL Server needs to be properly named in order to work with the registration software. If you are setting up a new SQL Server, follow these rules to ensure that it is named properly: The machine name needs to be a valid SQL Server name. Do not use characters such as underscores (_) and hyphens (-) that might not be fully supported by SQL Server. As you install the SQL Server, if you get an error that the SQL Server will be unnamed, do not continue with the installation. Make the necessary corrections to make sure the server is named properly. To check the server name, run the following query:
SELECT @@SERVERNAME
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If the query returns NULL, the server is not properly named and cannot be registered. If the SQL Server is not properly named, follow this procedure to name it.
Step 1 2 Action Make sure the server is running. Then, start SQL Enterprise Manager. From the Server menu, select Register Server. Log into the server as the system administrator. It will then appear in the Server Manager window. Right click on the server in the Server Manager window. From the popup menu that appears, select Configure. In the Configure window, click the Configure tab. For Allow Updates, enter 1. Click OK to accept the change. From the Tools menu, select SQL Query Tool. Run the following query:
SP_ADDSERVER servername, local
3 4 5
Where servername is a valid SQL Server name. Execute the query. 6 Verify that the server name was updated by executing the following query:
SELECT @@SERVERNAME
The query should return the server name you assigned.
Starting the registration software
Once you have set up the server, you are ready to begin the registration. Follow these steps:
Step 1 2 Action From the Start menu, select the program group for Epicor Financials. This opens up Epicor Financials Desktop screen. Log in to System Manager as sa or a user with administrator rights for the domain.
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Step 3
Action If you need to register software on the server, a dialog box appears with the following options: Click Register Now to proceed with registration. Click Exit to close the dialog box without registering or opening Epicor Financials.
When you start product registration (either at startup or by selecting Product Registration from the Utilities folder), the following window appears.
About the site ID
The first field in the Product Registration field is the most important: the site ID.
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The site ID is a unique identifier provided by Epicor Software to identify your software installation and provide you with support and product updates. It also determines what server string is generated by the registration software. You get the site ID from the packing slip or invoice you received with Epicor Financials. The following figure shows an example of how to find it on the form.
In order for the registration software to work properly, you need to enter the site ID provided by Epicor Software before you save the information in the registration window. This enables the software to generate the correct server string. If you enter the site ID incorrectly, close the Product Registration window without saving. Start Product Registration again from System Manager by selecting Product Registration from the Utilities folder. You can then enter the correct site ID in the site ID field. When you change the site ID, it creates a new server string. Do not change the site ID unless you had entered it incorrectly, or if you are registering the software again and obtaining a new unlock password from Epicor Software. You can, however, change the company name in the Product Registration window when needed.
Note: If you change the site ID, you may get a message that changing the site ID will change the server password. This refers to the server string generated by the registration software, not your SQL Server password.
Sending registration information Follow these steps to enter the registration information and sending it to Epicor Software:
Step 1 Action Complete the fields in the Product Registration window. You must put an entry in each field with a red asterisk (*) next to it. Click Save to record the information you entered.
24
Step 3
Action After you save the licensing information, you are asked if you want to send in your registration form now. (This may also be referred to as the Epicor FinancialsRegistration Report.) You can do either of the following: Click OK to send the form now by e-mail to Epicor Software Customer Service. Click Cancel to send the form later. When you are ready to send the form, click the Register button.
When you begin sending the registration form, a window appears with a listing of the registration information you entered. Review the information in the registration form. If it is not correct, click Cancel. You can change the information and click Save again. If the information is correct, you can continue with the registration. You can either e-mail or fax your registration information as follows: If you want to e-mail the registration, click Send To. When prompted, specify the e-mail address of the person who should get the unlock password. Click OK to send the registration. If you want to fax the registration, click Print. This prints out the registration form. Fax the form to Epicor Software. Note: If you are unable to e-mail the registration, it means that the registration software is having difficulty communicating with your e-mail software. Print and fax your registration instead. You must either print or e-mail the registration information. You cannot save the registration information to a separate document file.
Epicor Software will e-mail or fax you the license password. You will receive a license password for each server you license. You can exit the Registration window while you wait for the license password. You are granted a 90-day grace license during which you can continue using the software until you receive and enter the license password.
25
Unlocking the software
When you receive the license password, follow these steps to enter it:
Step 1
Action Open the Registration window again, either when prompted as you start Epicor Financials or by selecting Product Registration from the Utilities folder. Click Unlock. The following dialog box appears.
Enter the license password by doing either of the following: In the e-mail you receive from Epicor Software, highlight the five-segment code and copy it. Then, click on the first segment of the Unlock Applications window and paste in the text. The application automatically fills in the other segments. Carefully type each segment of the license password in a separate field. The other fields become accessible when you start typing the first segment. When you have entered the password, click Unlock. 3 Click View License and review the information about which applications and licenses you are unlocking. If you have entered other unlock passwords for this server, they are all listed in the report. If you have any questions, contact Epicor Software Customer Service.
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Viewing License Usage
Step 4
Action Click Save. This is important so that the system can record the unlock passwords. Then, click Close. Your software is unlocked and ready to use.
Viewing License Usage

Introduction Among your tasks as system administrator is the ongoing tracking of license usage. You will want to monitor which users are using certain applications and identify idle processes. This section shows how to track current and overall license usage. Monitoring current usage Use the Current Licensed Processes window to view which users are currently using the software. From the Utilities folder, select Current Licensed Processes. The following window appears:
The window shows which users are logged in and the applications and databases they are using. Note: The number of processes shown does not correspond with the number of Epicor licenses that are being used.
27
Viewing licensed applications
Use the License Password listing to view the license password, type of license, number of licenses, and licensed applications. To generate the report, select License Password Listing from the Reports folder. For more information about running reports, see Chapter 8: System Manager Reports.
28
Chapter
Configuring the System

System Manager
3
Chapter 3
Overview
Introduction
Configuring the System
This section covers tasks that you, as system administrator, need to perform to configure System Manager for use: Set up company information for each company database used by Epicor Financials. Set up user groups and security tokens. If you are not using interorganization functionality, user groups and security tokens are not required. Optionally, set up third-party security to add greater security to Epicor Financials data from third-party applications.
The procedures in this section are only performed by system administrators. This chapter contains the following information:
Topic Setting Up Company Information Setting Up Third-Party Security Setting Up User Language Integrating with Epicor for Service Enterprises Page 30 33 36 37
29
CHAPTER 3 Configuring the System
Setting Up Company Information

Overview
Introduction For each company database you, as the system administrator, create for use with Epicor Financials, you need to enter information in System Manager to identify it. This information is used by all Epicor Financials applications. Procedures for setting up company information are in this section. Prior to setting up company information in System Manager, you must create databases and run the Dbupd8 Wizard to install Epicor Financials. If you have not already done this, follow the instructions in the Epicor Financials Installation Guide and your SQL Server documentation.
Entering Company Information

Introduction You use the Company Maintenance window to enter and edit company information. When you enter and save the company information for the first time, System Manager assigns a unique integer as the company ID number. This enables all Epicor Financials applications to share the same information. You can view the company information in any Epicor Financials application, but you can change it only in System Manager. Notes: Company IDs are used in the Accounts Payable application to accommodate single fund disbursements. Organizations used to account for transactions between, and on behalf of, other organizations are set up in General Ledger. Please see the General Ledger User Guide for more information.
30
Entering Company Information
Required company information
You need the following information before you enter the company information in System Manager: The name and address you want to appear on all financial reports and documents for this company. The Epicor Financials database you will use for that company. The transaction log that accompanies the database. (See the Epicor Financials Installation Guide if you need an explanation of transaction logs.)
Using the Company Maintenance window
To open the Company Maintenance window, select Company Maintenance from the Utilities folder. The following window appears:
You can use this window to set up all of the companies you will use with Epicor Financials. Procedure Follow these steps to set up your companies:
Step Action From the Utilities folder, select Company Maintenance. In the Company Name field, type a name to identify the database within Epicor Financials. You can enter the full company name or an abbreviation.
1 2
31
Step
Action In the Address fields, type the company name and address the way you want them to appear on all company records and documents. Note: The company name should go in the first address line, even if you entered it as the company name field.
4 5
To use enhanced security options such as security tokens and user groups, select the Enhanced Security check box. Save the record by clicking the Save toolbar button or using the Save command in the File menu.
Need more information? Press F1.

Information that can be changed Once you have saved the company, you can change the Company Name and Address fields. You can also enable or disable Enhanced Security. You cannot change the database.
32
Installing Third-Party Security
Setting Up Third-Party Security

Overview
Introduction Third-party security protects your Epicor Financials databases by restricting access to SQL Server tables through third-party tools such as Query Analyzer, Excel or Access. This section contains the following information:
Topic Installing Third-Party Security Using Third-Party Security Page 33 35
In this section
Installing Third-Party Security

Introduction This section shows you how to set up Epicor Financials for third-party security. Once you install third-party security, it applies to all Epicor Financials applications in all company databases which are under the current control database. In order to install third-party security, you must be logged in as a system administrator.
Prerequisites for installing thirdparty security Using the ThirdParty Security window
You use the Third-Party Security window to enable or disable third-party security within Epicor Financials.
33
From the Utilities folder, select Third-Party Security to open this window:
Procedure
Follow these steps in order:

Step Action From the Utilities folder, select Third-Party Security. The Third-Party Security window appears. Click Install/Refresh TPS. Note: It might take some time to update the server. Please wait until the process is completed.
1 2
3 4
Exit from System Manager and al other Epicor Financials applications. Have each user add the following command to the .PRF for each Epicor Financials application (as well as the SM.PRF) on their workstation. The command appears in the [DbFmLib] section. DMInfoDB= After the equals sign, type the name of the control database. Note: for Asset Management, you must add the above DMInfoDB line to the AM.ini and the IM.ini files.
34
Using Third-Party Security
Step
Action When all users have changed their .PRF files, start the Epicor Financials Desktop again. Change the password for pltsa. See Changing User Information on page 55 for instructions. Note: This entire procedure for Install/Refresh TPS must be repeated after new users have been added or after the Database Wizard (dbupd8) has been run.

