ERP Archives

SYSPRO Data Integrity: A Guide to Balance Functions

by EstesCloud | Sep 19, 2023 | Business Consulting, Distribution, ERP, ERP Consulting, ERP Implementation, Hosting, Managed IT Services, Software, SYSPRO

How to Ensure Data Integrity Within SYSPRO – Balance Functions Explained

Ensuring data integrity is a top priority for any software product, especially for an ERP such as SYSPRO. As users go about performing their daily activities, various problems can arise, even with the most mature ERP systems. The most common issues seen within SYSPRO that can lead to data instability are users being disconnected, programs freezing up, or business objects unexpectedly stopping in the middle of processing. With tens (or potentially hundreds) of daily active users, it is imperative for your business that the data within SYSPRO stays consistent. So how does SYSPRO combat data integrity problems and maintain the overall stability of its data? The answer is SYSPRO balance functions!

A balance function in SYSPRO is a detailed process used to correct and adjust database information if discrepancies are detected. They are built in to SYSPRO’s Period-End programs and are supposed to be run prior to posting GL entries or performing Month-End/Year-End tasks. SYSPRO’s balance functions can help “balance” a module by comparing user transaction data to its own control totals and correcting any noticed discrepancies. Some examples of these discrepancies that it can correct include:

GL journal entries that have not been properly completed or are still marked with “in-process” flags if they were abandoned. Users unexpectedly disconnecting from the system can be a cause of this.
Failed inventory transactions. Minor hiccups from bugs or networking issues during inventory transactions can result in inaccurate inventory counts. For example, a stock code may display as having available quantity on-hand but an attempt to issue or release the quantity results in errors.
Specific key documents being locked down by users for maintenance that fail to be released once complete. Again, a potential result of unexpected user disconnects or program errors. These are commonly encountered within sales/purchase order entry and customer/supplier setups programs.

Scheduling SYSPRO Data Integrity Tasks

While most SYSPRO environments generally only run these balance functions during their period-end tasks, it is strongly recommended to schedule balance functions to run regularly. Sites with heavy user activity (including custom business object activity) may want to run balance functions overnight several days throughout the week. The result of this will be an improved and overall smoother SYSPRO experience for all users.

Balance functions are not found separately within their own respective program. Instead, they are usually part of and located within period-end programs. The naming convention of some of these programs may not be clear and it is not easy to identify all of them. As such, here is a full list of the programs within SYSPRO that contain or can perform the functionality of a “balance function”:

AP Period End
AR Period End
AR Bank Deposit Slip
Cash Book Period End
Assets Period End
Inventory Period End
Sales Order Purge
Purchase Order Purge
GRN Purge
Sales Analysis Update

It is imperative to understand that some of these programs contain critical data-altering functionality within SYSPRO relating to period-end module closures or purging of data. You should tread with caution when accessing these programs and ensure you only have “Balance” selected. NOT any unwanted options pertaining to period-end and/or data purge functionality!

Some of the above-listed programs may have an option called “Reset lowest unprocessed journal”. As it is not always checked by default, it is recommended to enable this option prior to executing a balance function. It performs an additional data-stability feature intended to fix GL journal issues.

SYSPRO Data Integrity Balance Functions AR Period Example

SYSPRO environments that are not familiar with the power of balance functions can (and will) encounter unwanted issues and potentially unstable data problems. Knowing how to utilize, execute, and schedule balance functions is key to ensuring your SYSPRO environment’s data remains both stable and trouble-free.

Ready to discover how an EstesGroup ERP consultant tackles data integrity challenges & ensures your company’s success? Chat with us now & sign up for a free demo to see what your business would look like in EstesCloud!

How to Use SYSPRO Form Actions

by EstesCloud | Sep 16, 2023 | Distribution, ERP, ERP Consulting, ERP Implementation, ERP Selection, Hosting, Managed IT Services, SYSPRO

SYSPRO Customization Station

When it comes to Enterprise Resource Planning (ERP), SYSPRO is the ultimate software choice for manufacturing and distribution companies in search of flexibility and customization. EstesGroup has an expert understanding of the SYSPRO User Interface, and our team of IT professionals is ready to help your company understand your applications and your functionality. Form actions are an important aspect of the SYSPRO User Interface that are very beneficial to your users. By understanding SYSPRO form actions, specifically how to add, remove, and customize them, users will be able to realize the full benefits of your ERP application.

What is a SYSPRO Form Action?

The SYSPRO User Interface includes implemental form actions that facilitate easier display and data entry in SYSPRO applications for its users. Form actions are “user-definable hyperlinks”, and users can find these form actions in the Action Panel at the bottom of the form.

In terms of functionality, users can configure form actions to identify a SYSPRO program and advance its parameters. Form actions are also important in initiating and advancing VBScript events.

The SYSPRO User Interface has great flexibility in allowing many form actions for each form as well as customized combinations of types. Users can display or hide form actions on a form, and hiding a form action does not negate the form action’s VBScript functionality.

Form Action Benefits for Users

SYSPRO’s User Interface is truly flexible and customizable, especially when your ERP system is deployed in EstesGroup’s Estes Cloud Hosting (ECHO) environment, positioned in our top-tier, highly secure data center. Form actions benefit SYSPRO users in many important ways including:

Adding program shortcuts
Removing program fields
Customizing program fields
Easy display and data entry
Quicker data entry
Data entry verification

How SYSPRO Users Can Utilize Form Actions

How to Add

Once users begin to interact with SYSPRO, understanding how to add a program shortcut will help streamline the experience and save time. In order to add a program shortcut on the same screen, users should follow these basic steps:

Locate the SYSPRO screen where a shortcut is needed (e.g. stock codes).
Select the desired field property you would like to add a shortcut to, and click on “insert form action”.
Add the appropriate cross-reference.
Once the screen is closed, the shortcut is saved.
Open the field property and verify that the shortcut has been successfully added to the SYSPRO screen.

How to Remove

SYSPRO facilitates the easy removal of form actions if users would like to change or remove an improper shortcut. In order to remove a form action in a SYSPRO screen, users should follow these basic steps:

First, locate the SYSPRO screen where a form action removal is needed (e.g. stock codes).
Next, locate the form action on the SYSPRO screen.
Select “add cross-reference”.
A display box will appear. Select “yes” to confirm removal of the form action.
Once the screen is closed, the form action removal is saved.
Finally, visit the SYSPRO screen to verify that the cross-reference shortcut is no longer available.

Simplifying Your Business With ERP Customization

SYSPRO makes data entry, verification, and manipulation of form actions easy. Users will enjoy the benefits that the ERP system provides with its streamlined and time-saving processes regarding form actions, specifically adding and removing shortcuts.

Beyond this basic understanding of the SYSPRO User Interface and form actions, EstesGroup is available to help users understand these processes in even greater detail. EstesGroup’s ERP and IT professionals are available at any time of the day to assist users with their ERP software needs and questions.

TALK TO A SYSPRO ERP EXPERT NOW

Watch Our Happy Customers Discuss Their ERP Journeys

EstesGroup Fall ’23 Prophet 21 Summit

by Brad Feakes | Sep 11, 2023 | Cloud, ERP, ERP Consulting, Hosting, Managed IT Services, Prophet 21

Prophet 21 Summit Virtual EstesGroup Distribution P21

Mastering Prophet 21 in 2023

This past February, EstesGroup’s own Brent Merritt presented to the Carolinas’ Prophet 21 World Wide User Group chapter on the subject of P21 architecture best practices. Then we went out to a very fine Cajun restaurant with a live band and spicy food. The band was so fun and the food so good that we ended up ordering far too many desserts, in an attempt to extend the evening. I wasn’t hungry for days. Moreover, Brent’s presentation was so well received that we thought it would be a nice idea to give that presentation to a broader audience.

Are you looking to confirm whether your P21 hardware configuration is appropriate? Or are you about to refresh your on-premise P21 environment? Or are you considering scaling up or scaling out your existing P21 ecosystem, to accommodate organizational growth? And what impact will this have on the P21 database or application layers? On September 21st, 2023, Brent Merritt will provide answers to these common P21 questions and more. The EstesGroup team will also present on SQL Server Query Optimization and Web UI Migration Best Practices. Guests from our Partner Network will include DCKAP, Web Connect, and Conveyance.

P21 Summit Agenda

All Prophet 21 Sessions are Noted in Central Time

11 AM: P21 Architecture Best Practices – Brent Merritt, EstesGroup
Noon: Integrated Distribution Commerce for P21 Users – DCKAP
1 PM: From Inbox to Order: Streamlining the P21 Sales Process – Web Connect
2 PM: Introduction to P21 APIs – Conveyance
3 PM: SQL Server Query Optimization – Brad Vandenbogaerde, EstesGroup
4 PM: Web UI Migration Best Practices – EstesGroup IT Team

DCKAP

EstesGroup has long been partners and friends with the DCKAP team. P21 ecommerce is an important topic for many Prophet 21 distributors, so we’ve had a lot to talk about. In 2022, I attended DCKAP’s Round-Up event in Austin, TX, to discuss hybrid cloud strategies.

At last year’s Estes’ Integrate 2022 event, DCKAP’s Aaron Pallares presented a Distributor’s Guide To Breaking Operational Silos. Estes is excited to have DCKAP on board once again to discuss the intersection of Prophet 21 distribution and ecommerce.

Web Connect for Prophet 21

One fortuitous outcome of this year’s P21WWUG CONNECT 2023 event was the opportunity Estes had to start a new friendship with the team at Web Connect. The Web Connect team delivers a suite of P21-integrated utilities that extend and expand on Prophet 21’s native functionality. Whether it’s automating the P21 quoting and ordering processes, providing customers with access to P21 information, or helping P21 sales users access and communicate their P21 sales data in new and exciting ways, Web Connect continues to help P21 users optimize their sales processes. EstesGroup is looking forward to the Web Connect team’s insights on how technology can bolster a company’s Prophet 21 sales processes.

Conveyance Solutions

EstesGroup has been working hand-in-hand with our consulting partners from Conveyance Solutions, often working together both on P21 implementations and P21 optimizations. The Conveyance team brings a wealth of knowledge to the table when it comes to implementing Prophet 21. One such subject is the matter of the P21 API. Prophet 21’s API is a nebulous subject for many of us, as it differs significantly from the earlier P21 integration solutions that predated the P21 Middleware Server.

But just what is the P21 API? What are APIs in general? How is it related to Epicor’s Prophet 21 web version? And how can the Prophet 21 API be put to use to automate processes and integrate the P21 application with third-party solutions? The Conveyance team will be tackling this topic at our Fall ’23 Prophet 21 Summit.

Prophet 21 World Wide User Group – Lake Erie Insights

Earlier this summer, Estes own Brad Vandenbogaerde headed down to Cleveland to hang out with the P21WWUG Lake Erie chapter and to give a workshop on some Prophet 21 SQL query optimization techniques. Unfortunately, some technical challenges prevented him from accessing the necessary server domains, resulting in a more broadly-spanning conversation on P21 SQL Server tips and techniques. On September 21st, Brad will revisit his original presentation on Prophet 21 SQL queries.

P21WWUG CONNECT 2023 Insights

One of the most surprising discoveries from this year’s P21WWUG CONNECT 2023 event was the realization that a huge volume of the user community is still utilizing the legacy P21 desktop application. The migration to the P21 web client has been much slower than anticipated. While many customers are experimenting with the P21 Middleware Server layer, much of what is being conducted against the last P21 2021 version that supports both the P21 Middleware Server and the P21 Desktop client. This creates a problem because that version is a suboptimal way to transition into the Web UI version due to performance issues. Worse still, this version is losing support in the near future. The Estes’ team will spend the final session at the Fall ’23 Prophet 21 Summit addressing this subject, based on the work we’ve performed in helping customers make this important move. What is the best way to approach a P21 web migration from a planning perspective? And what are the most common hangups when migrating to the web version, and how are they most easily resolved? We’ll cover answers to both questions during this session.

The Fall ’23 Prophet 21 Summit Brings Your P21 Problems to an End

The EstesGroup team will be concluding the final session early to allow us to hold a roundtable discussion and to allow our attendees to bring up any and all of their P21 questions. Our P21 consulting staff will provide real-time answers. Epicor Prophet 21 events are a great opportunity for our team to better understand the needs of our user community and to provide some P21 help to our customers and friends. We look forward to seeing you there!

How to Optimize Prophet 21 Performance

by Brad Feakes | Jun 16, 2023 | Cloud, Epicor, ERP, ERP Implementation, Hosting, Managed IT Services, Prophet 21

Load Balancing the P21 Server Stack into an N-Tier Architecture

Enterprise Resource Planning (ERP) system scalability is always a concern. Your user count grows. The database gets larger. The organization adds branches. As this all snowballs, several interconnected challenges begin to affect an ERP system’s ability to keep up. A central aspect of a company’s overall system performance is the ability to effectively divide user workload when the user count exceeds the capacity of a given application server.

Prophet 21 Load Balancing Performance Optimization

Epicor’s Prophet 21 distribution ERP software is no exception to this general concern, and one significant element of handling performance challenges when scaling your Prophet 21 application relates to load balancing. That said, when understanding how P21 load balancing functions within a P21 installation, it would be helpful to understand some basic application architecture concepts.

A common form of application architecture involves a three-tiered architecture:

At the lowest level, the database server stores and organizes an application’s data.
At the highest level, the user interacts with the application through the client user interface, whether browser-based or desktop-deployed.
The application server is responsible for orchestrating the interaction between the client and the database levels – the business logic at the AppServer level converts requests from the client into commands at the database level.

Epicor’s Kinetic application has such a 3-tiered architecture, going back to the days of its antecedents, E10, Epicor 905, and Epicor Vantage – the Epicor AppServer has long been the hub of Epicor administration. But not all ERP systems had such an architecture. Epicor’s P21 ERP is one such application. Historically, the Epicor Prophet 21 application was a 2-tiered architecture:

The P21 database stored the application’s data, as is the case with most ERP systems.
The P21 desktop application functioned both as the user interface and as the source of the Prophet 21 application’s business logic, communicating directly with the Prophet 21 database.

With the more recent versions of the Prophet 21 application and the introduction of the P21 Middleware Server, the P21 ERP application has taken on a more contemporary 3-tiered architecture. The Prophet 21 Middleware Server is essentially an application server layer. The introduction of the P21 application server layer allowed for innumerable capabilities that had been previously unavailable with the P21 desktop application.

One such capability is the P21 API layer. ERP systems normally provide API connectivity at the application server layer – the ERP API functions in the place of a client application, sending requests to the application server. The application server layer interprets these requests as it would a request from an end user client.

The API layer allows for an exponential increase in integration opportunities, enabling a more decoupled hybrid cloud architecture — one where multi-system interactions no longer had to reside at the database level.

The challenges to scaling a P21 ecosystem don’t end with a three-tier server stack.

As user counts increase, the need for additional application servers similarly increases. And with fluctuations in the timing that users access the application, it becomes difficult to manage and balance the user load across the overall environment. This can lead to performance bottlenecks, among other things. Enter P21 load balancing.

A system admin can implement load balancing in one of several forms. Load balancing can occur from within the application itself – the application decides how a given user session will be handled. An admin can also choose to implement load balancing from outside the application, using an external load balancer.

When using an external load balancing appliance to level out your P21 ERP user sessions, the load balancer controls the user flow differently than a traditional 3-tiered application configuration. In such an environment, the client application speaks first to the load balancer, rather than speaking to the middleware server directly. Based in the middleware servers available, and the current load profiles in play, the load balancer guides the client request to the appropriate P21 middleware server.

What makes external load balancing of your P21 environment so helpful is its transparency – the balancing of user load is, in fact, invisible to the end users involved. This allows your P21 administrator to fine-tune performance over time, as load patterns surface.

Better still, the use of an external load balancer adds a layer of security, allowing for identify management, multi-factor authentication, and security group management, to better lock down and secure your P21 enterprise. This abstraction of the application server from the client allows for a truly N-tiered architecture: an architecture that can segregate various interactions with the P21 database, allowing for a diverse orchestration of functionality and capability.

Prophet 21 Performance in Action

EstesGroup provided the infrastructure for the P21 Lake Erie User Group meeting in December of 2022 at the Embassy Suites hotel in the greater Cleveland area. This Epicor Prophet 21 ecosystem included a load balanced P21 middleware server layer. A depiction of the system architecture can be seen in the image below:

Do you need help optimizing your Epicor Prophet 21 performance? Chat with us now to begin a conversation with a P21 expert today!

RPA DNA – What is Robotic Process Automation?

by EstesCloud | May 16, 2023 | Business Consulting, Cloud, ERP, ERP Consulting, ERP Implementation, Hosting, Managed IT Services, Software

Robotic Process Automation (RPA) is a new software technology that has the potential, in conjunction with AI technologies, to transform business processes, policies, and Enterprise Resource Planning (ERP) systems.

RPA removes workers’ mundane, time-consuming tasks so that they can alternatively focus on innovation and creation. With RPA, software robots, rather than humans, quickly and efficiently perform data system tasks. Simple software robots can log in to data systems, locate and move files, insert and alter information in data systems, and assist in analytics and reporting.

More advanced software robots, especially if they have AI technology, can interpret, organize, and make decisions in a cognitive, human-like way. Businesses will discover that RPA technology is relatively inexpensive to implement, and it is business-ready and scalable.

A variety of different industries — in manufacturing, finance, and healthcare — can benefit from adopting RPA technology into their business operations and processes. The benefits of RPA technology are expansive, and these benefits carry over into ERP system implementations and ERP processes. Ultimately, with RPA, businesses can focus on improving their workplace atmospheres so that they are more efficient and productive.

What are the benefits of Robotic Process Automation (RPA)?

As businesses seek to automate their work flows to become more efficient and productive, Robotic Process Automation (RPA) will continue to transform workplace atmospheres and advance processes and operations while increasing production and profits. By implementing RPA technology, businesses will realize the following benefits:

RPA is initially inexpensive to implement and is ready for use, with minimal coding, by most data systems.
RPA eliminates some of the monotonous, arduous tasks that fatigue workers.
RPA eliminates human error and encourages speed, efficiency, and accuracy of repetitive tasks.
RPA adapts to meet increased production needs and ultimately reduces costs and increases production.
RPA creates a happier working atmosphere in which employees can focus on customer relations and innovation rather than mundane tasks.
RPA encourages a strong increase in rate on investment (ROI).
RPA promotes consistent compliance with industry and government standards.
RPA enhances security by eliminating human interaction with sensitive, private information.
RPA can automatically generate reports and analytics that businesses can use to improve their processes and operations.

How does Robotic Process Automation (RPA) integrate with ERP systems?

Enterprise resource planning (ERP) systems are essential for businesses to tailor their workplace atmospheres, and by utilizing Robotic Process Automation (RPA), businesses can automate and reappropriate mundane tasks to software robots rather than humans.

Users will be able to realize the full benefits of ERP systems and focus on more foundational tasks while RPA accomplishes lower-skilled, mundane tasks. ERP systems will experience similar benefits that businesses have when integrating Robotic Process Automation (RPA). Some areas that ERP operations can utilize and benefit from RPA include:

Accurate data capture and transfer
Assistance with and automation of data migration
Inventory and supply chain management
Real-time data sharing
Real-time analytics and reporting necessary for compliance

Why should businesses integrate their ERP systems with RPA technology?

Many companies are hesitant to implement Robotic Process Automation (RPA) or fear that RPA will eliminate workers. RPA is cost-effective and easy for businesses to implement and integrate into their ERP systems. RPA software increases speed, productivity, and efficiency of processes and operations while encouraging a happier workplace atmosphere.

RPA doesn’t replace humans. It certainly is more consistent and reliable, but there will always be a need for human interaction. Although RPA will eliminate many of the lower-skilled, mundane tasks that humans must perform, workers will still be responsible for higher-skilled, fundamental tasks. As RPA streamlines workplaces and ERP systems, humans will be able to focus on more complex, meaningful tasks that will help businesses grow and maximize profits.

Combining an ERP system with new cloud-based technology allows businesses to experience all the benefits of both while approaching the future with automation and efficiency. Businesses will see cost reductions and great increases in rate on investment (ROI).

ERP systems with integrated RPA technology encourage streamlined workplace atmospheres, innovation, competitiveness, and ultimately, business growth. RPA lets workers enjoy their coffee, innovate, and communicate with customers while it does the grunt work.

Looking for answers to questions about how new technology can help your business? Meet with our team to learn how cloud-based solutions and services can help you achieve your goals!

How to Use Technology to Manage Freight Costs

by Brad Feakes | Nov 23, 2022 | Distribution, Epicor, ERP, ERP Consulting, ERP Implementation, Prophet 21

Freight costs are more important than ever in our turbulent times. With ongoing inflation, and the possibility of a recession looming, runaway freight costs threaten to take distributors’ profit margins for a ride.

Enterprise Resource Planning (ERP) solutions often lack proper tools within the base software for managing freight costs and often must rely on third-party applications and web sites to manage and execute carrier pricing. With a potential recession on the horizon, it is more important now than ever to recover costs and protect profits. Companies go to great lengths to negotiate freight rates with carriers but often fall short on execution of the rates resulting in paying higher costs. A better solution is needed, especially in light of the challenges that a recession will bring.

Freight Costs business concept: Small cardboard boxes with a plane flies above world map. Concept of transportation, international freight, global shipping, goods or services remotely. overseas trade, regional

November 30th @12PM – 1PM (EASTERN)

ShipSource: Using Technology to Manage Freight Costs During a Recession

On November 30th, at Noon (Eastern), Ron Cope of ShipSource will discuss the techniques necessary when using technology to manage freight costs during a recession. The session will focus on things you can do to improve freight execution and become more efficient to control spending.

Companies spend significant time, resources, and money to license and install shipping software. Efficient and fully-functional shipping solutions are a must in the distribution industry in general and in the Epicor Prophet 21 community, in particular. Moreover, there is a need in the P21 industry for custom platforms that meet clients’ needs, that are integrated immediately, and can go live within days.

ShipSource is an authorized distributor of the ShipVia multi-carrier transportation management system, and has been providing Prophet 21 shipping solutions since 2005. ShipVia was created to meet the Prophet 21 shipping needs of the P21 distribution community, by providing a robust rating engine that can be deployed quickly at affordable pricing.

Tailored to fit the corporate growth initiatives and financial strategies, the solution supports a robust solution and a rapid implementation. If you are looking for a solution that supports rating for all your carriers and can be fully implemented within days, then ShipSource has the system for you.

Meet Ron Cope of ShipSource at ESTES INTEGRATE 2022

Ron Cope has more than 35 years of experience with transportation management. Currently, Ron is the President of ShipVia, the manufacturer of the ShipVia transportation management software program and ViaDUCT integration software. Ron is also the Managing Partner of ShipSource that is licensed to distribute the ShipVia software products.

Ron Cope, ShipSource