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The Dancik software is designed to run 24 hours a day, 7 days a week with very little operator intervention. The successful administration of the Dancik software consists of the following operations:
Setting Night Jobs to run each night. Night Jobs includes the system backup and nightly updates of various files and statistics. To run Night Jobs, set the Night Jobs option from the Data Processing Department menu (menu option DP 4).
Monitoring AS/400 error or action messages. This task consists mainly of responding to messages regarding printers such as “Change forms,” “Align forms,” or “Out of forms.” Occasionally, the system displays error messages regarding problems in operating the system or with programs. Basic message handling and problem solving techniques are covered in seminars and publications provided by both IBM and Dancik.
Monitoring EDI Transmissions. This task is applicable only if EDI is activated. It consists of reviewing all inbound and outbound EDI processing reports. System administrators should check all reports for error messages and ensure that all EDI transmissions are acknowledged.
Monitoring gross profit statistics. This task consists of checking daily order and invoice exception reports for unusually high or low gross profit percentages and amounts.
Monitoring communications lines. This task consists of checking the status of communication lines using IBM or Dancik commands and programs. If you have multiple locations, then you will be checking the status of your remote locations. There is a special communication line, the CS (Customer Support) line, which allows IBM and Dancik support to access your system. For more information on Electronic Customer Support, click here.
Scheduling and distribution of reports requested for the weekly job queue. This task consists of releasing the weekly reports job queue labelled WEEKXTRA. Each day when you schedule Night Jobs to run, you are prompted by the system to also run weekly jobs.
Checking statistics on screens and exception reports. This task consists of looking for potential problems, such as
— sales statistics that are unusually high or low
— open orders that have passed their scheduled ship dates
— open purchase orders that have passed their scheduled ETA dates
The AP and AR systems must be closed each month. This task can occur on or near the end of each month. The AR month end close also closes the inventory and sales systems. GL also has a month end close procedure but it does not necessarily have to run at any set time.
Note: For more information on AR EOM operations, click here. For more information on AP EOM operations, click here.
The GL System has a year end close option which should run after all months of the fiscal year have closed. However, this option does not need to run at any particular time.
There are no other special yearly or end of year operations. These operations are automatically included within the month end procedures when the year ends.
Dancik International issues a new release about every nine months. Each new release is accompanied by an issue of Vision Updates that explains each of the new features and enhancements. The new release must be loaded onto your system during off hours and should be followed by a complete system-wide backup.
IBM releases a new release update about once a year. This release must be loaded only when authorized by Dancik International and can usually coincide with Dancik International’s own release.
IBM’s Program Temporary Fix (PTF) Cumulative Update tapes should be applied to your AS/400 system a couple of times a year. PTFs are mid-release updates from IBM that prevent problems reported by other AS/400 users.
The VISION Distribution System includes many special maintenance programs for ensuring that all files are kept in balance, and for purging and archiving data. These procedures are initiated when required and under Dancik International’s supervision.
System administrators are responsible for the configuration of hardware, such as PCs, terminals, and printers.
System administrators are responsible for the security of the system. This includes setting up users and passwords, and guarding against unauthorized use of the system and data. If you have the AS/400 connected to the Internet, an intranet, or other networks, you must consider the security of those connections.
OS/400 Vs. VISION Distribution
When using the IBM AS/400, you may not be sure whether you are using VISION Distribution software or the AS/400 operating system. Once you are signed on to a VISION Distribution menu, you are using VISION Distribution. Some AS/400 operating system functions are entirely integrated with VISION Distribution software. The AS/400 operating system is always active, even when you are using the Vision Distribution system.
Subsystems, Jobs, Job Queues, Out Queues, and Writers
The AS/400 operating system includes various processes, objects, and concepts that you should become familiar with to properly configure and monitor the system. These concepts are explained in the AS/400 Operator’s Guide supplied by IBM. The following list explains the most important and commonly used concepts.
The A/S 400 System Operation Guide, Version 3, defines a subsystem as “an operating environment where the system coordinates processing of jobs and resources for the jobs.” A subsystem is a portion of system resources allocated to a group of related tasks. The QBATCH subsystem processes batch jobs. The QINTER subsystem processes interactive (screen based) jobs. The QCTL subsystem processes jobs run from the system console. The QCMN subsystem processes communications jobs. Refer to the A/S 400 System Operation Guide, for more information on subsystems.