Introduction Once third-party security is installed, the Epicor Financials databases are secure from access by third-party applications. When third-party security is enabled, it applies to all users who go through proxy. Only the system administrator (sa) and Epicor Financials system administrator (pltsa) have access to Epicor Financials tables through a third-party application. If the password for pltsa is accidentally changed by a third party tool, you need to reset it. Follow these steps:
Step Action Start Query Analyzer or another third-party SQL query tool and log in as sa. Run the following SQL command:
SMPASSWD_SP=SA_PASSWORD new_password, pltsa
Effects of thirdparty security
Resetting the pltsa password
1 2 3
Run the following SQL statements, but replace pltcontrol with the name of your Epicor Financials control database.
USE PLTCONTROL go UPDATE dminfo SET char_value= " ", int_value = 0 WHERE property_id = 53000
Start System Manager again. Change the password for pltsa. See Changing User Information on page 55 for instructions.
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Setting Up User Language

Overview
Introduction The User Language form allows you to set different languages for working with the same Financials application versions. The languages can be set for any user, depending on the needs.
Note: English is a default language for all users.
Procedure
Follow these steps to set up an application language for a user:

Step Action From the Utilities folder, select User Language. Enter a user name and set the appropriate application language. This function is only available for the Financial Suite. You can choose English, Spanish or French. Note: Once a language is set for a user, exit the form, and enter the application to see the changes.
1 2
36
Integrating with Epicor for Service Enterprises

Overview
Introduction Integration of Epicor for Service Enterprises to Epicor Financials and Distribution results in the transfer of data between the applications through Web services. Data transfers include: Static values applied to transactions transferred between the applications. Entering and modifying countries, tax rate, tax code, payment terms, and expense types in Epicor for Service Enterprises creates and updates these codes in Epicor Financials and Distribution. Customer, salesperson, and supplier records. Entering and modifying these records in Epicor for Service Enterprises creates and updates these records in Epicor Financials and Distribution. Expenses and billings. These transactions transfer from Epicor for Service Enterprises to Epicor Financials and Distribution. Expenses also transfer from Epicor Financials and Distribution to Epicor for Service Enterprises. Important In an integrated environment, you define static data and customer, supplier, and salesperson records in Epicor for Service Enterprises. Entry of the records in Epicor for Service Enterprises results in their transfer to Epicor Financials and Distribution. No transfer to Epicor for Service Enterprises occurs when entry of static data occurs in Epicor Financials and Distribution. Procedure Perform the following tasks when integrating with Epicor for Service Enterprises. It is important that these tasks be performed by a system administrator.
Task Action Creating Site in Epicor for Service Enterprises Synchronizing Organizations Adding Windows NT Administrator Adding Users in Epicor Financials Updating Security Data in Epicor for Service Enterprises Page 38 38 39 41 41
1 2 3 4 5
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Task 1: Creating Site in Epicor for Service Enterprises

Procedure Connections to Epicor Financials are performed through a single account to allow access to records in Epicor For Service Enterprises regardless of security setup. It is important that you select a system administrator account for the Epicor Financials database connections. For detailed instructions, please see the documentation for Epicor for Service Enterprises General and System Administration User Guide (GandSAUserGuide.pdf) on the Epicor for Service Enterprises Documentation CD.
Task 2: Synchronizing Organizations

Introduction When using inter-organization functionality, organization structure must be synchronized between Epicor Financials and Epicor for Service Enterprises. Important Epicor for Service Enterprises required upper-case ONLY organization identifiers. You can download the following script from the Epicor website at support.epicor.com to convert your organization identifiers to upper case: UPPERCASEORGID.SQL This area of the Epicor website requires a login and password. Procedure Follow these steps to synchronize organizations:
Step Action
Use the synchronization process to setup the same organization tree structure in Epicor Financials and Epicor for Service Enterprises.
Export To export organizations from Epicor for Service Enterprises to Financials, run the following web-service in Epicor for Service Enterprises: FinancialsSync.SynchronizeOrganizations
38
Step
Action Import To import organizations from Epicor Financials to Epicor for Service Enterprises, run the following web-service in Epicor for Service Enterprises: FinancialsSync.ImportOrganizationsFromFinancials
Confirm that the organization structure is the same in the Financials Organization View window and in the Epicor for Service Enterprises organization structure in the Navigator.
Please see Epicor for Service Enterprises documentation for more information.
Task 3: Adding Windows NT Administrator

Procedure Follow these steps to add a Windows NT Administrator User in Epicor Financials:
Step Action
1 2
In your SQL Server Enterprise Manager, login to the server for your application database.
Create a new Login using Windows Authentication.
39
Step
Action Set up a Server Role for System Administrator.
Next, verify that the user has been added to both the Control and Company databases in Epicor Financials.
5 6
In the Control database, open the smuid table and set user_id as user_id +1 In the Control database, open the smusers table and add a new row for your user. Use the user_id in the table smuid as user_id for the new row. Important Make sure you set the domain_username correctly, and set the nt_authentication_flag = 1.
Open the Epicor Financials Client application using the system administrator account, NOT NT Authentication.
40
Step
Action Finally, setup permissions for the new Windows NT account you just created in the User Security window. Use this account to setup security for new users. Important Make sure System Manager tasks are Enabled for this user.
Task 4: Adding Users in Epicor Financials

Procedure Follow these steps to add Users in Epicor Financials. The following lists a basic overview for each step. Please see Chapter 4, Setting Up Users and Security Permissions on page 43 in this user guide for detailed instructions.:
Step Action
1 2 3 4 5 6 7
Open your Epicor Financials application using Windows NT Authentication.

Using the User Login window, add new users to the system. Define security options in User Security. In Group Maintenance, create a new group of users including the user you just created. You can further refine security options in the Group Security window. Define security tokens in the Security Tokens window to associate your users and groups. Finally, in the Organization window you can associate the security token with an organization. All users associated with the group and security token can access the Organization in Epicor for Service Enterprises.
Task 5: Updating Security Data in Epicor for Service Enterprises

Procedure To update Security data in Epicor for Service Enterprises, run the following web-service: Project.UpdateSecurityData.
41
The ProjectControl table is updated with the SecurityFlag and OrganizationUserSecurity table is updated with the security setup in Epicor Finanicals.
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Chapter
Setting Up Security Permissions

System Manager
4
Chapter 4
Overview
Introduction
Setting Up Users and Security Permissions
As system administrator, you need to set up each user who uses Epicor Financials. Further refine options available to users by setting up at the company, vendor, account, and user groups. Group like users to simplify security setup. Create security tokens to combine groups together. Important There are two levels of group security. Use the Group Security window in the Menu Access folder to set security at the window level. That is, grant user access for all fields on a specified window. Use data access groups to grant user access by vendor, customer, or account. Data access group windows are located in the Group Maintenance folder.
The procedures in this section are only performed by system administrators. This chapter has the following sections:
Topic Adding New Users Changing User Information Setting up Group Security Adding Security Tokens Page 44 55 59 68
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CHAPTER 4 Setting Up Users and Security Permissions
Adding New Users

Overview
Introduction For each user, you provide the following information: User identification. User password (which the user can later change). Level of security access (system administrator, manager, developer or user). Applications each person will use. Functions within each application that the user will use. The type of access the user will have with those functions (read-write or read-only). User can have different settings for each company database they use in Epicor Financials. For more information about user access and privileges, see Security on page 4. This section provides a procedure for setting up new users, including the options and applications to which they have access.
Adding New Users
Procedure
The procedure for setting up each user consists of the following tasks. Follow the tasks for each task in order.
Task Action Adding User Groups Define User Access to Applications and Options Change the Profile Path Page 60 48 51
1 2 3
44
Adding New Users
Task 6: Add Users to the System

Introduction The first step in granting users access is to make sure a user record is set up for each of them in System Manager. You need to set up all users who are to use Epicor Financials, even if they already have a Windows NT or SQL Server login. When you create a new user record for Epicor Financials, note the following in assigning a user name: The same login name and password is used for both Epicor Financials and SQL Server. Adding the user in Epicor Financials will also add it in SQL. The login name must be unique. It cannot be the same as any other users login name in either Epicor Financials or SQL Server. Login names can be up to 30 characters. You may prefer to keep them short to make them easy for users to remember. The first character may be alphabetic (A-Z, a-z), or the symbols @ or _ (underscore). After the first character, the identifier may include letters, numbers, or the symbols $, #, or _ (underscore). Do not use spaces. Create a login for each server and control database the user will use.
User name requirements
Note: Users who access Epicor Financials tables through third-party products do not have to follow these rules to create user names for the third-party products. These user name rules do apply when logging in through Epicor Financials. See Using Third-Party Security on page 35 for more information about security and using third-party products.
45
Using the User Login window
To create a new user record, you use the User Login window as shown in the following figure:
From the Utilities folder, select User Login to open the window.
Note: If you are using NT integrated security, this window does not have a Change Password button. Use the NT utilities to change user passwords.
46
Adding New Users
Procedure
Follow these steps to set up a new user:

Step Action From the Utilities folder, select User Login. The User Login window appears. Type a user name in the User Name field. Put a check in the Manager field if the user has manager privilege. Leave the field clear to assign user access. Put a check in the Active field to indicate that this user is active in the system. Save the record. If you are using NT integrated security, you are finished setting up that user. If you are not using NT integrated security, the following window appears:
1 2 3 4 5 6
You must enter a password in order to save the new user. Enter the password in the New Password and then the Verify Password field. Click OK.
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Task 7: Define User Access to Applications and Options

Introduction By default, none of your users have access to any of the Epicor Financials applications and commands, including you as system administrator. You need to grant each user access to the system. In this procedure, you select the applications and options each user can use. You can do this in the following ways: Define settings manually. Copying settings from another user. You can copy settings by user, company, or application. You can then change the users settings to meet their individual needs.
Note: To save time, you might want to create two or three template users and then copy their settings to the actual users.
When to use this task You will need to define user access in the following situations: When you first install Epicor Financials. You need to grant access to all users, including yourself as sa, if needed. When you add a new user to the system. When you need to change user privileges, such as when a user gets promoted and requires access to additional applications. When you install a new Epicor Financials application. Users will not have access to it until you grant them access. When you upgrade Epicor Financials. Users need to be granted access to features that were added in the release you installed. Prerequisites for defining user access Before you can define user access, the applications and company databases must already have been set up. See the Epicor Financials Installation Guide for instructions on installing applications and company databases. For instructions on configuring company databases for Epicor Financials, see Setting Up Company Information on page 30.
48
Adding New Users
Using the User Security window
You use the User Security window for defining user access both by setting it up manually, or by copying settings. From the Utilities, Menu Access folder, select User Security. The following window appears:
Follow these steps to define menu level user access:

Step Action From the Utilities, Menu Access folder, select User Security. The User Security window appears. Select the user name you want to define access rights for. Select the Company Name you want the user to have access to. Select the Application you want to make available to the selected user. The available options appear in the Task Description section. Click the check box in the Enable column to select the options you want to make available for the user. to select all available options, select Enable in the Permission Type field and click the Select All button. To clear all options, select None in the Permission Type field and click Select All. Select the Copy to Company button if you want to enable the same settings for the selected user in other companies. When you are finished, save the record.
1 2 3 4
6 7
49
Step
Action

Security for custom items If you created custom windows (which may be referred to as forms in Customization Workbench) and reports, you need to configure the applications to control access to these items. See the documentation provided with the Customization Workbench for instructions. When you set up the security for these custom items, they will appear with the other options in the User Security window, and you can grant users access to these items. You need to create at least one set of user settings before you can copy them to another user. Then, follow these steps to copy user access settings:
Step Action From the Utilities, Menu Access folder, select User Security. The User Security window appears. Select the name of the user to whom you are allowing access in the User Name field. You can also use the zoom window. Complete the Company Name and Application fields. The Copy to User button then becomes active. Click the Copy to User button. The following window appears:
Copying access from another user
1 2 3 4
50
Adding New Users
Step
Action In the Copy Name field, type the user you want to copy permissions from. You can also select the user from a zoom window. Under Copy Level, select one of the following options: User: Copies all security permissions granted for all companies and all applications from one user to another. Company: Copies all security permissions granted only for a specific company (all applications) from one user to another. Application: Copies all security permissions granted only for a specific application within a specific company from one user to another.
Click OK. When you are prompted to verify that you want to copy security permissions, click Yes to proceed or No to cancel. Make any changes needed to security permissions, if needed. When you are finished, save the record
Task 8: Change the Profile Path

Introduction Profile (.PRF) files contain the settings for each Epicor Financials application. These files are copied into the Epicor Financials folder on each users workstation.
51
You have the option of placing the profile files in a different folder. You may want to choose this option under the following circumstances: Your users are sharing the client install such as in a network client install. You have installed client workstation program files on a network, or when the client is installed on Citrix MetaFrame and/or Terminal Server. If you use the default path where all the application and .PRF files are located, any setting changes one user makes affects the other users. Instead, you can create a folder for each user and copy a set of .PRF files into it. You then specify a path the users .PRF files. You are customizing an Epicor Financials application and you want all users to access the most recent object data definition (.ODD) files. Since you define the .ODD files to be used by an application in that applications profile file, you want all users to access a single master .PRF file for the application. You have users who work in multiple companies. In order to help avoid confusion for the users when entering transactions, you want them to use different profile files with different color settings for each company. If these situations apply to you, you will want to follow the procedures in this task to change the profile path on each users workstation to use a different profile folder. If you want users to use the profile files on their own workstation, skip this procedure. For more information about profile files, see Appendix B: Contents of Profile Files. Note: A copy of the profile file for each application must remain in the application directory for System Manager initialization purposes. After initialization, the system switches to the profile file which resides in the path you specified on the User Profile Path window.
52
Adding New Users
Using the User Profile Path window
From the Utilities folder, select User Profile Path. The following window appears:
When you enter the user name, the Company Name field enables you to select any of the company databases to which the user has been granted access. Select a company database, and the applications to which the user has been granted access appear at the bottom of the window. Procedure Follow these steps to set up and change the user profile paths. You need to perform this procedure on each client workstation.
Step Action Set up the directory that the users should use for the profile path. Put the profile files you want the users to use. In System Manager, select User Profile Path from the Utilities folder. The User Profile Path window appears. Type the user name in User Name field or select it from a zoom window. In the Company Name field, select the company database to which you want to set profile paths. You can select different profile paths for each company.
1 2 3 4
53
Step
Action For each application listed in the bottom of the window, type the complete path and profile filename. Note: If you leave a path field blank or clear it out, the system uses the default profile file in the users Epicor Financials directory.
Save the record. If the user has access to more than one company, repeat Steps 46 for each company.
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Changing User Information

Overview
Introduction This section shows what changes you can make to user information. You may need to make changes in the following situations: You add applications to Epicor Financials. The user needs additional access. The user needs privileges upgraded from user to manager status. The user loses his or her password. The user leaves the company and needs to have his or her login deactivated. In this section This section has the following topics:
Topic Changing User Information Deactivating Users 55 57

Introduction You can make the following changes to a users information: Change the login password. Change the status from user to manager. These procedures are covered in this section. Effects on SQL Server information If you change login information in Epicor Financials, it also changes the SQL Server login information as well. The user needs to use the changed login for all SQL Server applications.
55
Changing login password
If you are using NT integrated security, use the Windows NT utilities for changing the login password. If you are not using NT integrated security, use System Manager to change the password. Follow these steps:
Step Action From the Utilities folder, select User Login. Type the name of the user in the User Name field or select it from a zoom window. Click Change Password. The Change Password dialog box appears. Note: As system administrator, you do not need to know the users old password in order to change it.
1 2 3
Type the new password in the New Password field and type it again in the Verify Password field. Click OK to accept the password.

Changing between manager and user privilege Follow these steps to change the user privilege level:
Step
Action From the Utilities folder, select User Login. Type the name of the user in the User Name field or select it from a zoom window. To grant manager privilege, put a check in the Manager checkbox. To grant user privilege, clear the check from the Manager checkbox. Save the record.
1 2 3
56
Deactivating Users
Changing the user name
The login name cannot be changed within System Manager. If a user wants to change a login name, you can create a new login for the user, copy the access rights from the old login to the new one, and then deactivate the old login as shown in the next section, Deactivating Users on page 57.
Deactivating Users
When a user no longer uses Epicor Financials, you need to deactivate the login as shown in this section. Note: You cannot delete users, only deactivate them due to data integrity issues. How deactivation works In System Manager, you deactivate a user login for a specific server and control database. The user can still use the login for SQL Server and can log into Epicor Financials on other servers and control databases. When you deactivate the SQL Server login, the user no longer has access to SQL Server and all Epicor Financials servers and control databases. For instructions on deactivating the SQL Server login, see the SQL Server documentation. Deactivating users does not delete them. Their user login records remain in the System Manager users table so that their records can appear on the audit trail. Therefore, you cannot use another user through System Manager with the same login. Procedure Follow these steps for deactivating a user from a specific server and control database in System Manager:
Step Action From the Utilities folder, select User Login. Type the name of the user in the User Name field or select it from a zoom window.
1 2
57
Step
Action Remove the check from the Active box. Save the record. A dialog box warns you that the user login will be deactivated. Click OK to continue with the deactivation.
3 4
58
Adding New Groups
Setting up Group Security

Overview
Introduction Group security is used to group like users together. This functionality is also used to simplify security setup. There are two levels of group security. Menu Access Use menu access group security set security at the window level. Data Access Use data access groups to grant user access by vendor, customer, or account. Use this functionality to do the following: Define company groups, vendor groups, and account groups to associate with users. Set up groups to restrict users to a limited amount of data. Create groups of users who are managers or administrators who have access to all resources. Create groups of customers or vendors that are global so that all users can have access whether they are administrators or not. Create security tokens to combine groups together. You can create as many groups as you want. Users can be associated with multiple groups. This section describes user group setup, including the options and applications to which they have access. This section also describes security token setup.
Adding New Groups
Procedure
The procedure for setting up each user group consists of the following tasks. Follow the steps for each task in order.
Task Action
Adding User Groups Define Menu Level Group Security
Page
60 62
1 2
59
3 4 5 6
Adding Account Groups Adding Customer Groups Adding Vendor Groups Adding Security Tokens
65 66 67 68
Task 1: Adding User Groups

Introduction The first step in granting group access is to make sure a user group is set up in System Manager. When you create a new user group in Epicor Financials, note the following in assigning a group name: The group name must be unique. The group name can be up to 30 characters. The first character may be alphabetic (A-Z, a-z), or the symbols @ or _ (underscore). After the first character, the identifier may include letters, numbers, or the symbols $, #, or _ (underscore). Do not use spaces.
User Group Requirements
60
Adding New Groups
Using the Group Maintenance window
To create a new user group, you use the User Group Maintenance window as shown in the following figure:
From the Utilities, Group Maintenance folder, select User Group Maintenance to open the window.
61
Procedure
Follow these steps to set up a new group:

Step Action From the Utilities, Group Maintenance folder, select User Group Maintenance. The User Group Maintenance window appears. Type a name in the Group Name field. Enter a description for the group you are creating In the User Name field, enter a valid user identifier or zoom to select one from the list. Please see Adding New Users on page 44 for detailed instructions on setting up users. The user type will be displayed. Select the Administrator check box to make all resources available to this user group. Save the record.
2 3 4
5 6
Task 2: Define Menu Level Group Security

Introduction By default, none of your groups have access to any of the Epicor Financials applications and commands, including you as system administrator. You need to grant each group access to the system. In this procedure, you select the menu level applications and options each user group can use. You can do this in the following ways: Define settings manually. Copy settings from another group You can copy settings by group, company, or application. You can then refine user group settings to meet their individual needs.
Note: To save time, you can create two or three template user groups and then copy their settings to the actual groups.
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Adding New Groups
When to use this task
You will need to define user group access in the following situations: When you first install Epicor Financials. You need to grant access to all users, including yourself as sa, if needed. When you add a new user group to the system. When you need to change group privileges, such as when a user gets promoted and requires access to additional applications. When you install a new Epicor Financials application. User groups will not have access to it until you grant them access. When you upgrade Epicor Financials. User groups need to be granted access to features that were added in the release you installed.
Prerequisites for defining user access
Before you can define menu level group security, the applications and company databases must already have been set up. See the Epicor Financials Installation Guide for instructions on installing applications and company databases. For instructions on configuring company databases for Epicor Financials, see Setting Up Company Information on page 30. You use the Group Security window for defining user access both by setting it up manually, or by copying settings. From the Utilities, Menu Access folder, select Group Security. The following window appears:
Using the Group Security window
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Copying access from another group
You need to create at least one set of user group settings before you can copy them to another group. Then, follow these steps to copy user access settings:
Step Action From the Utilities, Menu Access folder, select Group Security. The Group Security window appears. Select the user group you want to set menu level access rights for. Complete the Company Name and Application fields. The Copy button then becomes active. Click the Copy button, the following window appears:
1 2 3 4
In the Group Name field, type the user you want to copy permissions from. You can also select the user from a zoom window. Under Copy Level, select one of the following options: Group: Copies all security permissions granted for all companies and all applications from one group to another. Company: Copies all security permissions granted only for a specific company (all applications) from one group to another. Application: Copies all security permissions granted only for a specific application within a specific company from one group to another.
Click OK. When you are prompted to verify that you want to copy security permissions, click Yes to proceed or No to cancel.
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Adding New Groups
Step
Action Make any changes needed to security permissions, if needed. When you are finished, save the record.

Changing group security You may need to change group access to applications or options. The changes you make to group security affect all the users assigned to the group. For example, an AP clerk may be granted access to the Voucher Entry window through User Security, Group Security, or both. If you remove group access to Voucher Entry, the AP clerk no longer has access to Voucher Entry if access was granted only through Group Security.
Note: You can use Epicor Business Intelligence Explorer to review whether access was granted through User Security or Group Security. Open Business Intelligence Explorer in the Epicor Financials desktop and use the Security User view to determine the source of the security access.
Task 3: Adding Account Groups

Introduction Set up account groups to limit user permissions to a specific account or group of accounts. You can also create groups of users who have access to all accounts.
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Procedure
Follow these steps to set up a new account group:

Step Action From the Utilities, Group Maintenance folder, select Account Group Maintenance. The Account Group Maintenance window appears. Type a name in the Account Group Name field. Enter a description for the group you are creating In the Account Mask section, enter the account mask you want this group to have access to. You can enter a specific account in your general ledger chart of accounts, or enter a series of accounts using wild cards. Please see Appendix A, General Ledger Account Types in the General Ledger User Guide for more information about account masking. Select the Global check box if you want make all accounts available to users associated with this group. Save the record.
2 3 4
5 6
Task 4: Adding Customer Groups

Introduction Set up customer groups to limit user permissions to a specific customer or group of customers. You can also create groups of users who have access to all customers. Example Create separate customer groups that allows access to customers in the eastern and western regions for your country. Users associated one region will only see customers from that region. You can also associate a user with both regions to allow access to customers in both regions.
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Adding New Groups
Procedure
Follow these steps to set up a new customer group:

Step Action From the Utilities, Menu Access folder, select Customer Group Maintenance. The Customer Group Maintenance window appears. Type a name in the Customer Group Name field. Enter a description for the group you are creating In the Customer Mask section, enter the customer mask you want this group to have access to. You can enter specific customers or a group of customers using wild cards. Please see Appendix A, General Ledger Account Types in the General Ledger User Guide for more information about account masking. Select the Global check box if you want make all customers available to users associated with this group. Save the record.
2 3 4
5 6
Task 5: Adding Vendor Groups

Introduction Set up vendor groups to limit user permissions to a specific vendor or group of vendors. You can also create groups of users who have access to all vendors. Example Create separate vendor groups that allows access to vendors in the eastern and western regions for your country. Users associated one region will only see vendors from that region. You can also associate a user with both regions to allow access to vendors in both regions.
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Procedure
Follow these steps to set up a new vendor group:

Step Action From the Utilities, Group Maintenance folder, select Vendor Group Maintenance. The Vendor Group Maintenance window appears. Type a name in the Vendor Group Name field. Enter a description for the group you are creating In the Vendor Mask section, enter the vendor mask you want this group to have access to. You can enter a specific account in your general ledger chart of vendors, or enter a series of vendors using wild cards. Please see Appendix A, General Ledger Account Types in the General Ledger User Guide for more information about account masking. Select the Global check box if you want make all vendors available to users associated with this group. Save the record.
2 3 4
5 6
Task 6: Adding Security Tokens

Introduction Security Tokens are used to identify which users can access which resources. These tokens are used to associate account groups, vendor groups, customer groups, and user groups and enable or limit access areas of the application. Users can be assigned to more than one security token. You can add and remove groups from the security token. You can delete a security token that is no longer used. When inter-organization processing is turned on, Security tokens can be associated with Organizations to define users that can access specified resources for an organization. Note You must have system administrator rights to create security tokens.
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Adding New Groups
Procedure
Follow these steps to add security tokens:

Step Action From the Utilities, Data Access folder, select Security Tokens. The Security Tokens window appears. Type a name in the Token field. Enter a description for the token you are creating In the Type field, select the type of group you want to associate with the token. You can select one of the following: Accounts Customers Users Vendors
1 2 3 4
Enter a valid group in the Group Description field or zoom to select from a list.
Note The Group ID is displayed. This identifier is assigned by the system when group are setup and cannot be changed.
Save the record.
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Chapter
Commands for All Users

System Manager System Manager
5
Chapter 5
Overview
Introduction
Commands for All Users
All users can perform the following tasks in the Epicor Financials and Supply Chain Management Desktop: Select the company database for processing. Open an Epicor Financials application. All users can change their own password in System Manager. These tasks are covered in this section. For more information about using Epicor Financials Desktop, see Using the Epicor Financials Desktop on page 8. All users can also use the Report Queue Viewer as shown in Chapter 6: Using the Report Queue Server and Viewer.
The procedures in this section can be performed by all users.
This chapter has the following sections:

Topic Selecting a Company Database Starting Epicor Financials Applications Changing Passwords Page 72 73 73
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CHAPTER 5 Commands for All Users
Selecting a Company Database

Description This section shows you how to select a company database for processing. Note the following as you select a company database: You can only work with one company database at a time. Epicor Financials automatically opens the last company database you used. So, you only need to use this feature when you use Epicor Financials for the first time, or when you want to change company databases. Using the Change Company window The Change Company window enables you to select the company database. To open the window, select the Change Company icon from the Desktop toolbar or select Tools-Change Company command from the Epicor Financials Desktop.
The following window appears:
Procedure
Follow these steps to change company databases:

Step Action Close any Epicor Financials applications you have open. From the Tools menu on the Desktop, select Change Company.
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Starting Epicor Financials Applications
Step
Action From the Change Company window, select the control and company database you want. Click OK. Start the Epicor Financials applications you want to use.
3 4
Starting Epicor Financials Applications

Description You can launch any Epicor Financials application for which you have security privileges. You can start applications by doing either of the following: Starting them from icon the left side of the Epicor Financials Desktop. Starting them from the folder list in Epicor Financials Desktop Starting them directly from the Windows Start menu or Program Manager, if you created shortcuts in the Windows Start menu. Starting applications from the Epicor Financials Desktop From the Desktop, select the application you want to start. The Folder List displays all of the applications to which you have access in the current company database. If the application you need is not in the Folder List, you might not have access to it in the current company database. Use the Change Company command to select another company database. Also, contact the system administrator about granting access to the application.
Changing Passwords
Description If you are using NT integrated security, use the Windows NT utilities for changing the login password. If you are not using NT integrated security, use System Manager to change the password by following the procedure in this section.
Note: If you are logged in as system administrator, follow the instructions in Changing User Information on page 55 to change passwords.
System Manager User Guide 73
Effects on SQL Server information
If you change your password in Epicor Financials, it also changes your SQL Server password as well. You need to use the new password for all SQL Server applications. Use the Change Password window to change the password. From the Utilities folder, select User Login. Enter a valid user name or zoom to select one from the list. The Change Password button will appear on the window.
Procedure
Change Password
Change Password. The following window appears:
Type the new password in the New Password and Verify Password fields and click OK. The new password goes into effect immediately.
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Changing Passwords
If you lose your password
The system administrator can give you a new password without having your old password. System Administrators should see Changing User Information on page 55 for instructions on changing passwords.
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Chapter
Using the Report Queue Server and Viewer

6
Chapter 6
Overview
Introduction
Using the Report Queue Server and Viewer
Epicor Financials can use remote report servers for queuing and processing reports, thereby freeing client workstations for other tasks. You still have the option of processing reports at your workstation and printing them at a local printer. The applications that handle remote report processing are: Report Queue Server: This application enables you to designate a workstation as a remote report server and send reports there for processing. You can also set times for reports to print. Report Queue Viewer: This application enables you to track the progress of reports on the Report Queue Servers and change processing settings for reports you have sent. This section shows how to set up and use both applications.
Who should read this chapter
The procedures for setting up the Report Queue Server are only performed by system administrators. However, all users can use the Report Queue Viewer.
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CHAPTER 6 Using the Report Queue Server and Viewer
In this chapter
This chapter has the following sections:

Topic Setting Up the Servers and Viewers Using Report Queue Server and Viewer Page 79 84
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Setting Up the Servers and Viewers

Overview
Introduction This section shows you how to set up Report Queue Server and Report Queue Viewer, including which systems to use for each. The procedure consists of the following tasks. Follow the tasks for each task in order.
Task Action Identify Systems to Use as Report Queue Servers Install Software Run Report Queue Server for the First Time Grant Users Access Page 79 80 80 82
Procedure
1 2 3 4
Task 1: Identify Systems to Use as Report Queue Servers

Description You can designate any workstation connected to SQL Server as Report Queue Server. You probably want to use a dedicated workstation for the Report Queue Server, but this is not a requirement. The system needs to meet the basic requirements for an Epicor Financials client workstation. See the Epicor Financials installation documentation for information. Note: You can view the online Installation Planner from the product launch window on your Epicor Financials CDROM. Click Product Installation and then Plan Your Environment. The Report Queue Server system also needs to be configured to use the printers you want to use for printing, either directly or through network connections. To configure the printer, see the documentation for the version of Microsoft Windows you are using.
Requirements
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Task 2: Install Software

Procedure Follow the instructions in the Epicor Financials Installation Guide to install the client software. Report Queue Viewer is installed automatically with any client software you install. You can select Report Queue Server as one of the applications to install. You can even install Report Queue Server on a workstation without installing the other Epicor Financials applications. As you install the software, it automatically creates shortcuts in the Windows Start menu. If you need to move or change the shortcuts, see the instructions in your Windows documentation.
Task 3: Run Report Queue Server for the First Time

Description When you run the Report Queue Server for the first time, you have the opportunity to give it a name and set the configuration. The name you give the server is saved in a table of Remote Queue Servers so that it can be recognized by Report Queue Viewers. Follow this procedure to start Remote Queue Server:
Starting the application
Step
Action Start Report Queue Server by selecting it from the Windows Start menu. A login window similar to the one you use the start Epicor Financials appears. (See Starting the Epicor Financials Desktop on page 8 for more information.) Select the server and control database you want to use. Then, type your user name and password. Click OK.
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Step
Action The first time you run Report Queue Server, the following dialog box appears after you log in:
3 4
In the Server Name field, enter a name to designate the server. The Check In Interval and Time-Out Interval fields are filled with default values. You can do either of the following: If you want to use the default values, click OK to continue. You can change these settings later in Report Queue Server. If you want to changes these values, see the next section for details. Then, click OK to accept your changes.

Check-in interval The check-in interval is how often in seconds the server checks for new or finished report processes. When the server is idle, it checks for new report processes. If a report is in process, the server checks when it is finished. The time-out interval is how long in seconds the server needs to wait before determining that a server has gone offline or is otherwise inoperable. If the server is down longer than the time you indicate, another report queue server takes the report in its place.
Time-out interval
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Changing settings
You can change the check-in and time-out interval settings at any time after starting Report Queue Server. From the File menu, select Configure. The dialog box that appears enables you to change the server, check-in interval, and time-out interval.
Task 4: Grant Users Access

Description By default, all Epicor Financials users have access to all Report Queue Servers. If you do not want to change this, you can skip this step. If you want to control which Report Queue Servers users can access, you need to set it in System Manager by following this procedure. Using the Report Server Maintenance window You change user access to Report Queue Servers in System Manager by using the Report Server Maintenance window. It is also used for deleting Report Queue Servers, as described in Deleting a Report Queue Server on page 91. The following figure shows the window:
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Procedure
Follow these steps to control user access to Report Queue Servers:

Step Action Log into Epicor Financials as a system administrator. From the Utilities folder, select Report Server Maintenance. The Report Server Maintenance window appears. In the Report Server field, select the Report Queue Server to which you want to control access. Do either of the following: If you want all users to have access to the selected Report Queue Server, put a check in the Public box. If you want to restrict access to certain users, clear the check from Public checkbox. Put a check in the Access box to the right of each user who is to use the Report Queue Server.
1 2 3
4 5
Save the record. Repeat steps 34 for each Report Queue Server you have.
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Using Report Queue Server and Viewer

Overview
Introduction Using the Report Queue Server and Viewer consists of the following tasks: Running the Report Queue Server on each system you want to use as a server. Sending reports to a Report Queue Server for processing. Using Report Queue Viewer to check on reports in progress. These are covered in this section. In this section This section has the following topics:
Topic Running the Report Queue Server Sending Reports to a Report Queue Server Using the Report Queue Viewer Getting the Status of a Report Changing the Report Options Deleting a Report Queue Server Page 84 85 87 89 90 91
Running the Report Queue Server

Description You need to start the Report Queue Server each time you want to use it. Follow the procedures in this section to log into and start the application. To start Report Queue Server, you use the same procedure shown in Task 3: Run Report Queue Server for the First Time on page 80. The difference is that you are not prompted to enter a server name or intervals. The Report Queue Server window opens as soon as you log in.
Starting the Report Queue Server
84
Sending Reports to a Report Queue Server
Using the Report Queue Server window Cancelling reports
Once you open the Report Queue Server window, it shows the status of reports in process. The toolbar at the top of the window enables you to control the attributes of each report. To cancel a report in progress, click the Cancel button on the toolbar.
Sending Reports to a Report Queue Server

Introduction To send a report to a Report Queue Server, you need to specify it when selecting your output options. When you send a report to a Report Queue Server, you can also specify when to print the report and how often. This section provides general guidelines for sending reports to a Report Queue Server. For information about generating reports for a specific application, see the user guide for that application. Specifying output to a Report Queue Server The following is a general procedure for specifying that a report be sent to a Report Queue Server. See the application user guide for information about specific reports.
Step Action Select the report option as shown in the application user guide. Click the New or Edit button to create a new report configuration or edit an existing one. In the Edit Configuration dialog box, click Processing. Under Processing Location, select Remote. Follow the instructions in the next section to understand remote processing options.
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Remote processing options
The Processing dialog box for reports contains the options shown in the following figure:
Depending on how you want the report processed, select the following options:
Processing Desired Send the report to any available Report Queue Server. Options to Select Report Server field: Select Any. The report is sent to the Unassigned queue and is picked up by the first Report Queue Server that becomes idle. In the Remote Printer field: If you select Default, the report will be printed on the default printer for that server. If you select a specific printer, the report will be processed by the first available server that is connected to that printer.
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Using the Report Queue Viewer
Processing Desired Send the report to a specific Report Queue Server.
Options to Select Report Server field: Select the Report Queue Server you want. If the server is offline, the report is not processed until the server comes back online. Remote Printer field: Select Default to use the default printer for the selected server. If you choose a specific printer, it must be one that is connected to the server you selected.
Process the report immediately.
Process Date and Process Time fields: Leave as 00/00/0000 and 12:00 a.m. You can specify a number of retries. Recurrence Interval Type: Select Once. Process Date and Process Time fields: Specify the date and time you want. If you are sending the report to a specific server, make sure it will online at the time you want to print the report. Process Date and Process Time fields: Select the first time the report is to be generated. Recurrence Interval Type: Select the frequency at which the report will be run. Intervals Between Processing field: If you want to print a report every 15 days, select Day as the Recurrency Interval Type and type 15 in the Intervals Between Processing field.
Process the report later.
Process the report multiple times.
Changing passwords and recurring reports
If you change your login password, you need to select the report in the queue, double-click to view the details of the report, and then click OK. This updates the report to use your new password. For information about viewing report details, see Getting the Status of a Report on page 89.
Using the Report Queue Viewer

