SYMENU System Manager Introduction 26
Attributes
Application Overview
Attributes are database extensions or controls that can be attached to any master record. They are normally used to track information that is outside of the master record and in some cases for control purposes to meet restrictions and regulations that affect how you do business.
In a marketing environment, attributes can track participants and their individual results of a marketing promotion or advertising campaign. In a service environment, they can track service contracts, expiration dates and amount of contract. In regulated business, they can track licenses, requirements, as well as business restrictions by geographical area.
Run Instructions – Information Attributes
These are extensions to a master record to track information not available within the system. Unlike Notes, which are free-form text, attributes are structured to standardize the information from master record to master record.
Elliott Main Menu à Util-Setup à System File Maintenance à Maintenance à Master Attribute File
Field Entry Descriptions
Name | Description |
FYI | Fields should not contain a period (“.”), especially if you want to access field information for reporting issues. See topic Attribute Reporting |
Attribute Code | 15 alphanumeric character This field is the equivalent of a customer, Item or Vendor Number |
Attribute Description 1 | 30 alphanumeric character field |
Attribute Description 2 | 30 alphanumeric character field |
Attribute Reference | 5 Flags of user defined fields for user input when needed.
E = Enable user input display D = Disable user input display Space = Delete field |
Attribute Date | 3 Date field flags with user defined literals for user input when required.
E= Expiration Date Act = Action Type S is stop order of item Act = Action Type H is put order on hold G-Prd = Grace period for expiration date
R= Reference Only D= Disable A = Activation Date Space = Delete field
For “Information Attributes” it is best to use Attribute Type “R” as most of the others primarily apply to order processing |
Attribute Amount | 3 Amount field flags with user defined literals for user input when needed. |
Completed Attribute
Attaching Attributes
To attach an attribute, open the master record, click the Attribute Icon or press F11.
- Answer “Y” to Add New Attribute
- Use the F7 Search Key to find the Master Attribute
- Highlight and press <Return> to select
Run Instructions – Control Attributes
The first step is to define an Attribute Master File. This defines the attribute for use at the master record level. The second step is to define the Restricted Attribute File. This controls how the attribute is restricted. In our first scenario we are a Master Distributor with certain items that cannot be sold into the State of California.
Elliott Main Menu à Util-Setup à System File Maintenance à Master Attribute File
Master Attribute File Setup Screen
Entry Field Descriptions – Master Attribute File
Name | Description |
FYI | Fields should not contain a period (“.”), especially if you want to access field information for reporting issues. See topic Attribute Reporting |
Attribute Code | 15 alphanumeric character This field is the equivalent of a customer, Item or Vendor Number. |
Attribute Description 1 | 30 alphanumeric character field |
Attribute Description 2 | 30 alphanumeric character field |
Attribute Reference | 5 Flags of user defined fields for user input when needed. E = Enable user input display D = Disable user input display Space = Delete field |
Attribute Date | 3 Date field flags with user defined literals for user input when required. E= Expiration Date Act = Action Type S is stop order of item Act = Action Type H is put order on hold G-Prd = Grace period for expiration date
R= Reference Only D= Disable A = Activation Date Space = Delete field |
Attribute Amount | 3 Amount field flags with user defined literals for user input when needed. |
Elliott Main Menu à Util-Setup à System File Maintenance à Restricted Attribute File
Field Entry Descriptions – Restricted Attribute File
NOTE: | Restrictions applied at time of COP or Sales Desk line item entry and the Master Attribute must be attached to the Customer and Item attribute file. |
1. Locality | 1 = Worldwide 2 = National (allows input to Country) 3 = State 4 = City 5 = ZIP Code (starting and ending ZIP Code – useful for defining Counties or zoned areas) |
2. | Depends on selection from above |
3. Attribute | Enter attribute to define restrictions for |
4. Restrictions | P = Restricted When Present When this attribute is attached to the master record, it will not allow the sale of the item. R = Restricted When Not Present If this attribute is not attached to the master record, it will allow the sale of the item. When using Expiration Dates in Restrictions, you must use Type “R” restrictions. Since our “By Example” restriction is for California only, it was much easier to use type “P” since “R” would have required us to enter the other 49 states. When attaching attributes to inventory items, it is much easier to attach them to a product category rather than item-by-item. The same applies to Customer Type for customers. |
Since we do not have our A/R Customers in a category (Type) for California, we must attach the attribute to each California customer.
Now the system knows not to sell an item into California but does not know what item. To do this, we can do it by product category and then make sure saleable items to California are not in this category. If the number of Items Not For Sale is insignificant, it might be better to attach the attribute item by item. When attaching the attribute to an inventory item, it is not necessary to complete the Attribute Fields.
Attaching Attributes
To attach an attribute, open the master record and click the Attribute Icon or press F11.
- Answer “Y” to Add New Attribute
- Use the F7 Search Key to find the Master Attribute
- Highlight and press <Return> to select
Review:
- We have created a Master Attribute File and then placed restrictions for it in the Restricted Attribute File.
- We attached the attribute to the California Customers, (Customer Attribute File), and the Not for Sale items in California, (Inventory Item Attribute File).
California Customer
Not For Sale Item
Screen showing the system restricting the sale of an item into California
Scenario 2
In many regulated businesses a license or permit is normally required to do business. In this scenario we will show you how to track licenses/permits, prohibit processing sales orders if the license/permit has expired or if the customer does not have a permit.
Step 1: Elliott Main Menu à Util-Setup à System File Maintenance à Master Attribute File
Fields | Description |
4. Attribute Reference | Flags 1 and 2 are how the user will update the Customer Rile (database extension). Flags 3 –5 are optional and only included should the user wish to track additional information. |
5. Attribute Date | Flag 1 = R (Reference) Flag 2 = E (Expiration Date) Act = Action Type S is stop order of item Act = Action Type H is put order on hold G-Prd = Grace period for expiration date
|
Scenario 2
Step 2: Elliott Main Menu à Util-Setup à System File Maintenance à Restricted Attribute File
Note: Restricted flag, Field 4, must be R to verify expiration date in the attribute file.
Since “R” = Restricted When Not Present, any California Customer who does not have this attribute attached to his file will be prohibited from buying the item, regardless of expiration date.
Step 3: Attach attribute to inventory items by Product Category or individually
Step 4: Attach Attribute to California Customers
Note: Customers permit has expired.
How An Attribute Is Used In COP Add Orders
California Customer With Expired Permit
California Customer with no permit (attribute not attached)
Note: Depending on the Attribute Default Action Type, S or H, the item may not be added to the order or the whole order will be put on hold.
Attribute Reporting
Since attributes are extensions and/or controls to a master record, there are no pre-defined reports. However, you can compile reports with a report writer or use the Mass E-Mail program to access the data and move it to a CSV format file.
For Example:
Report Required: Customers who have a permit to sell chemicals in California.
In Mass E-Mail Select Tab
Customer Fields: Attribute Code = CHEM-PERMIT
eContact Relationship Fields Primary Contact = Y
In Mass E-Mail Process Tab
- Get Records = screen shown below
- Export ASCII
Select company Fields Customer Number
Customer Name
Phone
City
Exported CSV File in Excel
If needed, we could have also exported:
Permit Number
Expiration Date