A job is a task assigned to the system. There can be any number of jobs for the system to process at the same time. Refer to the A/S 400 System Operation Guide, for more information on jobs.
A job queue is used by the system to schedule and sequence jobs waiting to be run. Refer to the A/S 400 System Operation Guide, for more information on job queues.
Spooled files are kept in out queues until they are output. Spooled files are basically reports waiting to be printed. Refer to the A/S 400 System Operation Guide, for more information on out queues.
A writer connects an out queue to a physical or virtual printer device. For example, a report is created on Out Queue P1, then written from writer P1 to printer P1. All these elements can be independently started and stopped. Refer the A/S 400 System Operation Guide, for more information on writers.
The VISION Distribution System, the AS/400 Operating System, and other AS/400 software products enable you to select options from various types of menus or to directly request a function by typing a command on the command line. The command line is found at the bottom of all menus. When a new menu displays, the cursor is positioned at the command line. The command line may be small with only enough room to enter only a few characters, or much larger with space to enter command names as well as parameters. Users can be allowed use of select commands or blocked from entering commands, depending on the security parameters entered in the user profile.
WRKACTJOB (Work with active jobs)
This command is used to display and control the jobs running on the AS/400.
WRKOUTQ (Work with output queues)
This command is used to display and control the output queues on the system, and spool files on each output queue. A spool file is a printout that is waiting to be printed or is currently printing. This command has several features, including controlling the number of copies, routing to different printers, and viewing printouts on screen.
WRKSPLF (Work with spool files)
This command is used to display and control spool files several different ways. By default, WRKSPLF displays the spool files for the user currently signed on regardless of what printer the output is directed to. This command shares the features described for the WRKOUTQ command.
This command is used to display and control the AS/400 print writers. A writer is positioned between an output queue and physical print device. The writer must be active for a printer to output your information. The WRKWTR command displays the status of each writer, and enables you to answer system messages regarding them.
WRKSYSSTS (Work with system status)
This command displays, and is used to modify the overall status of the system. It displays the total disk space, percentage of disk space used, memory available, memory allocations by pool and various system statistics.
WRKSYSVAL (Work with system values)
This command is used to display and change the system values supplied as part of the AS/400 operating system. These values are set by IBM with default settings. Some system values are also set by Dancik International when the application software is loaded. Only trained system operators should reset any system values. System values control the system date formats, history log sizes, the auto-configuration of devices, and other system level options.
DSPMSG (Display user messages)
This command is used to display messages directed to you or your workstation.
DSPMSGQSYSOPR (Display system operator messages)
This command is used to display system messages directed to the system operator. The system operator is referenced by the QSYSOPR user ID. It is extremely important these messages are checked daily, and prior to loading night jobs.
This command is used to send messages to a specific user, or groups of users.
GODOD (Go to Dancik International system)
The command takes you from any other system or menu to the main menu of our system. This command is useful if you have multiple software packages running concurrently. Depending upon your system settings, you may need to run the command twice to arrive at our main menu.
Note: You need knowledge of the system libraries before using this command (see your DP Manager).
MOPT (Instant Command Line Access to any Dancik Program)
This command works in conjunction with the Dancik menu system, but can be used within the default system menus or the Dancik menu system. It enables you to directly run any program that appears on any menu, as long as you have the security clearance to do so.
On the command line enter MOPT XXX Y. Where MOPT is the name of the command. XXX represents the menu that the program appears on. Y represents the option in that menu. For example:
MOPT FIL 2 - runs option 2 on the File Maintenance menu.
MOPT CUS 1 - runs option 1 on the Customer Service menu.
The table below shows a partial list of the menu codes.
Menu Code |
Description |
ACT |
Accounting and File Maintenance Menu |
AP |
Accounts Payable Menu |
APF |
Accounts Payable Future Months Menu |
AR |
AR Menu - Enter Cash & Manual Sales |
CUS |
Customer Service Menu |
EOM |
AR End-of-Month Close Menu |
FIL |
File Maintenance Menu |
FSR |
File Searches Menu |
ORD |
Order Desk |
SYS |
Special System Maintenance Functions Menu |
Note: You can obtain a complete list of the menu codes by using the F2- Select command from within the Dancik menu system.
Note: If you are authorized to create your own AS/400 menus, you can include any programs that appear on any Dancik-supplied menus by using this command structure.