Description The Report Queue Viewer enables you to view the status of reports in process, change report settings, and delete reports as needed.
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This section shows how to start the Report Queue Viewer and set basic options. Starting the Report Queue Viewer Follow these steps to start the Report Queue Viewer:
Step
Action Select the Report Queue Server from the Epicor Financials group in the Windows Start menu. A login screen appears, which is similar to the one you use the start Epicor Financials. (See Starting the Epicor Financials Desktop on page 8 for more information.) Complete the login screen and click OK.
1 2
The Report Queue Viewer window appears:
Changing to a different server
If you need to change to a different server or log in as a different user, you can do so without having to close and reopen the application. From the Viewer menu, select Login. The Report Queue Viewer login dialog box opens, and you can select a different server and control database. Type the user name and password and click OK.
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Getting the Status of a Report
Changing viewing options
From the Viewer menu, select Configure. The following dialog box appears:
Use this window to determine how often the windows are updated to show changes in the queue and whether or not you want to include recurring reports.
Getting the Status of a Report

Description In the Report Queue Viewer, you can get as much or as little detail as you want about the status of a report. You can also change settings or delete reports from the queue. To view the status of an individual report, follow these steps:
Step Action In the Report Queue Viewer window, open the server you want to view by double clicking on it. You can also click once and select Open Queue from the Viewer window. A window opens that shows the reports that are being processed by the queue.
Procedure
To get details on a report, double-click on it or click once and then select Details in the Viewer menu. The View Job Details dialog box appears that shows information about the report.

If a report does not appear in the Report Queue Server If you do not see the report in a specific Report Queue Server, it might not have yet been assigned to a server. Open <Unassigned> in the Report Queue Servers window to view these reports.
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Changing the Report Options

Description If you sent a report to the Report Queue Viewer, you can do either of the following with it: Change processing options. Delete a report job. Only the person who sent a report can change or delete it. Other users can only view it. Changing processing options If you originated the report, you can change the processing options. Follow these steps:
Step Action Get the details on a report by following the instructions in Getting the Status of a Report on page 89. The View Job Details dialog box appears. On the View Job Details dialog box, click Edit. The following dialog box appears:
Change the options you want, and then click OK.
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Deleting a Report Queue Server
Deleting a report from a queue
You can delete reports if you originated them. Follow these steps:
Step
Action Follow the instructions in Getting the Status of a Report on page 89 to view the list of reports in the queue. Click on the report you want to delete. From the Edit menu, select Clear. You can also press Delete. When you are prompted whether you want to delete the report processing job, click Yes.
1 2
Deleting a Report Queue Server

Description If you no longer want to use a Report Queue Server, you need to delete it in System Manager. Perform these steps in System Manager to delete a Report Queue Server:
Step Action From the Utilities folder, select Report Server Maintenance. The Report Server Maintenance window appears. In the Report Server field, select the Report Queue Server you want to delete. Use the Delete button in the toolbar or Delete command in the File menu. When prompted, click OK to verify that you want to delete the Report Queue Server.
Procedure
1 2 3
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92
Chapter
Maintaining a Database
7
Chapter 7
Overview
Introduction
Maintaining a Database
To protect your data, you need to do periodic maintenance tasks. These include: Back up databases and transaction logs. This is done through SQL Server utilities. Improve the performance of Epicor Financials databases. This is done through System Manager. This chapter shows you how to plan backups, recover from data crash, and optimize databases. For additional database maintenance information, see the Epicor Financials Installation Guide.
The procedures in this section are only performed by system administrators. This chapter has the following sections:
Topic Database Backup and Recovery Improving Database Performance Page 94 98
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CHAPTER 7 Maintaining a Database
Database Backup and Recovery

Overview
Introduction This section describes important database backup and recovery procedures that can protect your valuable data. Use the utilities provided with SQL Server to perform these procedures. See the SQL Server System Administrators Guide for instructions. This section contains the following information:
Topic Backup Strategies Database Recovery Procedures Page 94 96
In this section
Backup Strategies
Description The most important task in system maintenance is regular backups. Without regular backups of your data, you could face anything from extremely lengthy restore procedures to hours, days, or weeks of lost data entry. This section provides strategies of when and how often to back up databases and transaction logs. Initial backup requirements You must make a backup of the entire database immediately after the initial setup of Epicor Financials, even though the database is empty. This initial backup is required in order to load future transaction log backups. If a database backup has not been made, the transaction log backup cannot be loaded. After the initial backup, you should begin periodic backups. Developing a backup strategy You should carefully plan a backup schedule before beginning system setup and transaction processing. The strategy you choose determines storage and backup requirements. It also determines the procedures you will use in case of a failure.
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Backup Strategies
The factors that determine your strategy include: Transaction volume. Amount of storage space. Performance requirements. The following table lists several backup strategies you can choose along with the advantages and disadvantages of each. The list is by no means comprehensive, but it can help you choose options that may be appropriate for your companys situation.
Backup Options Daily full database backup Advantages Quicker recovery because you only have to restore database. Disadvantages May be more time consuming to back up entire database; larger storage media requirements; slows SQL Server processing time during backup procedure. Large storage media requirements; slows SQL Server processing time during backups.
Daily full database backup, with interval transaction log backups
Appropriate for round-the-clock, highvolume data entry; extra log backups protect the high volume of transactions entered between daily backups.
Weekly full database Less time and media backup; daily storage resources transaction log backup required; less slowing of SQL Server during backup procedures.
Slower recovery time because you would have to restore the database plus some number of transaction logs.
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Backup Options Third-party SQL administration software to handle backup procedures Mirror databases and/ or transaction logs
Advantages Automatically scheduled backups require less supervision, attention to scheduling. Always have exact duplicate of database at any time, therefore, no recovery time; faster record retrieval since SQL Server reads both databases.
Disadvantages Extra cost, setup.
Requires twice the disk space for each mirrored database; slower writes since SQL Server writes to both databases.
Database Recovery Procedures

Description If SQL Server goes down, your prompt response improves your chances for recovering your data. This section tells you what you should do to recover your databases. Also refer to the SQL Server documentation for database recovery and troubleshooting procedures. When SQL Server goes down, for whatever reason, you need to recover the transaction log immediately, if possible. You may still be able to access the log, depending on the type of failure that caused SQL Server to go down. Perform the backup directly in SQL Server, and follow the instructions in the SQL Server System Administrators Guide.
Saving data by backing up the transaction log
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Database Recovery Procedures
Restoring a database
If your Epicor Financials data is somehow corrupted or lost, you need to restore the most recent backup of the database. You may need to restore a transaction log, if you were able to make a backup copy of the log immediately following the system failure. Restore the database directly in SQL Server, and follow the instructions in the SQL Server System Administrators Guide.
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Improving Database Performance

Overview
Introduction Epicor Financials offers the following options for improving database performance: You can optimize Epicor Financials databases to improve performance. You can purge old data saved for recovery processes. This frees up room in the databases and improves efficiency. To perform these tasks, select from UtilitiesDatabase Assistant folder. In this section This section contains the following information:
Topic Optimizing Databases Purging Process Control Records Page 98 100
Optimizing Databases
Introduction Optimizing databases fine-tunes the performance of SQL Server by recalculating statistics on record distribution within tables. This section explains in detail how optimization improves performance and how to optimize databases. To help you understand why optimizing databases improves performance, this section explains how SQL Server stores data. In order to run more efficiently, SQL Server keeps statistics on the distribution of records within a table. For example, in a table of customer names, SQL Server might keep track of how many records are between A and G, between H and P, and between Q and Z. By using this method, SQL Server can more quickly locate a specific record in the table.
How data is organized in databases
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Optimizing Databases
As records are added to tables, however, SQL Server does not automatically update its statistics on record distribution. For this reason, you should run the Optimize Database in SQL on a regular basis. This command recalculates the statistics stored by SQL Server, thereby optimizing the speed with which records are retrieved. In order to take advantage of newly calculated statistics, Epicor Financials stored procedures are recompiled the first time they are used following a database optimization. This may result in an initial slowing of system speed, but once recompiled, the stored procedures run more quickly with the updated statistics. For maximum efficiency, you should optimize a database regularly. See your SQL server documentation for instructions.
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Purging Process Control Records

Introduction By purging process control records, you can improve database performance by clearing old data used to recover processes, such as posting and printing. All applications that generate recoverable processes store data about those processes in several tables. These tables can grow fairly large over time. You can reduce the sizes of these tables and improve database efficiency by purging unused recovery data. This does not affect transaction records. Procedure Follow these steps:
Step Action From the Utilities folder, select Database Assistant, and then Purge Process Control Records. The following dialog box appears.
In the Purge Through Date field, enter cutoff date for purging records. By default, this is 30 days from today. The system will delete all recovery data up to the date you specify. To clear the data, click Purge. If you do not want to clear the data, click Exit. The dialog box closes.
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Chapter
System Manager Reports

8
Chapter 8
Overview
Introduction
System Manager Reports
This chapter shows how to use the reports generated by System Manager. System Manager reports are generated by the reporting engine included in the application. You can modify the reports as needed by using the tools in the Customization Workbench.
The procedures in this section are only performed by system administrators. This chapter has the following information:
Topic Generating and Using Reports Report Descriptions Page 102 107
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CHAPTER 8 System Manager Reports
Generating and Using Reports

Overview
Description All Epicor Financials reports are generated the same way: You create a report configuration by setting parameters, or you use a configuration you saved earlier. You have the application process the report. The report appears in a window in the application. You can view the report on screen, print it out, or send it by e-mail or fax. This section provides general instructions for generating and using reports. For more information, see the online Help. In this section This section includes the following topics.
Topic Starting a Report Creating and Editing Report Configurations Report Descriptions Page 102 104 107
Starting a Report
Description The Report folder of each application lists the reports you can run. (For a list of System Manager reports, see Report Descriptions on page 107.)
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Starting a Report
To start processing a report, select it from the Report folder. A report dialog box, similar to the one in the following figure, appears:
Report options
You can run reports in any of the following ways:

Option Use default settings. Use an existing report configuration. Create a new report configuration. Procedure Click Process. Click the configuration in the Saved Configurations box, then click Process. Click New and follow the instructions in Creating and Editing Report Configurations on page 104 to set up the configuration. When you are finished and have closed the parameter dialog boxes, click Process. Change an existing report configuration. Click the configuration in the Saved Configurations box, then click Edit. Follow the instructions in Creating and Editing Report Configurations on page 104. When you are finished and have closed the parameter dialog boxes, click Process.
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Creating and Editing Report Configurations

Description In Epicor Financials, you can create a report configuration that controls how the report is generated and distributed. You can save the configuration so that you can use it again with the same settings you chose before. This feature is helpful, for example, if you want to report on new users each month, generate the information as a file, and send it to the same set of people every time. By saving these settings in a report configuration, you only need to select the configuration and click Process to generate a report with the same set of parameters. Setting the report configuration When you click New or Edit in the first report dialog box, the Edit Configuration dialog box appears:
To set the configuration parameters, follow these steps:

Step Action In the Report Styles box, select the type of report you want.
Note: With some reports, there may only be one type. It is

selected by default.
Use the Parameters, Output, Distribution, and Processing buttons to configure the report the way you want. These buttons are explained in the next section.
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Step
Action If you want to be able to change report options each time you run the report, put a check in the Always Prompt checkbox. Click OK to accept the configuration changes. If you do not want to accept the changes, click Cancel. When you click OK, the Edit Parameters dialog box closes and the report dialog box becomes active.
3 4
If you want to run the report without saving the configuration changes, skip this step. If you want to save the configuration changes, type the name you want for the report configuration in the Configuration Name field. Click Save.
Note: You can save with the name of an existing report

configuration, but it will overwrite its settings.
Click Process to begin the report with the settings you selected.

Configuration settings Use the buttons on the right side of the Edit Configuration dialog box to change the report options. The buttons are as follows:
Button Parameters Description Select the information to include in the report and how it will be sorted. There may be additional reportspecific options to set. Select whether to send the report to screen, printer, or file and set options for the type of output you use. If you send reports to the screen, see the next section, Report Descriptions on page 107, for instructions on viewing it. Distribution Select names to be included in a distribution list for the report.
Output
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Button Processing
Description Select whether to process the report locally or on a Report Queue Server. If you want to process on a Report Queue Server, see Chapter 6: Using the Report Queue Server and Viewer for more information.
Deleting a report configuration
If you no longer want to use a report configuration, you can delete it. Click the configuration in the Saved Configurations box, then click Edit. When you are prompted to confirm the deletion, click Yes.
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Report Descriptions
Overview
Description This section describes reports you can run from the Report folder in System Manager. Included is the following information about each report generated by the application: A description of the report. How to generate the report. A sample of a report. Reports The following table lists the reports generated by System Manager and where they are documented in this section.
Report Company Profile Listing User Access Listing User Access Listing User Profile Listing Page 108 110 110 111
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Company Profile Listing

Description The Company Profile listing shows all company databases attached to the current control database. The report includes the company name and address and the database name and size. From the Reports folder, select Company Profile Listing. The report options are as follows:
Styles Detail Summary Sequences Company Name Ranges Company Name Options Control database Applications Device path Device mirror path
How to create Options
Sample
The following sample shows a detail report.
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License Password Listing
License Password Listing

Description The License Password listing shows the type of license, number of licenses, and licensed applications you have. See Chapter 2: Registering and Maintaining Software Licenses for more details. From the Reports folder, select License Password Listing. There are no options. You can generate a single standard report. The following is a sample report.
How to create Options Sample
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User Access Listing

Description The User Access listing shows user access rights you have assigned for a company database attached to the current control database. The report includes the type of user and manager status by company, application, and user. From the Reports folder, select User Access Listing. The report options are as follows:
Styles Summary Sequences Application, Company, User Name Company, Application, User Name Ranges Application Company User Name Options All Users Managers Only No Managers
Sample
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User Profile Listing
User Profile Listing

Description The User Profile listing shows user profiles assigned for the company database attached to the current control database. The report includes the type of user, manager status, user ID. From the Reports folder, select User Profile Listing. The report options are as follows:
Styles Detail Summary Sequences User Name User Name, Application, Company User Name, Company, Application Ranges Application Company User Name Options All Users Managers Only No Managers
Sample
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Appendix
Error and Warning Messages

A
Appendix A
Error and Warning Messages
Overview
Description This appendix documents error and warning messages you might receive while using System Manager. The messages are listed in alphabetical order. See the appropriate SQL Server manual for information on SQL Server error messages. Note: A percent sign (%) followed by an s, Id, or i in error messages indicates that the system supplies a field name, form name, or other variable.
Message Reference
Cannot add login to system. Login already exists You have already defined a user with the same user name. The user names of deleted users cannot be reused. When users are deleted, the system marks the user record as no longer valid, but does not delete the record from the System Manager users table. Cannot copy from user. User is not in smusers Be sure you have entered a valid user from whom to copy permissions. You can choose the user from a zoom window to be sure the user is valid.
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APPENDIX A Error and Warning Messages
Cannot copy permissions The user from whom you are trying to copy permissions has no permissions defined; therefore, they could not be copied. Select another user with valid permissions. Cannot determine if database is in use The system is unable to identify whether the database is in use; therefore, it cannot make the specified changes. Try repeating the procedure. Cannot determine whether user has access The system cannot determine whether the user has access to the company or application being selected; therefore, access is denied. Cannot drop login from server The system cannot delete the user from the SQL Server. It may be that the user record is in use by an application other than Epicor Financials. Cannot drop user from database The system cannot delete the user in Epicor Financials, probably because the user is currently logged in. Make sure the user is not active in Epicor Financials, and then try again. Cannot execute checkpoint The system is unable to write transactions to the database, thereby committing the transactions (which is called a checkpoint). Cannot find database corresponding to this company The database for this company cannot be found. It may be that it was deleted directly in SQL Server or otherwise damaged. Cannot get applications The system is unable to open the selected application. It may be that the program files have been moved, deleted, or otherwise damaged.
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Message Reference
Cannot get new company id The system was unable to find the next company ID to be assigned, therefore, it could not save the company record. Cannot get new user id The system was unable to find the next user ID to be assigned, therefore, it could not save the user login record. Cannot get password The system is unable to find the password assigned to a user who has already been set up in SQL Server. Cannot get profile path using current directory The Profile file assigned to the user for the selected application could not be found. It may be that the Profile was moved, deleted, or otherwise damaged. It may also be that the path to the Profile file has been incorrectly defined in the User Profile Path record. Recheck the Profile file for this user and selected company. Cannot find last company The system was unable to open the last company which you were logged in to. It may be that the company has been deleted since you last logged in or that your security permissions to the company have been revoked. Cannot get memory A memory management problem has occurred. 1) Record exactly what you were doing when the error occurred; 2) Close the system and restart it; 3) If you are still having memory management problems after restarting the system, contact your System Administrator.
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Cannot lock form memory A memory management problem has occurred. 1) Record exactly what you were doing when the error occurred; 2) Close the system and restart it; 3) If you are still having memory management problems after restarting the system, contact your System Administrator. Cannot lock memory A memory management problem has occurred. 1) Record exactly what you were doing when the error occurred; 2) Close the system and restart it; 3) If you are still having memory management problems after restarting the system, contact your System Administrator. Chosen Control Database (%s) does not exist on server The control database specified in the SM Profile file may no longer exist or is not correctly identified. Check the Profile file. Database data size has changed since last running Company Maintenance This message is for information only, and it shows the old and new database sizes. It may be that the database size was changed directly in SQL Server. The system will update the SM Company table (smcomp). Database log size has changed since last running Company Maintenance This message is for information only, and it shows the old and new database log sizes. It may be that the transaction log size was changed directly in SQL Server. The system will update the SM Company table (smcomp). Error setting SQL User Name in profile The system was unable to save the user name back to the SM Profile file.
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Message Reference
Invalid user name. Blanks not allowed in user name The user name must conform to the rules for SQL identifiers. See Setting Up Company Information on page 30 for details on these rules. New passwords dont match, try again The password entered in the Verify Password field does not match the password entered in the New Password field. Enter the password in the Verify Password field again. No Control Database Specified No control database was specified in the SM Profile file. Enter a valid control database name in the Profile file. No Control Databases found The system was unable to find any Epicor Financials control databases, therefore, no companies can be opened. No Epicor Financials databases found to optimize The system was unable to locate any company databases under the selected control database. Choose the Change Company command, and select a different control database from the Groups list box, then try again. No such login on SQL Server The user log in you are using cannot be found on SQL Server. It may be that the user record was deleted from the SQL Server syslogins table, but not the SM Users table (smusers). Old password incorrect You entered the wrong password, therefore, the password was not changed. Re-enter your current password in the Old Password field and press the Change button again.
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Password not valid. Blanks not allowed in password The password must conform to the rules for SQL identifiers. See Setting Up Company Information on page 30 for details on these rules. The database has been dropped since last running Company Maintenance The company database has been deleted directly in SQL Server since the last time the Company Maintenance form has been open. The database has been dropped since starting Company Maintenance The company database has been deleted directly in SQL Server during the time that the Company Maintenance form has been open. This user has the same password as the SA The Change Password dialog box was canceled before a password was entered for a new user. Press the Change Password button and enter and verify a new password for the user. User does not have access to any company You do not have access to any companies in the selected control database. Log into another control database.
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Appendix
Contents of Profile Files
B
Appendix B
Contents of Profile Files
Overview
Introduction Profile files (.PRF) are text files that contain the configuration settings for most Epicor Financials applications. (The exception is Asset Management, which uses .INI files. See the Asset Management User Guide for more information.) Typically, most users do not need to modify .PRF files manually. The configuration settings you make with the menu options in the application automatically change values in the .PRF file. Some .PRF file settings should only be made through the application and not changed manually. As system administrator, you may need to modify .PRF files manually to do the following: Enable third-party security. (See Setting Up Third-Party Security on page 33.) Copying configuration settings between workstations and applications. Troubleshooting configuration problems. This appendix explains the options in a .PRF file and how to change them.
119
APPENDIX B Contents of Profile Files
In this appendix
This appendix has the following sections:

Topic Understanding .PRF Files Sections of a .PRF File Page 120 121
Understanding .PRF Files

Description This section provides background about .PRF files so that you can understand how they provide configuration settings. Every Epicor Financials application, except Asset Management, has a .PRF. The files are located in the directory where you installed the Epicor Financials client and have the same name as the application. For example, AP.PRF is the .PRF file for Accounts Payable. When you start an application, it loads the .PRF that is in the same directory as the application or the directory specified in the User Profile Path window. (See Change the Profile Path on page 51 for information on using this window.) If you make changes to the settings of the application, they are written to the .PRF file when you close the application. If the application crashes before you can close it, the settings are not saved to the .PRF file. You will need to make them again the next time you start the application. If a .PRF file is corrupted or if you need to return to the default settings, you can get the original .PRF file from the Epicor Financials CD-ROM. The .PRF file is in the \CLIENT directory.
Ties to applications
How .PRF files are loaded
Updating .PRF files
Fixing a corrupted .PRF file
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Sections of a .PRF File

Description A .PRF file consists of several sections. Each section contains a series of commands for setting options for an application. Like any other Windows configuration or .INI file, the titles of each section are enclosed in square brackets. Most sections appear in all .PRF file, although a few are specific to System Manager and General Ledger. Sample PRF file The following figure shows a sample .PRF file for System Manager (SM.PRF). Each section of the .PRF is explained in the following sections.
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[oddFiles] odds=smodd,smrptodd,appodd,appsec,apprep,smutil smodd=sm.odd smrptodd=smreport.odd appodd=appcore.odd appsec=appsec.odd apprep=apprep.odd smutil=smutil.odd [colors] ColorOn=1 tables=50000,50300,100 FieldText=00 00 00 DBKeyField=FF A7 FF [macro] userpath=macros\ syspath=macros\ apppath=macros\ [devices] screenfont=MS Sans Serif,12 textprinter= txtprtusesdraft=1 [maskColors] colors=red,blue,green red=FF 00 00 blue=00 00 FF green=00 FF 00 [DisplayMasks] masktable=100 [colorIndexes] [FormManager] StatusType=0 DefaultRibbon=Command [colorTableIDs] AMColorTblID=50300 AppColorTblID=100 [ribbons] DefaultRibbon=Command groups=Status,status;Command,command status=-2,1 command=-1,1 [RptMan] cfgpath=reports\ TextReportFont=Courier New FormReportFont=Courier New SaveMessage=Off SizeWarning=Off [DbFMLib] Server=QA_NT DirectoryDB=qa_33up_m1 MemCache=20 XferLen=2
Object data definition (.ODD) files used by the application. See OddFiles on page 124. Color settings. See Colors on page 125. Where macros are located. See Macros on page 126. Printer and screen font settings. See Devices on page 126. Color settings for crossplatform compatibility. See MaskColors on page 127. Masks used by the application. See DisplayMasks on page 128. Appearance of toolbars. See FormManager on page 129.
Additional display options for the toolbar and status bar. See RptMan on page 131. Report printing options. See RptMan on page 131.
Database performance options. See DbFMLib on page 132.
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Preload= MaskTable= Transaction=1 [OLE] AutomationGUID={943B1082-8931-101C-9BA2-040224007802} AutomationDesc=Platinum Software ActiveX System Manager Automation [SQLProcess] Foreground=1 [Applications] GLAppId=6000 GL=gl.exe IV=iv.exe AR=ar.exe AP=ap.exe FX=frx.exe OE=OE.exe CM=CM.exe MC=MC.exe PO=PO.exe AM=AM.exe FA=PLTALERT.exe [WindowPositions] SM=176,176,944,713 [SystemManager] DirectoryTBL=masterlst LoginAttempts=3 DefaultMasterDB=qa_33up_m1 LastUser=sa InstallPath=.\ CreateDir=cre DataDir=data StoredProcsDir=procs ViewDir=vw InsDir=global SMDir=sm [APDEV2] MasterDB=qa_33up_m1
Appearance of SQL processing results. See SQLProcess on page 133.
Installed applications. See Applications on page 134. Location of the application window. See WindowPositions on Application-specific settings. See SystemManager on page 135 for System Manager and Server on page 136 for all other applications.
Server-specific sections. See Server on page 136.
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OddFiles
Description This section sets the variable names and paths for the .ODD files used by the application. The .ODD files include resource files, string tables, form definitions, report definitions, mask and color definitions, and error tables. When you modify or add new forms to an application, specify the .ODD files in this section. In the oddFiles section, you first list the .ODD objects, and then list the file that provides that object. The following is an example from Accounts Receivable:
[oddFiles] odds=appodd,arodd,arptodd appodd=applib.odd arodd=ar.odd arptodd=arreport.odd
Syntax
Commands and options

Command odds
The following table lists each command:
Description All of the types of objects used by the application.
Options All of the objects listed below the odds command. The system accesses the objects in the order they are listed in the odds= line.
appodd=applib.odd (Example)
The file that provides the object. There is a command for each object listed in the odds command.
The complete filename of the file that provides the object. If the file is not in the folder where you installed the Epicor Financials client, you also need to include a complete path.
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Colors
Colors
Description This section specifies whether a color or black and white monitor is used, the IDs for the color tables used by the application, and the hexadecimal values for user-defined colors. This section is maintained by the system, and you should not change these parameters. Syntax The colors section contains the following commands:
[colors] ColorOn=1 tables=50000,50300,100 DBKeyField=00 FF FF

Command ColorOn tables
Description Whether color is on or off for all items. ID of the color tables used by the application.
Options 0: monochrome 1: color First value is the Application Manager color table. Second value is the DbFMLib color table for zoom and lookup fields. Third value is the applicationspecific color table for windows.
DBKeyField
Color assigned to the type of field. This command may be followed by additional commands for each type of field colors changed in the application.
The red, green, and blue values for that color in hexadecimal (up to FF).
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Macros
Description This section shows the paths where macros are stored. The application sets a default path that you can change, if you wish. The following is an example of the macro section:
[macro] userpath=macros\ syspath=macros\ apppath=macros\
Syntax

Command userpath syspath apppath
Description Where user-defined macros are stored. Where system macros are stored. Where application-specific macros are stored.
Options The folder for the macros. The ending backslash is required. By default, the macro folder is assumed to be in the folder where you installed the Epicor Financials client. If the folders are in a different location, you need to provide a complete path.
Devices
Description This section stores the names of printer devices and the default font and point size. These parameters are maintained by the system, and you should not change them. Syntax The following is an example of the devices section:
[devices] screenfont=Helv,16 textprinter=HP LaserJet PostScript on LPT1 txtprtusesdraft=1
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MaskColors

Command screenfont
Description The font and point size you selected that is used by the application windows. The default printer.
Options The font and size you selected in the application. The printer you select with the Printer Setup command in the File menu. 0: Draft mode off. 1: Draft mode on.
textprinter
txtprtusesdraft
Whether the printer uses draft mode when printing, which suppresses some formatting.
Note: Draft mode only functions with printers that support draft mode.
MaskColors
Description This section provides cross-platform compatibility for color display. It indicates which pair of hexadecimal digits in a three-pair string is for red, green, and blue color values. This information is used to facilitate portability between client platforms. This section is created and maintained by the system, and you should not change these parameters. Syntax The following is an example of the maskColors section:
[maskColors] colors=red,green,blue red=FF 00 00 green=00 FF 00 blue=00 00 FF
127

Command colors red green blue
Description The color values to be defined. The actual RGB color for red. The actual RGB color for green. The actual RGB color for blue.
Options Typically red,green,blue. The hexadecimal value for the indicated color (usually FF).
DisplayMasks
Description This section specifies the ID of the application mask table and stores user-defined masks. When masks are retrieved, they are read from the mask table in the control database and not from this section of the .PRF file. This section is maintained by the system. You may not edit the masks in this section. Wildcards used in the masks The system uses the following wildcards in masks:
Character @ # ? !
Replaces Any letter. Any number. Any alphanumeric character Any character.
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FormManager
Syntax
The following is an example of the DisplayMasks section:

[DisplayMasks] masktable=100 PhoneMask=(###) ###-#### Ext. #### ItemCode=!!!!!!-!!!-!!!!!!!!! ItemCodeWild=????-????-?-???-?? AcctMask=####-####-###-@@# AcctCodeWild=????-????-???-???

Command masktable PhoneMask (example)
Description The ID of the mask table. The user-defined mask for the item.
Options Provided by the system. (Do not change.) Mask characters defined in the application.
FormManager
Description This section controls the display of the toolbar and status bar. You can change these settings for diagnostic purposes, but you should leave them at their default values for normal operation. The following is an example of the FormManager section.
[FormManager] StatusType=0 DefaultRibbon=Command
Syntax
129

Command StatusType
Description The type of information to appear in the status bar.
Options 0 (default): Status text of the current field. 1: Field name as defined in the Visual Forms Designer program. 2: Help ID.
DefaultRibbon
What appears at the top of the application window.
Command: Toolbar (also known as a command ribbon) appears on top. Status: Status bar appears on top.
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RptMan
RptMan
Description This section sets report printing options, such as the folder where the reports are located, fonts, and printing options. The following is an example of the [RptMan] section:
[RptMan] cfgpath=reports\ TextReportFont=Courier New FormReportFont=Courier New SaveMessage=Off SizeWarning=Off
Syntax

Command cfgpath
Description The path where the report configurations are stored.
Options The folder for the report configurations. The ending backslash is required. By default, the folder is assumed to be in the folder where you installed the Epicor Financials client. If the folders are in a different location, you need to provide a complete path.
TextReportFont FormReportFont SaveMessage
Font for text reports. Font for form reports. Determines whether or not you are prompted to save the report configuration when you close the report window.
The complete font name (usually Courier New). The complete font name (usually Courier New). On: Always displays message to save the configuration when you close the report window. Off: Does not tell users to save the configuration.
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Command SizeWarning
Description Determines whether or not you are warned when you select a font that is smaller than the smallest available one on the printer.
Options On: Displays warning. Off: Does not display warning.
DbFMLib
Description Sets options for the database, including cache settings, preloaded objects, and other features controlling database operation. You may change this section if you need to fine-tune database performance. Some of these commands only appear in the System Manager profile file (SM.PRF). Syntax The following is an example of the DbFMLib section.
[DbFMLib] Server=RS6000 DirectoryDB=rsdocmast1 MemCache=20 XferLen=2 FileCache=1 ShowLookups=1 ShowKeys=1 Preload=arcust,arship,arinpchg,arinpcdt MaskTable=masktbl AppZoomId=9000
Command Server
Description The SQL Server used for logging into Epicor Financials (SM.PRF only). The Epicor Financials control database used with the application.
Options The logical name of the server.
DirectoryDB
The control database name. (This is required.)
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SQLProcess
Command MemCache
Description The number of records to be held in cache memory. As records are read from the database or file cache, they are stored in this memory area for faster retrieval. The internal buffer size for managing scrolling subforms. Which records are stored in the file cache. File cache reduces network traffic and improves data access speed. Whether or not you want to show lookup fields in the application. When shown, lookup fields are highlighted in a different color. Whether or not you want to show key fields in the application. When shown, key fields are highlighted in a different color. Form definitions that are to be loaded for faster processing. The table that contains the userdefined masks. This name is provided by the system and cannot be changed. The application ID used when defining new zoom windows.
Options Number of records (integers only). The optimal value for this setting is 20.
XferLen FileCache
The buffer size in kilobytes (integers only). 0: Store only changed records in the file cache. 1: Store all queried records in the file cache. 0: Do not show lookup fields. 1: Show lookup fields.
ShowLookups
ShowKeys
0: Do not show key fields. 1: Show key fields.
Preload MaskTable
The form files to be preloaded. The table name.
AppZoomId
See the Customization Workbench documentation for information.
SQLProcess
Description This section indicates whether the results of SQL processing appear in the foreground or background of the screen. You may not change the parameter in this section. The following is an example of the SQLProcess section:
Syntax
133
[SQLProcess] Foreground=0

Command Foreground
Description Whether processing feedback appears in the foreground or background.
Options 0: Background. Results only appear at the end. 1: Foreground. Feedback continuously appears during processing. This might slow down other processing.
Applications
Description This section lists all the Epicor Financials applications that are installed. This section only appears in SM.PRF. The following is an example of the Applications section:
[Applications] GL=GL.exe IV=IV.exe AR=AR.exe AP=AP.exe
Syntax

Command GL (example)
Description The installed application (in this case, General Ledger).
Options The executable file for that application. By default, the file is assumed to be in the folder containing SM.EXE (normally where the client was installed). If it is in another location, you need to include the full path.
134
WindowPositions
WindowPositions
Description This section stores the placement of the application window. These parameters are maintained by the system, and you should not change them. The following is an example of the WindowPositions section:
[WindowPositions] SM=176,176,944,713 AR=MAX FM0FAA0000=110,110,636,408
Syntax
Window settings can appear in one of the following ways: With specific screen coordinates (like the SM example). The coordinates are defined in pixel in the following order: left, right, top, and bottom. As maximized or minimized (like the AR example). MAX indicates a maximized window, and MIN indicates a minimized window.
SystemManager
Description This section only appears in the System Manager Profile file. This section provides login and database information. You may modify the parameters in this section. The following is an example of the SystemManager section.
[SystemManager] DirectoryTBL=masterlst LoginAttempts=3 DefaultMasterDB=rsdocmast1 LastUser=sa
Syntax
135

