IBS Enterprise Help Centre 7.0

Installation

Installation of the system	For a description on how to install the system on the iSeries, see the IBS Enterprise Technical Implementation Guide, available on the IBS Intranet.
Installation of a new company	For a description on how to generate a new company or how to copy one, see Company generation and the Panel help.

The following outlines the procedures for installing/activating/loading IBS Distribution. Two different scenarios apply:

You are about to perform an entire new installation of IBS Enterprise.
You are already running IBS Enterprise, but without IBS Distribution.

Entire new installation

The installation process and data set up for an entire new IBS Enterprise installation is divided into three major phases. They are:

Install IBS Enterprise from media.
Run a company generation and define the applications to be activated for the company.
Establish mandatory data in IBS Distribution tables/files.

For a description of the first two steps, see the IBS Enterprise Technical Implementation Guide available on the IBS Intranet. For a description of the third step, see Loading data.

Already running IBS Enterprise

The installation process and data set up for an installation of IBS Distribution only is divided into four major phases. They are:

Install IBS Distribution from media.
Activate IBS Distribution in the System company control file.
Pre-load tables for IBS Distribution.
Establish mandatory data in IBS Distribution tables/files.

For a description of the first step, see the IBS Enterprise Technical Implementation Guide available on the IBS Intranet. For a description steps 2 and 3, see the corresponding sections in this document. For a description of the last step, see Loading data.

Some of these steps are required to make the system operational and should be performed by a technician, while others can be completed by the user. It is, therefore, strongly recommended that you read the IBS Enterprise Technical Implementation Guide (available on the IBS Intranet) before and during system installation and setup. The technical steps are described in more detail in that document.

Activate IBS Distribution

To perform the activation of the IBS Distribution application as a separate task is only done if the IBS Enterprise software already is installed and a company (or several companies) is already generated.

For your information, when generating a company in IBS Enterprise for the first time, the applications to be used in the company are also activated. For more information, see the IBS Enterprise Technical Implementation Guide available on the IBS Intranet.

Activate the IBS Distribution application in a company that is already installed

Select the Work with companies menu item.
Select the company in which IBS Distribution should be activated and click OK until you reach Application defn/company maintenance.
On that panel, select the DIS application and click OK twice.
Continue to click OK until you return to the initial panel and then exit the routine.

IBS Distribution is now activated, but you have to restart the company (via the Change company to work with menu item) to be able to continue with the next Pre-load tables for IBS Distribution section.

Pre-load tables for IBS Distribution

Some tables have preloaded values at installation, and maintenance should be restricted. These tables include:

Batch program table
Transaction type table
Price identification code table
Item search control table
Bar code table
Dispatch code table
Layout code text table
Inventory event code table
Item price code table
Document output format table
Order held reason code table
Item cross reference type table

Other tables also have preloaded values, but need maintenance before they are complete.

Performing the pre-load of IBS Distribution related tables need only be done if the IBS Enterprise software is already installed and a company (or several companies) is already generated.

For your information, when generating a company in IBS Enterprise for the first time, the applicable tables are also pre-loaded. For more information, see Company generation.

Select the Update pre-loaded application tables menu item.
You access Application preload tables update. Do the following:

Enter the IBS Distribution application code (DIS).
Perform update by clicking OK.

You are now ready to start manually loading data in tables and files. See Loading data.

Activate other functions

The following functions must be activated in order for the end-user to both see the fields (in some cases) and use the function:

