Control Set Management

Enterprise & Corporate Edition Only

This feature can be accessed from INSTALLATION Workshop by selecting File|Open Control Sets from the menu.

A Transaction Control Set contains the list of transaction numbers used by CAPITAL in a multi-user environment. It can be useful to create and manage multiple sets when you need to generate different transaction number sequences by department, division, plant, branch, point-of-sale register, etc.

This is an advanced option that allows you to select and edit multiple Transaction Control Sets. The default Transaction Control Set is called Master Control File. You may add an unlimited number of Control Sets to your system.

Control Sets are either local to each PC or user session (such as when CAPITAL is running under Citrix or Terminal Services) or they are controlled by an end-user's log on password and associated department.

Working With Control Sets In Local Mode

If you want to work with Control Sets that are local to each PC and you want different user computers or sessions to operate with different Control Sets, you must access this window from each user's computer and set the appropriate Control Set as applicable.

In this mode ensure that Control Sets Operate Locally is ticked.

When the CAPITAL application then starts, the Control Set you have selected will be the Control Set that CAPITAL will automatically open and use.

Working With Control Sets In Deparmental Mode

To have your system automatically select a Control Set based on the department the user is operating in, you must do the following:

1. Ensure that Control Sets Operate Locally is unticked.

2. Create a Control Set for each department. You must assign the correct department code to the Control Set when you create it.

You may only have one Control Set per department, so if you assign the same department code to more than one Control Set, only the values of the first matching Control Set will be used.

3. Multi-departmental processing must be activated.

In this operating mode you must associate a department code to an operator's Staff Profile. When this is done, the Control Set is selected when the user logs in using their password. For example, let's say the user JOHN has a department code assignment of 'QLD'. When this user logs in, and a Control Set with a department code of 'QLD' exists, the Control Set will be activated. The procedure for associating a user with a department code is as follows:

1. Note the User Name of the user under Security Maintenance.

2. Open this user's Staff Profile. Do this by selecting Tables|Operators|Staff Profiles from the main menu. You will be presented with a staff list. Double-click on the applicable user.

If the user does not exist, you will need to create this user by pressing the Add button.

The User Name of the user's security profile (see Security Maintenance for more information) must match the User Name on the Staff Profile. If these do not match character for character, then the user's Staff Profile settings will NOT be associated with the user's password log-on. And that means the Control Set will not be activated.

3. Click on the Departments tab button. In the Department field enter the department to associate this user with.

4. Press Save to record your changes.

When a user now logs in using their password, CAPITAL will attempt to match their Staff Profile department code against a Control Set with a matching department code. If such a match exists, the user will be issued the transaction number sequences of the Control Set when they go to enter transactions.

Effectively, this means that when all users assigned the department code of 'QLD' log in, they will be assigned the transaction numbers of the 'QLD' branch or department automatically. Users assigned the department code 'NSW' will be assigned the transaction numbers of the 'NSW' branch or department, and so on.

For more information on users and department associations consult the section: Departmental Restrictions under Security Options and also the topic: Departmental Security.

Managing Control Sets

Files

Select the Control Set from the list of available choices or press the Create button to create a new Control Set based on the one that is currently loaded.

You can change which Control Set is loaded by selecting a Control Set from the list and accessing the Open Control Sets window again.

If you wish to delete a Control Set that is no longer in use, select it and press the Delete button.

Setting Transaction Number Sequences For Control Files

To set transaction numbers for a Control Set do the following:

Start INSTALLATION Workshop and log on if necessary.
From the menu select File|Open Control Sets.
Under the Files list select the Control Set you wish to set transaction numbers for and press the Select button. The selected Control Set will now be 'open'.
From the menu select Install||Transaction|Numbers to set the transaction number sequences of sales orders, stock returns, stock receipts, purchase orders, quotations, and similar transactions. From the menu select Install|Invoicing|Transaction Sequences to set the transaction number sequences of invoices, credit or adjustment notes, discounts, lay-bys and similar kinds of transactions.

You cannot specify different transaction descriptions, minimum numbers, forms or locks. These settings, if changed, will apply to all Control Sets.
Click on Finished button under either menu option and then exit the application and save your changes.

Alternatively, you can go back to step 2 and select a different Control Set to establish transaction sequences and form names for. If you go back to step 2 you will be prompted to save your changes before you select another Control Set.

Setting The Sefault Department

CAPITAL prompts you for the department code to assign to your Control Set when you first create a Control Set. If you wish to later change the department code assignment to your Control Set do the following:

Start INSTALLATION Workshop.
From the menu select File|Open Control Sets.
Under the Files list, select the Control Set you wish to set the department for and press the Select button.
From the menu select Install|Advanced|Departments. Set the Default Department to the start-up department for the Control Set and press Finished.
Click on Finished and then exit the application and save your changes.

The last department code set also becomes the default department code for all users who do not have a specific department assignment. If you wish to set a different default department for non-Control Set users:

Select the Master Control Set.
Entrer the correct Default Department (as described above).
Exit the application and save your changes.
Start INSTALLATION Workshop again and re-activate Control Set to use for the current PC or session.

Hints & Tips

Transaction Control Sets maintain transaction number sequences and the default department code. You cannot set the transaction number minimum with a Control Set. (The minimum specified in the master Control Set is always used.)

For more information on transaction number settings consult the topic: Transaction Sequences.

Transaction based Form selections are not specified by the Control Set. Keep in mind that the form each user prints is (normally) remembered separately for each session or PC running in your company. For example, if you are using the form 'Invoice' to format your invoices during printing, and wish to use the form 'Invoice2' on certain computers on your network, simply specify 'Invoice2' as the form to use on each applicable computer. CAPITAL will remember to use 'Invoice2' the next time an invoice is printed.

For more information on the rules for form selection consult the topic: Form Hints.