Command DirectoryTBL
Description Control database directory table, which stores pointers to the control databases. Number of login attempts allowed before System Manager shuts down. The default control database.
Options Must be masterlst.
LoginAttempts
Must be any integer greater than 0. Do not leave blank. The control database name. Typically, the database name is one of those listed in the server sections at the end of SM.PRF. If a control database is not listed in a server section, System Manager creates a server section for it.
DefaultMasterDB
LastUser
The user who last logged into the application.
The user login name.
Server
Description Server sections only appear in the System Manager Profile file. You should create a section here for each server on the system. Each section specifies a server and associated control database. The title of this section is the logical name of a server enclosed in square brackets. If no server sections exist, the system accesses the server specified in Server variable in the [DbFMLib] section and the control database specified in DefaultMasterDB variable in the [SystemManager] section. The system then uses that information to create a server section here at login. The control databases specified in the server sections override the control database specified in DefaultMasterDB variable in the [SystemManager] section. See SystemManager on page 135 for details.
136
Server
Syntax
The following is an example of a server section:

[RS6000] MasterDB=rsdocmast1

Command MasterDB
Description Last control database accessed on the specified server.
Options Control database name.
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138
Index
Index System Manager
A
Access security rights description, 5 Active users, 47 Address, company, 32 Adobe Acrobat bookmarks, xii hypertext jumps, xi page numbering, xii using files, xixiii Applications color and font settings, 15 copying permissions, 49, 50, 64 in .PRF file, 134 .PRF file path for, 5154 registering. See Registration starting from System Manager, 73 ties to .PRF files, 120 viewing licensed, 28 Applications section, .PRF file, 134
B
Backups frequency of, 95 requirements for, 94 strategy, 94 Bookmarks, xii
information that can be changed, 32 name and address, 31 required information, 31 where to change information about, 30 Company databases copying permissions between, 49, 50, 64 creating, 30 ID for, 30 identification for, 3 .PRF path for, 53 report on, 108 selecting for use, 72 transaction log for, 31 Company Maintenance window, 31 Company Profile listing, 108 Control database entry in .PRF file, 132 for Report Queue Server, 80 report of company databases on, 108 Control records, purging, 100 Current Licensed Processes window, 27 Customize dialog box, 12 Customized forms, security for, 50
D
Database Login window, 9 Database system administrator. See System administrator Databases backing up, 9496 maintaining, 6 optimizing, 98 options in .PRF file, 132 organization of data, 98 purging control records, 100 recovering transaction log, 96 recovery of, 96 restoring, 97 table access, 35 DbFMLib section, .PRF files options in, 132 Deactivating users, 57
C
Change Company window, 72 Change Password window, 74 Check-in interval, Report Queue Server, 81 Colors changing, 14 cross-platform settings, 127 defined in .PRF file, 125 Colors section, .PRF files, 125 Companies address, 32 ID for, 30 identification for, 3
139
INDEX
Determines, 131 Devices section, .PRF file, 126 DisplayMasks section, .PRF file, 128 Distribution options, 105 Documentation applications for viewing, x product, ixx See also Online help, Release notes, User guide, and Web site
description, 10 turning colors on, 14
L
License Password listing running, 109, 111 viewing licensed applications, 28 Licenses usage of, 27 viewing applications, 28 Licensing software, 19 Licensing. See Registration Login procedure, 8 Login window options in .PRF file, 135 Report Queue Server, 80 Report Queue Viewer, 88 using, 9 Lookup fields description, 10 turning colors on, 14
E
End users features used by, 2, 7 instructions for, vii login name for, 8 security rights for, 4 See also User name and Users Error messages, 113118
F
Fields, special, 10 Fonts changing screen, 14 warning when printing, 132 FormManager section, .PRF file, 129
M
Macros section, .PRF file, 126 Manager-level access assigning, 47 changing to, 56 Managers, security rights for, 5 MaskColors section, .PRF file, 127 Masks, definition in .PRF file, 128
G
Grace license, 20 Group Maintenance window, 61 Group security changing menu access, 65 copying permissions between, 64 Group Security window, 63, 65
N
No access security rights description, 5 NT integrated security changing passwords with, 7 description of, 5
H
Hypertext jumps, Acrobat files, xi
I
Installation Troubleshooter, ix Internet, information from, x
O
Object data definition (.ODD) files customing .PRF path and, 52 specifying in .PRF file, 124 oddFiles section, .PRF files, 124 Online help
K
Key fields
140 System Manager User Guide
INDEX
starting, x when to use, ix Output options, 105
Q
Queues. See Report Queue Server and Report Queue Viewer
P
Page numbering, online documentation, xii Parameters options, 105 Password, login changing, 56, 73 changing for third-party security, 35 entering, 47 lost, 75 NT integrated security and, 7 recurring reports and, 87 resetting pltsa, 35 Permissions copying, 49, 50, 64 description, 5 prerequisites to granting, 48, 63 when to assign, 48, 62 Platinum ERA system administrator. See System administrator Platinum Software web site. See Web site pltsa user name changing password for, 35 resetting password, 35 Printers, defined in .PRF file, 126 Problem tracking reports (PTRs) closed, ix open, x Processing options, 106 Profile (.PRF) files application ties, 120 black and white/color option, 125 changing path of, 5154 color and font settings, 15 default path, 54 fixing corrupted, 120 sections of, 121123 updating, 120 when loaded, 120 when to change path, 52 when to modify, 119
R
Registration description of, 19 entering the license password, 26 explanation of, 3 grace license, 20 server naming, 21 site ID, 23 starting, 22 unlocking software, 26 viewing license usage, 27 viewing licenses, 26 when to perform, 20 Release notes starting, x when to use, ix Remote report processing options changing, 90 immediate processing, 87 repeat processing, 87 selecting, 106 selecting Report Queue Server, 8687 setting, 86 time for processing, 87 See also Report Queue Server Report configurations changing, 103 creating new, 103 deleting, 106 distribution options, 105 file output, 105 font size warning, 132 message to save when closing, 131 parameter options, 105 printing options, 105 processing options, 106 screen output, 105 setting, 104105 using default settings, 103 using existing, 103 Report details, 89
141
INDEX
Report Queue Server access, 82 cancelling reports, 85 changing settings, 82 check-in interval, 81 defining name of, 81 deleting, 91 description, 3 installing, 80 logging into, 80 report options, 8687 report status, 85 selecting workstation for, 79 sending reports to, 85, 106 starting, 80, 84 time-out interval, 81 See also Remote report processing options Report Queue Viewer changing processing options, 90 changing servers, 88 deleting reports from, 91 description, 3 finding reports, 89 installing, 80 opening queues, 89 options, 89 report details, 89 report status, 89 starting, 88 updating, 89 Report Server Maintenance window, 82 Report Viewer Configuration dialog box, 89 Reports cancelling in Report Queue Server, 85 company databases, 108 configuring. See Report configurations deleting from queue, 91 distributing, 105 finding, 89 on screen, 105 options in .PRF files, 131 options that can be changed, 90 password changes and, 87 remote processing options, 8687 repeat processing, 87 sending to Report Queue Server, 85
starting, 102 status of, 85, 89 to file, 105 to printer, 105 User Access Listing, 110 See also Remote report processing options Restricted fields, 10 RptMan section, .PRF file, 131
S
sa. See System administrator Screen font, changing, 14 Security copying permissions, 49, 50, 64 custom items, 50 explanation of, 4 levels of, 4 licensing software, 19 permissions, 5 requisites to setting, 48, 63 when to grant access, 48, 62 Server section, .PRF file, 136 Servers entry in .PRF file, 132 for Report Queue Server, 80 naming, 21 options in .PRF file, 136 registration requirements, 21 Report Queue Viewer, 88 Setting up user groups, 60 Site ID, 23 SQL Server deactivating users in, 57 effect on changing user information, 55 effects of changing password, 73 processing options, 133 SQLProcess section, .PRF file, 133 Status bar options in .PRF file, 129 System administrator database maintenance tasks, 6, 93 features used by, 2 instructions for, vii password for third-party security, 35 sa user name, 8 security rights for, 4
142
INDEX
setting up companies, 3032 viewing license usage, 27 when to use System Manager, 2 System Manager colors, 14 options in .PRF file, 132, 135 registration and, 22 screen font, 14 server settings for, 136 special fields, 10 starting, 8 when to use, 2 SystemManager section, .PRF file, 135
T
Third-party security access to database tables, 35 description, 33 effects of, 35 installing, 34 user names for, 45 Third-Party Security window, 3335 Time-out interval, Report Queue Server, 81 Toolbars creating new, 13 customizing, 1013 options in .PRF file, 129 Troubleshooting error messages, 113118 fixing .PRF files, 120 with Installation Troubleshooter, ix
for third-party products, 45 requirements for, 45, 60 sa, 8 User password. See Password, login User Profile Path window, 53 User Security window, 49 User-level access changing to, 56 description of, 4 Users active, 47 adding, 4547 assigning manager-level access, 47 changing privilege to, 56 copying permissions between, 49, 50 deactivating, 57 deleting, 57 information needed for setting up, 44 information that can be changed, 55 password for new, 47 Report Queue Server access, 82 tasks for all, 71
V
View Job Details dialog box, 89, 90
W
Warning messages, 113 Web site information from, x opening, xi WindowPositions option, .PRF file, 135
U
Unlock password description of, 3, 20 entering, 26 requesting, 25 User Access listing, 110 User guide prerequisite knowledge for using, viii starting, x when to use, ix User Login window, 46, 56 User name changing, 57
Z
Zoom windows description of, 15 finding entries, 16 opening, 16 selecting entries in, 16
143
INDEX
144

System Manager 7.4 User Guide

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System Manager 7.

Item Code 70011-740-0003

About This Guide

Chapter 1 Getting Started 1

Chapter 2 Registering and Maintaining Software Licenses 19

Chapter 3 Configuring the System 29

System Manager User Guide

Task 5: Updating Security Data in Epicor for Service Enterprises 41

Chapter 4 Setting Up Users and Security Permissions 43

Chapter 5 Commands for All Users 71

Chapter 6 Using the Report Queue Server and Viewer 77

System Manager User Guide

Chapter 7 Maintaining a Database 93

Chapter 8 System Manager Reports 101

Appendix A Error and Warning Messages 113

Appendix B Contents of Profile Files 119

System Manager User Guide

Applications 134 WindowPositions 135 SystemManager 135 Server 136

System Manager User Guide

About This Guide

System Manager User Guide

About This Guide

* Report Queue Viewer section only.

Getting Information about the Applications

System Manager User Guide

Getting Information about the Applications

When to use documentation

Documentation User Guide (this document)

If you have a problem that might be related to the installation.

System Manager User Guide

About This Guide

Documentation Epicor Software web site (http:// www.epicor.com)

System Manager User Guide

Using Adobe Acrobat Files

Problems accessing documentation

Using Adobe Acrobat Files

System Manager User Guide

About This Guide

To use the hypertext jump feature, do the following:

System Manager User Guide

Using Adobe Acrobat Files

System Manager User Guide

About This Guide

System Manager User Guide

Who should read this chapter

System Manager User Guide

CHAPTER 1 Getting Started

Understanding the Application

This section includes the following topics:

Configuring the System with System Manager

System Manager User Guide

Configuring the System with System Manager

Report Queue Server and Report Queue Viewer

System Manager User Guide

CHAPTER 1 Getting Started

Epicor Financials system administrator

System Manager User Guide

Security Type Manager

Use of NT integrated security

System Manager User Guide

CHAPTER 1 Getting Started

Ongoing System Maintenance Tasks

System Manager User Guide