Function	Where to activate	Result
Accumulate batch to fill order	Function control file (BCHACC)	During pick confirmation, the system will select lots in a FIFO (First In, First Out) sequence until the order line quantity is filled.
Alternative printer layout	Function control file (ALTPRLYT)	If this function is activated the addresses on all external documents you normally send to the customer, (e.g., invoices, pick lists, transport notes, reminders, interest notes, A/P remittance advices, etc.), will be printed to the left to cater to left window envelopes.
Automatically allocate stock for customer	Function control file (FIRMALLO)	If this function is active, extended functionality to the existing Sales order allocation routine will be available allowing you to automatically allocate stock for customers (also known as Firm allocation) during sales order line entry. Manual creation of a sales order allocation is bypassed. Instead, the stock for the customer will be reserved/confirmed during sales order line entry if the sales order is flagged for Firm allocation, the dispatch date for the order line is within the time horizon and the entire quantity is available. A sales order allocation will automatically be created for all applicable sales order lines on a sales order. See Setting up the sales order allocation functionality and Work flow for automatic allocation of stock (Firm Allocation) processing for set-up and process instructions.
BtB feature	The BtB feature used field in the DIS control file	All fields related to the BtB feature will be displayed to the user. See Setting up the Back-to-Back (BtB) order functionality for instructions.
Business partner default search mode	Function control file (BPDFTSCH)	Business partner default search mode is used to determine how the system should perform the initial search for business partners in the Select business partner program if an exact match cannot be found for the entered value. Valid values are: See Business partner search alternatives in IBS Enterprise
Business partner search delimiter	Function control file (BPSCHDLM)	Business partner search delimiter must be entered when the BPDFTSCH function is active and business partner default search mode is set to 3 (BP search fields search). The delimiter is used to split entered values into separate search fields for the initial search in the Select business partner program.
Business partner structure	Function control file (BP-STR)	The system will allow you to establish multilevel customer and/or suppliers structures in order to group a number of business partners together. The top of the structure is called the Holding company. Each customer within the structure that has daughter companies is called a Structure parent. Different pricing policies can be defined for a customer structure. It is possible to specify if the sales price is to be retrieved from the actual customer on the sales order, from a predefined parent company or to check both and use the lowest price. Statistics, both sales and purchase, can be created for an individual business partner, for the holding company and for a predefined level (parent company) in the structure. See Create a business partner structure for your customers and Create a business partner structure for your suppliers
Cost per warehouse handling	The Cost per warehouse field in the DIS control file.	Able to more accurately identify how much it costs to supply each warehouse with goods by defining the cost price per item/warehouse. See Costing in IBS Enterprise for more information.
Credit control handling	Function control file (Several Functions. See Result column)	CR-BTBOO If this function is activated the value of all BtB-direct lines on the order will be included in the open order value regardless of where they are placed on the open order time axis when the total balance is checked against the credit limit when closing a sales order. CR-ODUE: If this function is activated a credit check is done when the Batch order hold is run. When this program is run, sales orders will be held for debtors who have exceeded their overdue day/amount threshold set up for them in the Credit profile table. CR-PL: The system will check the credit limit when printing pick lists. If the current order value exceeds the credit limit when the pick list is about to be printed, the pick list will not be printed and the order will be held. CR-QT: The system will check the credit limit of the debtor when quotations are entered, maintained or copied. If the current quotation value exceeds the credit limit, then a warning will be issued. This can be bypassed, but if the CR-SO (Credit control, order entry) function is activated, then it will be flagged during the copy process of a quotation that a sales order should be created. Depending on how the credit profile assigned to the debtor is set up, (or the credit stop code, if such is defined for the debtor), the order or order line could automatically be put on hold. CR-SO: The system will check the credit limit of the debtor when sales orders are entered. If the current order value exceeds the credit limit, the result is dependent on what is set up in the system. Either a warning will be issued OR depending on how the credit profile assigned to the debtor is set up, (or the credit stop code, if such is defined for the debtor), the order or order line could automatically be put on hold. CR-SOL: The system will check the credit limit of the customer for each sales order line that is entered in the sales order maintenance. If the current order value exceeds the credit limit, the result is dependent on what is set up in the system. Either a warning will be issued OR depending on how the credit profile assigned to the debtor is set up, (or the credit stop code, if such is defined for the debtor), the order or order line could automatically be put on hold. See Setting up the Credit control functionality for more information.
Currency clause handling	Currency clause code table Business partner file (Customer file panel) Item file (Inventory information panel)	The system will track exchange rate fluctuations between two currencies and adjust the price, during invoicing, according to the limit agreed upon between you and your customer. You define the currency clause parameters in the Currency clause code table. You must also define the customer and item as being a currency clause Customer/Item in the Customer file, respectively Item file. See About handling exchange rate fluctuations between purchase and sales price and Set up currency clause handling for more information.
