Entering and Modifying Purchase Parts Using Spreadsheet Data Manager—Exercises

IMPORTANT
If you are a student, it is extremely important that you set up and work within your own site to maintain your data integrity. If you work within any other site, you will compromise your own exercise data as well as the data of other students. Predictable exercise results require that your data be isolated in your own site.

Main Exercise

Purpose: The purpose of this exercise is to learn how to enter and modify purchase parts in Microsoft® Excel and then import that new or modified data into IFS Applications using the Spreadsheet Data Manager (SDMan).

Windows:
(SDMan is installed locally and then is available from the IFS Applications menu within MS Excel.)
Part Information Analysis
Purchase Parts
Purchase Part

Enter Purchase Part, Basic

  1. Open Excel and open a new workbook or select an empty worksheet from an existing workbook. Optionally rename the active sheet to Pur Part NEW.
  2. When you create a new purchase part for IFS Applications, data in many fields is mandatory. Set up your Excel sheet with one spreadsheet column for each mandatory field and then enter the data for each purchase part under the appropriate column headings. The table below shows the mandatory fields in the First Row column and possible values for purchase parts in the Second and Third Row columns. The Comment column in the table indicates information that may be helpful to you as you enter the purchase part data. (The table below shows the fields listed down in one column even though they will be listed across in one row on your spreadsheet. This is because it is impractical to fit all the mandatory fields horizontally in this file.)

Notes:

First RowSecond RowThird RowComments
Result[Result will be inserted here][Result will be inserted here]
Part NoXX1XX2Replace XX with your initials.
DescriptionPurchase Part XX1Purchase Part XX2Replace XX with your initials.
Unit Codepcspcs
Condition Code UsageNot Allow Condition CodeNot Allow Condition CodeLanguage-sensitive.
SiteXXXXReplace XX with your initials or the site ID given to you by your teacher.
Default Purch U/Mpcspcs
Closing CodeAutomaticAutomaticLanguage-sensitive.
Closing Tolerance (%)00
Over DeliveryNo CheckNo CheckLanguage-sensitive.
  1. When you have entered the purchase part data, select Spreadsheet Data Manager from the IFS Applications menu and then log on to SDMan using your Windows logon. You will need to log on to SDMan only once during an Excel session. Note: For your user name, use the form <Domain>\<User Name>, e.g., EUROPE\MANDERSSON.
  2. Click the Purchase Part option and then click Next.
  3. Click the New option and then click Next.
  4. While in the Data Range field, either select the Excel lines holding the purchase part information, or enter the cell references directly into the Data Range field.
  5. Click the Result field (the cursor will shift focus to the Select placement for... field), then enter the letter for the Excel column where the result values should be inserted. For example, if your Excel Result column is column A, you would enter A.
  6. Click the Part No field, then enter the letter for the Excel column that contains the part numbers. For example, if your Excel Part No column is column B, you would enter B.
  7. Map all the remaining fields to the appropriate Excel columns, using the procedure you used in the above two steps. Click Next when you are done.
  8. Click Finish to import the data and create the new purchase parts in IFS Applications.
  9. If no errors are found, the Result column is updated to Transferred. If the Result column displays Error, the cause of the error(s) displays in the appropriate Result Excel columns as a comment. Resolve the error(s), and retry.
  10. In IFS Applications, open the Purchase Part window and search for the new purchase parts. Verify that the new data was entered correctly.

Notes:

Enter Purchase Part, Advanced

Use the Pur Part NEW tab in the Excel sample file to create new purchase parts. The sample file contains values for all fields that are possible to assign to a new purchase part.

  1. Open the Excel sample file and click the Pur Part NEW tab.
  2. Edit the Part No, Description, and Site column values, replacing XX with your initials.
  3. When you have entered the data, select Spreadsheet Data Manager from the IFS Applications menu and then log on to SDMan using your Windows logon. You will need to log on to SDMan only once during an Excel session. Note: For your user name, use the form <Domain>\<User Name>, e.g., EUROPE\MANDERSSON.
  4. Click Purchase Part and then click Next.
  5. Click New and then click Next.
  6. While in the Data Range field, either select the Excel lines holding the purchase part information, or enter the cell references directly into the Data Range field.
  7. Click the Result field (the cursor will shift focus to the Select placement for... field), then enter the letter for the Excel column where the result values should be inserted. For example, if your Excel Result column is column A, you would enter A.
  8. Click the Part No field, then enter the letter for the Excel column that contains the part numbers. For example, if your Excel Part No column is column B, you would enter B.
  9. Map all the remaining fields to the appropriate Excel columns, using the procedure you used in the above two steps. Click Next when you are done.
  10. Click Finish to import the data and create the new purchase parts in IFS Applications.
  11. If no errors are found, the Result column is updated to Transferred. If the Result column displays Error, the cause of the error(s) displays in the appropriate Result Excel columns as a comment. Resolve the error(s), and retry.
  12. In IFS Applications, open the Purchase Part window and search for the new purchase parts. Verify that the new data was entered correctly.

Notes:

Modify Purchase Part, Basic

  1. Open the Excel sheet used to create the first two or more purchase parts (in the Enter Purchase Part, Basic exercise).
  2. Copy the Pur Part NEW sheet (if this is the name you gave that sheet in the Enter Purchase Part, Basic exercise). Optionally name the new sheet Pur Part MOD.
  3. Enter data into the required fields shown in the following table. Note that when you modify purchase part data, not as much data is required as when you first create the records. Only data that uniquely identifies the purchase part record to modify it, the result message, plus the data you want to modify is required. The required fields and sample values are found in the table below.
First RowSecond RowThird RowComments
Result[Result will be inserted here][Result will be inserted here]If not mapped, SDMan will insert the result message in an empty field.
Part NoXX1XX2Replace XX with the initials used when creating the purchase part.
SiteXXXXReplace XX with the initials used when creating the purchase part.
  1. Decide which data you will modify and then make the changes on the Pur Part MOD sheet. The table below shows example changes you could make.
Part NoChange Closing Code from/toChange Purchase Group from/to
XX1Automatic / Manual- / 10
XX2Automatic / Manual- / 20
  1. Open the SDMan.
  2. Click Purchase Part and then click Next.
  3. Click Modify and then click Next.
  4. While in the Data Range field, either select the Excel lines holding the purchase part information, or enter the cell references directly into the Data Range field.
  5. Click the Result field (the cursor will shift focus to the Select placement for... field), then enter the letter for the Excel column where the result values should be inserted. For example, if your Excel Result column is column A, you would enter A.
  6. Click the Part No field, then enter the letter for the Excel column that contains the part numbers. For example, if your Excel Part No column is column B, you would enter B.
  7. Click the Site field, then enter the letter for the Excel column that contains the site information.
  8. Map the Closing Code and the Purchase Group fields.
  9. Click Next and then Finish to import the data and modify the purchase parts in IFS Applications.
  10. If no errors are found, the Result column is updated to Transferred. If the Result column displays Error, the cause of the error(s) displays in the appropriate Result Excel columns as a comment. Resolve the error(s), and retry.
  11. In IFS Applications, open the Purchase Part window and search for the modified purchase parts. Verify that the modified data was entered correctly.

Notes:

Modify Purchase Part, Advanced

Use the Pur Part MOD tab in the Excel sample file to modify purchase parts. The sample file contains all purchase part fields that you can modify for an existing purchase part.

  1. Open the Excel sample file and click the Pur Part MOD tab.
  2. Edit the Part No, Description and Site column values, replacing XX with your initials. The part numbers should be the IDs of the purchase parts that you have already created.
  3. Modify a number of fields of your choice.
  4. Open the SDMan, and log on. (Logging on is required only once per session.)
  5. Click Purchase Part and then click Next.
  6. Click Modify and then click Next.
  7. While in the Data Range field, either select the Excel lines holding the purchase part information, or enter the cell references directly into the Data Range field.
  8. Click the Result field (the cursor will shift focus to the Select placement for... field), then enter the letter for the Excel column where the result values should be inserted. For example, if your Excel Result column is column A, you would enter A.
  9. Click the Part No field, then enter the letter for the Excel column that contains the part numbers. For example, if your Excel Part No column is column B, you would enter B.
  10. Map all fields containing the values you want to change, then click Next.
  11. Click Finish to import the data and modify the purchase parts in IFS Applications.
  12. If no errors are found, the Result column is updated to Transferred. If the Result column displays Error, the cause of the error(s) displays in the appropriate Result Excel columns as a comment. Resolve the error(s), and retry.
  13. In IFS Applications, open the Purchase Part window and search for the modified purchase parts. Verify that the modified data was entered correctly.

Notes: