Entering and Modifying Purchased Inventory 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 purchased inventory 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 Part
Inventory Part

Enter Purchased Inventory Part, Basic

  1. Open Excel and open a new workbook or select an empty worksheet from an existing workbook. Optionally rename the active sheet Pur Inv Part NEW.
  2. When you create a new purchased inventory 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 purchased inventory part under the appropriate column headings. The table below shows the mandatory fields in the First Row column and possible values for purchased inventory 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 purchased inventory 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.
DescriptionPurchased Inventory Part XX1Purchased Inventory 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.
Inventory U/Mpcspcs
Part StatusAA
ABC-CodeAA
PlannerRALFNIKI
  1. When you have entered all mandatory purchased inventory 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 Purchased Inventory Part option and then click Next.
  3. Click New and click Next.
  4. While in the Data Range field, either select the Excel lines holding the purchased inventory 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 purchased inventory 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 Part Information Analysis window and search for the new purchased inventory parts. Verify that the new data was entered correctly.

Notes:

Enter Purchased Inventory Part, Advanced

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

  1. Open the Excel sample file and then click the Pur Inv Part NEW tab.
  2. Edit the Part No, Site and Description column values, replacing XX with your initials.
  3. Open the SDMan, and log on. (Logging on is required only once per session.)
  4. Click Purchased Inventory Part and click Next.
  5. Click New and click Next.
  6. While in the Data Range field, either select the Excel lines holding the purchased inventory 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 purchased inventory 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 Part Information Analysis window and search for the new purchased inventory parts. Verify that the new data was entered correctly.

Notes:

Modify Purchased Inventory Part, Basic

  1. Open the Excel sheet you used to create the first two or more purchased inventory parts (in the Enter Purchased Inventory Part, Basic exercise).
  2. Copy the Pur Inv Part NEW sheet (if this is the name you gave that sheet in the Enter Purchased Inventory Part, Basic exercise). Optionally name the new sheet Pur Inv Part MOD.
  3. Enter data into the required fields shown in the following table. Note that when you modify purchased inventory part data, not as much data is required. Only data that uniquely identifies the purchased inventory 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 purchased inventory part.
SiteXXXXReplace XX with the initials used when creating the purchased inventory part.
  1. Decide which data you will modify and then make the changes on the Pur Inv Part MOD sheet. The table below shows example changes you could make.
Part NoChange Planner from/toChange Closing Code from/to
XX1RALF / MIKAAutomatic / Manual
XX2NIKI / ALAINAutomatic / Manual
  1. Open the SDMan.
  2. Click Purchased Inventory Part and click Next.
  3. Click Modify and click Next.
  4. While in the Data Range field, either select the Excel lines holding the purchased inventory 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 Planner field, then enter the letter for the Excel column that contains the planner names.
  8. Click the Closing Code field, then enter the letter for the Excel column that contains the closing codes.
  9. Click Finish to import the data and modify the purchased inventory 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 Part Information Analysis window and search for the modified purchased inventory parts. Verify that the modified data was entered correctly.

Notes:

Modify Purchased Inventory Part, Advanced

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

  1. Open the Excel sample file and then click the Pur Inv 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 purchased inventory parts that you have already created.
  3. Modify a number of fields of your choice.
  4. Open SDMan and log on. (Logging on is required only once per session.)
  5. Click Purchased Inventory 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 purchased inventory 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 create the new purchased inventory 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 Part Information Analysis window and search for the modified purchased inventory parts. Verify that the modified data was entered correctly.

Notes: