UDS Green Industry Software, Inc. Newsletter

March 31, 2005

 

 

 

Topics in this newsletter:

 

 

Thoughts for the first quarter:

There will not be a new release of ActiveApplications until after the spring rush. We thought about releasing version 8 by 3/31 but have too many things not yet tested enough. Some of the changes scheduled in Version 8 are already released and are available to all support customers. Some are part of the normal release process and some are request only. Look at the new features sections to see if you can increase the productivity in your company.  

By delaying the release of version 8 we can incorporate a few other changes, too. As we begin work on the unannounced features we will send another newsletter. Look for version 8 to be released in June or July. 

We at UDS wish everyone a great spring season. After the past few springs we are due for a great one.

 

AA-SQL Notes

The SQL version is continuing to impress us computer geeks. Even though ActiveApplications has been largely rewritten for SQL the stability and function continues to impress us. Even though those customers running AA-SQL execute larger transaction volumes than most ActiveApplications Standard version users, they seldom have database crashes and never have to reorganize the database.

      Some things operate much faster in the SQL version. Other things take about the same amount of time or are slightly slower. We have made program changes to accommodate the speed issues that have been identified. If we know about a speed issue we resolve it as soon as we can.

      Those companies that have converted from standard version are happy with the new field lengths on the master files, too. Order this year and receive a big discount.

      Contact your UDS representative for more information on how to upgrade you applications.

 

New Feature-Catalog Inventory

      Catalog Inventory is a method used to divide your inventory into groups of items. Examples of this could be a Spring Catalog, Landscape Catalog, Perennial Catalog and many more. A catalog could be Customer specific, too. An item could be on several catalogs at the same time. The Catalog Inventory View window can be used like the Item View window when creating orders, invoices, estimates or any other inventory related document. This is great way to display a reduced number of items for specific purposes.

      An item on a catalog does not have to be an item in your inventory either. This means you could import the catalogs of your vendors into your database without adding an item into your inventory. You could look up the vendor's item information without having to look elsewhere. All the same sequences like in the Item View are available, too. If you decide to use the information on the catalog line it can be dropped onto a new item record to simplify item creation.

      See more details on catalog view on this link to see more details on the new Catalog Inventory <http://www.activeapplications.com/Tips%20&%20Techniques/Catalog%20Inventory/Catalog_Inventory_Overview.htm>

 

NEW Feature-Quick Order Entry

      Attached to the catalog inventory is a new program called Quick Order Entry. It lets you display the items on a catalog and VERY QUICKLY key in the quantity of each item to ship. This makes entering an order simple and fast.

Since it only displays those items in the catalog the list of items can be much shorter. This simple technique works well when the catalog is short. If the list of items in the catalog is long this method can be cumbersome.

It reserves inventory based on the inventory method you use and uses the standard pricing rather than the catalog price but it creates the order very quickly. Quick Order Entry can be made available on a limited basis. If you would like more information, contact support to schedule a demonstration.

This can also be used as a portable order entry system, too. An XML copy of the order is created automatically. The XML files can be sent to the main server and imported into ActiveApplications through the XML import option. If you are using the ActiveApplications portable system you can import them automatically. Contact your UDS representative for more information on the portable options available to you.

Quick Order Entry is available now if it applies to you. Documentation for this program will be available soon.

 

New Feature-Job Planning

      Did you ever wish you could create a work order for part of a job? With Job Planning you can do just that and more.

You can select arbitrary lines on a job or limit your selection to a single phase of the job. Once assigned to a Job Plan the system knows that items have been scheduled and will show that number on the next work order produced for that job.

In addition ActiveApplications keeps track of previously issued items on other work orders so you know what is currently scheduled and unassigned when you create the next work order for that job. It makes it easy to track relative completion on a job.

The job plans are uniquely identified with date, job number, phase and a sequentially assigned work order number so keeping track of them is simple.

For those companies that have big jobs that last a long time and have multiple work orders issued against  the job this tool is ideal.

This also could be used for the creation of work orders for routes. Things like lawn spray or tree care services can be assigned to a job plan. Specifications and functions are being finalized as you read this.

See <http://www.udsgis.com/job_planning.htm> or contact you UDS representative for more information.

 

From the Support Desk

 

New ActiveApplications users (those purchasing within the last 6 months), may not be aware of some important maintenance issues that UDS would like to familiarize you with now.  Please take some time to consider each one of the paragraphs below.  Each article mentioned can be found on the Tips&Techiques web page within the Support web site: www.activeapplications.com <http://www.activeapplications.com>, if you would like to read more about that subject.  In any case, don't hesitate to contact UDS Support: www.support@udsgis.com <http://www.support@udsgis.com> or by telephone with any questions related to the information you read about below.

 

A.  BACKUP your Database.  The most important thing to protect is your database (.mdb).  It contains all the business information you have entered thus far into your system and if a calamity should take place resulting in your database file becoming unusable, you will be forced to restore the most recent backup copy you have made of your database and continue on from there as soon as the situation permits.  If you do not have a usable backup copy of your database to 'fall back on', there is no magic wand anyone can wave to make it all better.  If you think it would be beneficial there is an article on the Tips&Techniques web page on the Support web site article titled: "Simple Strategy for Managing Backups" you are free to read if you would like to gather some ideas.  Selecting the link below may save you some steps and take you directly to the article: 

<http://www.activeapplications.com/Tips%20&%20Techniques/Strategy_for_Managing_Backups.htm>

 

B. REORGANIZING your Database.  We've mentioned above that it is possible for your database to become unusable.  Whereas it is obvious that this could be a result of a hardware failure of one kind or another, or one of your computers abruptly losing power or being switched off before closing all running programs, it can also come about as the result of the normal "wear and tear" of everyday use.  In this case the performance and health of your database can gradually degrade and result and the error message "Unrecognized Database" appearing on your screen when you try to start the program.  "Reorganizing" your database on a regular basis can greatly reduce the incidence of this error message due to normal everyday use.  Reorganization is accomplished by running an executable file found in your Active Accounting folder on your main system named Sys000. There is an article on the Tips&Techniques web page on the Support web site with an article titled: "How do we run the Reorganizing Tool?" you are free to read.  Selecting the link below may save you some steps and take you directly to this article: 

<http://www.activeapplications.com/Tips%20&%20Techniques/Reorganize-Instructions.htm>

 

C. If you experience the "Unrecognized Database" error message often and you are Reorganizing twice a week, then there may be another possible source for this error appearing.  There is a feature-function that usually comes enabled when a Microsoft networking operating system is installed on a network, and it can contribute to the appearance of this error message.  The name of this feature-function is OPLOCKS.  The OPLOCKS feature should be disabled if you are experiencing this error.  If you rarely get an "Unrecognized Database" error message, do not be concerned about disabling OPLOCKS.  If you would like to learn more about disabling the OPLOCKS feature-function,  visit the Tips&Techniques page to read the article named "Procedure for Disabling Oplocks on Startup" or have your local network support people give UDS Support a call.  Selecting the link below may save you some steps and take you directly to this article: 

<http://www.activeapplications.com/Tips%20&%20Techniques/Disabling-Oplocks.htm>

 

D. Understanding Downloading program updates:  On the Support web site:  <http://www.activeapplications.com/>  there is a "Downloads" button you may select to be taken to a log in page where you will be able to key in your username and password.  Logging in you will be given access to the "Downloads" web page.  There you will find listed directions for accomplishing a successful download of a program update file.  Take a few minutes to read them as you will become more comfortable with the process.  Regardless of the support plan your company has elected to subscribe to, the subscription pays for these updates. Therefore, you will gain the most value for what you spend on Support by staying up to date. UDS can't over emphasize the importance of staying up to date.  Below is an article from the Tips&Techiques page presented in its' entirety below for you to read:

How to Keep Your Active Accounting Software Up to Date

No matter which support plan you elect to purchase, you will get the most for your support Dollar by staying up to date. Often times support will first ask you to catch up on your updates before attempting to provide a solution to an issue you have called in. It makes sense to stay current, as it will save time when you really need to.

The First half of the Update Process:

Access the World Wide Web and login to <<http://www.activeapplications.com/>>. This will take you to the Active Applications support web site.

Left click once on the “Downloads” button that appears on this page.

This will take you directly to the login screen where you will be required to enter your Username and Password. This provides access to the “Downloads” page. Directions for downloading the Standard or Premier versions of the AA “main” Active Accounting file named Uds.exe are provided on that page.

Select Standard or Premier version depending on your status as a user.

Left click once on the active link with the most recent date showing in color. 'Save' it to a familiar folder on your local system.

After saving to disk, browse to where you saved the file using Windows Explorer and double click on it to unzip it into the Active Accounting folder on your Stand-Alone system or the Server if a network configuration. Doing so replaces the existing Uds.exe file there with the new one.

The Second half of the Update Process:

There is a second type of program update required that involves 'Report” programs and these are distributed via Internet email to your preferred email address of record. Therefore you have to let UDS know of any changes you may make to your email service that may affect the successful delivery of your Report program updates. If you change you email address or would like us to use a different email address, please let us know at <<mailto:www.support@udsgis.com>>. If you let your support subscription slide you may miss being sent a batch of 'Report' updates.

Use the Apply Updates and Add-ons menu option on the main Active Accounting menu to automatically apply these emailed Report updates. Reports/Apply Updates & Add-ons.

Note: Usually, both a “main” update and a “report” update will become available at about the same time. Do not consistently apply only the “main” updates and never the “report” updates or vice versa for that matter, because your system will not be completely updated and it will eventually cause problems.

Good luck this spring. Brian, Jeff, Wes