Detail Criterion	Function control file (DET-CRIT)	This function is used for the reporting of accepted or rejected quantities based on pre-defined conformity criteria. The conformity criteria reporting can be accessed from the following: Purchase reception note Requests and Returns Manufacturing order operation reporting Manufacturing order reception reporting Batch maintenance Serial number tracking maintenance
Display/Entry Unit handling	Function control file (D/E-UNIT)	Display/Entry unit handling for sales orders, allowing the user to enter/view all quantities in this unit. If activated, Display/entry unit will be visible on all panels where the quantity is normally displayed, by default, in the stock unit. The stock unit will be replaced automatically and presented in the Display/entry unit. See Setting up units for more information.
Document number user data print	Function control file (USRDTAPR)	When this function is active the document number will be included in the spool file user data of IBS Distribution documents allowing individual documents to be selected for printing.
EU Reporting feature	The EU Reporting field in the System company control file.	Able to use the EU VAT sales report and Intrastat declaration functions. Note: For detailed instructions about setting up the IBS Enterprise environment, see Setting up the EU Reporting functionality.
Incomplete stock units	Function control file (INCOSTUN)	In the purchase and sales cycle, (when receiving and picking quantities), the system will allow quantities that cannot be converted to complete stock units if this function is activated and the flag for Incomplete stock units is set to YES in the Item file (Basic data panel). Rounding will take place using the number of decimals from the stock unit, and a validation will take place to check that the rounding does not result in quantity zero.
Incomplete VAT setup	Function control file (VAT1)	This function controls whether or not the system should search for default VAT handling codes in the DIS control file for sales order lines and for fees during line entry. It also controls whether or not the VAT handling code should be maintainable. If activated, then the system is prevented from retrieving VAT handling codes from the DIS control file. In addition, the codes cannot be manually entered on the line nor maintained in the order header. The system searches for and retrieves VAT handling codes from the following sources and in the following order: For sales/purchase order lines: Item file, Country/Country VAT information panel Country/Country VAT table DIS control file (only if the VAT1 function is not activated) For fees: Country/Country VAT table DIS control file (only if the VAT1 function is not activated)
Item classification functionality	Function control file (Several functions. See Result column)	CLA-ITEM: Activates the Item classification functionality within the company. By activating this function the item classification set-up fields will become available in the DIS control file. No menu option in the ITEMCLAS Item classification tasks menu will be possible to access until a valid set up has been entered at DIS control level. See Setting up Item Classification. AUTITEMC: This function assigns an automatic item code to those items grouped and created within the Item classification functionality and whose item code is not manually entered or retrieved via a layout definition when applying the Item classification definition. If this function is activated, a valid number series must be connected to the number series for Item code generation. If there is a layout definition that results in a blank item code, this function will assign a next number from your number series when applying the Item classification definition to generate the item. If no layout definition is defined, the system will force you to enter an item code manually when applying the Item classification definition to generate the item. When this function is activated, layout key word %AUTIC – Put automatic item code can be used when defining the layout definition for layout code “05” “Item code” in order to make the generated item code unique (if needed). See Layout definitions in Item Classification. CLA-COPR: If this function is activated together with the CLA-ITEM (Item classification) function you will be able to define purchase and sales prices on the item classification definition level and download these prices to the item level when generating your items via Item classification. See Setting up Item Classification pricing.
Item segmentation feature	The Item segmentation field in the DIS control file.	Able to categorise (split) items into different logical, meaningful segments.
Log used summary levels	Function control file (LOGSLVL)	This function controls if you want to trace/log used summary levels. If you activate this function you will be able to trace the used summary levels via the Work with used summary levels menu item and delete the logged records. This allows you to reduce the number of unused summary levels and thereby increase IBS Enterprise performance in various functions.
Lost sales tracking feature	Function control file (Several functions. See Result column)	LSTSL-SO & LSTSL-QT: Window prompts in Sales order maintenance and Quotation maintenance any time the user: deletes an order line deletes an entire order decreases the quantity where a reason code from the Lost sales reason table can be entered. Can also, optionally, keep statistics of lost sales (defined per reason code). LSTSL-AO: Lost sales statistics should automatically be created when entering a sales order line manually and there is not enough in stock. This can only occur when the order is defined with Order fulfilment rule (OFR) = 3, which means automatic adjustment of quantity. LSTSL-DI: Lost sales statistics should automatically be created when receiving sales order from Data Interchange and there is not enough in stock. This can occur when the order is defined with Order fulfilment rule (OFR) = 1, which means that the customer wants requested quantity on requested date or for OFR 3, which means automatic adjustment of quantity.
Maintain supplier purchase price fictitious item	Function control file (MSPPFI)	This function controls the retrieval of the purchase price for fictitious items. If no price is found for an applicable fictitious item/supplier, the system will retrieve the price from the main supplier.
Maximum number of open jobs	Function control file (JOBOPNF)	When this function is active the system will check the number of open files and close the open files if the number exceeds 2900.
Multi-Currency	The Multi-currency field in the DIS control file	Able to enter prices in several currencies.
NCC Selling	Function control file (NCC-SELL)	Controls if sales and reservations from NCC stock are allowed. If activated, the NCC will be updated with information from the sales order/sales quotation when NCC quantity is reserved/consumed. A flag in the Business partner file controls if and how the available NCC stock should be considered during quotation and sales order line entry to a specific customer. See About NCC selling for more information.
Order flow log feature	The Order flow field in the DIS control file	Information is logged in the Order flow log file each time a change occurs for a purchase/sales order line at a log point. The information is stored in the iSeries but is only displayed in Analyser.
Order status statistics feature	The Order status field in the DIS control file	Information is logged in the Order status statistics file each time a purchase/sales order changes status at a valid log point. The information is stored in the iSeries but is only displayed in IBS Analyser.
Order progress statistics feature	The Order progress field in the DIS control file	Information is logged in the Order progress statistics file each time the purchase/sales order reaches a new log point. This allows you to view the aggregated information of the different stages in the purchase/sales order cycle. The information is stored in the iSeries but is only displayed in IBS Analyser.
Package reporting feature	Following three fields in the DIS control file (panel Extension package and shipment info) Length of com prefix Company prefix (is assigned to a company via the EAN organisation) Code for Extended package number series Note: The package number series must be defined in the Extended number series table.	Able to use the Work with Package reporting functionality allowing you to create packages with the unique 18-digit serial shipping container code (SSCC).
Pending invoice statistics	Function control file (PND-INVS)	During invoicing, statistics are written to BIW (Business Information Warehouse). This can also be possible even if no invoice is printed, as is the case for pending invoices (i.e. periodical invoices where the order is in status 50). If this function is activated balances for pending invoices will be created in BIW. Invoice sales statistics files are also updated with pending invoices, giving you the possibility to browse pending invoices and also create reports using sales statistics.
Price unit handling	Function control file (PRCUNIT)	Price unit handling for sales and purchase orders. If not activated, no price unit related fields will be displayed on any panels or printouts. The price unit fields in transaction file will, however, always be updated but hold the same values as the corresponding sales unit fields. See Setting up units for more information.
Print NCC labels	Function control file (Several functions. See Result column)	NCCL-PR1: Controls if NCC labels can be printed for a reception note. NCCL-PR2: Controls if NCC labels can be printed for a request and return order. NCCL-PR3: Controls if NCC labels can be printed for a manufacturing order.
Profit display Item not bought enquiry	Function control file (PR-DSP01)	When this function is active the user is allowed to view the Profitability code and Contribution % fields in the Items not bought enquiry. Inactivation of this function will keep that information hidden.
REACH functionality	Function control file (REACH)	When this function is active the functionality for REACH, the European Union regulation for the Registration, Evaluation and Authorization of Chemicals, will be available in the Dangerous Goods Handling application. It will be possible to enter substance information for items defined as chemicals to be reported according to the regulation. Reporting information such as quantity limits, dates and declaration can also be entered.
Rebate calculation at SO entry	Function control file (RBT-SOE)	If the IBS Customer/Supplier Rebates (RBT) application is activated and the functionality to calculate expected rebate amount during sales order entry is required, activate this function. See Setting up the IBS Customer/Supplier Rebates application for instructions.
Reporting Currency Application/feature	Three steps are involved: You need a valid control code. Activate the RCU application in the System company control file (Application/defn company maintenance panel). Enter the applicable reporting currency in the System company control file.	Able to press F7 in various DIS programs to toggle the system currency and reporting currency.
Sales restrictions check	Function control file (Several functions. See Result column)	SEV1PICK: When this function is active the system will check for sales restrictions with severity 1 (sales not allowed) during the printing of pick lists. SEV1REPL: When this function is active the system will check for sales restrictions with severity 1 (sales not allowed) during sales order replanning. See Setting up the sales restriction functionality for instructions.
Separate cost handling	If you have activated the BtB feature, you can set the Sep cost handling field to YES in DIS control file.	Able to have separate cost handling for BtB transactions.
Shipment preparation feature	Following four fields in the DIS control file (panel Extension package and shipment info) IF you are setting up Routes for your company: Under section Re-assign shipment 1. Manual change 2. Re-planning 3. Btb/MDC change 4. DI change	Able to automatically re-assign sales order lines to a new route, in the event that they were removed from the original shipment. A removal of a sales order line from the original shipment occurs when any of the following is changed: Manual of transport Dispatch date Warehouse Destination Shipping agent Route ID Departure ID See About working with outbound shipments and Shipment preparation process.
Validation of EAN numbers	Function control file (EANCHECK)	This function controls if new EAN codes should be validated against the EAN.UCC identification rules.

Installing and activating IBS Distribution